reference letters 1 reference letters a presentation by: kenneth joe galloway ceo - knowledge,...

Reference Letters

1

Reference Letters A presentation by:Kenneth Joe GallowayCEO - Knowledge, Growth & Support, Ltd. [email protected]

KJG Reference Letters

3

Reference Letters

Reference Letters


4

A letter of recommendation is written by a person of authority (e.g., one in a supervisory role) or one who is or has been in the position to personally assess the characteristics, qualities, and capabilities of the subject of the letter in terms of previous performance.

The writer briefly documents his or her observations and reflections on the subject of the letter for others who are in similar positions of authority and who wish to incorporate the subject into their institutions, so that they may review how the subject has impressed others and gain a view of the subject’s suitability for the new role.

The writer of the recommendation letter is in fact providing a permanent, written record, a personal commitment, of the character, ethics, and moral qualities of the subject. Giving this assurance is a responsibility that in time reflects both on the character and reputation of the subject and, even more so, on the writer.


5

Reference LettersWhy are they important?

• As long as the letters are positive in tone, the most important aspect of recommendation letters is that persons in positions of importance remembered you in an affirmative frame of mind.

Reference LettersWhat should be in the letter?


6

• The letter hopefully includes items that the subject has not thought of personally. As the writer’s view of you is unique, so should their remembrances be.

• The letter should NOT be a rehash of information that can be found elsewhere in your résumé package.

• What the recommender remembers is not as important as the positive and personal tone of the information provided.


7

Reference LettersSelect the correct person to ask.

• Ensure that the person you are requesting to write a letter on your behalf is appropriate.

• If you are applying for the finance field, a letter from a music professor will hurt, not help, your cause.

• Brief letters from the dean or your senior professors are much better than a long and praise-filled letter from a class assistant.


8

Reference LettersHow many is too much?

• It all depends on how important, relevant, and positive the letters are.

• If every dean and professor you studied under or worked for has very positive remembrances of you, then including all of them will be of value.

• If the persons are not relevant or important, or the letters are not positive, do not include them.

Reference LettersHow many is too much?

• When I decided to leave the bank I worked at in the US to go overseas, I was given letters of recommendation by every department head, vice president, and assistant vice president.

• The only letters I included in my résumé package were from the president of the bank and the board of directors.

• If the letters are from an impressive source with a positive message, use them; if not, do not.


9

Reference Letters• Normally writing involves knowing your audience,

generally in China you need to know both your audience AND the author.


10


11

Overview of reference letters

An important part of the admissions process is securing reference letters. Reference letters, otherwise known as recommendation letters, provide schools with a truthful assessment of your abilities and critical insight into your work habits and learning style. A compelling reference letter can build upon or reveal your characteristics that may not be otherwise apparent in your application. A reference letter is a formal document, and it should follow the same general guidelines on professional communication. The tone and presentation of the letter should be business-like. Reference letters should be written on letterhead and signed by your recommender.


12

Core requirement for a reference letterGenerally, the most ideal reference letters are from individuals who:• Have worked with you closely (e.g., a research supervisor)• Have known you long enough to write with authority (e.g.,

academic adviser)• Have relevant expertise (e.g., professors)• Are senior and well-known (e.g., a departmental chair)• Have positive impressions of you and your abilities• Are likely to be invested in your long-term successTherefore, select a good recommender. The recommender should be able to write a strong, meaningful, and honest reference on your behalf.


13

Reference letters should emphasize:Your intellectual abilities, course load, or work outcome in comparison to other students (“His critical thinking skills are probably the best that I have ever seen in my entire teaching career”). Reference letters that highlight these aspects typically appeal to admissions officers.Your personal qualities and goals. Reference letters that comment on these facets (“She is determined to excel in her chosen field that is historically one of the toughest to get into”) offer supplementary information on your intellectual and academic qualifications.

Reference letters should avoid:Any weakness you may have. Discussing your flaws (“He completes assignments at the last minute”) may jeopardize your chances for admission.Personal information that is irrelevant to the application. For instance, pointing out your race, religion, or political beliefs is typically inappropriate and unnecessary.


14

Outline of a reference letterThe precise structure of a reference letter slightly differs depending on the type of reference. Nonetheless, the following is a basic outline of a reference letter for academic applications:

1. Start the reference letter using the standards of business-letter writing.

The recommender’s address is placed on the top right, followed by the date (spelled out). Below that, on the left, the recipient’s name (if known) and address are indicated. A formal business greeting is used to open the letter; for instance, Dear [Name] is used if the recipient is known, or Dear Sir or Madam, if the recipient’s name is unknown.


15

2. Provide a brief introduction of the recommender in the first paragraph.

The recommender introduces him-/herself in the first few lines of the reference letter. The sentences briefly explain the recommender’s position and relationship to the candidate, as well as describe how well the recommender knows the candidate. For example, “I am deeply honored to recommend Jason for admission to your graduate program that he has applied for in your University. Having been his professor of engineering for two years, I can attest that Jason has been among the most accomplished students I have come across.”


16

3. Verify and support any facts about the candidate in the second paragraph.

The recommender confirms the candidate’s academic grades and accomplishments by specifying a few cases or anecdotes on the latter’s excellent performance instead of citing generalities. A story or incident that conveys the character or merit of the candidate is more informative than a mere statement such as “He is competent.” More specifically, “He has a high aptitude for physics and is considerably involved in his work, applying himself with persistence and often going beyond the regular class assignments” is preferable to “He is very diligent and highly active in class.” Additionally, the recommender discusses the aspects that the candidate prefers to include in the reference letter, such as extra-curricular activities and internships.


17

4. Convey opinions about the candidate’s skills and qualifications in the third paragraph.

The recommender details his/her personal views and impressions about the candidate as truthfully as possible. The recommender typically makes comparisons to put the candidate’s achievements into context and provide the recipient with a basis for understanding the recommendation: “Jean’s work in her field of study has been so innovative that she has published a paper on it—a feat that I have not previously encountered in my 20 years in the academe.”


18

5. Close the letter on a positive note.

The recommender reiterates his recommendation of the candidate, and expresses his/her willingness to receive further correspondence about the candidate’s application. The recommender may also choose to include his/her contact details.

6. End the reference letter appropriately.

As with any business letter, a reference letter should be ended properly. For instance, “Yours sincerely” or “Best regards” are suitable when writing to a named recipient, whereas “Yours faithfully” is apt when the recipient is unknown.


19

Final pointers

• The choice of recommenders is crucial; hence, begin cultivating personal relationships with potential reference letter writers early on.

• Reference letters require you to coordinate closely with your recommender. Thus, you should thoroughly discuss your academic and career goals with him/her. If certain factors beyond your control have influenced your ability to perform as you would have liked, ensure that your recommender is sufficiently informed so he/she can help you tell your “story.”

• Plan accordingly and early to allow yourself to gather the required materials and to give your recommender adequate time to write the best letter possible. Hurriedly written letters will not do justice to your accomplishments.


20

Examples and Discussion of Changes to Actual Reference Letters Written by Chinese Students.

(All examples have been sanitized. [Names, locations and all other personal information has been changed])

reference letters 1 reference letters a presentation by: kenneth joe galloway ceo - knowledge,...

Documents