Letters of recommendation

It's application season now. I get a lot of requests for letters of recommendation (LoRs) but many of these requests reflect a lack of understanding about etiquette and the process of writing and evaluating LoRs. So let me explain the basics. 

An LoR is a serious matter for faculty. This is because they are putting their name and signature against a written statement about the student's ability, work ethic, etc. These letters therefore need to be accurate and strong. Strong because as a matter of principle, faculty do not agree to provide a letter unless that can write a really strong one. This is the norm in the US and everywhere else. So most applicants in the pool will come with very strong LoRs. Therefore, you need to choose your letter writers extremely carefully. Otherwise, it is a waste of time for everyone concerned if you try to convince someone to write a letter and they write you a less than stellar one. 

Generally speaking, there are course-based MS, thesis-based MS, and PhD programs that students apply to. 

If you're applying for a course-based MS, asking for an LoR from a course instructor who knows and remembers you could work. To make an impression however, you need to have done well in the course and discuss the applications in detail with the letter writer first before listing their name. 

For thesis-based programs, the admissions committee will generally want to know about any research experience and skills you bring to the table. In this case, having some research experience in your undergrad helps and your undergrad research advisers are the most appropriate letter writers. 

For PhD programs, LoRs are an extremely serious matter for faculty because they are often writing letters to programs that they know and programs that know the faculty's work! So our reputations are also at stake when we put our signature against a written testament about your skills and aptitude and general fit for a PhD program. What this means is that you should only ask for an LoR from a research adviser if you have shown up regularly to work, did you research diligently, exhibited genuine curiosity and drive, did not have any major behavioral issues or interpersonal issues in the lab, did not do anything unethical, etc. The basic stuff that makes a good lab citizen. 

Once you make sure you have done your part to deserve a good LoR from someone, that's when you approach them and ask for one. When you do, you give them a list of universities, programs, and deadlines, and a document with details. Dr. Ishwarya Venkatesh has a very nice list of suggestions here: https://twitter.com/Ishwariya13/status/1706192587697410330. 

Finally, please send regular reminders! Just to give you a sense, I'm an early faculty and don't get as many requests as my more experienced colleagues. At this moment, I have 2-3 students requesting a minimum of 5-6 LoRs each. So it's around 15 total letters, granted that I only have to make minor changes once I have the initial letter for each person, but it is still a lot to remember when there are other paper, conference, course prep deadlines looming. So please be considerate to your letter writers (once they agree) and provide them with all the info they need and regular reminders. 

I will repeat: the general etiquette is that a letter writer agrees to write a letter only if they are able to provide the strongest possible LoR. So please do not approach faculty who do not know your work well enough or when you have not done your part in their labs such that they are unable to write an honest and strong LoR. That is a futile exercise for everyone concerned.

Hope that helps, good luck with your applications!