Scholarship Recommendation Letter: How to Choose the Right Referee and Request a Strong Reference

A scholarship application is more than a collection of academic results, certificates and personal statements. Scholarship committees also want to understand the person behind the documents. They want to know how you approach challenges, how you work with others, what you have achieved and whether you have the qualities needed to benefit from the opportunity.

This is one reason many scholarship programmes request recommendation letters.

A recommendation letter gives the selection committee an independent perspective on your academic ability, professional experience, character, leadership, research potential or commitment to a particular field. It allows someone who has observed your work to explain what your application documents may not fully communicate.

However, getting a useful recommendation is not simply about asking a professor, lecturer or employer to write something positive about you. The person you approach, the quality of their knowledge of your work, the information you provide and the way the recommendation is submitted can all affect the usefulness of the reference.

Some applicants make the mistake of choosing a senior person who barely knows them. Others wait until the application deadline is close before contacting their referees. Some provide incomplete information, while others unknowingly break application rules by drafting or editing a recommendation letter themselves.

This guide explains how to approach the process professionally, even if you have limited academic experience, have already graduated or are applying from another country.

By the end, you should understand how to identify an appropriate referee, request a recommendation, prepare useful supporting information and make sure the letter reaches the scholarship provider correctly.

1. What Is a Scholarship Recommendation Letter?

A scholarship recommendation letter is a written assessment prepared by someone who knows you through an academic, professional, research, community or other relevant relationship.

The person writing the letter is usually called a referee or recommender.

Their responsibility is to provide an honest assessment of your abilities, achievements, potential and suitability for the opportunity you are applying for.

For example, a university lecturer who supervised your final-year research project may be able to explain how you approached a difficult research problem, responded to feedback and demonstrated independent thinking.

Similarly, a former employer may describe how you handled responsibilities, worked with colleagues, solved workplace problems or demonstrated leadership.

A recommendation letter should therefore provide information based on direct observation rather than general praise.

A statement such as “This applicant is hardworking and intelligent” does not tell a committee much about the applicant.

A more useful recommendation explains what the applicant did, the circumstances surrounding the achievement and what the referee learned from observing the applicant.

What you should do: Read the scholarship application instructions and identify exactly what kind of recommendation is required. Do not assume that every programme accepts the same type of referee or document.

2. Why Do Scholarship Providers Request Recommendation Letters?

Scholarship providers receive applications from people with different educational backgrounds, professional experiences and personal circumstances.

Academic transcripts, certificates, essays and CVs help committees understand an applicant’s qualifications. However, these documents do not always show how the applicant behaves in a real academic, professional or community environment.

A recommendation letter can provide additional context.

Depending on the scholarship, the committee may use it to understand:

• Your academic ability and readiness for further study.
• Your research skills and intellectual curiosity.
• Your ability to work independently.
• Your communication and teamwork skills.
• Your leadership and community involvement.
• Your professional conduct and reliability.
• Your ability to respond to criticism and improve.
• Your potential to contribute to the scholarship programme or wider community.

The importance of each quality depends on the scholarship.

A research scholarship may place considerable attention on your research ability and academic preparation. A leadership fellowship may be more interested in your initiative, collaboration and community impact. A professional development award may consider your work experience and future contribution.

This is why a recommendation should be relevant to the opportunity rather than simply praising the applicant.

What you should do: Identify the qualities the scholarship is looking for. Share the official selection criteria with your referee so they can decide which aspects of your work they are able to discuss honestly.

3. Recommendation Letter vs Reference Letter: Is There a Difference?

The terms recommendation letter and reference letter are sometimes used interchangeably.

In many scholarship and university applications, both refer to a document written by someone who can assess your suitability for an opportunity.

However, some institutions use the terms differently.

A reference may focus on confirming your background, academic history, employment or character. A recommendation may provide a more detailed assessment of your strengths, achievements, potential and suitability for a specific programme.

Some application systems also request a referee report, assessment form or structured recommendation instead of a traditional letter.

There is no universal distinction that applies to every institution.

What you should do: Follow the exact wording in the application instructions. If the scholarship asks for an academic referee, do not assume that a general character reference will be accepted. If it requests an online referee assessment, make sure your referee understands that a normal signed letter may not be sufficient.

4. What Makes a Recommendation Letter Strong?

A strong recommendation is not necessarily the longest letter or the one containing the most impressive vocabulary.

Its value comes from the referee’s knowledge of the applicant and the quality of the evidence they provide.

A useful recommendation usually demonstrates the following qualities.

A. The referee knows the applicant well

A referee should have a genuine relationship with you and enough knowledge to discuss your work.

Someone who supervised your research, taught you in a relevant course or managed your professional responsibilities may be able to provide stronger evidence than someone who only knows your name.

B. The letter contains specific examples

Specific examples help the committee understand why the referee considers you suitable.

Instead of writing that you are a good problem solver, a referee might describe a project where you identified a problem, researched possible solutions and contributed to a successful outcome.

