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Stanford Online

A guide to letters of recommendation for graduate school applications.

Embarking on a journey toward higher education is an exciting yet overwhelming endeavor, and the path to graduate school is no exception.

As you gather the necessary materials for your application, one critical component can be particularly complex: letters of recommendation. These letters provide insight into your academic and professional capabilities, offering admissions committees a glimpse into your potential as a graduate student, but how can you impact this important part of your application? In this guide, we'll explore how to approach this aspect of your application, using Stanford University's recommendations and insights from the Graduate Admissions website .

How Many Letters of Recommendation Do You Need?

Requirements vary considerably across different types of graduate level educational programs. Nearly all master’s degree programs, including all of Stanford’s programs, require letters of recommendation, however graduate certificate programs often do not. If you choose to pursue a graduate certificate at Stanford, letters of recommendation are not required with your application. If you're determining whether to pursue a graduate certificate or master’s degree through Stanford Online, you may find this comparison tool helpful .

Most master’s degree programs, including MS programs through Stanford , require three letters of recommendation. However, it's essential to verify the specific guidelines set by your target institution and program. Once you know the number of letters that are required, it's a good strategy to have additional recommenders in mind. For every letter you need, aim to identify at least two individuals who could provide strong endorsements on your behalf. This precautionary approach ensures that you have a backup plan in case one of your intended recommenders is unable to fulfill your request.

Who Should Write Your Letters Of Recommendation?

Securing strong letters of recommendation begins with choosing the right individuals to vouch for your abilities. Stanford advises that your recommenders be academic or professional references who know you well and can most accurately assess your potential for graduate study. Ideally, at least one of these letters should come from a university professor familiar with your academic work.

Consider individuals who have worked closely with you and can attest to your skills, achievements, and potential. The goal is to select people who can provide detailed and authentic insights into your capabilities, whether it's a professor whose course you excelled in, a supervisor from an internship, or a professional colleague.

What Makes a Good Letter of Recommendation?

Recommendation letters are a window into your character and potential.Stanford's guidelines shed light on what these letters should encompass. Recommenders are asked to respond to specific questions, such as the level of your abilities in comparison to other students, the number of years they've evaluated people in your peer group, and your standing in terms of academic performance.

The recommendation letter prompt encourages recommenders to provide candid assessments of your qualifications,including your potential for advanced study, analytical thinking capabilities, and ability to express ideas clearly. Descriptions of significant achievements, personal qualities, and character traits relevant to your scholarly pursuits are highly valuable.

How Should You Ask Someone to Write You a Letter of Recommendation?

Even after you’ve identified people who you think would be good choices for recommenders, it can be intimidating to ask them! We’ve put together some tips to aid you in this process:

• Plan Ahead and Communicate Timely Start the process well in advance to give your recommenders ample time to write a thoughtful letter. It's courteous to reach out at least two months prior to the application deadline. But if you're especially eager to get started, you can reach out as early as six months ahead of time. Reaching out early demonstrates your respect for your recommender's time and allows them to allocate sufficient time to craft a compelling letter.
• Initiate a Personalized Conversation When approaching someone for a recommendation, make it a personalized interaction. Reach out in-person, if possible, or schedule a phone or video call with them. If the person is very busy you may be most successful with a well-composed email. When you reach out, express your gratitude for their guidance and mentorship, and explain your intention to apply for graduate school.
• Provide Them with Context and Information In your request, offer context about the program you are applying to, the field of study, and specific details that might be relevant. This information will help your recommender tailor their letter to align with the expectations of the program and highlight the qualities that are most important for admission.
• Make the Request Explicit Clearly state that you are requesting a letter of recommendation. Politely ask if they would be willing to support your application by writing a strong letter on your behalf. Be direct, yet respectful, in your approach.
• Offer Resources and Materials To facilitate the process for your recommender, provide essential information such as your resume, transcripts, personal statement, and any relevant assignments or projects you've worked on together. This will give them the necessary material to craft a well-informed and accurate letter. Be sure to also share the information you have about the process. For example, if you’re applying to Stanford, each of your recommenders are also asked to fill out an additional form of questions. Stanford also provides a general prompt for the letter which would be helpful for you to share. However the exact prompt displayed to the recommender may differ depending on the graduate program you select.
• Follow Up and Stay Engaged Once your recommender agrees to write the letter, stay engaged and responsive. Offer any additional information they might need, answer their questions promptly, and provide periodic updates on your application progress. A thankyou note after the letter is submitted is a thoughtful gesture.
• Express Your Gratitude Throughout your request, convey your sincere appreciation for their assistance. Recognize that writing a recommendation letter takes time and effort, and express your gratitude for their willingness to contribute to your academic journey.

How do you submit your letters of recommendation once they are complete?

This part of the process depends entirely on the program and institution for which you are applying, check with the information specific to your program.

At Stanford, recommenders must register on the online application system. Timeliness is crucial, so aim to complete this step as early as possible to ensure that the letters are received by the application deadline. Stanford's system will generate personalized links for your recommenders to submit their recommendations online.

After your recommenders have submitted their letters, you'll receive email notifications confirming their completion. The application system allows you to manage your recommenders on the same page where you registered them. This includes sending reminder emails and making changes, if necessary.

How Can Ethical Integrity Be Maintained?

It's important to emphasize that you must respect ethical guidelines throughout this process. You should not draft, write, translate, or submit your own reference. Stanford University's application terms explicitly state that the letters of recommendation must be authored solely by your recommenders. Informing your recommenders about this policy is your responsibility to ensure the integrity of your application.

In summary, letters of recommendation play an integral role in your graduate school application, providing valuable insights into your potential as a student and future scholar. By selecting the right recommenders, registering them early, guiding them with prompts and being prepared with your examples and materials, you can ensure that your application showcases your strengths and capabilities in the best light possible. As you embark on this next chapter of your academic journey, remember that your recommenders are your allies, championing your cause as you strive to reach new heights in your field of study.

We hope you found this letters of recommendation guide useful as you’re applying to grad school, please know that following the advice in this article does not guarantee your admission to any program.

Best of luck!

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How (and Who) to Ask For a Letter of Recommendation

Published on October 30, 2020 by Lauren Thomas . Revised on June 1, 2023.

Letters of recommendation often make or break a graduate school application . It’s important to think carefully about who to ask and how to do it.

Ideally, you should approach former supervisors who know you and your work well, and can advise you. Different programs require different types of recommendation letters, but the process of requesting them is similar.

Follow these five steps to guarantee a great recommendation, including program-specific tips and email examples.

Table of contents

Step 1: choose who to ask, step 2: reach out and request a meeting, step 3: ask for a letter of recommendation, step 4: share your resume and other materials, step 5: remind your recommenders of upcoming deadlines, other interesting articles, frequently asked questions about recommendation letters.

Your first step is to decide who you’ll ask to write a letter for you. Ideally, this should be someone who you worked with outside of just the classroom context—for example, a former professor who supervised your research.

It’s important to ask someone who knows you well, even if they are less well known than other professors at your institution. Graduate admissions committees want to get a good sense of your ability to perform well in their program, and this is difficult to accomplish if your recommender only knows you as a face in the crowd.

Who you should ask also strongly depends on the type of program that you’re applying to. Different programs prefer different qualities in their admitted students, and thus weigh types of recommenders differently. Take a look at the program-specific tips below.

For research programs (MPhil, DPhil, PhD , Research Master’s), graduate admissions committees are looking for evidence of your potential as a future researcher.

Since this is tricky to assess from test scores and transcripts, letters of recommendation are often the most important part of a graduate research program application.

Your letter should thus be from someone who can speak to your skills as a researcher. This could be, for example, a professor who supervised you on an independent research project, or the head of a lab that you worked in as an undergraduate.

If you worked as a full-time research or lab assistant after undergrad, ask your managers, who are usually full-time researchers themselves and therefore experts on what makes a good researcher.

Unlike most graduate programs, business schools are less interested in your undergraduate academic performance. Instead, they try to assess your potential to succeed in the workplace, particularly in managerial or leadership positions. The same applies to public policy and other professional programs.

