Guidelines for Writing Letters of
Recommendation
Letter Formatting
- Before writing any letter of recommendation, each student or alumnus
should provide you with a signed waiver statement that specifies whether they
are requesting the content of the letter to be confidential or
non-confidential. This waiver statement must be submitted with the actual
letter. The Letter Service will not allow the individual access to a
confidential letter but will allow the individual access to non-confidential
letters. The individual should verify that his or her choice is acceptable to
you before you write the letter.
- Beginning August 1, 2001 due to a change in California law, letters
received by the Career Center Letter Service will be identified as
non-confidential or confidential for the receiving educational institutions.
Letter of Recommendation
Forms
- Letters may be submitted on your professional letterhead. If you prefer to
use the Career Center Letter Forms, you may download PDF forms here. Please do
not submit a letter on more than one form unless they are different letters.
For example do not write a letter on the Letter Form and another identical
letter on the Ranking Grid Form. The version of the pdf Letter Forms below
have fillable form fields, which will allow you to type or paste text directly
into them before printing and signing. If you are looking for the waiver
statement, only the client can access it from the Main Menu of their online
file. The client must login to their online file and print the waiver
statement and give it to you so that it can accompany the letter.
Letter Form
(PDF)
- Letter Form with
Ranking Grid (PDF)
If you choose to use these letter forms with fillable form fields, it is
recommended that the text be created in a word processing application (e.g.
Word) with 1" left and right margins and a 1.75" top margin. Set the bottom
margin to 2" for the Letter Form or 3.25" for the Letter Form with Ranking
Grid. The text can then be copied and pasted into the form. Text can only be
saved in the word processing application. The online form is simply a
formatting tool that allows a hard copy to be printed. The form will not allow
text to be saved. Please note that the form will only accommodate a certain
number of lines: approx. 36 lines on the ranking grid form and approx. 44
lines on the basic form. Letters may be continued on additional sheets if
necessary. These forms still need to have an original signature and be
submitted by mail or in person.
- In accordance with federal laws and university policy, authors of letters
of recommendation are asked to refrain from comments regarding candidate's
race, color, gender, religion, age, physical or mental disability, marital
status, sexual orientation, national origin, citizenship, medical condition,
or political affiliations, beliefs or activities.
- Letters should be typewritten or word-processed and signed in ink.
Handwritten letters do not scan clearly.
- Letters should conclude with legible identifying personal information:
full name, title, institution, mailing address, telephone number and email
address. You will receive an email confirmation informing you that we have
received your letter. If UCLink is experiencing problems, you may not receive
this email.
Forwarding Your Letter to the Letter
Service
- We strongly suggest that you retain a copy of your letter for your
records.
- Letters and waivers may be sent by campus mail, by regular or express
mail, by courier, or may be hand-delivered. Please seal the letter in an
envelope and sign across the seal so that we will know that it has not been
opened en route. If you hand-deliver an unsealed letter to the Letter Service,
staff may ask to see identification to verify that you are the author of the
letter.
- Please return your letter to:
University of California, Berkeley
Career Center
The Letter
Service
2111 Bancroft Way, 2nd Floor
Berkeley, CA 94720-4350
Guidelines for Writing Recommendations for:
Academic Graduate
School
Indicate how long you have known the applicant and in what capacity. Graduate
schools are primarily interested in recommendations that come from professors
who know the applicant and his/her academic work as well as from employers. They
are primarily interested in faculty members' summary estimates of the
candidate's general promise as a graduate student. The more the recommendation
reflects real knowledge of the applicant and his/her performance, the more
useful the letter is to the graduate school admissions committees and thus to
the applicant. The letter should address the following questions:
- Intellectual characteristics: How do you rate the applicant in
overall intelligence? How well does the applicant learn and retain
information? What is your assessment of the applicant's skill in analysis and
logic? What is the applicant's ability to deal with complex or abstract
matters? Does the applicant show evidence of creativity? Has the applicant's
academic record been affected by special circumstances such as work, social or
academic background?
- Knowledge of field of study: What is the applicant's depth and
breadth of knowledge in the field? Does he/she know how to use the methods in
the field of study or have the experience in research? Where applicable, does
the applicant have the requisite laboratory techniques?
