Recommendation Letters: Whom to Ask and How

Last updated: 18 October 2026

Most scholarships and graduate programs ask for two or three recommendation (reference) letters. A strong letter confirms what your application claims, from someone who has seen your work. This guide explains whom to ask, how to ask and what to give your referees so they can write a specific letter on time.

Whom to ask

• Academic programs and research degrees: professors or lecturers who taught you, supervised your thesis or project, or saw your research. Seniority matters less than how well they know you.
• Professional scholarships (e.g. Chevening): a mix of an academic and a manager who supervised your work.
• PhD and postdoc applications: your thesis supervisor is expected. A letter from a research collaborator is also valuable.
• Avoid: relatives, friends, or a famous person who barely knows you. A detailed letter from a lecturer beats a generic one from a dean.

How and when to ask

1. Ask 4–6 weeks before the deadline, in person or by a polite email. Ask “Would you be able to write a strong letter for me?” — this gives them an easy way to decline.
2. Send a short information pack (see below) as soon as they agree.
3. Register their details in the portal early. Many systems (CSC Central, Cambridge, DAAD) email the referee a private upload link. Check the email address is correct.
4. Send a friendly reminder one week and two days before the deadline.
5. Thank them and tell them the result.

What to send your referee

• The program or scholarship name, the deadline and how to submit (portal link, email, on letterhead, signed PDF).
• What the program values (copy the selection criteria).
• Your CV and your draft statement of purpose.
• Two or three specific things they could mention: a project you did in their course, your grade or rank, a skill they saw.
• Any format rules: word limit, letterhead, signature, institutional email.

What a strong letter contains

• How the referee knows you, for how long, and in what role.
• A comparison (“top 5% of the 120 students I have taught in this course”).
• Two or three concrete examples of your ability, initiative or character.
• A clear endorsement for this specific program.
• Signature, date, and the referee’s title and contact details — usually on institutional letterhead.

If your referee asks you to write a draft

This is common in some countries. Many programs ask the referee to confirm the letter is their own work; some treat a letter written by the applicant as misconduct. Offer bullet points of facts instead of a finished letter, and let the referee write it in their own words.

Common mistakes

• Asking a few days before the deadline.
• Typing the referee’s personal Gmail when the program requires an institutional email.
• Giving no information, so the letter is vague.
• Choosing three referees who all say the same thing — pick people who saw different strengths.

Scholarships that need references