Ideally, your letters of recommendation should come from current supervisors at your work. If this isn’t possible, you should ask coworkers who are senior to you and know your work well.

Although business schools normally prefer candidates with several years of experience, current undergraduates sometimes apply as well. In this case, you should ask internship supervisors or—as a last resort—professors who know you well.

Medical schools look for evidence that you are academically prepared for the study of medicine and that your character is well-suited to becoming a doctor. Admissions committees in medicine prefer academic references, but they also require a few extra steps.

Firstly, while graduate programs usually require two or three recommendation letters, medical schools often ask for more—you may have to submit up to six letters, some of which should be from former professors in the natural sciences.

In addition, many schools recommend that you submit a letter from the premedical advisory committee at your undergraduate institution, which summarizes your overall suitability for medical school. Be aware that deadlines for materials for these letters are very early—often the spring of the year before you are due to start medical school.

Finally, if you’ve worked on any research projects, you should submit a letter from your supervisor. Medical schools view research competence as a plus.

Law school letters of recommendation should mostly be from former professors or other academic supervisors.

You should only use non-academic recommenders if they can directly speak to your suitability to study law—for example, if you regularly work with lawyers, or if your job involves skills like critical reading or research that are relevant to legal practice.

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The next step is to get in contact with your potential recommender. If you haven’t talked to them in a while, begin your email with a quick reminder to jog their memory. Be friendly, direct, and concise.

If possible, it’s best to plan a meeting to discuss your request. However, if this isn’t practical (for example, if you’ve moved far away from your undergrad institution), you can skip this step and head straight to the third.

Hi Professor Smith!

I hope that everything is going well with you and that you’re still enjoying teaching your seminar on the post World War II international order. I thoroughly enjoyed taking it with you last year as a junior.

I’m currently thinking about what I want to do next year, which will hopefully involve graduate work in political science, and was hoping to meet with you to discuss your thoughts on graduate school. Do you have any time over the next few weeks to meet?

Make your request during your meeting or, if necessary, via email. Let them know what sort of programs you are applying to and when the deadlines are. Make sure to give your recommenders plenty of time!

Instead of just asking for a recommendation letter, specifically ask if they can write you a strong recommendation . This allows your recommender an “out”—for example, if they don’t feel they know you well enough. A bad or even lukewarm recommendation is the kiss of death for any application, so it’s important to ensure your letters will be positive!

If they say they can’t give you a strong recommendation, don’t panic. This gives you the opportunity to ask someone else who can provide you a better recommendation.

Hi Professor Jones!

How are you? I hope everything is going well and you’re still teaching Introduction to Labor Economics to eager students!

I’ve been out of school for a year now, working as a full-time research assistant in New York City. Come this fall, I’m hoping to apply to a few programs for graduate school, mostly doctoral programs in Economics.

Since I took two economics classes with you (Introduction to Labor Economics in Spring 2018 and Industrial Organization in Fall 2019), I was hoping that you might agree to serve as a letter writer for my graduate program. I wanted to highlight my work in labor economics, since that’s what I’m hoping to study in graduate school. Also, since I loved your classes, I thought you might be a good person to ask!

The letters of recommendation would be due to each individual program’s website in December. I understand, of course, if you’re too busy this summer or if you don’t feel that you would be the best fit to write a letter. My goal is simply to paint as complete a picture as possible of my undergrad career at Western. If you’d like, we can also discuss this on the phone.

I look forward to hearing back from you!

You should send your resume or CV to your recommenders, along with any other material that might jog their memory or aid in their recommendation.

For instance, you may want to send along your statement of purpose or writing sample if one is requested in your application. Admission committees are looking for a cohesive story that the letters of recommendation, personal statement , and CV work together to tell.

You should also check whether the school provides any prompts or guidelines for recommenders. Many programs want your recommenders to comment on your potential to serve in the specific role the graduate program prepares you for. See the program-specific tips below.

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Finally, you should send an email to your recommenders a few weeks before the letters are due, reminding them of the deadline and asking if there is anything else you can send them to assist in writing the letter.

If any materials are late, programs will often reject your entire application, so it is imperative that your recommenders get their letters in on time. However, you should also keep in mind that your letter writers are probably quite busy, so don’t send too many reminders!

Dear Professor Jones,

Hope the semester is going well! Thank you again for agreeing to serve as my recommender. I just wanted to send you a quick reminder that recommendations for Program X, Y, and Z are due in two weeks, on December 15. Please let me know if you need anything else from me, and thank you again!

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Choose people who know your work well and can speak to your ability to succeed in the program that you are applying to.

Remember, it is far more important to choose someone who knows you well than someone well-known. You may have taken classes with more prominent professors, but if they haven’t worked closely with you, they probably can’t write you a strong letter.

This depends on the program that you are applying for. Generally, for professional programs like business and policy school, you should ask managers who can speak to your future leadership potential and ability to succeed in your chosen career path.

However, in other graduate programs, you should mostly ask your former professors or research supervisors to write your recommendation letters , unless you have worked in a job that corresponds closely with your chosen field (e.g., as a full-time research assistant).

It’s best to ask in person if possible, so first reach out and request a meeting to discuss your graduate school plans.

Let the potential recommender know which programs you’re applying to, and ask if they feel they can provide a strong letter of recommendation . A lukewarm recommendation can be the kiss of death for an application, so make sure your letter writers are enthusiastic about recommending you and your work!

Always remember to remain polite. Your recommenders are doing you a favor by taking the time to write a letter in support of your graduate school goals.

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Graduate School Letter of Recommendation Examples 2022-2023

Grad school recommendation letters are an essential part of every graduate school application package–even in this (almost) post-COVID era of remote work and Zoom classes. Nearly all applications to graduate school still require at least two recommendation letters from individuals who can discuss your abilities, competencies, and personal character in a coherent way and recommend you for admission to graduate school.

Many referees have difficulty writing these recommendations themselves (for language issues or simply because they are busy) and some rely on the applicant to pen the draft of the letter and receive confirmation before submitting it to the graduate school. But regardless of who is writing the letter, there are a few key elements the recommender needs to include to craft a stellar recommendation for their graduate candidate.

Who should write a recommendation letter for graduate school?

Choosing which professors, supervisors, or advisors to request a graduate school recommendation letter from can be somewhat overwhelming. Should you choose someone who does not know you personally but who has connections to your target graduate school? If a famous professor writes you a grad school recommendation letter, will this automatically give you an advantage with the admissions committee? 

In general, graduate recommendation letters should come from people who know you well, who respect you enough to say glowing things about you as a student and researcher, and who hold positions in school or work that are above your own. At least one letter of recommendation should be submitted from a past or current professor or academic advisor. 

Another could be from someone in a slightly different role, including an employer, a research adviser, a senior colleague, or a professor from a different department or kind of class (e.g., a discussion class professor instead of a lecturer). No matter who it is, the recommender should know the applicant and recognize their accomplishments. It also helps if the recommender understands some details about the program to which their candidate is applying.

Here are some guidelines to follow when choosing who to ask for letters of recommendation for graduate school. Select someone who:

• Knows you well and can answer positively. Choose an individual who you have spent time with outside the classroom if possible. They should also be familiar with your career goals and hold a favorable view of you. 
• Has known you for quite a while. A recommendation letter for graduate school carries more influence if the person has known you for months or years instead of months. If you can, find someone who knows you from various contexts, such as a professor who is also your advisor. 
• Can speak to your strengths in relation to your graduate program. Choosing a finance professor to write your recommendation letter for an MBA program would be a good idea because they can write about the qualities that will aid you in pursuing an MBA (qualities you can also include in your MBA essay ) and a broader career in business. 
• Has substantive stories to share about you. Who was fortunate enough to see you succeed in an academic, extracurricular, or professional setting? Having someone write your LOR who has good stories to share about you is certainly going to benefit you more than someone whose class you took with two hundred other students. 

How to Request a Letter of Recommendation for Graduate School

Knowing how to request a letter of recommendation for graduate school can directly impact the quality of the letter your referee writes for you. Show respect and consideration for the time that your recommender is taking to write a glowing review that will get you into graduate school and positively impact the rest of your life. 

