Providing references for students and alumni is one of the most valuable services a faculty member can provide. Dickinson faculty have the capacity to write particularly compelling letters because of their close interactions with students, and personal knowledge of their abilities both in and outside of the classroom. Unfortunately, though, lawsuits against faculty members continue to rise nationally, and we are not immune from this danger. The law grants a "qualified privilege" to reference letter writers which allows you to generally make statements free of liability. However, the privilege is strictly defined and it is possible to cross a line. While nothing can fully protect you from a lawsuit, the guidelines below are designed to help you write a relatively safe letter and lower your risk of liability.

(A note on the grammatical style of this article: To avoid continually writing "student or alumnus" we will use the term "subject" to refer to the individual for whom you're writing the letter. We will also use the plural "them" or "they" to avoid the awkward he/she.)

Factors to keep in mind about references:

• Subjects expect you to write a positive letter; that's why they're asking you. If you can't do this, it's best to decline to write the letter or clearly state the less than flattering elements which the letter might need to contain.
• Do not volunteer to write a reference letter. You may lose the qualified privilege defense by writing a letter without being asked.
• Employers do not know if a letter is waived and therefore don't give greater weight to a waived letter. Human Resource offices treat all letters confidentially. It should be noted that, outside of the field of education, few employers requires letters of reference anymore.
• Graduate/Professional schools do know if a recommendation has been waived and therefore do give greater weight to a waived letter.
• Letters which are "waived" may actually be seen by the subject at some point, accidentally or intentionally.
• Most letters for employment purposes should be one page.
• Letters for graduate study should be one to two pages.
• There is no such thing as "off the record" in a phone conversation.
• It's a little-known tactic, but some career guides advise subjects to ask a friend to call their references to see what is being said about them.

Before you start writing the letter:

• It is permissible to have a policy for writing letters, and if you have a policy, let your subjects know.
• You can have a minimum grade requirement before you'll write a letter.
• You can refuse to write a letter if the subject doesn't give you enough time.
• You can have a policy that you only write waived letters (or conversely, open letters).
• It's better to decline to write a letter than write an average letter or a letter which contains negative information. Employers and graduate schools can read between the lines.
• It's OK to tell a subject that you aren't familiar enough with their work or background to provide a reference.
• Never agree to write a letter for a student with whom you've had difficulties or had to reprimand seriously.
• Have a conversation with the student about what you will say/write.
• Obtain written permission from the subject which clearly indicates whether the subject's right to see the letter has or has not been waived. Use the sample Waiver Form and keep a copy with your letter. Ask for a deadline when the letter is needed.
• Ask for a copy of the subject's resume.
• Be sure you know whom to send it to and for what purpose. If you're asked to write a general "to whom it may concern" letter, indicate that in the body of the letter.

Guidelines for writing and structuring the letter:

DO:

• Focus on behavior.
• Present only factual information that you have direct knowledge of or have observed.
• If including something negative, back the statements up with specific behavior. "Mark was a poor student in my class as evidenced by the D- he received."

DON'T:

• Include rumors or "guesses" about the subject's behavior.
• Use negative character statements, i.e., "lazy," "problem," "difficult."
• Include information which might indicate the subject's race, color, religion, national origin, age, or disability.
  • It's not unusual to find a letter which contains an "innocent" reference, such as commending a subject for their tenacity and drive to overcome a learning disability. Unless you have the subject's permission to divulge that information, do not bring it up. To avoid this problem, ask the subject if it's OK to reveal this information if you believe it is pertinent, and get their permission in writing.

Letters of recommendation can generally be broken down into four parts:

Part 1:

• Your relationship with the subject: how you know them, how long have you know them, in what capacity, etc.

Part 2:

• Their professional accomplishments and personal attributes, including honors (You might need to explain if the name of the honor is not self-explanatory).
• When possible, focus on skills valued in the setting for which you're writing the letter.

In the employment arena such skills as time management, organization, communication, analytic thinking, and responsibility would all be valued. Characteristics such as team-player, articulate, effective, self-confident, independent, and enthusiastic would also be valued.

Graduate schools are likely to be more interested in academic ability, researching skills, attitude toward continued study, and the individual's potential as a future leader or contributor to the field

Part 3:

• Your overall opinion of the candidate.
• Any special knowledge of the student that wouldn't be gleaned from grades or resume.
• Close with an overall statement about the subject such as "this subject is in the top 10% of all student with whom I've worked…"
  

Part 4:

• End with your contact information.
• If you're willing to take calls or respond via e-mail, include this.