Approaching Letters of Recommendation

Strong letters of recommendation are built over time through meaningful relationships, thoughtful preparation, and clear communication. While the guidance below reflects general best practices for requesting and writing fellowship recommendations, every fellowship has its own mission, selection criteria, and recommendation requirements.

Always review the specific guidance provided by the fellowship sponsor and tailor your materials accordingly.

General Tips & Guidance

For Applicants

Build Relationships Early

Great recommendation letters begin months or years before an application.

Ideas & Examples

Pursue research, independent study, or creative projects when possible.
Attend office hours regularly
Ask thoughtful questions in class and about their work
Seek feedback on papers, projects, or presentations
Take another course with the same professor
Stay connected and share updates on your achievements and goals

Choose the Right Recommender

Fit is more important than titles. Choose someone that knows you well.

Ask Yourself

Can this person describe specific examples of my work?
Can they explain how I’ve grown?
Can they speak about my curiosity or initiative?
Can they connect my experiences to the opportunity I am applying for?
Does this opportunity require recommendations from faculty, or does it also accept letters from employers, internship supervisors/mentors, etc.?

Make it Easy to Write a Great Letter

Give your recommender everything they need ahead of time.

Provide

Resume or CV
Draft of relevant essays
Description and website link of the opportunity you are applying for
Why you are applying
Unofficial transcript (if appropriate)
Deadline and submission instructions
Bullet points of projects or experiences you shared

Follow a Thoughtful Timeline

This is a recommended timeline. Make note of earlier campus deadlines.

6-8 Weeks before the deadline

Ask if they would be willing to write a strong letter

4-6 Weeks Before

Share your materials and provide context

2 Weeks Before

Politely check in if needed

After Submission

Send a thank-you note and let them know the outcome when you hear back

For Letter Writers

What Makes a Strong Fellowship Letter?

A strong letter of recommendation goes beyond summarizing a student’s résumé or academic record. Instead, it should provide specific examples and personal observations that help reviewers understand who the student is, what distinguishes them from their peers, and why they are a strong fit for the opportunity.

Letters should generally be 1–2 pages, signed, and written on institutional letterhead, unless the opportunity provides different instructions.

It is okay to reject a request for a letter if you do not believe you can include enough specifics about that particular student, especially if the letter is asking for evidence of non-academic characteristics that you have not directly observed. You should be able to provide a holistic view of the student in the letter.

Establish Your Relationship

Provide context for your recommendation

Include

How you know the applicant
How long you have known them
The capacity in which you’ve worked together (coursework, research, advising, supervision, campus involvement, etc.)
The types of interactions that have informed your perspective

Provide Evidence of Their Strengths

Support your observations with specific examples rather than general statements.

Consider Including

An informal comparison to other students you have taught or mentored (e.g. “among the top 15% of students I have taught in the past decade”)
Examples of the applicant’s work ethic, intellectual curiosity, leadership, creativity, etc.

Share a Holistic Perspective

Selection committees value insights that extend beyond the classroom.

Describe Observations From

Office hours and mentoring conversations
Research or creative projects
Campus involvement or leadership roles
Independent work or collaborative experiences
Other meaningful experiences that demonstrate the applicant’s character, motivation, or potential.
Highlight what makes the student distinctive to help reviewers understand what sees this applicant apart

Connect the Student to the Fellowship

Personalize the recommendation for the specific opportunity

Explain

Why you believe the student is an excellent fit for the fellowship
How their interests, experiences, and goals align with the opportunity
Why you believe they have the potential to make meaningful contributions through this opportunity.

Show how the student’s experiences, goals, and values align with the opportunity’s mission.

What Weakens a Letter?

Avoid common pitfalls that can make letters less effective.

Avoid

Repeating information already found elsewhere in the application
Overemphasizing grades or test scores. If relevant, substantial information should be provided about classroom experiences
Providing vague praise without evidence
Including criticism that is not constructive or relevant
Too much information about USC in general without focusing on the individual applicant

Frequently Asked Questions (FAQ’s)

What if I don’t know any faculty well?

It’s never too late to start building relationships. Attend office hours, ask thoughtful questions, seek feedback on assignments, or get involved in research, independent studies, or departmental events. Even one semester of meaningful engagement can provide a faculty member with enough insight to write a strong recommendation.

If you’re early in your academic journey, focus on developing genuine relationships rather than thinking only about future letters of recommendation.

Is it okay to ask someone to decline?

Yes. In fact, it’s often better to ask whether someone feels comfortable writing you a strong letter of recommendation.

This gives your recommender the opportunity to decline if they don’t feel they know you well enough or cannot write a detailed, enthusiastic letter. A personalized recommendation from someone who knows you well is almost always more valuable than a generic letter from someone with a more prominent title.

Can employers or supervisors write letters?

It depends on the opportunity.

Some applications require recommendations from faculty members, while others welcome letters from research mentors, internship supervisors, employers, advisors, or community leaders who can speak to your qualifications.

Always review the specific opportunity’s recommendation requirements before deciding who to ask. If you’re unsure, Academic Honors and Fellowships can help you determine whether a particular recommender is appropriate.

How many letters do I need?

The number of required recommendation letters varies by the opportunity.

Some opportunities require two letters, while others may require three or more. Be sure to review the application requirements early so you have enough time to identify recommenders, prepare your materials, and request letters well before the deadline.

Whenever possible, ask your recommenders at least two months before the application deadline to give them adequate time to write a thoughtful, detailed recommendation.

Can I reuse the same recommender for multiple applications?

Yes. Many students ask the same faculty member or mentor to support multiple applications. However, recommendation letters should be tailored to each opportunity. Be sure to provide your recommender with a description, application materials, deadlines, and any specific guidance each time you request a letter so they can personalize their recommendation.