With this in mind, it may seem obvious that the very best way to ask for a letter of recommendation for graduate school is to do so in person. While this isn’t possible for all students (due to availability or schedule), it is the best route if you want to ensure that your LOR is not only written on time, but includes all the positive information about you that admissions committees want to see in a graduate candidate. When you cannot ask in person, sending an email is an appropriate second-best option. But remember to always be cordial and polite when making this request. 

What information should be included in a graduate recommendation letter?

Your referral letter should cover a range of skills, from academic abilities to research experiences, to applied experiences in and out of class. As the recommender, your letter should clearly answer some specific questions:

Your letter of recommendation should cover a range of skills, from academic abilities to research experiences, to applied experiences in and out of class. As the recommender, your letter should clearly answer some specific questions:

• What is your relationship with the student?
• Why should the graduate faculty listen to your opinion? (include your status, title)
• What makes this student special? (discuss their characteristics, qualities, traits)
• What specifically did this student do to impress you? (discuss their accomplishments, habits in class)
• What makes this student qualified for graduate school and for this program? (include specific courses or interests of the student in addition to abilities and traits)
• What do you know about the program the student is applying to?

What information does the LOR recommender need from me?

The recommender should be given sufficient time to write (and/or confirm) the letter. If it has been a while since you were last in contact, sending a background information file will make things easier. Include the following information so that the recommender can use a few details to bolster their letter:

• Classes the student has taken with the recommender
• Experiences you have shared
• Transcripts
• Research experience and internships
• Awards and achievements
• Academic/career goals
• Relevant professional experience

In addition to background information, make sure that the recommender has the necessary information to plan the writing in a timely manner and target the letter as much as possible:

• Graduate program application due date
• Copy of recommendation forms (if applicable)
• Instructions for submitting LORs (hard copy, soft copy, or direct to school)
• Details about the program and school the student is applying to

What style of writing should be used in a recommendation letter?

Although the letter of recommendation is more informal than academic writing, you should make sure that your language has no grammatical or mechanics errors and that it is of an academic level that reflects the author’s educational level and qualifications. Apply the following standards to the writing and the essay-drafting process:

• Make your language more personal in tone than research writing.
• Use the active voice and first-person point of view more often.
• Write chronologically, starting from important traits and then moving on to actions and achievements.
• Use lots of details—list course names, scores, and specific achievements of the student.
• Edit your letter before submitting it to the graduate admissions faculty.

How to Write a Grad School Letter of Recommendation Letter: LOR Outline

A well-structured recommendation letter (like any organized essay) will guide the reader logically towards an understanding of why this student is worthy not only of praise but of admission to graduate school. Grad school requires quite a few high-level scholastic attributes that not all students possess, and therefore it is important to focus on both the achievements of the candidate and on their personal character and potential to thrive in a difficult academic environment.

Use this outline as a letter of recommendation template in which to input your candidate’s achievements, skills, and traits. Note that the flow of information moves the reader into greater detail, using form phrases and transitions that increase the readability of the letter.

1. Greeting to the recipient

Dear {Name}, or To Whom It May Concern, To the graduate faculty of the {University / Department}

2. Opening paragraph: position; relationship to the applicant; general assessment of the applicant

It is my absolute pleasure to recommend {Name} for admissions to {Program} at {University}… I am a professor of {area of study} in the department of {department} at {University}.

3. Second paragraph: positive skill or trait; evidence of trait or skill; anecdotes demonstrating this skill

Jane has excellent communication skills. Her written work is both clear and concise, as well as interesting to read…

4. Third (up to fifth) paragraph: Other skills or traits; evidence of character and skills; detailed anecdotes

At a personal level, Jane is a well-disciplined, industrious student with a pleasant personality. She went well beyond the course expectations…

5. Final Paragraph: clear recommendation of the candidate to the specific school or program.

Jane is unquestionably an exceptional candidate for graduate study in {Program Applying for}. Jane’s work in “Developments in Anthropology” suggests that she would greatly benefit from the opportunities for intellectual development provided by a sustained period of graduate study…

6. Closing line: polite offer to be contacted if needed

If I can be of any further assistance, or provide you with any further information, please do not hesitate to contact me.

Letter of Recommendation Template and Useful Phrases

Admission essays often contain template phrases or “form phrases” that allow the writer to plug in their specific information while not spending too much time deciding how to compose every single aspect of the writing. This can be especially useful for ESL authors because conventional expressions used in academic and essay writing can be difficult to learn and memorize. Use the following form phrases to help craft a more professional letter of recommendation.

Introducing yourself

• My name is  {Author}  and I have been a Professor of Math at  {University}  since  {date} .
• I write to you today to proudly express my support for  {Student}  in applying to your prestigious university.

Discussing your relationship with the applicant

• I first came to know  {Student}  while teaching him/her in my  {Course Name}  course…
• I was  {Student} ’s thesis advisor during his/her senior year.
• I have known  {Student}  for several years now and can attest to his/her strengths and quality of character.

Discussing the student’s general positive traits

• {Student}  has excellent communication skills and displays them regularly in class discussions.
• He/She is a highly intelligent and competent student who excels in many areas.
• Not only is  {Student}  hard-working and thoughtful, but he/she also demonstrates kindness and generosity towards his/her peers.

Demonstrating evidence of student’s character and skills

• She/he has shown herself/himself to be a true leader who is able to successfully develop plans and implement them in his/her work.
• {Student}  demonstrated his/her independence daily, completing difficult lab exercises by researching outside of class.
• During his/her internship,  {Student}  consistently managed his/her work responsibilities diligently and learned quickly. For example…

Discussing the school/program the student is applying to

• As  {University}  is renowned for its  {Program} , I believe this is an ideal place for  {Student}  to solidify his/her abilities and cement his/her knowledge of  {area of study} .
• The learning environment that  {University}  is famous for creating excellent opportunities in which  {Student}  to apply his/her skills.

Final endorsement and offer to be contacted

• For the above reasons, I am confident that  {Student}  will make an excellent addition to your graduate program, and I wholeheartedly support him/her for admission to your program.
• Thank you for your time and attention in reading my endorsement.

Further Tips for Writing Admissions Essays

• Highlight your self-motivation, competence, and potential in this essay
• Emphasize everything from a positive perspective and write in the active voice.
• Demonstrate through examples; don’t just write that you are a “persistent person”—show it!
• Approach every topic with continuity and focus.

The Final Step: Editing Your Recommendation Letter

As any good writer knows, it takes more than one draft to create a strong and compelling work of writing. After you have written your recommendation letter draft, there is still a lot of room for revision. One way to ensure that grammar mistakes and style errors do not get in the way of a strong letter is to let the admissions experts at Wordvice’s Admissions Editing Services edit and proofread your (of your candidate’s) letter of recommendation or other application essays, raising the chances that your candidate will be admitted to the program of their choice.

With a full suite of professional proofreading services , we edit thousands of admission documents each year for all kinds of authors of academic and admissions documents just like you. Furthermore, our application essay editing services , recommendation letter editing services , personal statement editing services , CV editing services , cover letter editing services , and SOP editing services are tailored to the needs of your specific admissions essay.

For more articles on writing and editing your essays and academic work, visit Wordvice’s Academic Resource page . 

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How to Write a Letter of Recommendation for Graduate School

When someone asks you to write a graduate school letter of recommendation , it demonstrates that they value your opinion, trust you and believe in your writing skills.

But as flattering as it is to be asked, there is also some pressure associated with crafting an effective and convincing letter of recommendation. After all, the applicant is counting on you to influence the admissions board and highlight their accomplishments, strengths and skill sets.

The good news is, writing a graduate school letter of recommendation is more intuitive than you think. Below, we’ve rounded up all the tips you need to write the perfect letter for anyone in your sphere.

What Is a Letter of Recommendation?

First off, let’s go over what a letter of recommendation is.

A letter of recommendation is a brief, written endorsement needed for certain jobs, programs or schools that details a person’s qualifications for whatever they’re applying for.

