How to Approach Reference Letters and Recommendation Requests

December 28, 2024 7 minute read

Reference letters are a key component of the application process for permanent research positions in astronomy. They provide an opportunity for others to vouch for your abilities, accomplishments, and potential as a researcher.

👉 While CNRS gives some guidelines for the reference letters which are made more concrete by the Astronomy section, there are no clear requirements for CNAP reference letters.

For CNAP, you will be asked for three names and their email addresses in your application, and a brief statement of your relationship to these people.

This blog post breaks down how to approach reference letters—from understanding the requirements to requesting them effectively and ensuring they highlight your best qualities.

Understanding the Reference Letter Requirements

The CNRS Astro section typically requires three reference letters. These letters should collectively highlight your expertise, your ongoing collaborations, and the merits of your proposed research project. While not explicitly required, the below is also a solid strategy for collecting three reference letters for your CNAP application. Ideally, these letters should cover different areas of your expertise and roles:

A letter from colleagues with whom you have worked: This showcases your past accomplishments and established expertise - usually your PhD advisor.
A letter from colleagues with whom you are currently working: This demonstrates your active contributions to ongoing research and your current role in your field - usually a researcher at your current institution.
A letter from colleagues with whom you will be working: This highlights the merits of your research project (and potentially your tâche de service project for CNAP applicants) and explains the relevance of your work to the host laboratory - a researcher at your proposed host laboratory.

PhD Advisor Letter

The letter from your PhD advisor is typically straightforward to request. Most PhD advisors expect to support their students in the job market and are well-acquainted with their research and skills. However:

If you had challenges during your PhD, you might need to identify someone else from your PhD institution or from your time as a PhD candidate who worked closely with you and can speak positively about your research.
If you are targeting the same institution where you completed your PhD, this letter may overlap with the host institution letter, meaning you’ll need two additional, general letters to have three total.

Proposed Host Institution Letter

One of your reference letters must come from your proposed host institution. This letter is essential because it demonstrates your ability to integrate into their team and grow your own research projects there. Here’s what you need to keep in mind:

You need to provide the letter writer at your proposed host institution with enough context about your work and your proposed project.
Building a relationship with the targeted host team well in advance is critical. Ideally, you should have discussed your project proposal with them, aligned it with their ongoing work, or collaborated on an active project.
If you have never worked at your proposed host institution, you may need to put extra effort into demonstrating how your expertise fits their needs. Applicants targeting the same institution where they completed their PhD might naturally find this easier, but they still need to show they fit the team independently of their PhD work.

General Letters

The other one or two letters, depending on the situation above, usually come from collaborators or colleagues at your current institution. These letters should highlight your growth as a researcher since your PhD, and your contributions to recent projects.

Choosing, Requesting, and Timing Your Letters

Selecting the Right Letter Writers

When selecting who will write your letters, prioritize individuals who:

Have worked closely with you over an extended period.
Understand your work and can speak confidently about your strengths.
Are familiar with the French research system, if possible, to add context to their recommendation.

When and How to Request Letters

Start Early: As soon as you decide to apply, reach out to potential letter writers. This should be weeks before the application deadline. You absolutely need to provide a potential letter writer with enough time to write and submit their letter without having to rush.
Provide Context: Include a brief explanation of the respective application process, especially if your letter writers are unfamiliar with it. Highlight that the letters will be submitted independently of your own application and provide them with the concrete deadline - don’t forget to mention not only the date but time of day as well, and time zone!
Share Your Application Documents: Once ready, send them drafts of your project proposal, CV, and research statement to help them tailor their letters.
Allow an Opt-Out: When reaching out to them for the first time, always give them an opportunity to politely decline. They might face conflicts of interest, tight schedules, or other reasons that could impact the quality of their letter. A gracious opt-out benefits you by ensuring only enthusiastic supporters write on your behalf.

Example letter request

Below we provide a very simple example of how you could approach a potential letter writer. This is a very basic template and should be adapted to your specific situation and relationship with the person you are asking for a letter.

Subject: Reference Letter Request for CNRS Permanent Position Application in France

Hi Anna,

I am starting to prepare my application documents for the French permanent positions at CNRS/CNAP, and I was wondering if you’d be willing to write a recommendation letter for me. Considering we worked together on the TREE project that focused on how to best grow Bonsai trees in the western French climate, I thought that you would be in a unique position to speak to my scientific contributions to our field, and my profile as a researcher. Would you be willing to do this?

The application deadline is on 10 January 2025 at 1pm Paris time, both for my application and the recommendation letters, which are submitted separately through a dedicated upload link/email address. I plan on having a first draft of my application (which includes a past research summary, a 4-page research project, and a CV) done about a month before that and would send this to you for better context. I am applying to the Laboratory of Bonsai in the Bretagne (LBB) where my main point of contact is Pierre French (pierre.french@lbb.fr), the team lead of the group I aim to join.

I understand that you have a busy schedule or might have other reasons where this would not be possible, and I completely understand. Please let me know if this is the case.

If you do agree to write a letter for me, I would be in touch in about x weeks to provide you with my application draft and the concrete submission instructions. Please don’t hesitate to reach out if you have any questions about my application or the process itself!

Thank you,

Bonsai Friend

Ensuring Strong and Relevant Letters

Equipping Your References

To help your references write strong and specific letters:

Provide detailed, up-to-date information about your past and current research. This can include unpublished papers, summaries of your current projects, and highlights of your past accomplishments.
Explain why you are asking them specifically to write a letter. For example, you might need someone with expertise in a specific area of your research or someone from a particular institution.
Make sure they understand the career context you are applying to. Instead of talking about how you have the right skills to complete a certain research project like they would do when supporting you for a fellowship or job application, here they are endorsing you for your entire future career and your capability to build your own projects and grow over time in a national research environment.

Consulting Your Host Institution

Seek input from your proposed host team. They can advise on who would be the best choice for letter writers to strengthen your application and strengthen your case.

Managing Multiple References

Managing your references is essential to ensure everything is submitted on time:

Following Up Professionally

Initial Follow-Up: After the initial request, send your application documents once they are ready. If you haven’t sent an initial request independently, make sure to include all relevant information together with your documents when you ask them to write a letter for you.
Regular Updates: In the final month before the deadline, it should be ok for you to send weekly reminders about the anticipated recommendation letter.
Submission Confirmation: Politely ask your references to confirm once they have submitted their letters. This gives you peace of mind and allows you to stop sending reminders.

Balancing Communication

Avoid overloading your references with unnecessary updates. Be concise and respectful of their time.
Trust in their experience and willingness to support your application. A senior researcher will understand the importance of this process and act accordingly.

Conclusion

Strong reference letters can significantly impact your application for a permanent research position. By understanding the requirements, choosing the right people, and fostering clear communication, you can ensure your letters highlight your strengths and align with the expectations of the selection committee. Start early, be thorough, and trust in the professional relationships you have cultivated. And for the long term, make sure you invest in these professional relationships in the future!

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