C. The recommendation relates to the scholarship

A letter prepared for an unrelated purpose may not address the qualities the scholarship committee wants to assess.

The referee should understand the programme and its selection criteria.

D. The assessment is honest and credible

A recommendation should reflect the referee’s genuine opinion. It should not exaggerate achievements, invent responsibilities or make claims the referee cannot support.

E. The letter follows the application requirements

Some programmes require online submission, specific forms, official letterhead, signatures or particular types of referees.

A strong letter that fails to follow the required submission process may not be accepted.

Stanford University’s Knight-Hennessy Scholars recommendation guidance explains why detailed examples and a close understanding of the applicant are important.

What you should do: Choose a referee who can discuss your actual work and give them the scholarship requirements early. Do not choose someone simply because their professional title sounds impressive.

5. Types of People Who Can Write Your Scholarship Recommendation

The type of referee you need depends on the scholarship’s instructions.

Some programmes request academic recommendations, while others accept professional or community references. Certain scholarships specify the exact relationship the referee must have with the applicant.

Here are the main categories.

A. Academic Referees

Academic referees are people who know you through your education or research.

They may include:

• University lecturers.
• Professors.
• Academic advisers.
• Research supervisors.
• Project supervisors.
• Department heads who know your academic work.
• Teachers, where the scholarship accepts school-level references.

An academic referee can discuss your performance in class, research ability, intellectual curiosity, academic discipline and readiness for further study.

For a postgraduate research scholarship, a research supervisor may be particularly useful because they can explain how you approach research questions and handle independent work.

B. Professional Referees

Professional referees know you through employment, internships, business activities or professional responsibilities.

They may include:

• Current or former supervisors.
• Department managers.
• Project managers.
• Senior colleagues who directly supervised your work, where permitted.
• Professional mentors with direct knowledge of your achievements.

A professional referee can explain your workplace performance, leadership, communication, technical skills and ability to manage responsibilities.

This type of recommendation may be particularly relevant to professional fellowships, leadership programmes and scholarships that value work experience.

C. Community or Volunteer Referees

Some scholarships accept recommendations from people who have observed your contribution to a community or organisation.

Depending on the programme, suitable referees may include:

• Leaders of registered community organisations.
• Supervisors of volunteer programmes.
• Coordinators of non-profit projects.
• Organisers of recognised youth or development initiatives.
• Leaders of professional or civic associations.

A community referee may be able to explain your contribution to social projects, public service, mentoring or community development.

However, do not assume that a community leader can replace an academic referee when the scholarship specifically requests a university lecturer or research supervisor.

What you should do: Identify the categories of referees permitted by the scholarship. Select people whose experience with you matches the purpose of the application.

6. How to Choose the Right Scholarship Referee

Choosing the right person is one of the most important parts of the process.

A common mistake is assuming that the most senior person available will automatically provide the strongest recommendation.

That is not necessarily true.

A senior professor who barely remembers you may struggle to provide useful details. A lecturer who supervised your final-year project may be able to describe your research ability with much greater confidence.

Stanford’s academic advising guidance on requesting recommendation letters advises applicants to prioritise people who know their work rather than selecting someone simply because of their reputation.

Consider these factors.

A. Choose Someone Who Has Directly Observed Your Work

Your referee should have seen you perform in a relevant environment.

For example, a lecturer who taught you a course and assessed your assignments may be able to discuss your academic strengths.

A supervisor who managed your work on a project may be able to discuss your initiative and reliability.

B. Choose Someone Who Can Give Specific Examples

Think about the experiences you shared with the potential referee.

Did they supervise a project you completed? Did they assess your research? Did they observe you lead a team? Did they see how you handled a difficult responsibility?

The more relevant their observations, the more useful their recommendation may be.

C. Consider How Recently They Worked With You

Someone who worked with you recently may remember your performance more clearly.

However, an older relationship can still be valuable when the person has substantial knowledge of your work.

If you graduated several years ago, consider contacting a former lecturer who supervised an important project or taught you in a subject related to your intended programme.

D. Consider Their Willingness to Support Your Application

A person may agree to provide a reference without feeling able to recommend you strongly.

It is better to ask whether they can provide a positive and detailed recommendation than to assume that a polite yes means they are fully comfortable supporting your application.

E. Check Whether the Scholarship Accepts That Referee

Some programmes require academic references. Others specify professional supervisors or people who have known the applicant for a particular period.

Do not overlook these requirements.

What you should do: Make a shortlist of potential referees and compare their relationship with you, their knowledge of your work and the scholarship’s requirements. Select the person who can provide the most relevant and credible assessment.

7. Who Should You Avoid Asking?

Not everyone who likes you or knows you personally is an appropriate referee.

Unless the scholarship explicitly permits a particular relationship, avoid approaching:

• Close family members.
• Romantic partners.
• People who have never directly observed your academic or professional work.
• Friends who cannot provide an independent assessment.
• Individuals who do not know your achievements.
• People who have a conflict of interest under the scholarship’s rules.
• Individuals who are unwilling or unable to meet the submission requirements.

