Scholarship Recommendation Letters Who to Ask and What They Should Say

A recommendation letter is the only part of a scholarship application that you do not write yourself, and that is exactly why panels trust it. A strong letter confirms your grades, your character and your work from the point of view of someone who has seen it. A weak letter, by contrast, is a short note of general praise that could describe almost any student, and it adds nothing to your case.

This guide explains who to ask, what a strong letter should say, and how to help your referees write well without writing the letter for them. It gives example phrasing patterns that referees can adapt, and it explains the practical steps that keep letters on time. Ask people who know your work well, not people with impressive titles who barely know you, because specific detail is what makes a letter strong. Deadlines change each cycle, so confirm the current dates on the official page.

Who to ask for a recommendation

The best referees are teachers, supervisors or employers who have seen your work closely and recently. A university lecturer who taught you for a year, a supervisor who guided your final project, or a manager who oversaw your work for several months can all write a strong letter. A famous professor who met you once cannot, however impressive the name looks on paper.

Most awards ask for two references, and it helps if they cover different sides of your profile. One academic referee can cover your grades and your research ability, while a second referee can cover leadership, work or community service. If you have been out of education for some years, an employer reference plus one academic reference is usually the right mix. The Erasmus Plus program guidance for joint masters degrees explains the reference rules for one of the largest award schemes, and it is a useful model for other applications.

What a strong letter should say

A strong letter has four parts. It starts by stating how the referee knows you and for how long. It then describes specific work you did, with examples and results. It then compares you with other students or employees the referee has known, which gives the panel a scale to judge you by. Finally, it states clearly that the referee recommends you for the award and explains why.

The middle part is the most important, because it is where evidence lives. A letter that says you were an excellent student is weak. A letter that says you designed an experiment, solved a problem in the data and presented the results to the class is strong. Panels read for this kind of detail, and they notice when it is missing. The Commonwealth Scholarship Commission publishes guidance for referees that explains the same points, and it is worth sharing with your referees.

Example phrasing patterns for referees

Referees often ask what to write, and a short set of phrasing patterns can help them without turning the letter into a template. One useful pattern is to state the relationship first, for example by noting the course, the dates and the role the referee held. Another pattern is to describe one piece of work in detail, stating what the student did, how they did it and what the result was.

A third pattern is comparison, where the referee places the student among their peers, for example by noting that the student is among the strongest they have taught in recent years. A fourth pattern is a clear recommendation sentence at the end, stating the award by name and the reason for support. These are patterns to adapt with real facts, not sentences to copy, because a letter filled with your own detail is the only kind that works.

• Give your referees your CV, your statement draft and the award criteria
• Tell them the deadline, the submission link and the exact award name
• Remind them a week before the deadline, politely and only once
• Thank them in writing after they submit, whatever the result
• Keep a backup referee in mind in case one referee cannot deliver

How to ask and when to ask

Ask early and in person where possible

Ask at least a month before the deadline, and ask in person or by a personal message rather than a mass email. Explain the award, the course and the reason you are applying, and ask whether they are willing and able to write a strong letter by the date. If a referee hesitates, thank them and ask someone else, because a reluctant referee rarely writes a strong letter.

Give referees what they need

After a referee agrees, send a short pack with your CV, your personal statement draft, a list of the modules they taught you, the award criteria and the submission link. The guide to writing a personal statement will help you prepare the draft that referees need to see. A referee who has this pack can write a detailed letter quickly, while a referee without it will write a general one or miss the deadline.

What to do if a referee is slow

Referees are busy people, and a polite reminder a week before the deadline is normal and expected. Send one reminder, with the link and the date, and thank them for their help. If there is no reply after the reminder, contact your backup referee at once rather than waiting until the last day. A late letter can sink an application, and panels rarely accept late references.

If a referee withdraws, do not argue. Thank them, ask your backup, and give the new referee as much time as you can. Keep a record of who agreed, who submitted and when, so you can check the status of every application. The documents checklist includes a section for tracking references, which helps when you are applying for several awards at once.

Mistakes to avoid with recommendation letters

The most common mistake is choosing a referee for their title rather than their knowledge of your work. The second is asking too late, which forces a rushed and general letter. The third is giving referees no information, which leaves them to guess at your plans. The fourth is writing the letter yourself and asking the referee to sign it, which is dishonest and easy for panels to spot, because the style will match your own statement.

Another mistake is using the same generic letter for every award without naming the award or the course. A letter that names the award, the course and the reason you fit it is far stronger. The scholarship essay guide explains how the statement and the letters should support each other, with the statement giving your view and the letters giving an outside view of the same evidence.

After the letters are submitted

Once a referee submits a letter, confirm that it arrived, because some systems do not send a confirmation to the applicant. Check the application portal for the status of each reference, and contact the award office if a letter shows as missing after the deadline. Keep a note of the submission date for your own records.

Thank each referee in writing, and let them know the result when you hear it, whether you win or not. Referees remember students who keep them informed, and you may need their help again for a future application or a job. A recommendation letter is a professional favour, and treating it with care is part of building the reputation that wins scholarships.