Recommendation letters: how to ask and what your referees need

A recommendation letter is the one part of your application that you do not write yourself, yet it can decide the outcome. A specific, well-informed letter from someone who knows your work carries real weight. A vague letter from an important name rarely does. This guide explains how to choose your referees and how to make their job easy.

Who should write your letters

Read the programme's rules first. Some ask for academic referees only, some for one academic and one professional referee, and some leave the choice to you. Within those rules, choose people who:

• know your work directly, such as a thesis supervisor, a lecturer who taught you in a small class, or a manager who supervised your daily work;
• can compare you with others, for example "one of the three strongest students I have taught in five years";
• can write in the language the programme requires, or can have the letter properly translated if that is allowed;
• are reliable with deadlines.

A head of department who barely knows you usually writes a weaker letter than a lecturer who supervised your project. Titles matter less than detail.

Do not write the letter yourself and ask your referee to sign it. Many programmes forbid this, panels can often tell, and in some programmes it is grounds for disqualification.

When and how to ask

Ask at least four weeks before the deadline, and earlier around holidays or exam periods. Ask in person or by a short, polite email, and make it easy to say no. A referee who is too busy will write a rushed letter; it is better to know early.

A good request says:

• which programme you are applying for and why;
• the deadline and how the letter must be submitted (uploaded by you, sent by email, or submitted through an online link);
• whether there is a form or specific questions;
• that you will send a short summary of your work with them.

What to give your referees

Referees write better letters when they have the facts in front of them. Send a one-page brief that includes:

• the programme name, a link to the official page and the deadline;
• what the programme looks for (for example leadership, research potential or professional impact);
• the courses, projects or tasks you did with them, with dates and results;
• two or three qualities you hope they can confirm, with examples they will recognise;
• your CV and a draft of your motivation letter, so the letter fits the rest of your application.

You are not telling them what to write. You are reminding them of facts they may have forgotten.

Online reference systems

Many scholarships and universities ask you to enter your referees' email addresses. The system then sends each referee a personal link to upload a letter or fill in a form. A few practical points:

• Use your referee's institutional email address where possible; some programmes do not accept personal addresses for academic referees.
• Tell your referee to expect the email and to check the spam folder.
• Enter the details early. Some systems only send the request after you submit your own application, which leaves the referee very little time.
• Check whether the referee's deadline is the same as yours or later.

What a strong letter contains

You cannot control the content, but it helps to know what panels value, so that you can choose the right referee and give them the right information. Strong letters:

• explain how long and in what role the referee has known you;
• give concrete examples of your work and its quality;
• compare you with peers;
• connect your strengths to the programme;
• are signed, dated and, where expected, on official letterhead with contact details.

After the letters are sent

Thank your referees, tell them the outcome, and keep them informed if you apply again. Most referees are happy to update a letter for another programme if you ask in good time.

Checklist

• Referees match the programme's rules (academic or professional).
• Each referee was asked at least four weeks ahead.
• Each referee received a brief, your CV and the deadline.
• Online requests were sent early and the referees know to expect them.
• You followed up politely a week before the deadline.

Related guides: motivation letter, academic CV and how to find and choose a scholarship. Browse current scholarships and fellowships.