The process of applying for a PhD requires careful attention. Among the various components you will be asked to submit, there will typically be at least two or three letters of recommendation from individuals who can speak to your potential for success in doctoral work. This usually includes professors and/or work supervisors who will be asked to assess your academic preparation, research interests, and professional experiences. In this post, I will review how you can effectively manage your letters of recommendation when applying for a PhD.
- Choose the Right Recommenders
The first and most crucial step is to select the right individuals to write your letters. Ideally, your recommenders should be:
Familiar with Your Work: Choose individuals who know your academic and research work well. They should be able to speak in detail about your achievements and potential for research.
Supportive of Your Goals: Ensure that the people you ask are genuinely supportive of your decision to pursue a PhD. They should be willing to invest the time and effort to write a detailed, thoughtful letter. - Ask Early and Provide Clear Instructions
Once you’ve identified your potential recommenders, approach them as early as possible—ideally, at least two to three months before the application deadline. This gives them ample time to craft a thoughtful letter.
When requesting a recommendation, be sure to provide:
- A Clear Deadline: Specify when the letter needs to be submitted, and send a few reminders as the deadline approaches.
- Your Application Materials: Provide your CV, personal statement, and a summary of your research interests. This will help your recommender write a letter that aligns with your application.
- Guidelines or Specific Points to Address: Some programs may have specific criteria or questions they want recommenders to address. Ensure that your recommenders are aware of these requirements.
- Submit Letters Strategically
Different PhD programs might have varying requirements regarding the number and types of letters of recommendation. Some programs may require three letters, while others may ask for more or fewer. Be strategic in deciding which letters to submit for each program to enhance your application’s impact.
Start by reviewing each program’s guidelines and expectations. Pay attention to whether they prefer recommendations from academic mentors, research supervisors, or professional contacts. Tailoring your choice of recommenders to these preferences can make your application more compelling.
Additionally, consider how each recommender can complement the others. You want to present a well-rounded view of your qualifications. If one recommender focuses on your research skills, another might highlight your teaching experience or ability to work collaboratively.
- Thank Your Recommenders
After your letters have been submitted, and regardless of the outcome of your applications, take the time to thank your recommenders. This not only strengthens your professional relationship but also leaves the door open for future opportunities where you might need their support again.
- Follow Up with Updates
Finally, keep your recommenders updated on the outcome of your applications. Whether you get into your top choice or not, they’ll appreciate hearing from you and knowing that their effort made a difference in your academic journey.
Additional Tips:
- Select an Alternate Recommender: It’s a good idea to have a backup recommender in case one of your primary choices becomes unavailable or is unable to complete the letter on time.
- Create a Tracking Spreadsheet: If you plan to apply to multiple programs, organize your applications by creating an Excel spreadsheet to track the submission status of each letter from your recommenders.
What if a recommender isn’t responding to your request? As obvious as it may seem, if they haven’t replied after a month and you’ve already followed up once, it’s best not to push further. Instead, move on and find another recommender, reaching out to them as soon as possible.