It’s written by a trusted and valued source: usually a past employer, teacher, mentor or colleague. In a letter of recommendation for graduate school, the writer describes the person’s skills, their personality and why they’re the right fit for the program. This is all so the institution has confirmation of the applicant’s ability to succeed in the program.

If you don’t believe you’re the right fit to write a student’s recommendation, that’s OK, too. You can politely decline and explain to the student why. You can also offer to help them find someone else who’s a more appropriate choice.

Questions to Ask Yourself Before Writing a Letter of Recommendation for Grad School

Once you’ve decided to accept and write the letter of recommendation, take a moment to consider some key questions before you begin crafting your statement.

• What is your relationship like with this person?
• What do you think of their work you’ve seen? How would you describe it?
• What are significant memories you have with them?
• What qualities or strengths does this person have?
• What would you specifically want somebody to know about this person?
• What value would this person bring to this grad school program, and how would they thrive in the field after the program?

What to Ask From Someone Before Writing a Letter of Recommendation

Of course, there is some student information you’ll want to obtain before starting your recommendation. To ensure you’re addressing all the right points and representing them in the best light possible, make sure you ask them the below questions.

The basics . First off, you should find out where this letter is going, to whom it should be addressed, what the deadlines are and how they’d like you to submit it (mail, email, etc.).

Why they want to go to this program and why they are drawn to this school . It’s important to know the motivation behind their graduate school studies: Is it for the love of learning? To get a better job? To switch fields altogether? This will help inform what you write in the letter. Similarly, it’s good to know why a specific school is calling them as well.

Any strengths or qualities they want highlighted . Each person will have different qualities they want you to discuss in their letter of recommendation. If the strengths they mention are ones you agree with and seem relevant to the degree program, definitely include them. You should also ask about what achievements they’ve made that will help them stand out from the crowd of applicants.

Their resume . No one can memorize a person’s entire job and education history. A resume can help remind you of special projects and exemplary work they’ve accomplished in the past, which you can then emphasize in your letter.

What to Include in a Letter of Recommendation for Grad School

There are specific things you should always include in a letter of recommendation for graduate school to make it shine and improve the applicant’s chances of admission.

These are the points that you must undoubtedly touch on throughout your recommendation:

How do you know the applicant? It’s important to describe who you are and how you know the applicant, as well as how long you’ve known them. Personal anecdotes are a must, and they boost your credibility.

Why are they a good fit for the program? Include an explanation for why you think they would specifically thrive in the program. Avoid being vague or general. Dive into why the school would be the perfect fit, and vice versa!

What are their most shining accomplishments? Describe their achievements, especially the ones you’ve personally witnessed. In addition, reference their top strengths and qualities. Again, avoid generalities and use vivid anecdotes.

Can you explain any gaps or discrepancies? A letter of recommendation is often a good time to clear up any troubling parts of the student’s resume or work history — perhaps there was an employment gap or grades dip because they were caring for a sick relative, for example. If you’re aware of any weak spots on their resume from extenuating circumstances, this is the time to note it.

What sets the applicant apart from the rest? Be sure to conclude on a strong note with a very clear, concise recommendation. Highlight what sets them apart from other people, so the program can clearly understand why they should admit this candidate into their college or university.

How to Format and Structure a Graduate School Letter of Recommendation

As for structure, letters of recommendation should not be longer than a page. Start off with a greeting (“Dear [Name]” or “To Whom It May Concern,” if you don’t know the recipient). In the opening paragraph, explain who you are, the nature of your relationship with the student and your overall impression of them.

Within the body of the letter, you can expand on their personality, skills and achievements — along with personal anecdotes — before wrapping up with a final strong and clear recommendation for the applicant.

Then, feel free to add in a polite offer to contact you if they need more information and a formal parting signature. Double-check for spelling and grammar, too, as any mistake could weaken your credibility.

Once you’ve proofread the letter, all you have to do is submit it as instructed and patiently wait for an update from the applicant. Best of luck!

For more information, explore  USC Online ’s master’s degrees, doctoral programs and graduate certificates.

Top 10 Letter of Recommendation Templates for PhD Applicants

Are you struggling with writing a convincing letter of recommendation for a PhD candidate? Look no further than our letter of recommendation template for PhDs. This comprehensive guide provides examples that fit various academic disciplines, so you can edit them as needed to make sure the letter addresses your candidate’s unique strengths and experience.

Crafting a letter of recommendation for a PhD can be daunting, but with our template as your starting point, you’ll be able to approach the process with more confidence. Our examples cover all the critical elements of a well-written letter, from a warm and personalized opening to a specific discussion of the candidate’s accomplishments and contributions to the field.

Whether you’re a professor, employer, or colleague of the PhD applicant, you want to present a detailed, thoughtful letter that captures their potential and highlights their strengths. Using our letter of recommendation template for PhDs, you’ll have a framework that allows you to do just that. Start with our examples and customize them to match the candidate and program requirements, and you can be sure that the recommendation you provide will help boost your candidate’s chances of being accepted.

The Perfect Structure for Writing a Letter of Recommendation for a PhD Program

Are you tasked with writing a letter of recommendation for someone who is applying for a PhD program? Well, let me tell you – it can be a daunting task. But fear not, because I’m here to help you out with the perfect structure for your letter of recommendation.

First things first, you want to start your letter off strong with an introduction. This should include who you are and how you know the applicant. You want to establish your credibility upfront so that the admissions committee knows that your opinion holds weight.

Next, it’s important to provide an overview of the applicant’s academic and professional qualifications. This is where you can really highlight their strengths and show why they would be a great fit for the PhD program. Be specific and provide examples of their accomplishments and achievements.

After that, it’s time to get personal. In this section, you want to talk about the applicant’s character and work ethic. Admissions committees want to know that the applicant is not only qualified but is also a good fit for their program. Give examples of how the applicant has demonstrated leadership, collaboration, and a passion for their field of study.

Finally, wrap up your letter with a strong conclusion. Reiterate why you think the applicant would be a great addition to the PhD program and encourage the admissions committee to seriously consider their application.

Remember, your letter of recommendation can make all the difference in the applicant’s acceptance into the program. By following this structure, you can ensure that you’re providing a well-rounded and impressive recommendation.

Good luck and happy writing!

Best, [Your Name]

Recommendation Letter Template for PhD Application

Recommendation for phd in computer science.

Dear Admissions Committee,

It is my pleasure to write this letter of recommendation for John Doe, who is applying for a PhD program in Computer Science. John was my student for two courses in computer programming, and he consistently demonstrated his passion for the subject and his ability to grasp complicated concepts. He was also an active participant in discussions and offered valuable insights on various topics.

John has a strong academic record, with grades consistently in the top 10% of his class. He has also been involved in several research projects, with two of them resulting in published papers. His dedication to research and problem-solving make him an excellent candidate for a PhD program. John will undoubtedly make valuable contributions to the research community and improve the field of Computer Science.

As such, I wholeheartedly recommend John for admission to your esteemed PhD program in Computer Science.

Professor Jane Smith

Recommendation for PhD in Psychology

I am writing to recommend Jane Doe for admission to your PhD program in Psychology. Jane has been a research assistant in my lab for two years, during which she has demonstrated exemplary research skills and dedication to her work. She has contributed to several projects, including authoring two peer-reviewed journal articles.

Jane has a sharp mind and analytical skills, which are critical for research in Psychology. She is also a great communicator and has presented her findings at several conferences. She is an excellent team player and has collaborated with other researchers to produce meaningful insights.

I have no doubt that Jane will continue to excel in her research and become an accomplished researcher in Psychology. I highly recommend her for admission to your PhD program.

Warm regards,

Professor John Smith

Recommendation for PhD Scholarship

Dear Scholarship Committee,

I am writing this letter of recommendation for Tom Smith, who is applying for a PhD scholarship. Tom was my research assistant for two years, during which he exhibited hard work, dedication, and a deep interest in the research field. He has shown an impressive ability to understand and apply research concepts from diverse fields.

Tom has an excellent academic record, and he has received recognition for his contributions to several published papers. He has also demonstrated leadership skills by organizing research seminars and workshops. Tom’s dedication to research sets him apart, and he promises to make significant contributions to the research community.

