Letter of Reference

How to Get a Good Letter of Reference

Rule #1 - Do good work!

Requesting a letter of reference can be easy or tricky, both for you and the writer. The resulting letter can be very good or mediocre depending on how you approach the writer and how the writer feels about writing for you.

Some problems can arise if the writer has not worked with you for a while, or did not feel personally or professionally close to you, or did not personally supervise your work, etc. It is important for you to make the work as easy as possible for the writer. The writer is doing you a big favor - taking time to write the letter and putting his/her reputation on the line. It is incumbent upon you to make the job as easy as possible for the writer.

At the very least you should contact the writer personally, then provide the writer with the following information in writing:

the position you are seeking.

the name and title of the recipient,

the address where the reference is to be posted.

the date the reference must be received (no last minute request…. please).

Also, you should review for the writer technical information (dates of employment, positions held, certifications, etc.), background (prior jobs, etc.), and any specific event, accomplishment, or special work you would like to have mentioned.

If you are asking several people to write references at about the same time, or from the same source (place you worked), ask each writer to focus on different events, accomplishments, and characteristics, so that all references don’t sound the same.

If you are asking a key person to write, ask him/her to use the form from your college placement file. If you need an original letter ask her/him to also complete a college placement file form at the same time.

If you do a good job of asking and providing needed information the writer will do a good job of writing a reference that helps you. What the writer says will be confidential – you will never see it – you will never know what she/he said.

A SAMPLE LETTER REQUESTING A 'LETTER OF REFERENCE'
[With annotations]
Prepared by James M. Merrins, EdD
(Modify as appropriate)

[1. Always personally ask permission to use someone as a reference,
always follow up your request with a letter.]

Date

Mrs. Mary Smith, Superintendent
Hometown Central School District
2222 Main Street
Hometown, New York 00000

RE: Letter of Reference

Dear Mrs. Smith:

[2. Thank the writer for agreeing to serve as a reference.]

It was a pleasure talking to you yesterday. Thank you for agreeing to write a letter of reference for me.

[3. Describe the position(s) to which you are applying.]

I am applying for the position of Superintendent of Schools in the Anytown Central School District, Anytown, New York. This is a small, rural, K-12 school district of 950 students in the Rochester area -- similar to Hometown.

[4. Review your education/certification background to date.]

I will complete my formal course work towards my doctorate in Public School Administration at Indiana University this summer, and hope to complete my dissertation and doctorate in spring 2005 . I have permanent NYS certification as a School District Administrator.

[5. Review your professional relationship with the writer - be specific.]

Your supervision and guidance provided an excellent educational and administrative experience for me during my four years at Jonestown. Because of you, I am a stronger administrator. Now that I have experience in the principalship, I am ready for a superintendency.

[6. Ask for what you want.]

I ask that your reference cover the four years I worked for you as Assistant High School Principal at Jonestown High School - August 1995 to July 1999. I left Jonestown to become High School Principal at Little Village High School. You may recall and wish to mention that I was the first Assistant Principal at the high school and I also chaired the Committee on Special Education for all three years.

[7. Ask for different, specific, accomplishments from each reference.]

Accomplishments you may want to include:

working with high school guidance counselors to develop all student class schedules

acting as chief faculty counselor to all extraclassroom activity faculty advisers, including their training in extraclassroom activity fund management

working with parents and teachers on the committee to revise the student discipline code

teaching mini-sessions to teachers with an interest in improving their computer skills

full responsibility for administration of the high school graduation ceremony

[8. Review some of your personal traits.]

I am still a tireless worker with a good sense of humor, an optimistic outlook on life, and a willingness to learn and grow. I am a self starter setting realistic short term and long term professional goals.

[9. Tell him/her of deadlines, mailing addresses, and any special instructions.]

The application process at Anytown closes on May 30. Please send your letter of reference to:

Mr. Harry Jones, President
Board of Education
Attn: Superintendent Search
Anytown Central School District
P.O. Box 000
Anytown, New York 00000

[10. Set up your placement folder at the same time.]

I have also enclosed a form and stamped envelope for my college placement file at Indiana University. If you also complete your confidential recommendation on the college placement form I’ve provided, I can use it for future administrative position applications.

[11. Thank him/her.]

I appreciate your taking the time to write this letter of reference. Please let me know if you need any other information. Your support means a lot to me. Again, thank you for your help.

Sincerely,

John Jones

[. Provide your contact information in the letterhead, return, or here - your address, telephone number, fax, e-mail address.]

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A SAMPLE LETTER REQUESTING A 'LETTER OF REFERENCE'
[Without annotations]
Prepared by James M. Merrins, EdD
(Modify as appropriate)

Date

Mrs. Mary Smith, Superintendent
Hometown Central School District
2222 Main Street
Hometown, New York 00000

RE: Letter of Reference

Dear Mrs. Smith:

It was a pleasure talking to you yesterday. Thank you for agreeing to write a letter of reference for me. I am applying for the position of Superintendent of Schools in the Anytown Central School District, Anytown, New York. This is a small, rural, K-12 school district of 950 students in the Rochester area -- similar to Hometown.

I will complete my formal course work towards my doctorate in Public School Administration at Indiana University this summer, and hope to complete my dissertation and doctorate in spring 2005 . I have permanent NYS certification as a School District Administrator.

Your supervision and guidance provided an excellent educational and administrative experience for me during my four years at Jonestown. Because of you, I am a stronger administrator. Now that I have experience in the principalship, I am ready for a superintendency.

I ask that your reference cover the four years I worked for you as Assistant High School Principal at Jonestown High School - August 1995 to July 1999. I left Jonestown to become High School Principal at Little Village High School. You may recall and wish to mention that I was the first Assistant Principal at the high school and I also chaired the Committee on Special Education for all three years.

Accomplishments you may want to include:

working with high school guidance counselors to develop all student class schedules

acting as chief faculty counselor to all extraclassroom activity faculty advisers, including their training in extraclassroom activity fund management

working with parents and teachers on the committee to revise the student discipline code

teaching mini-sessions to teachers with an interest in improving their computer skills

full responsibility for administration of the high school graduation ceremony

I am still a tireless worker with a good sense of humor, an optimistic outlook on life, and a willingness to learn and grow. I am a self starter setting realistic short term and long term professional goals.

The application process at Anytown closes on May 30. Please send your letter of reference to:

Mr. Harry Jones, President
Board of Education
Attn: Superintendent Search
Anytown Central School District
P.O. Box 000
Anytown, New York 00000

I have also enclosed a form and stamped envelope for my college placement file at Indiana University. If you also complete your confidential recommendation on the college placement form I’ve provided, I can use it for future administrative position applications.

I appreciate your taking the time to write this letter of reference. Please let me know if you need any other information. Your support means a lot to me. Again, thank you for your help.

Sincerely,

John Jones