Gathering and Submitting Letters of Recommendation

 

NOTE: This page is intended ONLY for pre-PA, OT, and PT students.

 

Introduction

The process of gathering and submitting letters of recommendation (sometimes called "letters of reference" – it means the same thing) can be complex. The purpose of this section of the Health Professions and Prelaw Center site is to provide you with some foundational information to help you understand the recommendation process, and to provide suggestions that can help you manage things in a way which can increase your level of organization, minimize your stress, and help you facilitate communication with those writing your letters.

NOTE to Pre-PA students: Pre-PA students should also thoroughly read the HPPLC handout, Application Information for Physician Assistant Programs.

 

Some factors you should bear in mind throughout the letter of recommendation process

• Some professional programs require that you apply through central application services (which we'll refer to collectively as "CAS") - e.g., CASPA, PTCAS, OTCAS - whereas others require that you apply directly to the program itself instead of through a CAS.
• Each non-CAS program will have its own application, some of which require or offer the option of submitting letters of recommendation electronically, while others will only accept hardcopy letters.
  Some of the non-CAS programs will also have their own letter of recommendation forms that applicants and/or recommenders must complete, just as most central application services also require that those writing your recommendations use the CAS forms (usually provided as web forms on the CAS websites).
• Many preprofessional students apply simultaneously to both CAS and non-CAS programs, which means the applicant may need to keep track of two or more letter submission processes, as well as explain these processes to those writing their recommendations.
• Most central application services, and many non-CAS programs, require that applicants and/or those writing letters of recommendation use program-specific or CAS-specific electronic, downloadable, or paper forms (in other words, forms that you can only access from their websites). Therefore, many programs and/or central application services simply will not accept letters of recommendation or evaluations which don't use these custom documents.
  

 

Who should I ask to write me a letter of recommendation?

Most graduate-level professional programs either require or recommend that one or more of your letters come from a licensed practitioner within the given field, be it PA, OT, or PT. Therefore, you ought to undertake extensive and ongoing clinical observation (i.e., job shadowing) with a variety of professionals within your field of interest. Check program websites to confirm their requirements or preferences, and contact them if you still aren't sure.

Programs will also accept letters from teaching or research faculty. We recommend that, if at all possible, you gather a letter or letters from faculty who teach upper level courses in which you have earned your best grades - an A- or higher if possible - and with whom you have established an excellent rapport. Low-level general education courses are sometimes okay too, but upper-level courses are often smaller and more focused, and therefore can sometimes result in stronger letters. (See next section for further ideas.)

While certainly some associate instructors (AIs) are very capable of writing excellent recommendations, many programs prefer academic letters of recommendation from faculty. Check with your programs ahead of time to make sure they will look upon a strong letter from an AI as favorably as they would a strong letter from a faculty member.

 

How do I ask for a recommendation letter?

We recommend that you take the direct approach; there is no need to beat around the bush when asking for a recommendation. Once you have established a good rapport with an instructor (via scheduled office hour visits, chatting before and after class, being an excellent and consistent participant in class discussions,and doing well academically in the class), or with a professional within your field of choice (via more rather than minimal clinical observation, asking questions about the profession and their roll within it, and so on),then you can simply ask them if they think they would be willing and able to write a strong letter of recommendation on your behalf.

With faculty, if you have not been earning grades in the A range, then have a conversation with the faculty with whom you have established the best rapport. Ask if they would be willing write a letter on your behalf, and whether they believe your performance and/or the grade you earned would severely hamper their ability to write a strong letter.

It is also a good idea to provide each of your recommenders with a draft of your most recent résumé (including your current hobbies and other activities), a draft of your personal statement, if you have one started, and perhaps a list of your clinical observation experiences – anything you believe will give your recommenders additional insight into your goals, abilities, and attributes.

A bit further down this page, we'll explain how to keep track of letters until the time comes to submit them to your programs.

 

When should I ask for recommendations?