Therefore, I highly recommend Tom Smith for the PhD scholarship. His passion for research, tireless work ethic, and profound intellect make him an excellent candidate for the scholarship.

Professor Emma Brown

Recommendation for PhD Teaching Assistantship

Dear Hiring Committee,

I am pleased to write this letter of recommendation for Maria Brown, a former student of mine who is applying for a PhD teaching assistantship in your department. During her studies, Maria demonstrated an exceptional grasp of the course material, and she regularly outperformed her peers in coursework and exams.

As a teaching assistant, Maria was dedicated and highly effective. She went above and beyond in her duties, devoting extra time to help students grasp difficult concepts. Maria’s excellent communication skills and ability to simplify complex material made her a valuable asset to the department.

Overall, I recommend Maria Brown without hesitation for the position of PhD teaching assistant. Her passion for the subject matter, strong work ethic, and excellent communication skills make her a strong candidate for the role.

Best regards,

Professor Michael Lee

Recommendation for PhD Research Internship

Dear Internship Program Director,

I am writing this letter of recommendation for Jack Wilson, a student of mine who is applying for a PhD research internship in your department. Jack has an excellent academic record, and his aptitude for research is exceptional. I have supervised him for the past two years and have been impressed by his excellent research skills.

Jack demonstrates a keen understanding of research methodology and the ability to critically evaluate research. He approaches every project with a dedicated and focused mind and strives to illustrate the significance of his work. His attention to detail ensures that the work he produces is of the highest quality.

I strongly recommend Jack for the PhD research internship. His passion for research, excellent analytical skills, and dedication to detail make him an excellent choice for the program.

Professor Eric Johnson

Recommendation for PhD Program Extension

I am writing to recommend extending the PhD program duration for Jane Smith. Jane is a PhD candidate under my supervision, and she is an exceptional researcher with great potential.

Jane has made significant contributions to research in her field, and her work has resulted in several high-impact publications. However, some unexpected life events have hindered progress on her dissertation. As a result, Jane requires additional time to complete her research and write her dissertation.

Jane has demonstrated excellent academic performance and has a record of service to the department, and she is ideally qualified to complete her PhD research in this field. I strongly recommend granting Jane the extension of her PhD program duration and offering her the opportunity to complete her research and authority in the field.

Professor Katherine Hill

Tips for Crafting a Compelling Letter of Recommendation for PhD Applicants

Writing a letter of recommendation is an important responsibility that can greatly impact a PhD applicant’s chances of being accepted into a program. Crafting a compelling letter of recommendation requires careful consideration and attention to detail. Below are some tips to help you create a strong letter of recommendation that accurately reflects the applicant’s qualifications:

• Include specific details: When writing a letter of recommendation, it’s important to include specific details about the applicant’s qualifications, achievements, and abilities. Rather than using generalizations, try to include concrete examples that demonstrate why the applicant would be an excellent candidate for the PhD program.
• Avoid clichés: While it can be tempting to use clichés in a letter of recommendation, doing so can diminish its impact. Instead, try to use unique and descriptive language that highlights the applicant’s strengths and abilities.
• Be honest: It’s important to be honest when writing a letter of recommendation. If you cannot honestly recommend the applicant, it’s better to decline the request for a letter of recommendation than to write a lukewarm or negative letter.
• Keep it concise: While it’s important to include specific details, it’s also important to keep the letter of recommendation concise. Try to focus on the applicant’s most important qualifications and achievements and avoid unnecessary details.
• Address weaknesses: If the applicant has any weaknesses or areas where they may not be as strong as other candidates, it’s important to address these in the letter of recommendation. However, it’s important to do so in a constructive way that highlights the applicant’s strengths as well.
• Proofread: Like any written document, it’s important to proofread the letter of recommendation carefully. Check for spelling and grammar errors, and make sure that the document is well-organized and easy to read.

Overall, writing a letter of recommendation can be a challenging but rewarding task. By following these tips and putting thought and care into the process, you can help the applicant stand out and increase their chances of being accepted into the PhD program of their choice.

That’s all folks!

And that’s a wrap! I hope you found this letter of recommendation template for PhD students helpful. Remember, your recommendation letter should highlight your strengths, achievements, and potential as a researcher. And don’t forget to ask for your recommender’s permission before using their letter as a template! Thank you for reading and please feel free to visit again for more tips and tricks to help you succeed in your academic journey. Stay curious and keep learning!

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PhD applicants: Everything you need to know about letters of recommendation

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In this blog post, Chris Blattman gives advice on what the purpose of recommendation letters is, who you should ask, and how to manage the process.

Excerpt: Will a professor write you a letter of recommendation? My answer: Writing student recommendations comes with the faculty job, and I usually write if asked. But since this academic territory is often so unfamiliar to grad and undergrad students, let me give some general guidelines and advice.

Read the full article here.

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Letter of Recommendation for PhD: Sample, Examples & PDFs

• Last Updated On August 14, 2024
• Published In General

Did you know that by 2030, over 8,00,000 people in the US will get their doctorates? That’s a lot of competition! To stand out, you need more than just strong grades. Letters of recommendation offer a crucial personal perspective on your research abilities.

Table of Content

These letters, written by professors or supervisors, highlight your potential and confirm your application’s claims. Admissions committees rely on them to make informed decisions.

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This guide will help you create an influential letter of recommendation for a PhD that opens doors and advances your academic journey. Dive in!

Key Highlights

Here is a quick overview of everything you will learn in greater detail in this blog on the letter of recommendation for a PhD program.

What is a Letter of Recommendation for a PhD Program?

A Letter of Recommendation, or LOR, is a crucial component of your PhD application. It provides valuable insights into your academic brilliance, personal character, and research potential from a trusted source, such as a professor or employer. 

Many universities in the United States, such as Harvard University and Stanford University , mandate the submission of two to three academic Letters of Recommendation for PhD applicants. 

Crafting a compelling LOR can be challenging, which makes having a sample LOR an invaluable resource. By studying a well-structured sample, you can effectively highlight your strengths and experiences, impressing the admissions committee.

What is the Need for Letter of Recommendation for a PhD Student?

A letter of recommendation is crucial for PhD students because it offers a detailed look at your academic skills, research potential, and personal qualities from someone who knows you well. 

Universities like Stanford require three letters of recommendation for their PhD programs. Admissions committees use these letters to understand your past achievements, work ethic, and fit for advanced study. 

LOR’s often highlight your strengths, accomplishments, and specific contributions to research projects. This outside perspective helps set you apart in a competitive selection process, showing you have the skills, dedication, and curiosity needed for the program.

Whom Should You Ask for a Letter of Recommendation for a PhD?

Selecting the right recommender is critical in crafting a compelling letter of recommendation for a PhD. Your recommender should be a determined advocate capable of providing an unbiased assessment. 

Given that 25% of the US’s one million foreign student population is Indian, competition is fierce. Unlike self-authored documents, an LOR offers an external perspective exclusively shaped by the recommender’s observations. This unique viewpoint is invaluable. 

Your PhD recommender should be someone who:

• Has a good rapport with you.
• Understand your strengths, weaknesses, and potential.
• Has witnessed your academic and professional growth.
• Is familiar with your research interests.
• Believes in your research goals.

2 Types of Letter of Recommendation for a PhD Program

Securing admission to a prestigious PhD program like MIT’s is highly competitive. A critical factor in your application is the strength of your Letters of Recommendation (LORs). Universities like MIT often require three LORs, with a strong preference for academic references who can testify to your research potential.

Of course, you might be eager to check out a sample letter of recommendation for a PhD. However, you first need to understand the types of LORs, listed below.

1. Academic LOR

An academic LOR is typically penned by a professor or academic advisor who can confirm your intellectual abilities and scholarly potential. 

A letter of recommendation for a PhD dives deeper into your research aptitude, critical thinking skills, and independent research capabilities. This type of recommendation emphasises your readiness for doctoral-level research.

2. Professional LOR

A professional LOR is typically authored by a supervisor or manager from your workplace. A letter of recommendation for a PhD from an employer should emphasise your research contributions, problem-solving abilities, and potential for independent scholarly work. 

