Introduction
With the advent of digital tools and the shift towards paperless communication, the traditional process of submitting recommendation letters by physical mail seems increasingly archaic. This article explores the complexities and nuances of submitting recommendation letters in an electronic format, providing guidance on best practices and addressing common concerns. We will also discuss the evolution of how recommendation letters are created, printed, and submitted, highlighting the advantages and practicalities of digital submissions.
Challenges in Submitting Recommendation Letters Electronically
The primary challenge in submitting recommendation letters electronically lies in ensuring the authenticity and professionalism of the document. A common question arises: can a recommender submit a recommendation letter unsigned and without printing on official letterhead? This article will address this and other related questions, helping to clarify the process.
The Process of Creating and Submitting Recommendation Letters
From my own experience, I write all my recommendation letters for graduate school, postdocs, faculty positions, tenure, promotions, and visas using a template that mimics university letterhead. This is done on my laptop, ensuring that the document appears as official as possible without reliance on physical letterhead.
1. Creating the Letter
I start by crafting a well-written, professional letter on my computer. I use a standardized template that includes key information such as the recipient's name, date, and a respectful salutation. The body of the letter is written with a focus on the strengths and qualifications of the candidate being recommended, backed by specific examples and achievements.
2. Including Signature and Letterhead
To maintain the professionalism of the document, I include an image of my digital signature at the bottom of the letter. This is to mimic the look of a traditional signature on paper. Although the document does not bear official letterhead, the professional appearance of the letter with a digital signature can often suffice for many institutions.
3. Electronic Submission
Once the letter is complete, I either email or upload the resulting PDF file to its destination, depending on the instructions provided. The use of a PDF ensures that the formatting remains consistent, even when transmitted via email.
Evolving Expectations and Practices
Over the past two decades, my experience with writing recommendation letters is that the process has become increasingly digital. The traditional physical submission of letters on paper is becoming less common due to the ease and efficiency of electronic communication.
Common Concerns and Solutions
One recurring concern is whether the recommendation letter is official enough when not printed on official letterhead and signed. As this article illustrates, this is a common practice, and it does not hinder the submission or acceptance of the letter. The key is ensuring that the letter's content is detailed, professional, and compelling enough to carry weight with the recipient.
Another concern is why recommenders are not simply asked to create a PDF of the letter with the digital signature and send it directly to the school for review. The answer often lies in the nuance of institutional policies and preferences. While electronic submission is generally accepted, some schools or departments may have specific guidelines or protocols that must be followed.
Conclusion
The evolution of recommendation letter submission processes has significantly benefited from digital technology. The key to a successful electronic submission lies in the quality and professionalism of the content, as well as the proper formatting and presentation. By following these guidelines, recommenders can ensure that their letters are well-received and highly impactful.
Keywords
recommendation letter, letterhead, electronic submission