Letters of recommendation are a key part of the advancement of any student along the path of higher education. Indeed, these letters become part of the fabric of one’s achievement, never to be erased.

Twenty-five years or older, about 32% of Americans have college degrees. Pretty high, to be sure. But only 11% have masters degrees, and of them, just 1.7% have earned a doctorate. That means that, at a minimum, graduate schools (and employers) are looking for that which distinguishes one applicant from another.

Several factors set one apart. There are two categories.

First are numerical indices. Those include GPA, which is not especially objective as it depends much on the undergraduate degree institutions average GPA, which varies wildly. Another is standardized test scores like the GRE, GMAT, LSAT, and such.

But the data shows that these only predict performance in the first year of graduate school and have virtually no predictive ability regarding career placement or performance. So, graduate schools need more than numbers.

Second is the application. There’s the letter penned by the applicant, which needs to be laser-focused on the school and one’s intentions there. Then the “resume,” which chronicles one’s many achievements to date. The latter includes internships, special skills, extra-curricular activities, and the like. But these are self-reported, and as such, subject to interpretation.

Third is the letter of recommendation. Such letters can come from family or friends of family or other personal contacts. These are valuable but are smothered with self-interest. Those coming from professors are all together a different story. Professors have a unique stake; their reputations. Thus, they take the request to file a letter with gravity. Understand that.

Here are three simple rules for requesting a letter.

1. Only ask professors who have something meaningful to say about you.

That is, professors that know you well enough to write a thoughtful recommendation. I can’t tell you how many times students that I barely remembered, if at all, have requested letters. When I looked at their exams and assignments, they were almost always strong students. But I’d had no real interactions or relationships with them.

I always say something to these students how the letter will be limited to course performance. The result is a stunted recommendation that likely doesn’t boost enrollment prospects.

2. Make is easy for the professor to write the letter.

Attach your application letter and any transmitting essays. Include a resume. Provide professors with the basic information they need to compose a letter. Nothing is more annoying than having to ask students’ for materials they should have provided in the first place. We professors are busy; help us help you.

3. Most importantly, let professors know why you are applying.

Express your passion for pursuing a graduate degree. What do you want to do with the degree? How does this degree help you achieve your aspirations?

We really do want to know. The more we understand your motivations, the better we can craft the letter to reflect the fit between your intentions and your intended graduate studies.

Going to graduate school is a big decision. It involves considerable time, talent, and other resources. It is not a decision to be made lightly. However, once made, approach the entire process thoroughly and diligently.

Your letters of recommendation may very well be what determines the success of your application. Request them in a manner that maximizes your chances of having letters filed on your behalf that not just report your performance, but that heartily endorse your candidacy.

James Bailey, PhD

Professor of Management

George Washington University