A famous person, politician, business executive or senior public official may appear impressive on paper. However, if they cannot explain your actual abilities, their position alone may not make the recommendation useful.

Also avoid pressuring someone who has expressed reservations about recommending you.

A respectful refusal gives you an opportunity to approach another referee before the deadline.

What you should do: Ask yourself whether the person can honestly explain how they know you and provide examples of your work. If the answer is no, consider another referee.

8. How Many Recommendation Letters Do You Need?

There is no universal number of recommendation letters required for scholarships.

Some programmes request one reference. Others require two or three. Some use online recommendation forms, while others request a combination of academic and professional assessments.

The number depends entirely on the programme.

Submitting additional letters without permission does not necessarily improve an application. It may create unnecessary documents or cause the application to fail to follow the instructions.

For example, a scholarship may request two academic references and reject a professional reference as a substitute. Another programme may specifically request one academic and one professional recommendation.

What you should do: Check the official application page and record the exact number and type of recommendations required. Do not send extra documents unless the programme permits them.

9. When Should You Ask Someone to Write Your Recommendation?

Approach your referee early enough to give them time to consider your request and prepare the recommendation.

A useful planning target is to contact your referee several weeks before the deadline. The exact amount of time should depend on the complexity of the application, the referee’s availability and the scholarship’s submission process.

If you are applying to several programmes, you may need more preparation time because each scholarship could have different questions, criteria and deadlines.

Avoid contacting a referee for the first time a few days before an important application closes.

Remember that lecturers, professors and employers may have other responsibilities. Some may be handling several recommendation requests at the same time.

What you should do:

1. Identify the application deadline.
2. Check when the referee must submit their recommendation.
3. Contact your preferred referee early.
4. Explain the scholarship and why you are approaching them.
5. Give them the required information and submission instructions.
6. Follow up politely before the deadline.

Do not assume that a referee has completed the recommendation simply because they agreed to write it.

10. How to Ask a Lecturer or Professor for a Recommendation Letter

When contacting a lecturer or professor, be respectful and specific.

If possible, remind them of the course, project, research activity or academic experience through which they know you.

This is particularly important if you graduated some time ago or studied in a large department where lecturers may have taught many students.

Your request should explain:

• Who you are.
• How the lecturer knows you.
• What scholarship you are applying for.
• Why you are requesting their recommendation.
• What the scholarship requires.
• The submission deadline.
• Whether the recommendation is submitted online or through another method.

Avoid sending a vague message such as “Please write me a recommendation letter.”

Instead, explain the opportunity and ask whether they would be comfortable providing a strong and relevant recommendation.

What you should do: Send a professional email with enough information for the lecturer to understand your request. Attach supporting documents only after they agree or when appropriate for the initial request.

11. How to Request a Recommendation From a Former Lecturer After Graduation

Graduation does not automatically prevent you from requesting a recommendation.

Many scholarship applicants apply for postgraduate opportunities after completing their undergraduate studies. Some have been away from university for several years.

If you need a former lecturer’s support, make it easy for them to remember you.

Include:

• Your full name as it appeared during your studies.
• Your department and programme.
• Your graduation year or period of attendance.
• The course they taught or project they supervised.
• Any relevant academic work they may remember.
• The scholarship you intend to apply for.

If you completed a final-year project under their supervision, remind them of the project title and provide a copy if it is relevant.

Do not expect the lecturer to remember every detail of your academic history.

What you should do: Reintroduce yourself politely, provide enough background to help the lecturer identify you and ask whether they would be comfortable recommending you based on their previous experience with your work.

12. How to Ask Your Employer for a Professional Recommendation

If the scholarship accepts professional references, a current or former employer may be a suitable referee.

This can be especially useful when applying for a scholarship related to your professional field, leadership development, entrepreneurship or public service.

Before making the request, consider whether your employer understands your responsibilities and achievements.

A supervisor who directly managed your work may be more useful than a senior executive who has had little contact with you.

Explain the scholarship’s purpose and how your professional experience relates to it.

If you are currently employed, consider whether the request could affect your workplace relationship or reveal plans you are not yet ready to discuss.

You may ask a former supervisor or another eligible professional referee if approaching your current employer is not appropriate.

What you should do: Confirm that the scholarship accepts professional references before approaching your employer. Give the referee the selection criteria and relevant information about your work.

13. What Information Should You Give Your Referee?

Once someone agrees to recommend you, provide enough information to help them prepare an accurate and relevant assessment.

Do not assume that your referee knows every detail about the scholarship or remembers all your achievements.

A useful information package may contain the following.

A. Scholarship Information

Provide the official scholarship name, the institution offering it and a link to the programme’s official page.

Include the scholarship’s purpose and the qualities it expects from applicants.

B. Your Updated CV or Résumé

Your CV helps the referee understand your academic background, employment history, research activities, skills and achievements.

