(Last updated: February 27, 2019 2:06 PM )
Try emailing me with "internship reference listing request" or such in the subject line, the details about the timing of the application, and exactly what it is that I might need to do. If you are just listing me as a reference and I say it is okay to do so, use this information:
John Wallace, Senior Lecturer, 510-972-3339, jwallace@berkeley.edu, Dept. of East Asian Languages and Cultures, 3413 Dwinelle Hall, Berkeley, CA 94720.
I realize that the need to make these requests can happen at the last minute, as opportunities unexpectedly arise. I'll give you an honest answer as to whether I can fit it in. The tighter the deadline the less likely I can say yes, of course.
I appreciate that I have the opportunity to help my students by writing recommendation letters for them. However, I need to be realistic about how many students I can commit to supporting in this way. Regardless of how close our working relationship has been, regardless of what your specific situation is, regardless of what conversations we might have had along the way about your career and advanced studies plans, I have decided the best way to manage the number of letters I agree to write is to receive written requests that follow the below process, and treat each request in exactly the same way. Each of you are special to me and if I base my decision on whether or not I want to write a letter or how much you need a letter, my answer will always be "yes." which simply won't work.
If you would like me to consider writing letters for you, please do not ask more than three months in advance of the first due date (this is true for "rolling" applications as well) or later than two weeks in advance of the first due date.
Then, check the status below.
If you are inside my defined time-frame for making a request to me and if the status below checks out as okay, please send an initial email to me (with recommendation letter request in the subject line) telling me the programs or types of programs to which you will apply, number of letters you would like to request, each of their due dates, and whether I have written a letter for you before. You don't need to explain more than that unless I ask for more information. Allow one week for a reply then remind me. My first reply will be, "Yes, I can." and will have further instructions, or "Sorry, but at this time I cannot." My decision will be based purely on my workload, not how much I want to support you.
Am I accepting requests for recommendation letters and such? See below
I am currently accepting requests for reference listings on job applications that only ask for my contact information. However, I am out of the country from the third week of May until the middle of June. Therefore, if it is a reference that would expect to contact me (and they often do, and want a phone interview), I cannot be helpful to you.
I am currently accepting requests for reference listings on job applications that ask for something more than just my contact information. However, I am out of the country from the third week of May until the middle of June. Therefore, if it is a reference that would expect to contact me (and they often do, and want a phone interview), I cannot be helpful to you.
I am currently accepting requests for recommendation letters
In order not to lose track of the many recommendation letter promises I make, I have a system that allows me to take on more letters, write them effectively, and (almost all of the time), submit them on time. That process is described on this page.
Good recommendation letters take time. If you want an effective letter from me, I need at least two weeks advance notice, sometimes more at certain times of the year.
I appreciate a reminder 2 weeks ahead of the due date and again 1 week ahead of the due date. Do NOT ask the institution to resend an invitation to me as a reminder. It just complicates things. Write me directly, please.
All letters take time, whether they are the initial letter or an existing letter that is modified for other institutions or simply uploaded to other institutions. Many institutions pair a survey with the submission process, for example. And in some cases the initial letter is followed up by a request for an additional letter(s) for awards, grants, or such.
I understand that you need to apply to multiple institutions. However, on my side of things, I need to distribute my time across multiple students, giving each his or her fair share of my attention in writing quality letters. But it's complicated: If you are heading into Asian Studies Master's programs or Japanese literature Ph.D. programs I will probably be willing to write letters for all of your institutions. This is a core activity for me. Still, have a strategy instead of applying everywhere you can think of. If you are heading into advanced programs that I am less professionally connected to, I begin to get uncomfortable around the seven requests. Again, it depends on the programs. In all cases, please give me your full list before making requests, or as close to a full list as possible.
All students need to formally ask via email to my berkeley.edu address, even if we have talked in the hallway. I use the emails to generate the to do lists, and track progress.