Once you've established a good rapport with the person you want to ask to write a letter on your behalf, it's normally best to ask them to write the letter as soon as the given class, clinical observation (shadowing), or other experiences have concluded, instead of waiting until it is time to apply to your programs. This way, you are more fresh in their minds. If you are certain you will be taking another class with the same faculty member, or will be undergoing more clinical observation with the same healthcare professional, you could ask them to wait and write your recommendation after that experience, at which time you will know each other even better.

It is not uncommon for preprofessional students to gather most of their letters during the year before they apply (often junior year, but later if they are waiting to apply). It is relatively uncommon for freshmen to gather letters.

 

How do I manage the process of gathering and submitting letters of recommendation?

For CAS programs...

• For most central application services, there is a section in the application where you enter each recommender's name and email address. The CAS subsequently emails a link to the letter portion of your application to each recommender. Note that some central application services  - CASPA, for instance - notify recommenders immediately after you enter their contact information, and don't wait until you actually submit the completed application. Confirm the procedure with the CAS for your area, and be sure to notify your recommenders accordingly, so that they know what to expect.
• Once someone has agreed to write you a letter of recommendation, give them an idea of when you need the letter. Be sure to leave several weeks leeway in case there are delays. You might ask them to save your letter on their computer until you are ready to begin filling out your applications. This way, they can write the letter while you are fresh in their mind, and it will be readily available to submit to both CAS and non-CAS programs. In addition, you might ask for a hard copy of the letter. In this case, you would give each recommender an envelope with both your name and their name written on the outside ("Letter of recommendation for _______, by _______"), and ask them to insert a copy of the letter and sign their name across the sealed flap. This way, you too will have a back-up copy of the letter.
• At the same time, let your recommenders know that once you complete your CAS application, they will receive an email from the CAS with a link to the letter portion of your application (give them a general idea of when this will happen). Depending on your CAS procedures, you might tell them that the link will bring them to a straightforward electronic evaluation form that they will complete within your application, and/or to a web page which will present them with instructions for how they can electronically submit your letter (the process will involve either copy/paste or a simple upload). Obviously you need to gather the specifics for your CAS beforehand so that you are providing your recommenders with concrete information.
  

For non-CAS programs...

Non-CAS electronic applications:

• Some non-CAS programs have their own electronic application through which recommendations should be submitted, and some may also have their own electronic evaluation forms which recommenders must fill out online. If so, then supply your recommenders with clear instructions for how they will submit materials.

Non-CAS hardcopy applications:

• Other non-CAS programs will require that recommendations be submitted as hardcopies. Some of these programs may also require hardcopy submission of evaluation forms or other materials specific to the given program. Usually you can print these forms from the program's website. Be sure to supply each of your recommenders with any such required materials, and with links to where they can find the forms online in case they need to re-print something.     
• In addition, provide each recommender with envelopes, being sure to pre-label each envelope with your name, e.g., "Letter of Recommendation for [your name]." If a non-CAS program requires the recommender to submit the letter directly to the program, you should also address and pre-stamp the envelope for the recommender. You might want to use your own address for the return address so that you will know if the letter is returned.      
• In all cases in which you or your recommenders are sending in hardcopy recommendations, ask the recommenders to sign their name across the sealed flap of each envelope.   
• As with CAS programs, let each recommender know the date by which you would appreciate having the letters written or submitted. It is a good idea to gather all letters and submit your applications at least five weeks before your application deadlines (being mindful of programs with rolling admissions, and which thus begin filling spots as soon as their application cycle opens). This way, you leave yourself leeway to correct any problems with the application. (Note that CASPA, for instance, urges applicants to submit their application five weeks ahead of time.)
  

For both CAS and non-CAS programs...