Make sure it is accurate and consistent with your application.

C. Academic Transcript

Where relevant, provide your academic transcript or results.

This can help an academic referee understand your educational background and identify subjects or projects they may discuss.

D. Statement of Purpose or Motivation Letter

Your personal statement can help the referee understand why you are applying and what you hope to achieve.

If you are preparing this document, see our guides on writing a strong Statement of Purpose and preparing a scholarship motivation letter.

E. Scholarship Selection Criteria

This is one of the most useful documents to share.

If the programme values leadership, research ability, community service or professional experience, your referee should know which qualities the committee wants to assess.

F. Relevant Projects and Achievements

Provide details of projects, research, presentations, volunteer activities or professional responsibilities that the referee may have observed.

Do not invent achievements or exaggerate your contribution.

G. Submission Instructions and Deadline

Clearly explain how the recommendation must be submitted.

If the scholarship uses an online portal, include the relevant instructions but allow the referee to use their own personalised submission link.

H. Your Contact Information

Provide a reliable email address and telephone number in case the referee needs clarification.

What you should do: Prepare one organised information package rather than sending several unrelated messages. Make the documents easy to identify and ensure that all information is accurate.

14. How to Prepare a Recommendation Information Packet

A recommendation information packet is a collection of documents that helps your referee understand your application.

It is not a letter for you to write on their behalf.

Your referee remains responsible for deciding what to say and how to express their assessment.

A simple packet can contain:

If you are applying for several scholarships, do not send the same information without checking whether each programme has different requirements.

What you should do: Create a separate folder for each scholarship application. Label documents clearly and make sure the referee receives the correct information for the relevant programme.

15. What Should a Strong Scholarship Recommendation Contain?

The exact contents depend on the scholarship’s instructions. However, a traditional recommendation letter may include several important elements.

A. The Referee’s Identity and Position

The letter may identify the referee by name, professional title, department or organisation.

This helps the committee understand who is providing the assessment.

B. The Relationship With the Applicant

The referee should explain how they know you.

For example, they may have taught you, supervised your research, managed your work or observed your contribution to a project.

The letter should make the nature of the relationship clear.

C. The Period of Interaction

Where relevant, the referee may explain how long they have known you and in what capacity.

This gives the committee context for the assessment.

D. Specific Examples of Your Abilities

The referee should provide relevant examples that demonstrate your strengths.

These could include academic performance, research contributions, leadership, problem-solving, communication or professional conduct.

E. Your Suitability for the Scholarship

The recommendation should explain why the referee believes your background and abilities are relevant to the programme.

This does not mean making unsupported claims about your future success. It means connecting observed qualities with the scholarship’s purpose.

F. Contact Details and Authentication

Where required, the letter may include the referee’s official email address, organisation, signature, date and institutional letterhead.

Not every scholarship uses the same format. Some online systems collect this information directly.

For example, RMIT University’s supporting document guidance illustrates why applicants must check programme-specific document requirements rather than assuming that one format applies everywhere.

What you should do: Share the scholarship’s official recommendation instructions with your referee. Do not insist on a particular format if the programme provides its own form or online questions.

16. How Referees Can Connect Their Observations to Scholarship Criteria

A recommendation becomes more useful when the referee connects what they have personally observed to the qualities the scholarship values.

Consider a scholarship that seeks applicants with leadership potential.

A referee who simply writes that you are a good leader provides limited information.

A more useful assessment may explain that you coordinated a student project, organised responsibilities among team members and helped the group complete its work.

The referee can then explain what this experience demonstrated about your initiative and ability to work with others.

The same approach applies to other qualities.

These are examples of evidence a referee might discuss if they personally observed it.

The referee should not claim that you demonstrated a quality simply because it appears in the scholarship criteria.

What you should do: Help your referee understand the selection criteria and remind them of relevant experiences they observed. Allow them to decide which examples they can honestly use.

17. Does a Recommendation Letter Need Official Letterhead and a Signature?

Some scholarship providers request a recommendation on official institutional or organisational letterhead.

Others use online recommendation forms that do not require a separate letter.

A programme may request:

• The referee’s full name.
• Official job title or academic position.
• Department or organisation.
• Institutional email address.
• Contact telephone number.
• Date of the recommendation.
• Signature.
• Official letterhead.

These requirements vary.

A scholarship may accept a digitally signed document, while another may require a particular institutional format or direct submission through an application portal.

Do not create an official-looking letterhead yourself or add a signature on behalf of your referee.

What you should do: Check the official document instructions. If the requirements are unclear, contact the scholarship provider or ask your referee to confirm the correct institutional procedure.

18. How Online Scholarship Recommendation Portals Work

Many universities and scholarship providers now collect recommendations through online application systems.

This process is different from asking a referee to email you a signed letter.

