✉️ LETTER OF RECOMMENDATION GUIDE
Ask the right person, the right way.
Who to ask, when to ask, an email you can copy and the one-page brief that helps your referee write a specific, convincing letter.
YOU
Do you feel you know my work well enough to write me a positive letter of recommendation?
YOUR PROFESSOR
Yes, happy to. Send me your brief and the deadlines. ✔️
⏱ 4 to 6 weeks’ notice📄 One-page brief✉️ Email template✅ Follow-up plan
What a strong letter of recommendation does
A letter of recommendation is the one part of your application that someone else writes, which is why admissions teams trust it. In other words, its job is to confirm what your transcript and essay claim, with specific examples from a person who has seen your work.
As a result, the strongest letters come from referees who know you well, not from the most senior name you can find. Most graduate programmes ask for two or three letters, and three is the most common number in the USA. A few ask for more, so check the minimum and maximum for each university.
Three kinds of referee, three different strengths:
🎓
Professor or course teacher
What they add: classroom performance and depth of subject knowledge
Best for: coursework master’s degrees
🔬
Research or project supervisor
What they add: research skills, independence and problem solving
Best for: research master’s and PhD applications
💼
Manager or internship supervisor
What they add: work ethic, results and leadership
Best for: business, MBA and professional programmes
Below, this guide covers who to ask, how to ask, what to give them and, finally, how to follow up.
Who to ask for a letter of recommendation
First of all, ask people who know your work well and are willing to write a positive, specific letter. In contrast, a famous name who barely knows you will write something generic, and admissions teams can tell.
Generally, a good mix is two academic referees and one professional or research supervisor. However, always follow each programme’s rules.
| Programme | Best referees | Notes |
|---|---|---|
| Research master’s or PhD | Thesis advisor or research mentor, plus one professor | Admissions teams look for research potential |
| Coursework master’s | Professors who saw sustained, high-level work | So choose people who taught you in more than one course |
| Professional or business programme | A manager who oversaw your analytical or technical work, plus one academic voice | Even so, most programmes want at least one academic referee |
💡 Short work history or a recent graduate? In that case, a project guide, internship mentor or head of department can fill the professional slot.
How many references each country asks for
The number of letters, whether they must be academic and the format all vary. So check each university’s rules before you decide.
| Country and route | What is typical |
|---|---|
| USA, graduate | Usually two or three letters, most often three |
| USA, undergraduate (Common App) | Each college sets its own rule. Many ask for a counsellor recommendation and one or two teacher recommendations |
| UK, undergraduate (UCAS) | One reference |
| UK, postgraduate | Usually one or two references, often academic. Some taught master’s courses ask for none |
| Canada, graduate | At least two, and many programmes ask for three |
| Germany, master’s | Many programmes ask for none. Meanwhile, some competitive programmes and DAAD scholarships ask for one or two |
| Australia | Many coursework master’s ask for none, whereas research degrees usually do |
Similarly, where a programme asks for fewer letters than you have, send only what is requested, not extra letters.
How to ask: timing, the request and the referee brief
Ask early. Give your referee at least four to six weeks before the earliest deadline, and six to eight weeks if the deadline falls in the busy autumn period. Otherwise, asking late forces them to write from memory, and busy referees may also say no.
A simple schedule keeps everyone calm:
8 weeks
Finalise your list
6 weeks
Ask each referee
4 weeks
Send the brief
2 weeks
Send a reminder
3 days
Confirm submission
Ask the right question
❌ Avoid
“Could you write me a letter of recommendation?”
✅ Ask instead
“Do you feel you know my work well enough to write me a positive letter of recommendation?”
A hesitant answer tells you to choose someone else. On the other hand, a yes usually means a stronger letter.
A request email you can adapt
Subject: Request for a recommendation letter, [your name]
Dear Professor [Name],
I hope you are well. As you may remember, I took your course on [course] and worked on the project on [topic]. Because I think you know my work well, I would be grateful if you could write me a letter of recommendation for master’s programmes in [field] for the fall intake.
The first deadline is [date]. Once you agree, I will also send a one-page brief with my CV, transcript and draft essay. Please let me know if you are able to support my application.