• As a matter of courtesy and practicality, give your recommenders as much time as possible to compose your letter – months, optimally. Faculty and other professionals tend to have many demands on their time, and many people asking them for recommendations. They write letters as a courtesy to applicants, so it is important that you treat it as such by being courteous with them, and by accommodating their schedules.   
• Even if you inform a recommender verbally about the above processes, it is important that you follow up with an email in which you clearly explain any and all submission procedures. You might also provide them with the contact information for the central application service and for any non-CAS programs. In addition, keep in touch with your recommenders regarding deadlines or any new information you learn which is germane to their role in the recommendation process.     
• We recommend that you track your progress in a log or file. List the people who are writing your letters of recommendation, along with their contact information. Also note what information and materials you have provided each of them, and when you gave it to them. Keep all related emails and other correspondence organized in a file so that you can refer back to it yourself, and in case a recommender asks you to re-send something to them.
• Finally, be sure to check your CAS application, and contact each non-CAS programs, to make sure they have received all of your recommendations, and to confirm that all parts of your applications are correct and complete. As we suggested earlier, try to submit your applications five weeks early if possible. Do not hesitate to call the central application service, or to contact non-CAS programs directly, if you need clarification of recommendation procedures, or have other questions about the application. (You can also send email questions, but phone calls often yield more useful, direct results. Be sure to log or otherwise keep track of all such communications.)
  

What if I already have gathered recommendations, but they were written for another kind of program?

From time to time someone will switch their field of interest; for instance, it is not uncommon for premed students to switch to pre-PA.

• If you are in this situation, the first thing you ought to do is call HPPLC for an appointment with the advisor for whichever new health or law field you are thinking of pursuing (812.855.1873).
• If you have already gathered letters of recommendation that are geared toward your previous field of interest, you may need to ask your recommenders to revise them according to your new field of interest. Sometimes, for instance, recommendations for medical school admissions will specifically mention "medical school." Do not simply send the old letters to your new programs of interest! Instead, ask your recommenders if they would be willing to revise their letters accordingly.
• Most recommenders save copies of letters they write on their computer. If a recommender no longer has a copy of the letter they wrote for you, give them your copy, if you have one. If you happen to have a HPPLC recommendation file that contains a copy of the letter, then HPPLC can provide the recommender with a copy at the recommender's request.
  

 

Should I use the Health Professions and Prelaw Center Recommendation Service?

As stated earlier, most central application services, and many non-CAS programs, require that applicants and/or recommenders use program-specific or CAS-specific electronic, downloadable, or paper forms (in other words, forms that you can only access from their websites). Therefore, many programs and/or central application services simply will not accept letters of recommendation or evaluations which don't use these custom documents.

• Therefore, we suggest that you ask your recommenders to submit letters and evaluations electronically for those programs and services which offer or require electronic submission. Electronic submission is always easier and faster for everyone involved.
• Secondly, because so many programs require that applicants/recommenders use forms specific to the program or to the CAS, and because they often require that materials are submitted in a very specific manner, it is usually easier for students to not use the Health Professions and Prelaw Center's letter of recommendation service. If you have not opened a recommendation file with HPPLC, it might be easiest if you simply choose not to do so.
• If you have already opened a recommendation file with HPPLC, and have letters in it, it is probably still easier to ask your recommenders to submit letters electronically whenever possible. (Most recommenders keep copies of letters they write on their computer, but if yours did not, and if there is indeed a copy in a recommendation file you opened with HPPLC, then HPPLC can provide the recommender a copy at the recommender's request.)
• For recommendations that will be submitted in hardcopy form, (whether by your recommenders themselves, by you, or through the HPPLC recommendation service), check whether or not the given programs require submission of program-specific or CAS-specific forms and evaluations. Check their websites and applications, and don't hesitate to call the program(s) and/or CAS directly if you have questions.
  

 

Do you happen to have two final suggestions?

Yes, we do!

One: If you have not done so already, we urge you to sign up for the HPPLC email list associated with your program(s) of interest. You may join more than one list if you wish.

Two: If you have never met with a HPPLC preprofessional academic advisor, feel free to call 855.812-1873 to schedule an appointment. We can discuss any remaining questions you might have regarding letters of recommendation, exploring health or law-related professions, researching programs, the application process - we are happy to assist you in any way we can.

 

Important

This information was prepared for Indiana University Bloomington students by the Health Professions and Prelaw Center. Please note that specific requirements and policies can change at any time without notice. Students are responsible for obtaining the most current information directly from the application services, and the schools and programs in which they have an interest. Refer to each program's web pages, bulletins, and other publications for the most current information.