Recommendation letter: whom to ask and how

Short answer: A recommendation letter is an assessment of you written by an academic or professional who knows you. The best letter is written not by someone who merely knows your name, but by someone who has closely seen your work and can give concrete examples. Approach your recommender at least 4–6 weeks in advance and give them all the information they need.

Why is a recommendation letter required?

Most master's and doctoral programmes, some bachelor's programmes and almost all scholarship applications ask for a recommendation letter. The committee uses it to see the candidate's academic level, professional qualities and teamwork through someone else's eyes. Requirements differ from programme to programme, so check the number and format on the university's official page.

Whom should you ask for a recommendation?

• Academic recommender: A thesis supervisor, course lecturer or dean. The strongest choice for master's and doctoral applications.
• Professional recommender: A direct manager or project manager at work. Suitable for programmes that require experience (for example, an MBA).
• Other: A volunteer project leader, or an olympiad or research mentor.

Avoid relatives, friends, or people who hold a senior position but do not know you well. A famous name does not replace a strong letter with a weak, generic one.

How should you approach the recommender?

1. First ask in person or by a short email: "Could you write me a strong recommendation?" If they hesitate, ask someone else.

2. Give them the list of programmes you are applying to and the deadlines.

3. Send your CV, a draft of your motivation letter and your transcript.

4. Remind them, in a short list, of the memorable work, projects and achievements connected with you.

5. Set a realistic date for completion and politely remind them as it approaches.

6. Thank them at the end and let them know the outcome.

What does a good recommendation letter contain?

How long and in what context the recommender has known you, concrete achievements and examples, a comparison with other students or colleagues, your strengths and areas of growth, and a final recommendation. The committee values concrete events more than generic praise ("a hard-working student").

Common mistakes

• Asking close to the deadline.
• Giving the recommender no material.
• Asking for the same letter to be sent to everyone, although the emphasis may differ for each programme.
• Entering the recommender's email address incorrectly on the electronic platform.
• Writing the letter yourself and having the recommender sign it. Some institutions do not accept this, and a text different from the recommender's own may be requested.

Frequently asked questions

What language should the letter be in?

Usually the language of instruction of the programme, that is, English. If the recommender's English is limited, check the translation rules the university accepts.

Can I see the letter?

On many application platforms you are asked to waive your right to see the letter, so it stays confidential. This increases the letter's credibility.

How many recommendation letters are needed?

Usually two or three, but the requirement of the programme may differ.

If you need help

EDDE Global supports you in preparing application documents. Book a free consultation. Related articles: how to write a motivation letter, master's scholarships 2027.