A typical online process works as follows:

1. You complete the recommendation section of your scholarship application.
2. You enter the referee’s name and contact information.
3. The application system sends the referee an invitation or personalised submission link.
4. The referee opens the link and follows the instructions.
5. The referee completes the requested questions or uploads a recommendation document.
6. The referee submits the recommendation through the system.
7. The application portal may update the recommendation status.

The exact process depends on the provider.

For example, Stanford’s Knight-Hennessy Scholars programme explains its online recommendation process, including the use of personalised links sent directly to referees.

Some systems allow applicants to see whether a recommendation is pending or received. Others provide limited status information.

What You Should Check

• Is the referee’s email address correct?
• Has the invitation email been sent?
• Could the invitation have entered the spam or junk folder?
• Does the referee understand the submission instructions?
• Is the recommendation submitted through the required system?
• Has the portal confirmed receipt?
• Is there a separate deadline for the recommendation?

Do not ask your referee to send the letter to your personal email if the scholarship requires direct submission.

What you should do: After registering your referee, confirm that they received the invitation. Check the application portal periodically and follow up politely if the status remains pending.

19. Confidentiality and the Option to Waive Your Right to View a Recommendation

Some application systems ask applicants whether they want to waive their right to access a recommendation letter in the future.

This can be confusing, especially for applicants who have never encountered the option before.

A waiver generally concerns whether you may have access to the recommendation under the applicable institutional or legal rules.

It does not mean that every scholarship requires you to waive your right.

It also does not mean that waiving access automatically makes a recommendation stronger.

For example, Stanford Graduate School of Business explains that applicants can choose whether to waive or retain certain access rights under its application process. The programme states that the choice does not affect the handling of the application. You can read its official recommendation guidance for the details of that particular process.

Other institutions may use different rules.

What Should You Consider?

Before making a selection:

• Read the explanation displayed in the application.
• Understand what right you are being asked to waive.
• Check whether the decision can be changed later.
• Ask the institution for clarification if the wording is unclear.
• Do not select an option simply because someone says it is always preferred.

What you should do: Make an informed decision based on the scholarship’s own instructions and the applicable rules. Do not assume that one institution’s waiver policy applies everywhere.

20. Can You Write or Draft Your Own Scholarship Recommendation Letter?

This is an important ethical issue.

Some applicants are asked by a lecturer or employer to provide information about their achievements. That is different from writing the recommendation letter for the referee.

You may provide your CV, project details, application information and a summary of experiences that the referee personally observed.

However, you should not assume that you are allowed to draft, edit, translate or submit the recommendation yourself.

Some programmes expressly prohibit applicants from participating in the preparation of their recommendations.

For example, Stanford’s Knight-Hennessy Scholars programme states that applicants may not write, draft, edit, translate or submit their recommendation letters. Its recommendation instructions explain the programme’s requirements.

Stanford Graduate School of Business also states that recommenders must be the sole authors of their letters under its application rules.

Other scholarship providers may have different policies.

What If Your Referee Asks You to Draft the Letter?

If a referee asks you to write a draft, do not immediately agree.

First, check the scholarship’s rules.

If the programme prohibits applicant involvement, politely explain the restriction and ask whether the referee would be comfortable writing the recommendation independently.

If the referee insists on an arrangement that violates the application rules, consider approaching another eligible referee.

What You Can Provide Instead

You can provide:

• Your updated CV.
• Your academic or professional achievements.
• Details of projects the referee supervised.
• A summary of your study or career goals.
• The scholarship’s selection criteria.
• The official submission instructions.

These materials help the referee remember relevant information without taking away their responsibility to write an independent assessment.

What you should do: Treat recommendation letters as independent assessments. Never risk your application by ignoring an explicit rule about who may write, edit, translate or submit the reference.

21. How to Follow Up Without Appearing Rude

Referees are often busy, and a recommendation may not be completed immediately.

A polite follow-up can help prevent an avoidable delay.

However, repeated messages or aggressive reminders can damage your relationship with the person supporting your application.

When following up, remember to:

• Thank them for agreeing to help.
• Mention the scholarship and deadline.
• Explain whether the portal still shows the recommendation as pending.
• Ask whether they need any additional information.
• Keep the message brief and respectful.

Do not send reminders every day.

If the application deadline is approaching, a direct but polite message is reasonable.

What you should do: Agree on a suitable follow-up time when the referee accepts your request. If the application portal provides a reminder feature, use it appropriately.

22. What If Your Referee Misses the Scholarship Deadline?

A missing recommendation can create a serious problem, particularly when the application system requires all supporting documents before submission.

However, the next step depends on the scholarship’s rules.

Some programmes allow applicants to submit their application while recommendations remain pending. Others require all references to arrive before the deadline.

Do not assume that late recommendations will be accepted.

If your referee has not submitted the document:

1. Contact the referee politely.
2. Check the application portal for the current status.
3. Review the scholarship’s late-submission policy.
4. Contact the scholarship office if the deadline has passed or the system has a problem.
5. Ask whether an alternative referee can be registered, if the programme permits changes.
6. Keep records of relevant communications.