It should demonstrate how your practical experience has equipped you with the foundation to excel in doctoral studies.

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Letter of recommendation for phd sample: structure.

When constructing a compelling letter of recommendation for a PhD program, academic and professional recommendations are typically the most sought-after types. These letters are the unsung heroes of your application, providing crucial external validation of your qualifications.

Here’s a quick overview of a Letter of Recommendation (LOR) sample structure.

Letter of Recommendation for PhD Sample: Format

While you’re likely engaged in GRE preparation and other PhD application requirements, don’t forget to notice the critical role of a strong letter of recommendation for a PhD. This document can significantly influence your admission chances, making crafting a compelling and well-structured LOR essential.

Here is the format you need to follow for your sample letter of recommendation for PhD.

Letter of Recommendation for PhD Sample

A sample letter of recommendation for a PhD program can provide valuable guidance in crafting a compelling recommendation. However, it’s essential to remember that these samples are for illustrative purposes only and should not be copied directly. 

Below, you’ll find sample LORs for the two primary types of recommendations: academic and professional. These examples demonstrate how your professors or supervisors can effectively articulate your qualifications for doctoral studies.

Academic Letter Of Recommendation for a PhD: Example

DISCLAIMER: The name “Rose Tennent” is used in this sample LOR for illustrative purposes only. 

Dr. [Full Name]

Professor of [Department]

[University Name]

[University Address]

[City, State ZIP Code]

[Email Address]

[Phone Number]

I am delighted to write this letter of recommendation for Rose Tennent, who has been an exemplary student in my [Course Name] class at the [College/University Name]. I have had the privilege of teaching Rose for the past [Mention Years], during which time she has consistently impressed me with her intellectual curiosity, dedication, and exceptional academic abilities. Rose has consistently demonstrated a profound understanding of [Subject Area] concepts and theories. Her ability to analyse complex problems, develop innovative solutions, and articulate her ideas clearly is exceptional. 

For instance, in a class project on [Project Topic], Rose took the initiative to explore [Specific Aspect of Project] in depth. Her research was meticulous, and her findings were presented clearly and precisely. Beyond her academic achievements, Rose has shown a remarkable aptitude for [Specific Skill, e.g., data analysis, research methodology]. Her proficiency in [Software or Tool] was evident in her coursework, where she produced exceptional results. Her ability to [Specific Skill Application] significantly enhanced her work’s quality and demonstrated her research potential.

Rose’s dedication to her studies is unparalleled. She consistently sought opportunities to challenge herself inside and outside the classroom. She participated actively in class discussions, offering insightful perspectives and stimulating intellectual debate. Her enthusiasm for learning is contagious, and she can inspire and motivate her peers.

Furthermore, Rose has demonstrated exceptional research potential. As a research assistant on my project, [Project Title], she significantly contributed to data collection, analysis, and interpretation. Her attention to detail and strong analytical skills allowed her to identify patterns and trends that were instrumental in advancing our research. Rose is also a highly collaborative and supportive classmate. She is always willing to help her peers and has a strong sense of teamwork. Her positive attitude and infectious enthusiasm create a supportive learning environment for everyone.

In conclusion, Rose Tennent is an exceptional student with a bright future. Her intellectual abilities, strong work ethic, and collaborative spirit make her an ideal candidate for a PhD program. I wholeheartedly recommend her for admission to your program and am confident she will significantly contribute to your academic community. Please do not hesitate to contact me if you require any further information.

[Full Name]

Professional Letter Of Recommendation for a PhD: Example

DISCLAIMER: The name “John Smith” is used in this sample LOR for illustrative purposes only. 

Research Scientist

[Company Name]

[Company Address]

I am delighted to write this letter of recommendation in solid support of John Smith, who has been an exceptional research team member at [Company Name] for the past three years. During this time, I have had the pleasure of directly supervising John Smith and witnessing firsthand his remarkable intellectual abilities, unwavering dedication, and exceptional problem-solving skills.

John Smith has consistently exceeded expectations in his role as a research scientist. His contributions to our team have been invaluable, particularly in [specific research area]. For instance, his pivotal role in the [project name] initiative was instrumental in achieving [specific outcome]. John Smith demonstrated a deep understanding of the complex challenges associated with this project and developed innovative solutions that significantly advanced our research goals.

One of John Smith’s most impressive qualities is his ability to blend theoretical knowledge with practical application seamlessly. His work on [specific project or task] is a prime example. By [briefly describing particular actions taken], John Smith could [quantifiable result]. This achievement highlights his exceptional analytical skills and ability to translate complex scientific concepts into tangible outcomes.

Beyond his technical expertise, John Smith possesses exceptional interpersonal and communication skills. He is a collaborative team player who readily shares his knowledge and insights with colleagues. His ability to articulate complex ideas clearly and concisely has been invaluable in internal and external presentations. John Smith has also taken on leadership roles within the team, mentoring junior researchers and fostering a positive and productive work environment.

John Smith’s enthusiasm for research and relentless pursuit of knowledge are truly inspiring. He is constantly seeking out new challenges and opportunities for growth. For example, [describe a specific instance of initiative or self-directed learning]. This proactive approach to his work demonstrates his intellectual curiosity and commitment to professional development.

I am confident that John Smith possesses the intellectual capacity, technical skills, and personal qualities necessary to excel in a PhD program. His strong foundation in [specific field] and his passion for research make him an ideal candidate for advanced studies. I wholeheartedly recommend John Smith for admission to your program, and he will be a valuable asset to your research community. Please do not hesitate to contact me if you require any further information.

Struggling with your LOR? Join LeapScholar’s live events now! Network with other students and get expert advice on how to create a winning recommendation letter.

Vocabulary for Writing a Letter of Recommendation for a PhD Program

A compelling Letter of Recommendation (LOR) requires proper structure and precise language. The words used can profoundly influence the admissions committee’s perception of you. 

Below, you’ll find a selection of vocabulary to enhance your LOR’s impact. 

Remember, these words are merely suggestions to complement your writing, and thoughtful use will improve your LOR’s professionalism and appeal.

Letter of Recommendation for a PhD Program: Guidelines for Top Universities

When universities offer PhD programs, they want to pick candidates who can work well with mentors and achieve great results. They expect you to be dedicated and focused on your chosen field. 

Letters of recommendation are crucial in helping them find the right fit. You will find the requirements for a letter of recommendation for a PhD from the famous institutions listed below.

8 Tips to Write A Better Letter of Recommendation for a PhD Program

Are you aspiring to join the ranks of 1.3 million Indian students pursuing higher education, such as PhDs abroad ? Then, crafting exceptional LORs is crucial. 

This section will highlight typical letter of recommendation for a PhD program mistakes to avoid. A little motivation: The average monthly salary for a research scientist in the US and UK is INR 1.2Cr ($144K) and INR 55.8L (£52K). 

Now, please find below the essential tips for writing a compelling letter of recommendation for a PhD program.

• Strategic Recommender Selection: Carefully choose recommenders who align with your PhD program’s requirements and can effectively highlight your strengths.
• Open Communication: Maintain regular contact with your recommenders, sharing your research goals and achievements to provide them with plenty of information.
• Diverse Perspectives: Encourage each recommender to focus on different aspects of your qualifications to create a well-rounded picture.
• Timely Submission: To avoid last-minute stress, ensure that online recommendation forms are submitted well in advance of the application deadline.
• Authenticity and Accuracy: Emphasise the importance of honest and detailed information in the LOR, avoiding exaggeration or false claims.
• Clear Relationship: The recommender’s relationship with you should be established within the letter.
• Highlight Strengths: The LOR should effectively showcase your unique qualities, abilities, and potential for doctoral research.
• Avoid Generic Templates: Encourage recommenders to write personalised letters that avoid generic or formulaic language.

To Conclude

Imagine yourself studying for a PhD at prestigious institutions like Stanford University or Oxford University , followed by a fulfilling career as a research scientist earning competitive salaries—up to INR 1.2Cr ($144K) and INR 55.8L (£52K) per year, respectively. 

