FAQ
Adding Reference Letters to Your File:
Is there a charge to open a reference letter file?
Yes. There is a $25 charge to open a file. The file will be active for five years from the date it was opened. There is also a nominal charge each time you request to send your letters.
When should I start collecting letters?
You are encouraged to open your reference letter file early in your academic
career so that you may begin seeking reference letters long before application
deadlines. It is good practice to approach letter writers well in advance
of when you anticipate needing the letters.
How many letters can I keep in my file?
The Career Center's Reference Letter Service (RLS) suggests limiting your file
to no more than six letters. Feedback from admissions officers and employers
indicates that selection committees typically request 2-4 letters per applicant,
and submitting more letters than requested may work to the candidate’s
disadvantage. However, having a selection of letters in your file may provide
you with the flexibility to send different combinations of letters to meet
the varying requirements of academic institutions or employers.
Who should write my reference letters?
Graduate and professional school admissions committees, as well as employers
across various fields, rely on reference letters that speak to your academic
performance and personal achievement to aid their decision-making processes.
Therefore, you are strongly encouraged to gather references from persons
who can best describe your experiences, skills, and abilities. Letters of
reference may be written by faculty, graduate student instructors, or former/current
supervisors of employment, internships, and/or volunteer experiences. These
individuals are usually best suited to discuss your performance and offer
the most useful information to selection committees.
What should I give to my letter writers?
All letters should be accompanied by the appropriate evaluation
form provided by The Career Center’s Reference Letter Service (RLS). You
should give your letter writers this form when requesting reference letters.
You may also wish to provide your letter writers with a stamped envelope addressed
to the RLS. Additionally, it is good practice to ask your letter writers if
other information, such as resumes, completed coursework, transcripts, application
essays, statements of intent, or summaries of extracurricular involvement would
be useful for them as they craft your reference letters.
May I turn my letters in personally or should they be mailed?
All confidential letters turned in to The Career Center’s Reference Letter
Service (RLS) by someone other than the letter writer must arrive in sealed envelopes signed
over the seal by the authors of the letters. Letters may also be mailed
to the RLS by the letter writer. Non-confidential letters may be turned in
by the writer or the file holder.
What happens if I forget to indicate my preference for a
confidential or non-confidential letter?
Letters received without one of the evaluation forms provided by The Career
Center’s Reference Letter Service (RLS), or without your signature indicating
your preference for a confidential or non-confidential letter will automatically
be classified as non-confidential. You may not change the status of a letter
after it has been received in the RLS.
May I include a transcript, resume, curriculum vitae, or
additional material in my file?
No. The Career Center’s Reference Letter Service (RLS) only
houses reference letters. If you wish to send additional materials
with your reference letters to a specific organization, you may
also choose the Letters Plus!
shipping option.
How can I collect letters from teachers or employers living
in other countries?
You may collect references from letter writers living abroad by following the
same procedure. However, if you are planning on having the letter written in
a language other than English, it is strongly recommended that you
make arrangements to provide The Career Center’s Reference Letter Service (RLS)
with an official translation of the letter. All letters submitted to the RLS
must include the letter writer’s original signature and contact information.
You may wish to collect letters from abroad well ahead of any deadlines you
anticipate to allow time for international mail delivery.
Will I be notified when a new letter is added to my file?
Because of the volume of letters received daily, The Career Center’s Reference
Letter Service (RLS) is unable to notify you each time a letter is added
to your file. You may check on-line which
letters have been received by the RLS by using your University of Michigan
uniqname and password. If you do not have a current University of Michigan
uniqname, please contact the RLS at 734/764-7459 or e-mail rlservice@umich.edu,
and a staff member will gladly check your file for you.
Sending Reference Letters
How do I submit a request to have my letters sent?
The Career Center’s Reference Letter Service (RLS) accepts
request forms submitted online,
by mail, fax, or in person. The RLS
cannot accept requests by phone or e-mail.
When should I submit my request to have letters sent?
Processing and delivery times vary depending on the time of year
and the mailing option utilized. For more detailed information on
estimated processing and delivery time frames, costs, etc. see the
mailing options grid.
Where can I send my reference letters?
With your written permission, The Career Center’s Reference Letter Service
(RLS) will release your letters to prospective employers, professional and
graduate schools, and scholarship and fellowship offices with verifiable
business addresses. You may also have your letters sent to certain professional
school data assembly services such as LSDAS, AADSAS, etc. The RLS is unable
to send to personal addresses, current employers, or to personal acquaintances.
May I send my application materials along with my reference
letters?
Most graduate and professional schools allow reference letters to be sent separately
from application materials. However, you may choose to use the Letters
Plus! service to send all materials together from the RLS. The RLS is unable
to release confidential letters to you under any circumstances.
What types of payment does The Career Center accept?
The Career Center’s Reference Letter Service (RLS) accepts cash, checks, money
orders (payable to the University of Michigan), and Visa or MasterCard payments.
Will The Career Center’s Reference Letter Service hold my
request until all of my letters have arrived?
All requests received by The Career Center’s Reference Letter Service (RLS)
are processed with the letters in your file at the time the request is submitted.
You are encouraged to verify and check the
contents of your file prior to making your request.
Checking and Updating Your File
How do I know if/when the authors of my reference letters
have sent their letters to the RLS?
Because of the volume of letters received each day, The Career Center’s Reference
Letter Service (RLS) is unable to notify you each time that a letter written
on your behalf has arrived. You may check
on-line which letters have been received by the RLS with your University
of Michigan uniqname and password. If you do not have a current University
of Michigan uniqname, please contact the RLS at 734/764-7459 or e-mail rlservice@umich.edu and
a staff member will gladly check your file for you. You are encouraged to check
the contents of your file periodically in order to verify that your reference
letters have arrived. If your letters have not arrived, you may want to follow
up with your letter writers directly. Always check the status of your file prior to
submitting a request to have your letters sent to a potential employer or admission
committee.
How can I verify that my letters have been sent?
You can check on-line processed
requests with a current University of Michigan uniqname and password. You may
also contact The Career Center’s Reference Service (RLS) at 734/764-7459 or
e-mail rlservice@umich.edu and the
RLS staff will gladly check your file’s activity for you.
How long will my file remain active?
Your file will remain active for five years from the date the file was opened. You can extend the longevity of your file by an additional five years for a $25 renewal fee, if needed. After five years, your file becomes inactive and eventually is destroyed. If you are unsure about the status of your file, you can check online or you can contact The Career Center’s Reference Letter Service staff for assistance at 734/764-7459 or e-mail rlservice@umich.edu.
What do I do if I need to update my contact information?
Within five years of opening or renewing a file, you can update your contact information, education or work history anytime online or by submitting (drop off in person, mail or fax) an updated Reference File Registration Form.
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