Cross-course pages: text

(Last updated: Feb 1, 2016)

Process

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.

1. When to contact me

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.

2. Reminding me

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.

3. How many letters am I comfortable writing for you?

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.

4. Email subject line

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:

RECLETTER LAST NAMEFirst name you will use on the applications (First name I know you by, if different)TRACKING

5. Email content: List of institutions

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:

My due date (method)* —— Institution's due date —— Institution name —— Name of program

Example:

January 28, 2016 (online) —— Feb 1 —— Wharton School University of Pennsylvania —— MBA

Feb 1, 2016 (online) —— rolling beginning Feb 1 —— Columbia Business School —— MBA

Jan 17, 2016 (letter directly from Wallace to them) —— Feb 1, 2016 —— Cambridge Judge Business School —— Master of Finance

About "method". Almost everyone completes form via online portals but sometimes I need to give a letter to you and sometimes I need to mail a letter directly to the institution. Obviously this can make a huge difference in when the letter needs to be ready to go. Let me know. If you don't say anything, I will assume it is online. That can be OK, that can be awful.

About "my due date". Use the below:

• If I submit electronically count backwards 3 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, 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, count backwards 2 days from the due date (pay attention to Sundays and holidays).
• If I am to mail to somewhere else in America, count backwards 7 days from the due date.
• If I am to mail overseas, count backwards 14 days from the due date.
• If I am to hand off to you, think about when you need the letter and think about when we will be on campus together. Be aware of weekends and holidays.
• If I am to mail to you and you are in the Bay Area, count backwards 2 days from when you need the letter (pay attention to Sundays and holidays)
• If I am to mail to you and you are elsewhere in America, count backwards 7 days from when you need the letter.
• If I am to mail to you and you are overseas, count backwards 14 days from when you need the letter.

6. Email content: the rest of the email

A. At the top of the email even before you say hello, remember:

Give me a list of institutions.

B. Next, cut-and-paste the below into your email, and complete it.

Are there emails I should have received or should soon get? Explain (for each institution).

Classes (number and semester) 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:

C. Complete the below portion of the recommendation letter as many times as necessary, as in the example

(address)

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).

D. The body of your email

Here you can say whatever you want, explaining the situation.

E. Attachments

I appreciate but do not require CVs, transcripts, statement of purposes, past essays written, etc. Your call on these.

My contact info

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: Continuing 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

Special request

Please give me completed forms where possible (and mention in your email that you have done so).

Waiver of rights to see the content of the letter

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. JET does not ask for a statement on this. I write JET letters assuming you will not open the envelope before forwarding it to the institution.