Choose the person who can evaluate the relevant work
Start with the selection criteria. For academic readiness, a supervisor or lecturer who has assessed substantial work may be suitable. For professional judgement, a manager who has observed your decisions may have stronger evidence. A senior title alone does not make a reference informative.
If two references are required, look for complementary perspectives rather than two people who would describe the same project. Check permitted relationships and any requirement for an academic referee. Ask whether the person can provide a supportive, evidence-based reference before entering their name.
On a small screen, scroll the table sideways to compare all columns.
| Criterion | Possible observer | Evidence to discuss |
|---|---|---|
| Research readiness | Project or dissertation supervisor | Method, revision and independent reasoning |
| Academic performance | Lecturer with substantial assessed work | Assignments and response to feedback |
| Professional judgement | Manager or project lead | Decisions, reliability and outcomes |
| Leadership or service | Relevant organisational supervisor | Personal responsibility and collaboration |
Send a request that makes the task clear
Give reasonable notice and state the exact deadline, submission route and programme. Four to six weeks is a planning suggestion when available, not a programme rule. Shorter notice may be unavoidable; acknowledge it and ask about availability rather than assuming consent.
Offer a concise evidence brief and the official instructions. Do not attach a long collection of unrelated files to the first message. Make it easy to decline if the referee cannot support the request.
Example request email — fictional details
Subject: Recommendation request — programme application due 18 November
Dear Dr Khan, would you be willing to provide a recommendation for my application to the proposed research master's programme? You supervised my final-year data project, so your perspective on my method, revisions and independent work would be particularly relevant.
The application requires a reference through the institution's own portal by 18 November. If you are comfortable supporting me, I can send the official instructions, my current CV and a one-page summary of the work we completed together. Please let me know if the timing or your availability makes this difficult. Thank you for considering the request.
Names, programme and date are fictional. Replace them with your own facts and the actual submission instructions.
Prepare a one-page evidence brief
The brief reminds the referee of work they observed. Include your relationship, project dates, responsibilities, outputs, feedback and selection criteria. Distinguish measured results from your interpretation and mark any fact that needs confirmation.
Do not write praise for the referee to sign. They should choose the evaluation, level of support and wording. A reference becomes less credible when a candidate pressures an observer to endorse a claim they cannot assess.
On a small screen, scroll the table sideways to compare all columns.
| Field | Example information |
|---|---|
| Relationship | Supervisor of final-year project; met monthly |
| Work observed | Designed a data-cleaning workflow and documented errors |
| Personal contribution | Revised the validation rules after supervisor feedback |
| Output | Submitted a reproducible analysis with a limitations section |
| Relevant criterion | Independent reasoning and ability to respond to criticism |
| Needs confirmation | Exact project dates and assessment outcome |
Follow the actual submission and confidentiality rules
References may be uploaded by the referee, sent from an institutional email or collected by the applicant when the programme explicitly instructs that route. These methods are not interchangeable. Read who submits, what format is accepted, whether a signature or letterhead is required and when the letter must arrive.
Never impersonate a referee or use their account. If the process is confidential, respect that separation. If the programme asks you to collect and upload a reference, preserve the authentic document and follow its instructions rather than inventing a confidentiality rule that is not there.
Check your progress
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Use a respectful reminder and a backup plan
Agree how you will follow up. One polite reminder can mention the approaching date, the programme and the submission link without implying fault. Check the portal first where a completion indicator is available; an email notification can be delayed.
If the referee becomes unavailable, ask the programme whether a substitution is permitted. Keep any replacement honest and disclose changes through the required channel. A missed reference deadline is not automatically repaired by sending a letter yourself.
Example reminder
Dear Dr Khan, thank you again for supporting my application. The reference deadline is 18 November. I wanted to check whether the portal invitation reached you and whether you need any further factual information from me. Please let me know if there is a problem with the submission link.
Use only after agreement and adapt the timing to your referee's preferences.
After submission, maintain the relationship
Thank the referee and let them know the outcome when appropriate. If you apply again, ask before reusing their details. A previous letter may not answer a new programme's criteria or fit its portal.
Keep a tracker of requests, agreed dates and submission status. Store contact information carefully and avoid sharing confidential evaluations with other applications without permission. Good reference planning is a professional relationship, not a template-filling task.