How to ask for a recommendation letter for university or a scholarship
Who to ask, how early, and what to give your referees: how to ask for a recommendation letter for university and scholarship applications, using official guidance from Common App, universities and Chevening.
It is one of the few parts of an application you do not write yourself, and that is exactly why it makes people nervous. A recommendation letter depends on someone else’s time, memory and goodwill.
The good news is that you have more control than you think. Who you ask, when you ask and what you give them all shape the letter. Here is how to do it well, based on official guidance from the Common App, US graduate schools and Chevening, checked on October 31, 2026.
Who should you ask?
For undergraduate applications, the Common App describes three kinds of recommender (Common App):
- Counsellors, who write about you in the context of your whole class and school, and also send your transcript and school forms.
- Teachers, who write about you in the context of their own classroom.
- Other recommenders, from outside school, such as a coach, an employer or a religious leader.
For graduate programmes, academic letters usually matter most. Binghamton University’s Graduate School says programmes typically want letters from faculty, although a staff member or employer may suit one letter (Binghamton University).
For scholarships, read the rules. Chevening asks for two referees who know you professionally or personally, but who are not friends or relatives (Chevening).
The real test: choose someone who knows your work well and can give specific examples, not the most famous name you can find.
How many letters do you need?
It depends on the programme. UC Santa Barbara’s career service says most graduate applications ask for at least three letters (UCSB). It also makes a useful point: three strong letters on their own are better than three strong letters plus two weak ones. Send only what is asked for.
How early should you ask?
Earlier than you think. The official advice varies:
| Source | Advice |
|---|---|
| Common App | At least three weeks before a deadline |
| Binghamton University (graduate) | At least one month, ideally two months, before the deadline |
| UC Santa Barbara (graduate) | At least three months before you need the letter |
| Chevening | Letters must be uploaded at least seven working days before your interview |
Our advice: aim for two to three months for graduate and scholarship applications. Your referees are busy, and many people ask them at the same time of year.
How to ask
- Ask in person or by email first, before you add their name to any online system. The Common App recommends asking directly before you send an invitation through the application.
- Make it easy to say no. Ask whether they feel able to write a strong letter. A lukewarm letter can hurt more than it helps.
- Then send the formal invitation through the application portal, with the correct email address.
A short email might say: “I am applying for [programme] at [university], with a deadline of [date]. You taught me in [course], and I would be grateful if you felt able to write a recommendation letter. I can send my CV, statement and a short summary of my work in your class.”
What to send your referee
Give them everything they need to write a specific letter:
- the programme or scholarship name, and a link to it;
- the deadline and how to submit the letter;
- your CV and a draft of your personal statement or motivation letter;
- a short note reminding them of your work with them: a project, a grade, a moment they may remember;
- what the programme looks for, such as research potential or leadership.
After you ask
- Send a polite reminder about a week before the deadline if the letter has not been submitted.
- Check the portal to confirm it has arrived.
- Say thank you, and let them know the outcome. Referees often write for the same student again.
A note on waiving your right to see the letter
In the Common App, you invite recommenders from each college’s “Recommenders and FERPA” section. FERPA is a US privacy law, and this section asks whether you waive your right to see your letters later. Read the question and the explanation in your application carefully before you answer, and ask your school counsellor if you are unsure.
A note on AI
Do not write your own letter for a referee to sign, and do not use AI to write one in their name. Scholarships and universities treat false or AI-generated content seriously. See can I use AI on my university application?
Frequently asked questions
Can a friend or relative write my letter?
Usually not. Chevening, for example, says referees should not be friends or relatives. Choose a teacher, lecturer or manager.
What if my professor does not remember me?
Ask anyway, but help them: send your transcript, your work for their class and a clear summary. If they still cannot write a strong letter, ask someone else.
Can I use the same letter for several applications?
Often, yes, if each system accepts it. Tell your referee all the programmes and deadlines at the start.
Next steps
Plan your dates with our study abroad application timeline, and write the rest of your application with how to write a scholarship motivation letter.