The College Admissions Process: Reference Letters
Students, here’s how you prepare for and ask your teachers and counselors for reference letters (if your reading this because you want to figure out why there is a photo of a cupcake ATM machine, keep reading!)
Go ahead and wait until the last minute and find any teacher you can and tell them you need a reference letter within the next 24 hours…take this approach and you should start planning your gap year right now because it won’t matter how impressive the rest of your application packet is, it’s very unlikely you’ll actually get in to a college you want to attend! Now, on to the real strategy….
Ideally you’ve cultivated good relationships with your teachers because you’re an active learner in their class, you submit your assignments on time or early, and you sit in the front half of class. When seeking a counselor’s letter of recommendation, it’s pretty helpful if they know your name and a bit about you before you ask them for a rec letter. It’s possible you can forgo all these things and when asking a counselor or teacher you can instead walk in with homemade, warm, freshly baked chocolate chip cookies for them. They’ll likely write a great letter telling the intended reader how much they enjoyed your cookies though perhaps not much else. Our point here: plan ahead! Before approaching teachers, counselors, or other people in your life to ask them to write a letter of recommendation, consider these things:
- Make sure you know exactly what you need. Some schools will want one generic letter, others will want two or three. Some will leave it up to you to decide who writes the letter(s), others will have very specific expectations. For example, a large state institution may just need one letter from any of your teachers. Others will have specific guidelines, for example, one from a humanities teacher and another one from a math or science teacher.
- Make sure you know exactly when each letter and application is due. Most teachers/counselors will write one universal letter to be sent to any or all of the schools on your list. You should give them a minimum of two weeks (longer if at all possible) to write the letter.
- Consider when would be the best time to make the ask. Don’t do right before class is about to start or when they’re in the middle of a conversation with someone else, etc. If there is enough time after class where neither you or the teacher has to rush out, you may ask then, or just ask to schedule a brief meeting with them.
- In an ideal world, you’d ask someone who teaches a core subject (English, math, science, social studies), who taught you recently (junior year is prime) and who knows you well and likes you. If you can’t find one person who fits all of those things, this is what you should prioritize:
- Someone who knows you well and actually likes you
- Someone who taught you recently
- Someone who teaches a core subject.
- Ask in person. As long as they say yes, ask what information would be helpful for you to provide in advance. Some teachers/counselors have a specific system they want you to follow and it usually includes providing written information about yourself. If so, do exactly what is requested and double check your work before giving it to them. If they don’t have their own system, it’s still important to keep in mind that counselors and teachers work with a lot of students and write many letters of recommendation. The easier you can make it for them, the better they can represent you! Let them know you’ll follow up with an email that will include:
- Your resume (make sure you have already created a resume)
- A chart of all the schools where you need them to send any recommendations and the date each one is due
- List them in the order each recommendation is due
- Any scholarship recommendation letters should be on the list as well
- Any courses you have taken with that teacher, what year you were in school when you took the course, the length of time you have known the teacher or counselor and any other relevant information
- You’ll need the school CEEB ( College Entrance Examination Board-for the SATs ) and/or ACT Codes. These can be found by logging into your College Board or ACT account. Also, if you google CEEB code or ACT code you will quickly be able to find a pdf with every school’s code listed on it
- Any other requested and/or pertinent information about YOU that will help them write the letter. If you think it is helpful, you can highlight any key points that may be relevant
- Explain in writing how they can upload your recommendation letter. Most rec letters will need to be uploaded through a school system such as Naviance. If your teacher is new or has questions about how to upload the letter, they should seek help from your school counselor immediately.
- Make sure you are in contact with your counselor regarding your school list as you will need a counselor letter of recommendation in addition to your teacher recommendations. Additionally, your counselor will provide a school profile information and fact sheet with all recommendation letters to help show colleges where you are in comparison with what the school offers.
- Most letters of rec are submitted electronically. However, if you are asking for a letter of recommendation that needs to be sent old school through the U.S. Mail system, include a self-addressed, stamped, self-adhesive envelope (so they don’t have to lick it).
- Pay it forward. Teachers already work hard and writing letters of rec is not part of their required duties. Once they have submitted your letter, at a minimum, send them a thank you note. If you want to give them warm, homemade chocolate chip cookies, now would be the time! However, if you want to give them cupcakes, from a pink ATM machine like the one you see in the picture, then you would have to go to the campus of the University of Southern California (USC) where the photo above was taken. Then when the next person asks for a letter of reference for them, that teacher knows their efforts are appreciated. The machine is restocked with fresh cupcakes throughout the day and available to anyone who is shells out a few bucks for one.
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