Letters of recommendation can make or break a graduate application — and yet most applicants treat them as a formality. The way you request and support your recommenders directly determines the quality of what they write. Here is how to do it well.
Who to ask
The ideal recommender has three qualities: they know your work closely, they hold academic or professional standing relevant to the program, and they can write specifically about your research ability. In order of priority:
- Research supervisors — anyone who has directly supervised your research work, even informally
- Professors who have taught you in advanced courses — especially those who have seen your writing or project work in depth
- Professional supervisors — relevant for applicants coming from industry, particularly for professional master's programs
Avoid: professors from large lectures who know your grade but not your thinking, recommenders who are prestigious but don't know you, or anyone who seems reluctant to say yes.
When to ask
Ask at least six weeks before the earliest deadline. Eight weeks is better. Most professors are managing many requests and appreciate time to write something thoughtful. Asking two weeks before the deadline is a red flag about your planning and puts them in an uncomfortable position.
How to ask
Ask in person or via email — email is fine. Be direct and specific. Include:
- The programs you're applying to and their deadlines
- A brief explanation of why you're applying (what you want to research, why graduate school now)
- A specific reason why you're asking them — what they've seen you do that qualifies them to speak to your abilities
- An explicit question: "Do you feel you know my work well enough to write a strong letter?"
That last question matters. A recommender who pauses or qualifies their yes is telling you something. A strong letter from someone enthusiastic about writing it is worth far more than a lukewarm letter from a famous professor.
What to send your recommenders
Once they agree, send a packet that makes their job as easy as possible:
- Your current CV
- A draft of your statement of purpose
- A summary of the work they supervised or the course you took with them — remind them of specific projects, papers, or moments that illustrate your abilities
- A list of the programs, submission links, and deadlines in a single document
- Any specific themes or qualities you'd find it helpful for them to address (without telling them what to say)
The more specific the context you give them, the more specific — and credible — their letter will be.
Following up
Send a reminder one week before the deadline if you haven't received confirmation of submission. Keep it brief and appreciative. Checking in is expected and professional — it's not nagging. After all applications are submitted, send a short thank-you note regardless of outcome. Recommenders are doing you a significant favour.
A note on waiving your right to view
Most application systems ask whether you waive your right to view the letter. Waive it. Programs treat confidential letters as more credible, and recommenders write more candidly when they know the letter is confidential. Choosing not to waive signals distrust and can create an awkward dynamic with your recommender.