Achieving this dream begins with a strong Letter of Recommendation for a PhD program. Our expert counsellors at Leap Scholar are dedicated to helping you craft a standout LOR and guiding you through the entire admissions process. Let us help you realise your potential.

Take the first step towards your ideal future. Book a consultation now .

Also Read: Study PhD Abroad for Indian Students

Frequently Asked Questions

Q. what is a letter of recommendation for a phd.

A. A Letter of Recommendation for a PhD is a critical document in your application process. It provides insights into your academic brilliance, personal character, and research potential from a trusted source, such as a professor or employer. This letter helps admissions committees evaluate your readiness and fit for a doctoral program.

Q. Who should I ask to craft a Letter of Recommendation for my PhD application?

A. It’s essential to choose recommenders who know you well and can confirm your abilities. Ideally, this would be a professor familiar with your academic performance or a supervisor who understands your professional contributions. They should be able to provide a detailed assessment of your strengths, achievements, and potential for research.

Q. How many Letters of Recommendation do I need for a PhD application?

A. Most universities require two to three letters of recommendation for PhD applications. These letters should come from individuals who can attest to different aspects of your abilities and potential, ensuring a well-rounded view of your qualifications.

Q. What are the types of Letters of Recommendation for PhD programs?

A. There are two primary types of LORs: Academic and Professional. An Academic LOR is written by a faculty member who can highlight your intellectual abilities and research potential. A Professional LOR, on the other hand, is provided by an employer or supervisor who can discuss your skills and contributions in a workplace setting.

Q. How long should a Letter of Recommendation for a PhD be?

A. A typical LOR should be 400-500 words, spanning one to two pages. It should provide a comprehensive view of your qualifications, achievements, and potential without being overly verbose or too brief.

Q. How does a Letter of Recommendation for PhD admission impact my application?

A. A Letter of Recommendation for PhD admission is crucial because it provides an external perspective on your abilities, character, and potential as a researcher.  This letter helps the admissions committee understand your readiness for a doctoral program by highlighting your academic achievements and personal qualities, offering insights beyond what grades and test scores can convey.

Q. How can a sample LOR help me write my recommendation?

A. A sample LOR can provide a useful template or guide, showing how to structure the letter and what elements to include. It helps you understand how to effectively highlight your strengths and tailor the letter to the specific program you’re applying to.

Q. How should I format a Letter of Recommendation for a PhD?

A. Use Times New Roman font, size 10 to 12, with 1-inch margins. The letter should be single-spaced with double spaces between paragraphs, left-aligned, and include the recommender’s signature and contact information.

Q. What common mistakes should be avoided in a Letter of Recommendation for a PhD?

A. Avoid generic or vague language, unclear descriptions of your relationship with the recommender, and late submissions. Ensure the letter is honest and detailed and highlights your strengths and unique qualities.

Q. Can a Letter of Recommendation for a PhD impact my application?

A. Absolutely. A strong LOR can significantly influence the admissions committee by providing validation of your academic and research capabilities. It adds a personal dimension to your application that grades and test scores alone cannot convey.

Q. What should I include in a Letter of Recommendation for a PhD application?

A. When writing a Letter of Recommendation for a PhD application, include details about your relationship with the applicant, their academic and research achievements, and specific examples of their skills and contributions.  The letter should also discuss the applicant’s potential for success in a doctoral program, and why they are a strong candidate for the PhD program they are applying to.

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How to Write a Grad School Recommendation Letter

I was flattered (and a bit intimidated) when I was asked to write a letter of recommendation for the first time. The task seemed so “high stakes”—my letter would factor into a student’s potential admission to a master’s program . And at the time, I was a mere 22-year-old second-year PhD student.

As luck might have it, an esteemed professor in my department had recently told a story about her first experience writing a letter of recommendation that calmed my nerves a little. “It took forever!” she recalled. But once she got the hang of it, the process became easier and more efficient every time.

Once you have a few years of experience under your belt, there’s a good chance you’ll be asked to write letters of recommendation for graduate school admissions, awards, or fellowships , too. And while it’s easy to be nervous about tackling this for the first time, don’t worry—just follow these basic guidelines to build a strong, supportive case for your colleague or mentee.

Be Selective

First things first: Before you agree to recommend someone, it’s important to assess whether you know the candidate well enough to speak about her in the context of the program she’s applying for . Unless you’re specifically asked to be a personal or character reference, applications that require letters of recommendation typically assume that you’ve worked with or supervised the applicant in an academic or professional setting.

So, even if you can speak to a friend’s leadership skills from personal experience (e.g., you volunteered together or co-chaired a social event for your sorority), if you haven’t been her direct supervisor or co-worker, you may not be her best bet. Along similar lines, if you don’t feel confident that you can say something truly unique about her, or don’t feel comfortable writing a strong letter on her behalf , it would probably be best to suggest finding another recommender.

But if you have a robust professional relationship with the applicant, and know her skills and abilities, don’t be afraid to take the plunge!

Compose a Glowing (But Relevant) Letter

OK—you’re ready to write, but what do you include? To make sure you produce the most effective letter possible, follow the tips below.

1. Enlist the Applicant’s Help

Even if you know the applicant very well, you’ll need some pertinent information to help you write the best letter possible. So, don’t be afraid to ask her for guidance.

For example, why is she applying for this particular program? What skills and experiences does she think will stand out most to the admissions committee? What are some of the accomplishments she is most proud of? Ask for a copy of her resume or supporting materials —then use them to tailor your letter of recommendation (e.g., if she’s applying to a finance program, you probably won’t need to write extensively about her creativity and video editing skills!).

2. Pinpoint Her Best Traits

Admissions committees receive hundreds (or thousands) of applications for far fewer available openings. So, beyond minimum requirements like education and experience, they’re looking for standout traits —the “X factors” that set someone apart in a sea of applications.

To pinpoint these characteristics, recall your interactions with the applicant: Is there a particular accomplishment that stands out to you? Have you observed her overcome an obstacle at work —and how did she get through it? How might these experiences help her succeed in grad school? Whether she’s a great leader or comes up with creative solutions to problems, think about the most important descriptors you could use.

More importantly, make sure to provide examples and specific behaviors to back those traits up. It’s your job as a recommender to describe the applicant to someone who doesn’t know her, and anecdotes can be tremendously helpful in bringing her personality to life and making her stand out from the crowd.

3. Watch Your Language

You’ve probably heard that there are certain words to avoid when writing a resume —well, it’s also true for letters of recommendation. Catchall terms like “hardworking,” “enthusiastic,” or “creative” don’t mean much when all the other applicants are described with the same vague terms.

So, avoid overly flowery or ambiguous language in your letter. Be as detailed as possible when describing your candidate, and always give concrete examples to emphasize the traits you mention.

4. Write About the Applicant as a Whole

It’s important to remember that committees are seeking out people to round out their incoming class—not just a checklist of qualifications.

So as you write, think about how the applicant may be able to contribute to her new class in ways that aren’t obvious from her application materials. Does she have a great sense of humor? Is she a great listener, always willing to lend an ear or a helping hand? Or, perhaps her interests outside of work could provide the selection committee with a better sense of her personality. For instance, if she just completed her first marathon , you may have witnessed her determination.

Details like these won’t be in an applicant’s resume, but they can really help the admissions team envision how she would contribute to their academic community.

Nail the Logistics

Now that you’ve written the content of the letter, the rest is just details!

Reviewers have limited time to pore through applications, so it’s important to be succinct—keep your recommendation to a single page. Use your company or school’s letterhead if available, and sign the bottom with your name, current job title, and contact information in case an admissions officer needs to follow up.

You’ll also have to make the decision whether to let the applicant see the letter or not. Many application forms give candidates the option to waive their right to see the final product, but as the recommender, it’s really up to you (some recommenders won’t agree to write a letter unless the student waives that right). Most commonly, it’s assumed that waiving the right indicates a level of trust between the recommender and the applicant , so many letter writers feel most comfortable keeping the contents of their recommendation confidential.

Finally, and perhaps most obviously, double-check the deadlines and submission guidelines to make sure your letter is in good shape and serves its purpose.