Do not submit a recommendation yourself or upload an unauthorised document to make the application appear complete.

Stanford’s Knight-Hennessy guidance, for example, explains that applicants may submit their own application before recommendations arrive, but the programme still requires the recommendations by its deadline. This is a programme-specific arrangement, not a universal rule.

What you should do: Contact the scholarship provider for instructions rather than guessing whether a late reference will be accepted.

23. What If You Have Limited Academic or Professional Experience?

Some applicants worry that they cannot obtain a strong recommendation because they have limited work experience or have only recently started university.

This does not automatically mean you cannot provide suitable referees.

The important question is whether someone who is permitted under the scholarship rules has directly observed your abilities.

Depending on the programme, possible referees may include:

• A lecturer who taught you.
• A teacher who supervised your academic work.
• A research or project supervisor.
• An internship supervisor.
• A volunteer coordinator.
• A professional mentor who directly observed your contribution.

For an undergraduate applicant, a school teacher or academic adviser may be appropriate if the scholarship accepts that category.

For a postgraduate applicant, a university lecturer or research supervisor may be more relevant.

Do not invent professional experience or ask someone to exaggerate your achievements.

A modest but honest recommendation is more credible than an impressive letter containing unsupported claims.

What you should do: Review the permitted referee categories and identify people who have genuinely observed your work, even if the experience was part-time, voluntary or academic.

24. What If You Have Already Graduated or Changed Jobs?

Applicants sometimes lose contact with former lecturers, supervisors or employers after leaving an institution or workplace.

This does not automatically make those people unsuitable.

However, you should give them enough information to understand your current application.

If you have changed jobs, explain your new professional direction and why the scholarship is relevant to your development.

If you graduated several years ago, provide your former lecturer with your updated CV, transcript, relevant academic work and details of your intended programme.

You may also need to ask whether they are still comfortable providing a recommendation based on their previous experience with you.

If the scholarship requires a recent referee or a particular professional relationship, follow those rules.

What you should do: Reconnect professionally, explain what has changed since you last worked together and ask whether the referee can provide a relevant and honest assessment.

25. Cultural and Language Considerations

Applicants and referees may come from different educational and professional cultures.

Some referees are accustomed to writing detailed recommendations, while others may be more familiar with short, formal references.

Language can also be a concern, particularly when an applicant’s referee is not fluent in the language required by the scholarship.

The correct approach is to follow the institution’s instructions.

Some programmes accept recommendations written in another language with an approved translation. Others require English submissions or specify how the original and translated documents must be uploaded.

Do not translate or edit the recommendation yourself unless the programme explicitly permits it.

The referee should also avoid exaggerated praise or unfamiliar expressions simply to make the letter sound more impressive.

A clear, honest assessment supported by real examples is more useful than dramatic language.

What you should do: Check the language and translation requirements before the referee prepares the document. If translation is permitted, follow the institution’s process and make sure the referee remains responsible for the recommendation.

26. Common Recommendation Letter Mistakes to Avoid

Even a suitable referee may struggle to provide a useful recommendation if the applicant handles the process poorly.

Avoid these common mistakes.

Mistake 1: Choosing Someone Because of Their Position

A senior person who barely knows you may not be able to provide a detailed assessment.

Choose someone whose relationship with you is relevant to the scholarship.

Mistake 2: Asking at the Last Minute

A rushed request gives your referee little time to consider the application.

Approach people early.

Mistake 3: Providing Incomplete Information

Your referee should not have to search for the scholarship requirements, deadline or submission instructions.

Prepare an organised information packet.

Mistake 4: Assuming Every Scholarship Wants the Same Letter

One programme may request academic references, while another may require professional recommendations.

Check the requirements separately.

Mistake 5: Writing the Letter Yourself

This may violate the scholarship’s rules and undermine the independence of the recommendation.

Provide background information, not an unauthorised draft.

Mistake 6: Ignoring the Online Submission Process

Sending a letter to your personal email may not satisfy a scholarship that requires direct submission through its portal.

Follow the required process.

Mistake 7: Assuming a Positive Response Means the Letter Is Submitted

A referee may agree to help but still forget to complete the application.

Monitor the recommendation status.

Mistake 8: Sending Too Many Reminders

Repeated messages can become uncomfortable.

Use polite and reasonable follow-ups.

Mistake 9: Asking Someone to Exaggerate Your Achievements

Do not ask a referee to invent accomplishments, inflate responsibilities or make claims they cannot support.

Mistake 10: Failing to Thank Your Referee

Providing a recommendation takes time and effort.

Always acknowledge the person’s support, regardless of the scholarship outcome.

27. Practical Email Templates for Requesting a Scholarship Recommendation

The following templates can help you make a professional request. Adapt the wording to your relationship with the person and the scholarship’s requirements.

These are request messages written by you. They are not recommendation letters and should not be submitted as substitutes for the referee’s independent assessment.