- Ability to communicate: Is the applicant an effective writer? Does
the written work submitted demonstrate a mastery of the convention of English?
Is the written material clear, well-organized and forceful? Is the applicant
articulate in oral expression?
- Industry and self-discipline: To what extent is the applicant
persistent, efficient and motivated? Is the applicant able to work
independently? Is there any reason to doubt the applicant's commitment to
graduate study or diligence as a student?
- Personal effectiveness: Does the applicant possess the qualities of
maturity and personal adjustment requisite for graduate study? Would you
choose the applicant for graduate study under your tutelage? Does the
applicant enjoy the trust and respect of fellow students and peers?
- Potential for graduate study: What is your prediction of the
applicant's probable performance in graduate school? Does he/she have any
specialized skill or studies in the field? Does the applicant have an aptitude
for the chosen field? How does this applicant rate with other candidates who
have been evaluated?
Business School
Business schools are primarily interested in recommendations from professors
who know the applicant and his/her academic work, as well as from employers.
Note: Schools which usually only accept applicants with several years or more of
full-time experience often place greater importance on letters from employers.
They are interested in summary estimates of the applicant's general promise as a
student of business. The more the evaluation reflects real knowledge of the
applicant and his/her performance, the more useful the letter is to the business
school admissions committees and thus to the applicant. The letter should
address the following:
- Interpersonal skills and leadership ability: How effective is the
candidate in establishing and maintaining relationships? How well does he or
she work with and/or through supervisors, peers and subordinates? How do you
assess the applicant's ability to lead, ability to delegate responsibility,
sensitivity to those less competent and potential for future success as an
administrator? Has the applicant demonstrated willingness to work in a team
environment?
- Personal achievements: Has the applicant sought or created
opportunities to make use of his or her native ability and how effectively has
he/she exploited it? How do the applicant's achievements compare to those of
his/her peers?
- Candidate's insight into his or her own assets and liabilities:
Will the applicant accept constructive criticism? Will he/she accept a
challenge with self-confidence, admit mistakes and ask for help when needed?
- Intellectual qualifications: What is your assessment of the
applicant's analytical skills and ability to grasp new ideas? Has the
applicant's academic record been affected by any special circumstances such as
work or academic background? Does the applicant have the ability to apply
his/her knowledge creatively?
- Ability to communicate: Is the applicant an effective writer? Does
the written work submitted demonstrate a mastery of the conventions of
English? Is the written material clear, well-organized and forceful? Is the
applicant articulate in oral expression?
- Industry and self-discipline: To what extent does the applicant
possess the traits of persistence, efficiency and motivation? Is there any
reason to doubt the applicant's diligence as a student?
- Potential for the study of business: What is your prediction of the
applicant's probable performance in the study of business? How well do you
think the applicant has thought out plans for graduate study? Among others
recommended for business school, how does this candidate rate?
- Is there any other information about the applicant which you would like to
share with admissions committees?
Law School
Law schools are primarily interested in recommendations that come from
professors who know the student and his/her academic work, as well as from
employers who can write about the factors noted below. They are interested in
summary estimates of the candidate's general promise as a student of law. The
more the evaluation reflects real knowledge of the student and his/her
performance, the more useful the letter is to the law school's admissions
committee and thus to the student. Indicate how long you have known the
applicant and in what capacity. It should address the following questions:
- Personal effectiveness: Is the applicant the kind of person you
would choose to consult as a lawyer? Does the applicant enjoy the trust and
respect of professors and fellow students?
- Intellectual qualifications: What is your assessment of the
applicant's analytical skills and ability to grasp new ideas? Has the
applicant's academic record been affected by any special circumstances such as
work, social or academic background? What is the applicant's ability to deal
with complex or abstract matters?
- Ability to communicate: Is the applicant an effective writer? Does
the written work submitted demonstrate a mastery of the conventions of
English? Is the written expression clear, well-organized and forceful? Is the
applicant articulate in oral expression?
- Industry and self-discipline: To what extent does the applicant
possess the traits of persistence, efficiency and motivation? Is there any
reason to doubt the applicant's commitment to law study or the applicant's
diligence as a student?
