Getting reference letters for graduate school can be intimidating. There’s deciding who to ask, how to ask, giving everyone enough time, and then ensuring you receive a response. Therefore, choosing the right person and providing them with what they need is crucial to securing the best reference possible. After all, what they write can impact whether you attend graduate school or not. So, how can you ensure you get the best reference letters for your application?
- Choose someone who can speak to your abilities and growth
- Ask early and professionally
- Provide clear context and materials
- Follow up respectfully
- Show appreciation
Quick Reference Letter Checklist
Identify people who can speak to your abilities
When graduate schools review your application, they seek insight into who you are and determine whether you are a good fit for their program. Universities and colleges are here for YOU; therefore, they want to ensure you will get what you want from their program.
Most graduate schools seek academic references since they can speak to your academic abilities, but that doesn’t mean that is your only option. There are other types of references who can still speak to your abilities if you don’t have any or not enough academic references. Schools want someone who can speak to their research abilities, relevant skills, ethics, readiness for grad school, professionalism, and contributions. When choosing a reference, pick someone who can speak to these topics. You might ask yourself:
- Who have I established strong relationships with that are not family members or personal friends
- Do I have professors I have kept in touch with (preferably senior professors)?
- What are the admissions requirements and objectives of the program, and how can I display that I have these requirements and am moving in that direction?
- Who can speak to my growth as an individual? What do I want to do when I graduate? Who can speak to it and my growth?
- Do I have supervisors, coworkers, or colleagues at my place of employment who can speak to my abilities?
- Do I have a supervisor or someone from a volunteer experience who can speak to my abilities?
- Can anyone speak to my abilities from the organizations, entities, or clubs I am involved in?
- Are there advisors or mentors who can speak to my abilities?
Reach out early and be polite
Give yourself and your reference enough time to ensure you meet deadlines. Ideally, you should begin your application at least 8 months to a year before you plan to begin classes. If you plan to start your program in the fall semester in August, you should reach out to the people you want to serve as references as soon as you begin your application. Not to say you can’t get your references quickly, but you want to ensure you give them plenty of time to reply and write thoughtful references, as their schedules may be busy. Give your references at least 6 weeks’ notice before the due date of your application. If the application is rolling admissions, give yourself at least 12 weeks before the semester starts.
When asking for a reference, ask politely and thank them once they agree. If you do not hear back from them within a week, reach out again. If you still do not hear back after 1-2 weeks from your follow-up, you should try to find someone else. If your reference says they are unable to provide a reference, it is acceptable to ask if there’s any particular reason why they would prefer not to, so you can improve for future opportunities. Additionally, you should pay attention to their response when you ask. If there is any hesitation, you may want to consider someone else. Below is a sample script or email you can use to ask for a reference.
Sample Email Request
Dear [Recipient’s Name],
I hope this message finds you well. I am currently applying to [graduate school/jobs/internships, etc.], and I would be honored if you would consider being a reference for me. Given our [relationship/experience working together, etc.], I believe your insight would provide valuable support for my application.
If you are willing to assist me, I can provide any necessary details, such as the reference submission process, deadlines, and specific points that may be helpful for the recommendation.
I completely understand if you are unable to commit, but I would greatly appreciate your consideration. Thank you so much for your time and support!
Best regards,
[Your Full Name]
[Your Contact Information]
Provide context and communicate details
Let them know what program you are applying for. If able, meet with them or set up a phone call to describe everything you need and are looking for, and provide the details in writing as well. Items you should provide are:
- Program details
- Deadlines – If rolling admissions, create your own deadline that will allow you time to finish the application for the start of the program. The worst-case scenario is always better, so plan for about 6 weeks for the committee to review your application, especially if there are many items to review for your admission.
- Why are you interested in the program ?
- Your future goals
- Provide links and materials on the program
- Schools you are applying to
Recap your Skills
In addition to providing details about the program, you should also include information about yourself to make the process go smoother. Provide a summary of your skills and materials, such as transcripts, a resume, a goal statement or personal statement, writing samples, test scores, extracurricular and volunteer activities, and anything you would like them to highlight about you. In some cases, it may even be appropriate to draft a letter and have it reviewed. Additionally, if you have any gaps in employment or education, it is important to let them know what happened so they can address them if needed. Life is unpredictable, and this provides them with the context to explain those circumstances.
Follow up
People get busy. It is important to remind them that you are waiting for their recommendation. If you don’t, they may forget or think you no longer need them. If you decide to submit your recommendations through our portal, the system will remind your recommenders that we are still awaiting their recommendations. However, it would be nice to have a personal touch from you as an added form of outreach.
Dear [Recipient’s Name],
I hope you’re doing well. I wanted to follow up on my previous email regarding my request for a reference. I understand you may be busy, but I wanted to check in to see if you can still provide a recommendation for my graduate school application. The deadline is approaching on [insert deadline], and your support would be incredibly valuable to me.
If you need any additional information or if there is anything I can do to make the process easier, please don’t hesitate to let me know.
Thank you again for considering my request, and I truly appreciate your time and help.
Best regards,
[Your Full Name]
[Your Contact Information]
Show appreciation
Not only is it important to thank your recommenders once they have agreed to write your letter, but also to thank them again once you have received their letter. Showing appreciation is kind, and you never know when you may need them again, and it is important to maintain a healthy relationship.
Dear [Recipient’s Name],
I wanted to take a moment to sincerely thank you for serving as a reference for my graduate school application. Your support means a great deal to me, and I truly appreciate the time and effort you put into helping with my application.
Having someone like you vouch for my abilities and character is invaluable, and I’m incredibly grateful for your willingness to assist me. Your endorsement will certainly make a difference as I move forward in this process.
Thank you again for your kindness and support. I’ll be sure to keep you updated on how things progress!
Best regards,
[Your Full Name]
[Your Contact Information]
In the end, obtaining good reference letters is an important part of the process for applying to graduate school. By carefully selecting your references, giving them enough time, and providing them with the necessary context, you can ensure you’re presenting your best version. Furthermore, taking the time to show your appreciation for their support is essential. Following this approach will help you obtain the best reference letters to showcase your abilities and increase your chances of getting a great reference in the future.
Common Questions About Reference Letters
How many reference letters do I need?
Most graduate programs require 2–3 references, but always check program requirements.
Can I use a professional reference instead of an academic one?
Yes, especially if you have been out of school. Choose someone who can speak to your relevant skills and abilities.
What if I haven’t kept in touch with a professor?
It is still okay to reach out—provide context and remind them of your work in their class.
Pro Tip
Strong reference letters often come from individuals who know you well—not just those with the highest title.
Ready to Apply?
Start thinking about your references early so your application process runs smoothly and deadlines are not missed.
In the end, obtaining good reference letters is an important part of the process for applying to graduate school. By carefully selecting your references, giving them enough time, and providing them with the necessary context, you can ensure you’re presenting your best version. Furthermore, taking the time to show your appreciation for their support is essential. Following this approach will help you obtain the best reference letters to showcase your abilities and increase your chances of getting a great reference in the future.
Need Help?
For questions about the application process, contact:
online@kent.edu or make an appointment.
Sources:
https://www.pce.uw.edu/news-features/articles/great-letters-recommendation-grad-school
