Earlier in my career, I did not have the seniority to have the appropriate voice for the support. On rare occasions, a person did not provide their best self to our interactions. (Note: These individuals, even semi-consciously, know the fit isn’t good and typically don’t ask for a letter, so I don’t come across this scenario typically.) When I can’t provide a letter, I tell the candidate why and, if helpful, provide an alternative thought for a better fit to their needs.
For most letters, I ask the candidate for their curriculum vitae (CV)—yes, do keep your CV as up to date as possible. It’s helpful to be able to whip it out at a moment’s notice when asked for it. I ask what key points are most important to highlight in the letter and (most importantly) what accomplishment makes them most proud. That proudest accomplishment often tells me so much about what drives a person on their road to success.
If the letter is for fellowship or school, I ask to see the candidate’s personal statement. That helps round out our common goals of describing their best qualities on paper. Also, as a supporter, I have the opportunity to be far more expansive in my comments than a candidate could be.
A CV is our accepted professional record of career growth and achievements, but it is sometimes more beneficial if the person who requested the letter writes the first draft. Ghostwriting a letter of recommendation may seem weird at first glance, especially to trainees, but the requestor often does the best job of conveying the important facts and outlook that will be important to the readers. I find this especially true for early-career scientists because their CVs are short, but their ideas and forward momentum stand out in their own draft letters. This process is essential when writing a letter of support for job applications and grants.
3-D Movies (& Letters) Are the Best
A written piece of paper can’t fully describe the incredibly cool life and times of a fully three- or four-dimensional (with time in the mix) person. I start a letter with two points: First, I provide my credentials as a person who is able to give support (e.g., my seniority, research career, academic standing).
Then, I give a full description of how I met the candidate and my familiarity with their specific salient points. I try to be specific, personal and descriptive. It’s good to let the reader know your level of familiarity and relationship to the person described in your letter. A letter by a former professor may carry more weight than a letter by a former roommate. For academic letters of reference, (e.g., for appointments, promotions and tenure at a university), the committee requesting the letter often requests a clear statement about your relationship with the applicant (or lack thereof). Some require no personal connection for an independent review of a candidate, while others don’t require the arm’s length professional relationship. Conversely, a letter in support of a job application, an award or grant project usually is better from someone with close experience with the candidate.