- Potential for the study of law: What is your prediction of the
applicant's probable performance in the study of law? Would the applicant
stand in the top quarter, near mid-class or simply make the grade in a
rigorous program? Do you have any special familiarity with the process of
legal education?
- Is there any other information about the applicant which you would like to
share with admissions committees?
Health Professions
Schools
Health professions schools are interested in recommendations which come from
professors, research supervisors, etc., who know the student and his/her
academic work well. The more the evaluation reflects real knowledge of
the student and his/her performance, the more useful the letter is to both the
school and the student. Letters which say little more than what the student
received for a grade are of very limited value. Comments which help to put the
student's performance in perspective and make clear the letter writer's
opportunity to evaluate the student are very helpful. For example, comments
concerning the grading scale or the level at which the class is taught may make
your evaluation more meaningful. Health professions schools desire your opinion
on the following:
- Academic ability: Characteristics to be rated might include
intelligence, how well a student learns and retains information, skill in
expressing ideas in oral and written form, ability to deal with complex or
abstract matters, evidence of creativity, interest in the subject matter of
the course, ability to work independently, laboratory skills and techniques if
appropriate.
- Personality traits: Please comment on the applicant's
dependability, sincerity, integrity, relations with others, personal
adjustment, maturity, initiative, and motivation for a health profession. The
applicant's weaknesses as well as strengths should also be pointed out.
- Knowledge and suitability for intended profession (if known):
Schools often place great importance on the applicant having a clear
understanding of the intended field from direct experience. When possible,
comment on the applicant's exposure to the realities of the career field and
the applicant's suitability for the profession.
- Overall potential: Summary judgments which rank the applicant with
past and present candidates are desired.
Medical School
Your letter makes a difference. Many of the medical schools that
receive large number of Cal student applications must choose from among more
than 5,000 applicants to matriculate 120 medical students. The insight that you
provide in your letter of evaluation is essential to the admissions committee
making decisions in this difficult selection process.
Your letter is part of a packet of letters. Cal medical school
applicants should have three substantial letters, two from science instructors
and one from a humanities instructor. Some schools will accept additional
letters. The cover sheet for letters sent to medical schools from the Letter
Service indicates that Cal does not have a pre-professional committee or ranking
system and that students individually solicit letters from faculty.
Medical schools are looking for insight you, the letter writer, can give
about this particular person, and especially seek your opinion in the following
areas:
- Intellectual readiness: Include comments about general
intelligence, the student's oral and written communication skills, ability to
deal with complex and abstract ideas, evidence of being a lifelong independent
learner. A letter that merely states the grade earned by an applicant in your
class has very limited value. Can this person handle the load of medical
school?
- Motivation for medicine: If you have some knowledge of the
student's experiences learning about medicine or experiences with volunteer
work in a health care setting, comment on the applicant's exposure to the
realities of medicine.
- Maturity: Your impressions of this person as someone who has the
integrity and emotional maturity to take on responsibility. Do you think this
student could discuss intimate or sensitive topics with a variety of people?
Is this someone you would trust to care for you or a loved one?
- Difficulty of course work or major: It is helpful to explain how
this student measures up with past and present candidates and to provide a
context for their performance. If you have the impression that the
bioengineering major is especially demanding for particular reasons, explain
this as you make your remarks about a bioengineering major. If you have never
seen a sociology major perform so well in your upper division biochemistry
course, write this observation.
- Special attributes and assets: Have you noticed the student often
helps others in the hallway while waiting for class to start? Express your
opinions and share any observations that illuminate the strengths and
weaknesses of the student.
It is the student's right to decide if the letter is confidential or
non-confidential. Some may discuss this with you. Many medical school
admissions officers have stated that they find a confidential letter a display
of confidence on the part of the applicant. Because the law has changed, the
Letter Service is now required to indicate on the letter if it is confidential
or non-confidential.
It is a good idea to use the pronoun "we" in a co-signed letter. If a
GSI will write the letter, and a professor will "co-sign", it is best if the
letter is written using the term "we", as in "we saw that Mr. Thorpe became more
engaged as the class time included poetry readings".
This page last updated 10/13/2003 (pn)