Thank you for your time.
[Name, roll number or employee ID, contact]
SEND IT ONCE THEY SAY YES
The one-page referee brief
CV: a current one or two page CV (see our CV vs resume guide)
Transcript: an unofficial copy, plus the courses you took with them
Essay: your draft statement of purpose
Projects: a short list of work you did together, with a line on your role
Moments: two or three things they may recall, for example a problem you solved
Deadlines: a table of programmes, dates and how each one collects the letter
What a strong letter of recommendation contains
A strong letter uses specifics, not adjectives. For instance, calling you “an excellent student” adds little beyond your transcript. In contrast, a story about a project you led, a problem you solved or how you ranked in a class does far more.
| A weak letter | A strong letter |
|---|---|
| “Hardworking and intelligent student” | “Ranked in the top five of 60 students and led the group project that won our department award” |
| Repeats your CV | Adds context the CV cannot show |
| Generic praise | A concrete moment when you went beyond the assignment |
| No comparison | A fair comparison to other students the referee has taught or managed |
| Lukewarm ending | A clear, enthusiastic endorsement |
In practice, most good letters follow a simple shape:
1
How the referee knows you
2
Two paragraphs of specific examples
3
A comparison with peers
4
A clear closing recommendation
Therefore, to help your referee write this, give them the brief, remind them of two or three specific moments and tell them which strengths each programme cares about.
🚫 Two integrity rules
Never write your own letter and ask a referee only to sign it, and never use an email address that is not your referee’s own. Universities do check, so a fake or ghost-written reference can lead to rejection or cancellation. If a referee asks you for a draft, ask the programme whether that is acceptable first.
Portals, deadlines, follow-ups and mistakes
Most universities collect letters through their application portal. First, you enter the referee’s name and email, and the system sends them a link. Then triple-check the email address, because a typo can mean a missing letter.
Your follow-up plan
- Two weeks before: send a short reminder with the deadline and the link.
- Three days before: confirm each letter was submitted.
- After decisions: send a thank-you note to every referee, even if the outcome is not what you hoped.
- Later: tell them where you were admitted. They may be asked to help again.
Note that some portals will not let you remove or change a referee once they have started or submitted the letter. So settle your list before you send any requests.
In the USA, a law called FERPA gives you the right to see your recommendation letters once you enrol. Most applicants waive that right, because a waiver tells admissions committees the letters are candid, and some referees will only write if you do.
⚠️ The mistakes that cause most of the trouble
- Asking late, so the referee writes from memory
- Choosing a famous name who barely knows you
- Going silent after the request
- Sending more letters than the programme asks for
- Entering referees in portals before the list is final
- Forgetting that earlier scholarship deadlines may need the letter sooner
If a referee says no or hesitates, thank them and move on. After all, it is better to hear it early than to receive a weak letter.
Letter of recommendation FAQs
How many letters of recommendation do I need?
Most graduate programmes ask for two or three. However, each university sets its own minimum and maximum. Check every programme page.
How early should I ask?
At least four to six weeks before the earliest deadline, and six to eight weeks in the busy autumn period.
Should I waive my right to see the letter?
Where the option exists, most students do, since it signals candour. Read the form and decide for yourself.
What if a professor does not remember me?
First, give them a brief with your transcript, projects and a few specific moments. If they still hesitate, then choose someone else.
Can I write my own letter?
No. Do not write it or use a fake referee email. Instead, give your referee a brief and let them write in their own words.
Still unsure who to ask?
A counsellor can review your referee list and your brief with you.
Need help with your application?
Learner Aid counsellors can help you choose referees and prepare the brief and request email. Book a free session when you are ready.
Sources
- University of Pittsburgh Career Central: Asking faculty for a letter of recommendation
- Ingenius Prep: Letter of recommendation for graduate school, how to ask
- University of Washington: Great letters of recommendation for grad school
- Common App: FERPA and your college application (PDF)
- UCAS: How to get a UCAS reference
- University of Edinburgh: Postgraduate references
- UBC Graduate School: Application components
- uni-assist: Applying for a master’s
- University of Melbourne: International coursework applications
Requirements vary by university and change over time. Confirm each programme’s rules on its official page.
