The most useful recommendation is not necessarily written by the most senior person you know. It comes from someone who can describe your work accurately and give examples the selection panel can assess. That is why choosing a referee matters as much as requesting the letter on time.
Choose someone who has seen your work
The best referee is usually someone who knows your work well and can give specific examples. Depending on the scholarship, this may be a lecturer, supervisor, employer, project leader or community mentor. A famous person who barely knows you is often less useful than a lecturer who can discuss your performance in detail.
Check the scholarship requirements first
Some programmes require academic references, while others ask for professional or character references. Confirm the number of referees, required relationship, submission method and deadline before contacting anyone.
Give the referee time to write
Give your referee enough time to prepare a thoughtful letter. Several weeks is ideal when possible. Last-minute requests can lead to rushed references or missed deadlines, especially during busy academic periods.
What information should you send?
Make the referee’s work easier by providing a small, organised package that includes:
- The scholarship name and official link.
- The deadline and time zone.
- The programme or course you are applying for.
- Your updated CV.
- Your personal statement or a short summary of your goals.
- The qualities the scholarship values.
- A reminder of projects, classes or achievements you completed with the referee.
- Clear submission instructions.
How to make the request
Ask politely whether the person feels able to provide a strong recommendation. This gives them room to decline if they do not know you well enough or do not have time. A reluctant referee may not produce the support your application needs.
Offer supporting notes, not a fabricated reference
Some referees may ask you for notes or a list of achievements, which is reasonable. However, the recommendation should reflect the referee’s independent assessment and comply with the scholarship’s rules. Never submit a letter under someone else’s name without their knowledge and approval.
Follow up professionally
If the deadline is approaching and the system still shows the reference as incomplete, send a short reminder. Keep the tone respectful. After the application is complete, thank your referee and update them later if you receive the scholarship.
What makes a strong recommendation?
Specific examples are more persuasive than general praise. A strong letter might explain how you handled a difficult research project, contributed to a team, demonstrated leadership or improved over time. It should also make clear how the referee knows you and for how long.
Final checklist
- Confirm the referee meets the scholarship requirements.
- Ask well before the deadline.
- Share the official instructions and your application materials.
- Provide accurate deadline and submission details.
- Send one polite reminder if necessary.
- Thank the referee after submission.
A recommendation letter is not simply a formality. When a referee understands your goals and has enough evidence and time, the letter can add credibility and context that your own application cannot provide.
Academic versus professional referees
Academic referees are usually best for scholarships focused on study, research or academic potential. Professional referees are useful when the programme values leadership, work experience or career impact. Some scholarships require one of each, so always follow the official instructions rather than choosing only the people with the most senior titles.
What if you have lost contact with lecturers?
If several years have passed since graduation, contact your former department early and explain the programme you are applying for. Include your student details, course, graduation year and any classes or projects completed with the lecturer. If an academic reference is not mandatory, a recent supervisor who knows your work well may be stronger.
What if a referee says no?
Do not take a refusal personally. A person may be too busy, may not remember your work well enough or may feel unable to write a strong letter. Thank them and ask someone else. It is better to know early than to receive a weak reference close to the deadline.
Help your referee be specific
Share two or three achievements that the referee directly observed. For example, remind a lecturer about a research project, class presentation or leadership role. Remind a supervisor about a project, client responsibility or measurable result. This gives them useful evidence without dictating what they should write.
Reference submission methods
Scholarships may ask referees to upload a letter, complete an online form, answer structured questions or email the reference directly. Applicants should not assume they can upload the letter themselves. Check whether the system sends an automatic invitation and confirm the referee uses the correct email address.
Protect confidentiality and trust
Some programmes treat recommendation letters as confidential. Respect this process. Do not pressure a referee to show you the letter if the programme expects independent submission. Your responsibility is to provide accurate information and enough time for the referee to respond.
A simple request structure
Your message should identify the scholarship, explain why you are asking that person, give the deadline and offer supporting materials. Keep it polite and concise. A well-organised request demonstrates the same professionalism the referee is being asked to describe.
Example: asking a Kenyan university lecturer for a reference
Suppose you graduated from a Kenyan university and want to apply for an international master’s scholarship. Write from an email address your lecturer can recognise, identify the units or project they supervised, and provide the exact programme and referee deadline. Where the scholarship requires an online referee submission, confirm that the lecturer is willing and able to use that portal.
Example request: Dear Dr [Surname], I attended your Research Methods class in [year] and completed my project on [topic] under your supervision. I am applying for [programme], which requests an academic recommendation by [date]. Would you be comfortable providing a reference that discusses my research and academic work? I can share my transcript, CV, programme description and project summary. Thank you for considering my request.
If a lecturer cannot provide a sufficiently specific reference, ask another eligible academic rather than pressuring them. See our scholarship application checklist for coordinating documents and deadlines.