Please use the below format for the subject line:
TRACKING LAST NAME First name you will use on the applications(First name I know you by, if different) RECLETTER
Examples:
TRACKING POLK Alicia RECLETTER
TRACKING YAMADA Albert Tatsuo ("Tatsu") RECLETTER
At the top of the email, provide a list of institutions that you are applying to and their due dates. Each time you update this list, be sure to include the full list still waiting to be done. I won't compile a list from multiple TRACKING emails. I will use the only last one you sent to me. Use this as a template and leave an open line between each, for quick reading:
How I will submit —— Institution's due date —— Institution name —— Name of program
Example:
Online —— Feb 1 —— Wharton School University of Pennsylvania —— MBA
Letter (overseas, letter directly to them) —— April 1 —— Cambridge Judge Business School —— Master of Finance
Letter (overseas, letter to you) —— Feb 1 —— Osaka University —— MA in Japanese literature
Letter (domestic, letter directly to them) —— Nov 15 —— Embassy of Japan (Washington DC) —— JET
Letter (domestic, letter to you) —— Dec 1 —— Staffroom Hospital —— Laboratory Assistant
Letter (handed from Wallace to them) —— Feb 1, 2016 —— EAP Office, Berkeley —— Overseas study
Letter (handed from Wallace to you) —— Feb 1, 2016 —— EAP Office, Berkeley —— Overseas study
Reference listing only —— May 15 —— Microsoft Game Developer Teams (S.F. Office) —— internship
Here is how I calculate when I feel I need to finish your letter — I usually write letters very close to the deadline (that day) so don't worry (but do send a reminder a week ahead). I do sometimes miss deadlines, about once every 100 letters, but I have never in 30 years of writing missed a deadline that has caused a problem in the application since institutions usually give us a little extra time:
- If I submit electronically, I count backwards 2 days from the due date (because some sites close over the weekend and holidays, or after 5PM or are on international time)
- If I am to postmark the letter by a certain day, I count backwards 0 days from the due date unless the due date is a weekend or holiday (yes, institutions make this sort of mistake).
- If I am to mail to the Bay Area, I count backwards 2 days from the due date (paying attention to Sundays and holidays).
- If I am to mail to somewhere else in America, I count backwards 7 days from the due date.
- If I am to mail overseas, I count backwards 14 days from the due date.
- If I am to mail to you and you are in the Bay Area, I count backwards 2 days from when you need the letter (paying attention to Sundays and holidays)
- If I am to mail to you and you are elsewhere in America, I count backwards 7 days from when you need the letter.
- If I am to mail to you and you are overseas, I count backwards 14 days from when you need the letter.
- If I am to hand off to you, we sort out a time together.
Give me a list of institutions.
Are there emails I should have received or should soon get? Explain (for each institution).
Classes (number, semester, year) you have taken with me*:
Have I written a letter for you before? (When):
Ways of contacting you on short notice in the week ahead of the due date:
*When you leave classes blank I just say "I have had a few classes with this student in the past few years or some other appropriately vague sentence. It is really better if you track this down.
(address of the institution to which you are applying)
Dear Admissions Committee,
(your full name as on the application) has asked that I write a letter in support of (his or her) application to (name of institution)'s program in (name of program), to work towards a degree in (name of degree), beginning in (year the program begins or Fall / Spring plus the year the program begins).
*NOTE: I will not grammar check or spell check this paragraph.
Here you can say whatever you want, explaining the situation.
I appreciate but do not require CVs, transcripts, statement of purposes, past essays written, etc. Your call on these.
Institutions usually ask for my address, email, sometimes my phone, and my title. I really appreciate when you are able to fill this information in for me but it doesn't always work that way.
Title: Senior Lecturer (if space is limited, then just "Lecturer")
Tel: 510-972-3339 (no fax number)
Email: jwallace@berkeley.edu
The full address (adjust as necessary) is:
3413 Dwinelle Hall
Dept of East Asian Languages and Cultures
Berkeley, CA 94720-2230 USA
Please give me completed forms where possible (and mention in your email that you have done so).
It is the student’s choice whether or not to waive his or her right to read the letter that I write for them. I feel I write better letters when I don’t have to visualize “double readers”—How will the admissions committee interpret this sentence? How will the student interpret this same sentence? I feel the prose is more natural and persuasive when I can treat the admissions committee as the king/queen to whom I am talking. Also, some faculty say that letters where students have not waived their rights are taken less seriously. I have no real proof of this one way or the other but it is something to keep in mind. Most forms and websites tell me what you have done but you might want to include it in this email, too.