How to Ask for a Letter of Recommendation (LOR) for Graduate School

A letter of recommendation (LOR) is the one part of your application you do not write yourself, so you need to make it easy for your referees to write a strong one. Most good letters come from a simple process, started early.

Who to ask

Choose people who know your work well enough to be specific:

• Professors who taught or supervised you, especially a thesis or research supervisor, for academic programmes.
• Employers or managers who saw your work directly, if you have professional experience. This matters more for programmes that value work experience.
• A mix if programmes ask for three letters: for example two academics and one manager.

A well-known name who barely knows you writes a vague letter. A lecturer who supervised your project writes a detailed one. Pick detail over fame.

When to ask

Ask at least six to eight weeks before the first deadline. Referees are busy and many write several letters each season. Asking early shows respect and gets you a better letter. If they say no or seem unsure, that is useful information: ask someone else.

How to ask

Ask in person or by email, and give them an easy way to say no: "Would you feel able to write a strong letter for me?" is better than "Can you write me a letter?"

Then send a short recommendation pack:

• your CV,
• your draft statement of purpose,
• the list of programmes with deadlines and how each submits letters (most use an online link sent to the referee),
• a short reminder of what you did with them: the course, project, dates, and any results or comments they gave you,
• any points you hope they can cover, in a few bullets.

Email template

Subject: Letter of recommendation request: [your name], [programme/intake]

Dear Professor [Surname],

I hope you are well. I am applying to [number] master's/PhD programmes in [field] for [intake]. You supervised my [project/thesis] in [year], and I would be grateful if you would consider writing a strong letter of recommendation for me.

The first deadline is [date]. I have attached my CV, a draft of my statement of purpose, and a table with each programme, its deadline and how the letter is submitted. I have also added a short reminder of our work together.

If you do not feel you can write a strong letter, I completely understand. Thank you for considering this.

Best regards, [Name]

What a strong letter contains

A good letter has specific examples (a project, a result, how you handled a problem), a comparison to other students the referee has taught, and a clear statement of how well they know you. Telling referees what the programmes value helps them choose the right examples.

Waiving your right to see the letter

Many online systems ask whether you waive your right to view the letter. Waiving is the norm, and admissions committees tend to trust confidential letters more. It is your choice, but referees are generally more open when you waive it.

After you ask

• Send a gentle reminder about one week before each deadline.
• Thank them after the letters are submitted, and tell them the results. They want to know.
• Keep the list of who wrote which letter, for a future application.

Getting a first draft for your referee

Some referees ask you to draft the letter or provide bullet points. If so, be honest: write the facts and let them rewrite in their own words. Atlas by GradMate can create a recommendation letter draft from your details that your referee can edit and sign off, but the final letter must reflect their genuine opinion.

Frequently asked questions

How many letters of recommendation do I need?

Most graduate programmes ask for two or three. Check each programme's requirements, as some vary.

Can I ask a recommender who is not a professor?

Yes, if they know your work well, such as a manager or research lead. Many master's programmes accept employer references, though PhD programmes usually prefer academic referees.

What if my professor asks me to write the letter?

Provide a factual summary of your work together and let them write the letter in their own words. A letter must be the referee's own assessment.

How far ahead should I ask?

At least six to eight weeks before the first deadline, and earlier if you can.