Initiate early. The best letters arise from authentic relationships developed over time. As soon as you start considering future opportunities that require letter of recommendation such as graduate school, think about who might know you well enough to write a recommendation. If you cannot think of someone immediately, do not panic. You can begin developing these connections!

- Reserve at least four weeks before applications are due, but two or three months is ideal for graduate school or major scholarships.

- Recognize faculty and staff have busy seasonal workloads (weeks closer to finals or when grades need to be submitted); early requests allow for thoughtful, detailed letters.

- If you need multiple letters (e.g. three for a program), secure extra options in case someone becomes unavailable. Life happens and at times a professor who was eager to write you a letter may be in a position where they cannot get it submitted. 

If you already know or have plans to pursue opportunities such as graduate school or study abroad that require letters of recommendation, building relationships with faculty as early as possible will be highly beneficial for you before you make your request. Here are some things you could consider doing more:

- Participate actively in class and attend office hours—even occasional conversations set you apart.

- Join research projects, campus clubs, volunteer programs, and seek leadership roles to form connections with faculty and staff.

- Don’t wait until senior year—start making connections as early as possible while at UW.
 

Choose recommenders who know you well and can speak specifically about your strengths and growth.

- Faculty in smaller, discussion-intensive classes often make better recommenders than those from large lectures. They may have had more opportunities to hear from you in class. It’s never too late to introduce yourself and visit office hours. You can also consider TAs who may be more familiar with your work.

- Recommendations from work or volunteer supervisors, academic advisers and community project leaders are appropriate in some cases, such as scholarships or internships. They are not ideal for applications to graduate programs (unless the program specifies it). 

- Avoid choosing someone just for their “title”—a less senior faculty member who knows you well is much preferred to a famous professor who barely remembers you. A person who knows you better may better articulate your strengths in writing.
 

- Use a clear, respectful tone, whether in-person or by email. For example: “Would you feel comfortable writing me a supportive recommendation for X program?” This lets recommenders decline gracefully if they lack time or familiarity.

- Follow one email thread to keep communications organized; provide all materials together rather than in separate messages.

- If applying to multiple programs, let your recommender know right away so they can write accordingly and plan for separate letters.
 

Being prepared makes the process easier for both you and your recommender.

Provide context: What are you applying for? Why is it a good fit for your aspirations? Summarize the program, scholarship, or job clearly. Supply supporting materials:

• - Resume or CV that highlights your experiences and accomplishments
• - Draft of your personal statement or statement of purpose 
• - Copies of your best work in the recommender’s course (especially if it includes their feedback) or writing sample you’re using for the application
• - A list of the skills or qualities you’d like highlighted (be direct, but polite and ensure these are skills they can attest to). 
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- Faculty appreciate detail: remind them how you know each other, share anecdotes or achievements they may recall, and suggest highlights relevant to your application.

- If you had limited faculty contact (large lectures, online classes), thoughtfully explain your circumstances and seek a meeting to discuss your work and plans for graduate school. 

- Strongly consider waiving your right to view the letter. Most recommenders strongly prefer to write confidential letters for greater trust with recipients. 

Specify deadlines for when letters are due, share access to materials required such as forms, instructions, and recipient details. The goal is to make their submission of the letter as seamless as possible by offering guidance and clear requests.

For scholarships or study abroad, clarify their requirements—a general letter or a targeted reference may be needed

- Remain responsive. Answer questions, send any further materials needed, and confirm deadlines. If your plans change, communicate quickly—faculty and staff value transparency.

- After results arrive, follow up regardless of outcome. Express gratitude as these letters take a great deal of time to prepare. This helps keep the connection for future opportunities. 

- Remember, maintaining relationships over time supports both current and future requests.