How to write and publish a scientific paper - Barbara Gastel, Robert A. Day 2022

Deciding whether to write the letter
How to write a recommendation letter—and how to ask for one
Other topics in scientific communication

That’s the news from Lake Wobegon, where all the women are strong, all the men are good looking, and all the children are above average.

—Garrison Keillor

Even as graduate assistants, those in the sciences often are asked to write recommendation letters for undergraduate students. Later, scientists also receive requests for recommendation letters for graduate students, postdoctoral fellows, and peers. Writing recommendation letters can consume much time. However, with a well-organized approach, you can efficiently write good recommendation letters, thus serving qualified candidates well while conserving your time. Likewise, with a well-considered approach, you can considerately and effectively obtain recommendation letters when you need them for yourself.

Deciding whether to write the letter

A request to write a recommendation letter is just that: a request. Thus, you can decline. If you cannot honestly provide a favorable assessment, or if you cannot complete the letter by the deadline, promptly decline the request so the requester can seek another recommender. When you cannot provide a favorable recommendation, a tactful statement such as “I think someone who knows you better could write a more convincing recommendation” may send the requester seeking a letter from someone else. If the requester persists, blunter wording may be needed.

If you know the requesters fairly well and think they may be seeking opportunities poorly suited to them, consider meeting to discuss the decision. The requester may provide information that will change your mind and help you to write a more persuasive letter. Or you may find that the requester agrees with you but feels pressured to seek the opportunity. (“I’d rather do field research, but my family has always wanted me to become a physician” or “I thought I’d be letting you down if I didn’t seek the summer fellowship.”) With you as an ally, the requesters can then better pursue their best interests.

Requesters cannot reasonably expect you to write recommendation letters immediately. If you tend to receive many requests for recommendation letters, consider letting it be known how much notice you generally need.

If there are people for whom you would be especially pleased to write letters, tell them. Doing so can relieve them of needless stress and help ensure that well-qualified candidates receive strong recommendations.