I have been the Head of Talent Acquisition for 15 years and also worked as a Senior Recruiter, and I have personally reviewed hundreds of resumes, most of which have been for very competitive graduate programs and corporate bursaries. Although I have never served on an academic scholarship committee, the basic principles of evaluating candidates are the same. A candidate’s resume and transcripts tell me about the things a candidate has done. A scholarship recommendation letter is often the document that answers the single most important question that is asked when a candidate is being considered for an award or a scholarship: Can this candidate convert his/her potential into tangible results?
However, it is the candidate’s recommendation letter that will give me an idea of who the candidate is. Almost every recommendation letter fails this test. Most are generic and contain nothing but empty, meaningless words and phrases. Letters that stood out to me and ultimately helped place candidates and secure awards and scholarships in excess of $10,000 each were different.
These letters were written using a foundation of identifiable, verifiable examples of performance. Below is my strategic plan for obtaining a recommendation letter of this nature.
The Recruiter’s Mindset—What Is a Good Scholarship Recommendation Letter?
A good recommendation letter does not serve simply as a character reference. Rather, it serves as a performance review. Therefore, a letter that merely states a candidate is “diligent” is insufficient. Rather, it must include a valid anecdote that identifies a level of diligence that is outstanding. Based upon my experience, the purpose of a letter is to validate a candidate’s application through the use of credible third-party statements.
The Strategic Trio—Selecting the Right People to Advocate on Your Behalf
You do not require three letters stating the same thing. Rather, you require a diverse group of letters that demonstrate different aspects of your capabilities and potential.
The Academic Validator—Recommenders Who Validate Your Intellectual Potential
This is the professor or teacher who will validate your intellectual abilities based upon more than your transcript. Ideally, the best validators will identify the curiosity behind your high grades. For instance, a validator may state that you pursued additional study beyond the scope of your coursework and thereby identified your self-directed learning ability, a trait that is highly valued by top graduate programs.
The Practical Demonstrator—Recommenders Who Identify Your Ability to Apply Your Skills
This is typically your internship supervisor, research lead, or employer. Their value is in identifying your ability to take your academic skills and apply them to a real-world environment. In addition to describing your professional demeanor and ability to function within a team, they will be able to comment on how you apply theoretical concepts to real-world problems. Top graduate schools want to see this capability demonstrated in their applicants.
The Character Witness—Recommenders Who Identify Your Leadership, Resilience, and Empathy
Coaches, community leaders, heads of student organizations, etc., provide recommendations that identify a candidate’s leadership, resilience, and/or empathy. The letter of recommendation should not be vague and include general praise. Rather, it should be descriptive and illustrate a candidate’s behavior through specific examples.
Examples of this type of behavior would include organizing a charity event, mentoring younger students, or demonstrating composure under pressure while participating in a competitive activity.
The Four Pillars That Make a Letter of Recommendation Memorable
Letters of recommendation that I found to be particularly effective were structured in a manner similar to this four-pillared approach. By directing your recommenders in this manner, the impact of their letter will be enhanced.
Pillar 1: The Credibility Statement—Establishes Why This Person’s Opinion Matters
The credibility statement explains why this person’s opinion is valuable. You may find out that this person has supervised countless interns. They may have authored many publications. The person may also have acquired significant skills/expertise in a certain field. Whatever it is, it needs to give reasons as to why this person’s opinion carries weight.
Example: “As Head of Engineering, I have supervised over fifty interns. I am writing to recommend Chloe, who impressed me not only with her technical acumen but also with her exceptional problem-solving skills during a critical project delay.”
Pillar 2: The Anecdotal Evidence—The Specific Story Behind a Recommendation
Anecdotal evidence is the heart of any letter of recommendation. A letter of recommendation must contain a specific, concrete story about a candidate. General statements regarding a candidate’s accomplishments are of little value. Rather, the letter must provide a story that is unique to the candidate.
Example: “When the team’s morale was at an all-time low due to a failed experiment, David initiated a peer-review session to collaborate in diagnosing the cause of the failure and reframing the failure as a learning opportunity. This is a form of intrinsic leadership that is extremely rare.”
Pillar 3: The Comparative Ranking—Provides Context for a Recommendation
Comparative ranking provides a measurable standard against which other candidates can be measured. A statement that merely says “He/She is one of my best students” is insufficient. A statement that provides context and a measurable standard is much more compelling.
Example: “Over the course of a decade, I have taught this advanced seminar, and Maria’s thesis was among the top three I have ever evaluated based on the originality of her ideas.”
Pillar 4: The Strategic Endorsement—Connects the Candidate’s Qualities to the Scholarship’s Mission
The final paragraph of the letter must connect the candidate’s qualities to the mission of the scholarship. Example: “The [Scholarship Name] seeks to encourage innovative leaders in public health. Having observed Jamal create a community outreach program that resulted in a 15% increase in local vaccinations, I believe that he exemplifies the mission of the scholarship perfectly.”
The Operational Plan—A Candidate’s Role in Securing a Strong Recommendation Letter
Securing a strong letter of recommendation is a proactive process, not a reactive request. A candidate’s responsibility is to assist their recommender in producing a letter of recommendation that is memorable and impactful.
The “Ask” Meeting – Preparing a Candidate Briefing Package (2-3 months prior to the deadline)
Do not simply send an email requesting a letter of recommendation. Plan a meeting to discuss the letter with your recommender. Bring a candidate briefing package to the meeting that includes:
- A copy of the candidate’s current CV.
- A copy of the candidate’s personal statement regarding the scholarship.
- A description of the specific criteria and mission of the scholarship.
- A bulleted list of two to three stories or accomplishments that you hope your recommender will highlight in the letter.
The Magic Follow-up—Sending a Polite, Helpful Email (3-4 weeks prior to the deadline)
Send a polite, strategic e-mail to your recommender. Do not send a nagging e-mail. Send a helpful reminder that will assist your recommender in preparing a memorable and impactful letter.
Example: “Hi Professor Yan. I was reaching out to you, doing a follow-up based on the recommendation letter regarding the scholarship. I have included the information again for your reference. I also remembered our collaboration on the [Specific Project] that provided a perfect example of the type of resilience that the selection committee is seeking. The deadline is [Date]. Thank you again for your assistance.”
The Final Analysis—Owning the Process of Applying for Scholarships
There are several key elements that contribute to a successful scholarship application. However, the one element that is consistent throughout all successful applications that I have reviewed is that the applicant has taken ownership of the entire application process. Candidates who provide clear, concise, and strategic information to their recommender provide a letter that is far more likely to win.
Keep in mind that a busy professor or manager is writing multiple letters. A letter that stands out will be one that the professor or manager finds easiest to write strongly because the candidate has given the professor or manager the outline and supporting evidence necessary to write a winning letter. You are not asking someone to perform a favor for you. Rather, you are proactively assisting in a critical aspect of your application.
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