Graduate School Applications

When selecting referees for your graduate school application, it's important to choose individuals who can speak to your academic capabilities, character, and potential for success in graduate study. Here's how to make the best choices:

• Academic advisors or professors: Consider professors who know you well, particularly those whose courses or research align with the program you're applying to. They can provide insights into your intellectual curiosity, work ethic, and academic achievements.
• Research supervisors or mentors: If you've worked closely with a faculty member on research, an internship, or a long-term project, they can speak to your analytical skills, problem-solving abilities, and commitment to learning.
• Professional contacts: In some cases, a supervisor or colleague from a job or internship may provide a strong recommendation, especially if it’s relevant to the program. They can speak to your practical skills, leadership, and ability to work in a professional environment.

Asking for a reference letter can feel intimidating, but approaching it professionally and thoughtfully will help ensure a positive response. You can personalize our Reference Letter Template for your needs or your can write your own too! Here’s a few things to keep in mind:

• Be polite and professional:Always ask in a respectful, formal manner, whether in person or via email. Let your potential referee know why you value their support and how their recommendation will strengthen your application.
• Give ample notice: Don’t wait until the last minute. Aim to ask for a reference at least 4-6 weeks before the letter is due. This shows you respect their time and allows them to write a thoughtful letter.
• Provide context: Be sure to provide any necessary details about the program, your goals, and why you are seeking their recommendation. The more they understand, the better they can tailor the letter to your needs.

To help your referee write a strong letter, give them all the materials and context they need to support your goals.

Remember: Only send these materials once your referee has confirmed their willingness to write a letter for you—do not include any documents in your initial request email.

Here’s what to provide to your referees:

• Resume and academic history: Send your referee a copy of your resume, including relevant coursework, research, internships, and other academic achievements. This helps them contextualize your accomplishments.
• Personal statement or letter of intent:This document outlines your motivations and goals for applying to graduate school. Sharing it gives your referee insight into the direction you’re taking with your application. If you still need to write your personal statement, check out our section on Writing a Personal Statement to learn more.
• Program details:Provide specifics about the graduate program, including any faculty members you’re particularly interested in working with and the areas of research you want to pursue. This helps them understand why you’re a good fit for the program.

A well-crafted reference letter can significantly boost the success of your application. Here’s how to ensure your letter stands out:

• Encourage specificity: Ask your referee to focus on specific examples that highlight your strengths, such as a challenging project you completed or a moment when you demonstrated leadership.
• Highlight skills relevant to the program: Make sure the letter reflects the skills that are most important for the program you’re applying to, whether it's research ability, critical thinking, or a passion for the field.
• Offer guidance, not a script: While you can provide helpful information, avoid writing the letter yourself. Instead, offer suggestions on themes or experiences that would be helpful, but let the referee write from their perspective.

For example, you might write something like:

"I thought it might be helpful to mention a recent assignment in your [Course Name] class that could showcase my [skills, work ethic, or specific strengths]. For example, my work on [briefly describe the assignment or project] might be a great way to highlight my [specific skills, such as research, problem-solving, or leadership]. If you have a different example in mind, I would love to discuss that with you too."

If you’re applying to several programs, managing multiple reference letter requests can be challenging. Here’s how to stay organized:

• Track deadlines: Create a checklist or spreadsheet to track when each reference letter is due. This will help you stay on top of deadlines and follow up with your referees in time.
• Communicate with referees: Let each referee know the specific deadlines and any variations in requirements. Keep them informed if you're applying to different programs that might have different submission methods.
• Be considerate of their time: Respect your referees’ time by providing clear and early information, and avoid overloading them with too many last-minute requests.

For example, you might write something like:

"Here are the key details for each program I’m applying to:

• [Program Name] – Deadline: [Date], Submission Method: [e.g., Online portal/email].
• [Program Name] – Deadline: [Date], Submission Method: [e.g., Online portal/email].

Please let me know if you need any additional information or clarification on the submission process for these programs. If any of the deadlines or requirements change, I will let you know immediately."

Once your recommendation letters are submitted, it's important to show gratitude and maintain communication. Here’s what to do next:

• Send a thank-you note: Always thank your referee for their time and effort in writing your letter. A handwritten or email note is a thoughtful way to express appreciation.
• Keep them updated: Let your referees know the outcome of your applications and any progress you’ve made. They’ll appreciate hearing how their support contributed to your success.

For example, you could thank your referee with the following note:

"I wanted to take a moment to sincerely thank you for writing a letter of recommendation on my behalf. I truly appreciate the time and effort you put into helping me with my graduate school applications. Your support means a great deal to me, and I’m grateful for your guidance throughout this process.

I’ll be sure to keep you updated on my application progress, and I’ll let you know the outcome as soon as I hear back. Thank you once again for your kindness and support."