Reference File Service
To Individuals Writing Letters of Recommendation to be Placed in a Career Services Reference File*
The Office of Career Services maintains Reference Files (letters of recommendation only) for students and alumni who are considering graduate or professional school, or who are entering the workforce or contemplating a career change. As you have been asked to write a letter of recommendation, you may find the following information helpful:
- Confidentiality of References: Under the Family Education Rights and Privacy Act (FERPA), a candidate has a right to inspect any letters of recommendation solicited on his or her behalf to a Reference File. If a candidate chooses to waive the right to see a letter, which may be done on a letter-by-letter basis, he or she may not be shown the letter by our office, nor may we discuss the contents in any way. Any such letter is stamped "CONFIDENTIAL." If a candidate chooses not to waiver his or her right of access (does not sign the waiver), the letter is not considered confidential, and the candidate may review this letter in our office. Many graduate schools and employers prefer that candidates send confidential letters of recommendation. We have provided reference forms for candidates' use containing an Optional Waiver of Right of Access. Should you choose to use your own letterhead instead of our form, please return both the letter and the waiver so that we may determine the candidate's confidentiality intent.
- Contents of a Reference File: Letters of recommendation only are contained in a Reference File. Transcripts are handled by the Student Academic and Financial Services Unit (Records and Registration/Student Response Center). Student Teaching Evaluations are not accepted. Letters not written on either organizational letterhead or our Reference Form are also not accepted.
- Updates of Recommendation Letters: You may be asked by a candidate to update a letter of recommendation or you may choose to do so on your own. If you submit an updated letter, we will "replace" your previous letter with the update; the previous letter will be placed in the inactive section of the candidate's folder.
- Multiple Letters: You may be asked by a candidate to provide multiple letters, e.g., one in support of application to graduate school and another for employment purposes. Please label these letters clearly, as we will accommodate a candidate's request to forward a letter designated for a certain purpose. We will not, however, house letters designated for a particular school or employer.
- Who Should Write a Letter: Recommendation letters are typically requested from individuals who have taught (classroom, laboratory, research or training) or who have worked with or supervised candidates. Letters of recommendation are best written by those individuals who know the candidate well, and can write convincingly about the candidate's abilities. Academic references should address the referee's assessment of academic potential. Is the candidate well suited to graduate/professional school? Is he or she likely to persist to graduation? What is his or her motivation to pursue graduate work? Work-related letters should address the candidate's work habits and accomplishments, and, if possible, suitability to his or her chosen career field. If you do not know the candidate well enough, or do not believe you can write a strong letter of recommendation, you may wish to decline to write and encourage the candidate to identify another referee.
Following are suggestions of most and least helpful content for effective recommendation letters.
Most Helpful Content:
- Explanation of the length and nature of the relationship between the applicant and the letter writer
- Personal characteristics of the applicant, such as integrity, reliability, determination, motivation, professionalism
- Candidate's leadership qualities
- Contrasted strengths and weaknesses
- Descriptions of the candidate's social and interpersonal skills
- Assessment of the candidate's academic performance (especially work about which you have direct knowledge)
- Knowledge of scholarship activities that go beyond the classroom
- Interest in subject matter
- Commitment to chosen field
- Candidate's ability to work well with others and to work independently or without supervision
- Comparison to other students/workers
Least Helpful Content
- Indicators of a lack of a strong relationship between the candidate and the letter writer
- Repetition of information found elsewhere in the candidate's record (i.e., transcript, application)
- Unsubstantiated superlatives, vague generalities or lack of specific examples
- Inclusion of information irrelevant to the purpose of the letter
- Extrapolations from a single class or incident
- Assessments based on dated information or a relationship in the distant past
- Personal items such as religious affiliation, race, age, family relationship to reference writer
Special Note About Hand Delivery or Faxing of Reference Letters to and from Career Services: If you wish to have someone hand deliver a letter of reference to us, please place the letter in a sealed envelope and sign across the seal in order to maintain confidentiality. Reference files are not given to candidates to hand carry to someone requesting references. Please advise candidates who have urgent and/or unusual circumstances to contact our office. A reference may be faxed to us at (716) 645-3829. Please follow up with a hard copy.
If you have questions about Career Service's Reference Policy, or if you wish to confirm receipt of a letter, you may contact the Reference Office at 716-645-4635, or visit our office at 259 Capen Hall.
*Adapted, in part, from "To Individuals Writing Letters for Preprofessional Health Students" by Academic Advising Services.