For most academic positions, the standard package of application materials includes a cover letter, curriculum vitae (CV), and letters of recommendation (usually three).
Announcements typically ask for a “cover letter,” "letter of application," or “letter of interest.” If such a letter is not requested, you are encouraged to send one anyway unless specifically instructed not to do so. The role of the cover letter is to interpret your CV for a specific audience and to elaborate on your qualifications for a specific position. It gives you the opportunity to make a good first impression, to show off your professionalism and ability to persuade, and to have a voice, which the CV does not communicate. By the same token, a badly written cover letter can do far more harm to your candidacy than no cover letter at all. For more information on writing effective cover letters, please visit the “Cover Letters” subsection of “Academic Careers.”
In the United States the curriculum vitae, also known as “vita” (without the “e”) and abbreviated as "CV,” is a comprehensive overview of your educational background and academic qualifications. It is the standard statement of credentials within academe and the research world, and the foundation of an application for an academic or research position, akin to the resume for job markets beyond academe. As is the case for all application materials, your CV should be tailored to each job opportunity and should emphasize your strongest qualifications. For more information on crafting an effective CV, please visit the "CVs” subsection of “Academic Careers.”
Most academic job announcements request three letters of recommendation. Think carefully about whom you will ask to recommend you. You should ask your dissertation adviser (the absence of this reference would raise serious questions) and other faculty with whom you have worked closely in a research or teaching capacity to the extent that those skills apply to the position you seek. Recommenders should know you and at least some component of your work well. It is wise to phrase your request for a recommendation so that the individual may decline gracefully if for some reason s/he feels unable to write a positive letter on your behalf (e.g. "Do you feel you know me and my work well enough to serve as a positive reference?") It is much better to know upfront that a letter would not be strong rather than weaken your credentials file with a lukewarm or bad reference. You should discuss the following with your recommenders:
Asking your recommender in person is best, if possible, but you should also follow up with a written confirmation of your request and the faculty member's willingness to serve as a reference (an email exchange is fine). Your written request should indicate that you would like the recommender to discuss your educational performance with potential employers. Some legal experts consider your written consent as a necessary precaution against interpretations of a letter of recommendation (including information about a student’s educational record) as a violation of the Family Educational Rights and Privacy Act (FERPA). Your request waives your right to privacy in this regard.
Be sure to give your references an up-to-date copy of your polished CV and other materials that may help them flesh out their letters with specific, positive comments about you and your work. Other materials may include a dissertation chapter or other writing sample, a statement of research goals, a course syllabus, etc. This information may also help them tailor their letters for particular positions. Let your recommenders know about the positions you intend to apply for. If a certain position interests you more than others, you may also want to give your references a copy of that announcement and relevant information about the department/institution, etc.
Give your recommenders plenty of lead time for letter writing. Last-minute requests are unpopular. As long as you respect the standard protocols and courtesies, you need not worry about being an imposition on a recommender’s time. Remember that professional reproduction is part of the business of academe, and placing graduate students in good positions is in the department’s best interest.
If you plan to apply for numerous positions, you may choose to create a credentials file, also referred to as a "dossier," "placement file," or "electronic portfolio." A credentials file is a collection of supporting application materials, the core of which consists of your letters of recommendation. The organization that maintains your file sends out copies of specific materials at your request. Usage of credentials files is standard practice in much of academe. At U.Va. the Department of English maintains its own credentials file service for its doctoral candidates. Students in other disciplines may wish to use the electronic credentials service Interfolio. Interfolio charges an annual membership fee as well as a delivery fee per request.
For each letter of recommendation that goes into your file, you decide whether or not you wish to waive your rights to read the letter, thus making it either a confidential or a non-confidential letter. Keep in mind that confidential letters typically carry more weight with readers because the expectation of honesty and full disclosure is higher.
Creating a credentials file will simplify the letter-writing process for your recommenders and will give you greater control in submitting your materials. Recommenders need only write one letter which may be distributed as widely as you choose. Recommenders may still write personalized, tailored letters to support particular applications