Common Problems Found
in Reference Letters

Here are some common problems that can detract from the overall usability of a reference letter and, in some cases, require The Career Center’s Reference Letter Service to return a letter to the writer. Letters may be returned if they:

• Contain school-specific references or are otherwise inappropriate for multiple audiences.
• Contain an incorrect spelling of the student’s name or multiple spellings of the name within the same letter.
• List multiple names in the body of the letter, a clear indication of an ill-fated cut and paste effort from a previously written letter.
• Use a nickname without first introducing the student’s legal name.
• Are typed on plain, white paper instead of letterhead.
• Are missing the writer’s signature and/or contact information.
• Lack the appropriate evaluation form indicating the student’s intention regarding the confidentiality status of the letter (at times students forget to provide the form, but often writers forget to include the evaluation form when returning the letter to the Reference Letter Service).
• Contain unsupported, over-enthusiastic or generic endorsements, instead of offering useful, balanced insights.

Although less frequent, the following occurrences are problematic, as they can also negatively impact a student’s candidacy. This is the case when letters:

• Concentrate on the writer and/or the class taught, with only a brief reference to the student.
• Consist of only one sentence or one paragraph simply confirming the completion of a class and the grade earned by the student.
• Disclose the student’s personal circumstances, especially in relation to illnesses or disability, without authorization.
• Lack clarity regarding the nature of the relationship between the writer and the student (e.g. personal, academic, or professional employment).
• Are typed but signed in pencil.
• Are illegible — due to poor handwriting or the medium used (pencil, gel pen, etc.).
• Are stained due to food, beverage, cigarette etc.
• Contain profanity.
• Evaluate both the student and his/her spouse or partner in one letter.
• Focus on personal information about the letter writer such as personal lifestyle, aspirations, or political views.