Applying to Graduate School? How to Prepare an Organized Packet for Your Recommenders

Making the letter writing process as easy and organized as possible for those who have agreed to write your letters of recommendation is worth whatever time and effort you put into it. Not only does a well-organized packet help your recommenders (or "letter writers") to generate a targeted and strong letter for you, but it also distinguishes you as a professional student. Furthermore, it almost guarantees that your recommenders will have completed your letters by the deadline you will have given them in your cover letter (we'll go over that in a second).

If you don't have 3 recommenders ready to write letters for you yet, see my article, "How to Prepare Before You Apply to Graduate School." Otherwise, continue reading.

Invest in 3 of those five-tab colorful folders from your local office supply store. Mark the 1^st tab of each folder "Cover Letter." Mark the 2^nd tab "Statement of Purpose" or "Personal Statement" (they are the same thing). Mark the 3^rd tab "CV." Mark the 4^th tab "Transcripts." Finally, mark the 5^th tab "Schools." Here's how to create the contents for each tab:

TABS #1 & 2: In order to keep my articles on applying to grad school as succinct as possible, I have dedicated separate articles to tabs #1 (the cover letter) and #2 (the statement of purpose/personal statement). If you need help with these particular items, you will want to refer to these specific articles.

TAB #3 (the CV): The CV (for Curriculum Vitae... sometimes also referred to as, simply, a "Vita") can be used for many things, but in this case, it is basically an academic résumé. In addition to supplying your recommenders with this information, you will also want to send along a copy of your CV with each graduate/law school application.

Your CV is comprised of various categories ranging from "Academic Awards" to "Volunteer Work." I know that, at first, it might seem like you haven't done much and you may even fear that you won't have anything valuable to include in your CV. However, I bet you'll be surprised about just how much you've done once you get started.

On that note, don't "fluff" up a CV with a bunch of nonsense or by including the same achievement in more than one category. If you received a scholarship, for example, you must choose whether to place it in an "Academic Achievement" category or an "Honors" category, but not both.

Here's the URL to some great CV tips (it also includes a link to a sample CV at the bottom of the page: http://www.aafp.org/online/en/home/publications/otherpubs/strolling/prep/preparecv.html.

If you honestly do not have anything to place in a certain category, do yourself a favor and simply omit that category altogether.

Above all, keep your CV short, well-organized, simple in format, and legible! You can follow a generic format, by using any one of the templates found on http://www.cvtips.com/CV_example.html. Personally, though, I preferred to create my own template because I wanted my CV to reflect some degree of creativity. If you are interested in viewing my CV template (which is more appropriate for applying to graduate school than most of the other templates I've seen online), I have yet another Associated Content article with this information. See, "Applying to Graduate/Law School?: A CV Sample Template." Then, you can feel free to be as creative as you'd like with the headings and subheadings. As long as they stand out, and as long as your formatting is consistent, you can explore different styles.

One final note on CVs, by the way: While some sites say that each section of your CV should list your achievements in chronological order, and while others explain that the chronology should be listed in the reverse order (beginning with the most recent, and then working your way back), the most important thing is to be consistent. Nevertheless, usually academically-geared CVs are listed in reverse chronological order.

TAB #4 (Transcripts): Although the graduate programs to which you are applying will require official transcripts, the transcripts you include in your Recommender Packet need not be "official." Up-to-date transcripts of some sort (whether official or unofficial) are good to include in your packet so that your letter writers have a clearer vision of the type of student you are in a broader sense.

If you have a couple of less-than-pleasing grades, and if you have explanations for these little bumps in your academic road, you may want to consider a brief addendum to your transcripts. If, for instance, you had to withdraw from two classes as a result of needing to work more, just explain this to your recommenders in a very brief, typed note, and attach this to the front of your transcripts.

TAB #5 (Schools): Here is where your research comes in handy. You need to visit the websites for each program to which you are applying. Then, find the place where they explain "about the program." If this mentions anything along the lines of your particular interests, copy and paste this information into some type of writing file (like "Notepad").

If you cannot find any information related to your specific research interests, you might want to reconsider the reasons for wanting to apply to that program in the first place. If you're still set on applying to the program, but cannot find the information you're looking for on their "Home" page or "About Us" page, then go to the "Faculty" page. There, you should be able to sift through a list of faculty in that program. Go through every single faculty member's bio. When you strike upon someone who works on whatever it is that you are interested in researching (or if the professor's work is similar to your interests), copy and paste the information into your writing file.

Do this for every university to which you are applying. Trust me; this will help you in many, many ways. Not only can you use these "notes" to help your recommenders formulate more targeted letters, but you can also refer back to this file while preparing your statement of purpose.

Finally, organize and synthesize the information so that you end up with about 2 sentences for each program. For example:

University of Illinois at Chicago: With the Race, Ethnicity, and Gender program, doctoral studies in Sociology at the University of Illinois at Chicago presents an environment whereby my research interests intersecting gender, sexuality, sociology, and culture can be further developed. In particular, the works of Drs. Orum and Warner would prove valuable to my own interests, as they also focus on gender, religion, and community.

University of Texas at Austin: With specializations in Criminology, Religion, and Gender, the doctoral program in Sociology at the University of Texas at Austin presents an environment whereby my research interests intersecting gender, religion, sociology, sexuality, and culture can be further developed. In particular, the works of Drs. Ellison, Williams, Woodberry, and Regnerus would prove valuable to my own interests, as they also focus on gender, religion, culture, and family.

When you hand your letter writers this professionally organized folder containing well-written, concise, and useful information, they will be as impressed as they will be relieved. A lot of students do not take the time and effort it requires to put all of this information together for recommenders. As a result, professors often find it stressful to write letters of recommendation for students... especially when they are provided with no information about the student's deadlines (Cover Letter), goals (Statement of Purpose), bragging points (CV), overall abilities to succeed academically (Transcripts), or programs of interest (Schools).

The Recommender Packet is also useful for YOU! Saving these items in writing files will make your end of the application process go much more smoothly. On that note, I wish you luck and success in your future endeavors!