Template 1: Requesting a Recommendation From a Lecturer

Subject: Request for Scholarship Recommendation

Dear Professor [Surname],

I hope you are doing well.

My name is [Your Full Name], and I was a student in your [Course/Department] at [Institution]. I am writing to ask whether you would be comfortable providing an academic recommendation for my application to the [Scholarship Name].

The scholarship supports students interested in pursuing [Programme or Field of Study], and I believe your experience teaching me would make your assessment valuable to my application.

The application deadline is [Date]. The recommendation is expected to be submitted through [Submission Method].

If you are available and comfortable supporting my application, I would be happy to provide my updated CV, academic transcript, scholarship information and any other documents that may be useful.

I completely understand if your current commitments do not allow you to take on this request.

Thank you for your time and consideration.

Kind regards,

[Your Full Name]
[Your Contact Information]

Template 2: Requesting a Recommendation From a Former Lecturer

Subject: Request for Academic Recommendation for Scholarship Application

Dear Dr [Surname],

I hope this message finds you well.

My name is [Your Full Name]. I studied [Programme Name] at [Institution] and had the opportunity to learn under your supervision in [Course/Project or Academic Period].

I am currently preparing an application for the [Scholarship Name], which would allow me to pursue further studies in [Field or Programme].

I would be grateful if you would consider providing an academic recommendation based on your previous experience with my academic work.

I understand that some time has passed since my graduation, so I would be happy to provide my CV, transcript, project details and information about the scholarship to help refresh your memory.

The recommendation deadline is [Date], and the submission process is [Brief Explanation].

Please let me know if this is something you would be comfortable supporting.

Thank you for your time.

Kind regards,

[Your Full Name]
[Graduation Year]
[Contact Information]

Template 3: Requesting a Professional Recommendation From an Employer

Subject: Request for Professional Recommendation

Dear [Manager’s Name],

I hope you are doing well.

I am preparing an application for the [Scholarship Name], which supports individuals seeking further development in [Relevant Field or Area].

I would like to ask whether you would be comfortable providing a professional recommendation based on your experience supervising my work at [Organisation].

The scholarship considers professional experience, responsibility, teamwork and potential contribution to the field. I believe your direct knowledge of my work would help the committee understand my professional background.

The submission deadline is [Date]. I can provide my CV, scholarship information and the official submission instructions for your reference.

I understand if your schedule does not permit this, but I would sincerely appreciate your consideration.

Thank you for your support.

Kind regards,

[Your Full Name]
[Contact Information]

Template 4: Sending a Polite Reminder

Subject: Gentle Reminder: Scholarship Recommendation

Dear [Referee’s Name],

I hope you are doing well.

I am writing to follow up on the recommendation for my [Scholarship Name] application.

The application deadline is [Date], and the recommendation status on the application portal currently shows as [Pending, if applicable].

I understand you may have a busy schedule, and I sincerely appreciate your willingness to support my application.

Please let me know if you need any additional information or if there is anything I can clarify.

Thank you once again for your time and assistance.

Kind regards,

[Your Full Name]

Template 5: Thanking Your Referee After Submission

Subject: Thank You for Supporting My Scholarship Application

Dear [Referee’s Name],

Thank you very much for taking the time to provide a recommendation for my scholarship application.

I appreciate your support, guidance and willingness to assist me with this opportunity.

Your time and effort mean a great deal to me. I will keep you informed as I receive updates about the application.

Thank you again for your support.

Kind regards,

[Your Full Name]

28. What to Do After Your Referee Submits the Recommendation

Your responsibility does not end immediately after the referee agrees to help.

Once the recommendation has been submitted, check the application system to confirm that it has been received.

If the portal shows a successful submission, keep a record of the status for your own reference.

If the system still shows the recommendation as pending, contact your referee politely to confirm whether they completed the process. If they have, contact the scholarship office for assistance.

You should also thank the referee.

When you receive an application outcome, consider updating them, whether you are successful or unsuccessful.

If you are selected, share the good news and acknowledge their contribution. If you are not selected, thank them for their time and support.

Maintaining a professional relationship can be valuable when applying for future academic or professional opportunities.

What you should do: Confirm receipt, send a thank-you message and keep your referee informed of the outcome.

29. Scholarship Recommendation Letter Checklist

Use this checklist before submitting your scholarship application.

Before Contacting a Referee

• [ ] I have read the official scholarship requirements.
• [ ] I know how many recommendations are required.
• [ ] I know which types of referees are accepted.
• [ ] I have identified people who know my academic or professional work.
• [ ] I have checked the recommendation deadline.
• [ ] I have approached my preferred referee early.

After the Referee Agrees

• [ ] I have shared the official scholarship information.
• [ ] I have provided my updated CV.
• [ ] I have shared my academic transcript where relevant.
• [ ] I have provided relevant project or work details.
• [ ] I have shared the scholarship selection criteria.
• [ ] I have explained the submission process.
• [ ] I have confirmed the correct referee email address.

