Almost every funded route asks for references: one letter for a DAAD study scholarship, two professors for ETH's ESOP if your programme does not already require them, several for US colleges, and a reference that speaks to Gates Cambridge's criteria for Gates. You cannot write these letters — but you control more of their quality than you might think.
Choosing your referees
- Knowledge beats rank. A lecturer who supervised your project and can describe your work in detail is worth more than a famous professor who barely remembers you.
- Match the route. Academic awards want academic referees; leadership awards such as Chevening value a manager who has seen you lead; EPOS and other professional programmes want an employer.
- Cover different sides of you. If you need two or three letters, choose referees who can speak to different strengths — research, leadership, work.
- Reliability matters. A brilliant letter submitted a day late can be worthless. Choose people who meet deadlines.
When to ask
At least six to eight weeks before the first deadline — earlier around holidays and exam periods. Ask in person or by a short email, and make it easy to say no: "Would you feel able to write a strong letter for me?" If they hesitate, thank them and ask someone else.
The information pack
Busy referees write generic letters when they have to remember everything themselves. Send a single short document with:
- A list of every application: the programme, the funder, the deadline and how the letter is submitted (portal link, email or upload by you).
- What each funder is looking for — for example "leadership and networking" for Chevening, or "commitment to improving the lives of others" for Gates Cambridge.
- Your CV and your draft motivation letter.
- Three or four specific reminders: the project you did with them, your grade, a moment where you went beyond the task.
- Any format requirements (letterhead, signature, word limit, language).
Portals and follow-up
- Many systems email your referee a link once you enter their address. Enter it early so they have time, and warn them to check spam folders.
- Send a polite reminder a week before each deadline, and a thank-you when they submit.
- Some applications will not submit until all letters are in. Check the status page yourself — don't assume.
Questions applicants often ask
Should I read my letters?
Many portals ask whether you waive the right to see the letter. Waiving it usually makes the letter more credible to committees.
My referee asked me to draft the letter. What should I do?
This happens, but committees notice letters that sound like the applicant. Offer the information pack above instead, and ask them to write in their own words. Some institutions forbid applicant-drafted references entirely.
Can a letter be in another language?
Only if the funder allows it. Otherwise you will need a certified translation, which takes time.
What if a referee does not submit?
Have a backup referee in mind from the start, and contact the programme before the deadline if there is a problem — many will accept a late letter if you ask early.