Reviewed 8 October 2026. Check the requirements for your own course, institution or application.
A recommendation letter gives a selector an assessment from someone who knows your work. Your task as an applicant is to choose an appropriate referee, explain the opportunity and provide accurate supporting information. It is not to manufacture praise or pressure someone to endorse experience they cannot assess.
Check the provider’s reference rules
Determine how many references are required, which types of referee are accepted and how the letter must be submitted. Some programmes distinguish academic and professional references. Others require a separate funding reference. A general letter held on your computer may not satisfy a confidential portal submission.
For a university-specific example, read Cambridge’s guidance for academic referees. Use the requirements for your own programme rather than applying Cambridge’s procedure to every scholarship.
Choose evidence over status
A lecturer who supervised a substantial project may be able to give a more useful assessment than a senior official who barely knows you. Consider who has observed your academic work, initiative, reliability or relevant responsibilities. Match the referee’s knowledge to what the scholarship asks selectors to assess.
Do not assume a person will accept because they previously taught you. Ask whether they feel able to provide a supportive and specific reference. Giving them a clear opportunity to decline helps avoid a rushed or vague letter.
Make a complete request
Your first message should include the award or course name, why you are applying, the deadline and the expected submission process. Refer briefly to the work you completed with the person. Offer a small supporting pack rather than attaching every document from your academic history.
Illustrative request: Dear [Title and Name], I am applying for [programme] because of its focus on [area]. You supervised my [project or module] in [period]. Would you feel able to provide a reference discussing my preparation for this opportunity? The deadline is [date and time zone], and references are submitted through [official route]. I can send my CV, transcript and a short summary of our work together.
The example asks a question rather than assuming agreement. Replace the placeholders with your facts and follow any institution-specific restrictions on contacting referees.
Prepare an evidence pack
- A current CV relevant to the application.
- The official award or course link and selection criteria.
- A concise description of your proposed study or career direction.
- A reminder of work the referee directly observed.
- The submission deadline, time zone and portal instructions.
- Any required form, questions or length limit.
Highlight evidence rather than writing a list of flattering adjectives. For example, remind a project supervisor of the report you completed, a method you learned or a difficulty you resolved. Let the referee decide how those experiences support their assessment.
Keep authorship and confidentiality clear
If a referee asks for factual notes, provide notes. If the programme has rules about applicant involvement in drafting, follow them. Do not submit a letter under someone else’s name without their genuine review and authorisation. Never create a signature, alter an official letter or invent a relationship.
A reference may be confidential. Respect the official submission process and do not demand access simply because you organised the request. A scholarship also may have rules about language, letterhead or verification; consult its instructions rather than assuming a universal format.
Track the request without creating pressure
Record who agreed, when you sent the materials and how completion can be checked. If the portal provides a status, use it before sending reminders. A reference submitted to one course may not automatically cover another application.
A reminder should be factual and courteous: confirm the approaching deadline, provide the official submission route again and offer any information the referee needs. Avoid repeated daily messages or suggesting that an incomplete application is the referee’s personal fault.
Prepare for a refusal or delay
Identify a suitable alternative early, but do not nominate extra people without knowing the provider’s rules. If an agreed referee becomes unavailable, ask the admissions or funding office how substitutions work. Keep the explanation short and accurate.
Do not substitute a personal friend or family member for an academic referee unless the programme explicitly allows that relationship. Where your educational history makes academic references difficult, ask the provider what alternatives it accepts.
Check the whole application
References should be consistent with your own account of qualifications, dates and experience. A referee can offer an independent view, but a contradiction about your role or degree status may need explanation. Review your factual record before sharing it.
After submission, thank the referee and later tell them the outcome if appropriate. A specific, honest relationship is more useful for future applications than a one-off request for a generic letter. Strong references help selectors assess you; they do not guarantee an award.
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