Before the Deadline

• [ ] My referee has received the invitation or submission link.
• [ ] My referee understands the requirements.
• [ ] I have followed up politely where necessary.
• [ ] I have checked the recommendation status.
• [ ] I have confirmed that the application system received the recommendation.
• [ ] I have followed all confidentiality and authorship rules.

After Submission

• [ ] I have thanked my referee.
• [ ] I have kept a record of the application status.
• [ ] I will update my referee when I receive an outcome.

30. Frequently Asked Questions About Scholarship Recommendation Letters

Can I use the same recommendation letter for multiple scholarships?

Sometimes, but it depends on the scholarship requirements.

Some programmes accept a general reference, while others ask referees to address specific selection criteria or complete separate online forms.

A referee may be able to adapt their assessment for different programmes, but they should remain responsible for preparing and submitting each recommendation.

Always check the instructions before reusing a document.

Can I ask a lecturer who taught me several years ago?

Yes, if the scholarship accepts that type of referee and the lecturer can provide a meaningful assessment based on their previous experience with you.

Remind them of your academic history and provide relevant supporting documents.

Can my employer write my scholarship recommendation?

Yes, if the scholarship accepts professional references.

Some programmes specifically require academic referees, so check the rules before approaching your employer.

Can a friend or family member recommend me?

Some programmes may accept certain peer or community references, but family recommendations are restricted or discouraged by many institutions.

Follow the scholarship’s exact rules. A personal relationship alone is not enough to establish that someone is an appropriate referee.

What if my lecturer asks me to write the recommendation myself?

Do not automatically agree.

Check whether the scholarship allows applicant involvement. Some programmes explicitly prohibit applicants from drafting, editing, translating or submitting their own recommendation.

If the programme prohibits it, explain the rule politely and ask whether the lecturer can prepare the letter independently.

Does my recommendation letter have to be in English?

Not always.

Some scholarship providers accept recommendations in other languages with an approved translation. Others require English documents.

Check the official language and translation instructions before asking your referee to prepare the letter.

Should I waive my right to view my recommendation?

There is no universal answer.

Some application systems provide a choice, and the effect of that choice depends on the institution’s rules and applicable law.

Read the explanation carefully before making your selection.

What if my referee does not respond to my request?

Send one polite follow-up after a reasonable period.

If the person remains unavailable, approach another eligible referee while there is still time.

Do not pressure someone who is unwilling to provide a recommendation.

Can I submit my scholarship application before my recommendation letters arrive?

Some programmes permit this, while others require all recommendations before the application deadline.

Check the official instructions and do not assume that a pending recommendation will be accepted.

How long should a scholarship recommendation letter be?

There is no universal length.

Some programmes specify a word limit or provide structured questions. Others allow referees to decide how much detail is appropriate.

The referee should follow the scholarship’s instructions and provide enough evidence to support the assessment.

What if I do not have much work experience?

You may still have suitable academic, research, internship or community referees.

The right person depends on the scholarship’s requirements and who has directly observed your abilities.

Should I send my referee a copy of my scholarship essay?

It can be useful if the programme permits it.

Your essay may help the referee understand your goals and the reasons you are applying. However, sharing an essay does not mean the referee should copy its contents or make claims they cannot independently support.

Final Thoughts

A scholarship recommendation letter should provide an honest, independent and useful account of your abilities.

The process begins long before the referee writes anything. You need to understand the scholarship requirements, identify the right person, make a respectful request and provide the information needed to support an accurate assessment.

Do not choose a referee simply because they hold an impressive title. Choose someone who knows your work and can explain your strengths through real examples.

Give them enough time, follow the official submission process and respect the rules about confidentiality and authorship.

Most importantly, remember that a recommendation letter is not an opportunity to manufacture a perfect image of yourself. It is an opportunity for someone who has genuinely observed your work to provide another perspective on your potential.

Prepare carefully, communicate professionally and make the process as straightforward as possible for the person supporting your application.

Your next step is simple: identify the recommendation requirements for your target scholarship and approach an appropriate referee before you begin the final stage of your application.

Official Resources for Further Guidance

The following university resources provide additional guidance on selecting referees, preparing recommendations and understanding online submission requirements:

1. Stanford University Knight-Hennessy Scholars: Recommendation Letters
2. Stanford University: Submission Instructions and Advice for Recommenders
3. Stanford Academic Advising: Asking for Letters of Recommendation
4. Stanford Graduate School of Business: Letters of Recommendation
5. Stanford Graduate Admissions: Recommendations

Important: These resources explain the requirements of their respective institutions. They are useful examples, not universal rules for every scholarship. Always follow the official instructions of the scholarship you are applying for.

Disclaimer

This article is provided for educational and informational purposes. Scholarship application requirements, referee eligibility, recommendation formats, submission procedures and confidentiality rules vary between institutions and programmes. Always consult the official scholarship provider before preparing or submitting recommendation documents. ScholarWorkWorld does not guarantee scholarship selection or approval.