Once you’ve submitted the recommendation, let your applicant know, wish her the best of luck, and you’re done! With your help, the applicant is well on her way to a successful and fulfilling future.

Which program are you applying to?

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June 13, 2024

Deciding Who Should Write Your Letters of Recommendation – PhD

Letters of recommendation (LORs) are a key part of your application. A strong one can provide meaningful support, while a lukewarm one can really hurt your chances of admission. In this post, we’ll answer two questions: (1) Who should write in support of your PhD application? And (2) how can you make sure your LORs are as good as they can be?

How to choose the best LOR writers

It is important to select LOR writers who truly know you well and, ideally, have known you for a reasonably long period of time. Select individuals who can comment specifically and knowledgeably about your abilities. It is helpful if you have stayed in touch with your recommenders since you studied or worked with them. You should select recommenders who are aware of your interests, skills, and strengths.

Choose individuals who can  and your potential. The more closely the writer’s background aligns with your field of study, the better. You should select faculty members to write the majority of your LORs for PhD programs. Some programs will specify how many of your letters should be from academic recommenders. 

If you have relevant work experience, you can ask a current or previous employer to write an LOR on your behalf. In it, they should focus on your research potential. You could also ask your internship supervisor if the type of work you did as an intern is related to your intended field of study.

When you approach your recommenders about writing  in support of your application, ask whether they feel they could write a strong, positive letter. This provides a gentle way for a hesitant recommender to decline – they can admit that they don’t think they know you well enough to do so (or you might sense their hesitation), and you can move on to someone else who can and will.

How to help your recommenders write strong LORs

It is important to provide information and materials to your recommenders that will help them write the strongest letter possible. These can include a copy of your resume, copies of work you produced for their class (for faculty members), and a list of job accomplishments (for supervisors). You should also share your current research interests with the letter writer, as well as a list of the schools you are applying to and the specific degree programs. Provide all these materials at one time in an organized manner. 

Offer to meet with your recommender to discuss your plans and goals. You can also send them a link to Accepted’s  Ten Tips for Writers of Letters of Recommendation .

Most graduate schools use online systems for their LORs, in which the letter writer fills out a form and uploads or attaches a written statement. You give your recommender’s contact information to the schools you’re targeting, and the schools will send your recommenders details on accessing the online form.

Agree with your recommender on a timeline that gives them at least several weeks to complete their letter. If you are asking a faculty member, be aware of the academic calendar; the final weeks of the semester are often very busy. And remember that professors sometimes go on sabbatical, which means they might not be available at certain times.

A few days before the agreed-upon deadline, send a reminder to your letter writer.

Say thank you!

Always remember to follow up with a thank-you note. (Ideally, you can write another thank-you note after you get in, sharing the good news!)

You must choose your PhD LOR writers wisely and then ensure that they have all the materials they need to construct strong letters that will represent your greatest strengths. We can help! Schedule a free consultation to discuss your LORs or any other aspect of your PhD application.

By  Alice Diamond , former associate dean for career and community service at Lesley University. Alice has a BA from Colgate University, an MA from Bryn Mawr College, and an MS from Cornell University. She has more than 35 years of experience in career and admissions advising for undergraduate and graduate candidates. Alice’s clients have been accepted to top programs in a wide range of fields.  Want an admissions expert to help you get accepted? Click here to get in touch!

Related Resources:

• Choosing the Best PhD Program , a free guide
• Applying to PhD Programs: When, Where, How, and Why?
• Get Accepted to PhD Programs in the Humanities , podcast Episode 568

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Who Should You Ask for a Recommendation Letter?

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Recommendation letters are a non-negotiable part of every graduate school application. Nearly all applications to graduate school require at least 3 letters of recommendation from individuals who can discuss your competencies in a coherent way and recommend that you be admitted to graduate school. Many students find that it is not difficult to select one or two people to approach for letters of recommendation. Others aren't sure of who to approach.

Who Is the Best Choice? 

Who can write the best letter? Remember the main criterion of the letter of recommendation : It must provide a comprehensive and positive evaluation of your abilities and aptitude. It should not be surprising that letters from professors are highly valued by admissions committees. However, the best letters are written by faculty who know you, from whom you have taken multiple classes and/or have completed substantial projects and/or have received very positive evaluations. Professors provide insight into your academic competencies and aptitude as well as personality characteristics that may contribute to your potential to succeed in graduate schools, such as motivation, conscientiousness, and timeliness.

Should You Ask Your Employer for a Letter?

Not always, but some students include a letter from an employer . Letters from employers are useful if you are working in a field that is related to that which you intend to study. However, even a letter from an employer in an unrelated field can be useful to your application if he or she discusses skills and competencies that will contribute to your success in graduate school, such as the ability to read and integrate information in order to draw conclusions, lead others, or carry out complex tasks in a timely and competent fashion. Essentially it's all about spin—spinning the material so that it matches what committees are looking for .

What Makes for an Effective Recommendation Letter?

An effective recommendation letter is written by someone who meets some of the following criteria:

• Is aware of your field of interest and the schools you are applying to.
• Is able to evaluate your performance in your field of interest.
• Is able to discuss your personal characteristics
• Is able to discuss your capacity to work with others
• Can discuss your leadership skills
• Can evaluate your level of professionalism (e.g., punctuality, efficiency, assertiveness)
• Can discuss your academic skills—not simply experience, but your potential to succeed in graduate-level study
• Evaluates you positively relative to others
• Has some recognition and whose judgment is highly valued within the field.
• Has the skills to write a helpful letter.

Many students become nervous when they see this list. Remember that no one person will meet all of these criteria, so don't fret or feel bad. Instead, consider all of the people who you might approach and attempt to compose a balanced panel of reviewers. Seek individuals who will collectively fulfill as many of the above criteria as possible.

Avoid This Mistake

The biggest mistake most students make in the recommendation letter-phase of the graduate school application is to fail to plan ahead and establish relationships that lead to good letters. Or to not consider what each professor brings to the table and to instead settle for whoever is available. This is not the time to settle, choose the easiest path, or be impulsive. Take the time and make the effort to consider all of the possibilities—each professor you have had and all persons you have come into contact with (e.g., employers, internship supervisors, supervisors from settings in which you have volunteered). Don't rule anyone out at first, just make a long list. After you have created an exhausted list, rule out those who you know will not give you a positive recommendation . The next step is to determine how many criteria those remaining on your list might fulfill—even if you have not had recent contact with them. Continue evaluating each person to choose potential referees.

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PhD Series: Letters of Recommendation for Graduate School

posted on August 11, 2021

Recommendation letters are becoming an increasingly important component of graduate school applications. Applicants often have stellar GPAs, test scores, and extracurricular activities, making it difficult for admissions committees to differentiate between them. Letters of recommendation offer a unique opportunity for outstanding applicants to shine, by providing additional insight into their character and capabilities from experienced and trusted professionals.

When deliberating on who to ask for a letter of recommendation, consider professors or supervisors who can speak to your strengths (academic background, knowledge, skills, or character traits). Did you regularly attend office hours for a particular class or work in an undergraduate research laboratory? Even if you did not work directly with a research mentor, it’s worth asking them for a letter. Research professors (or “Principal Investigators”) will often ask their post-doctoral trainees and graduate students for additional feedback regarding your performance, making their letters both specific and personal.

How and When to Ask

While asking for letters of recommendation can be uncomfortable for applicants, writing them is a common responsibility for professors and supervisors. That is to say, don’t worry about it! Be direct, professional, and courteous in your email. The most common and biggest mistake applicants make with letters of recommendation is asking for them too late. This can be perceived as unprofessional, and may suggest that the applicant is irresponsible and disorganized. Instead, ask for letters 2-3 months prior to the deadline (the earlier the better). This allows recommenders plenty of time and flexibility to write the best possible letter.

Important Information to Include

After a recommender agrees to write a letter on your behalf, respond with the following pieces of information in an organized package: CV , Transcript , Personal Statement and/or Statement of Purpose , and Deadlines (click on the hyperlinks for advice regarding these pieces of your application). Do not forget to include detailed instructions on how to submit the letter, which varies based on program and institution. You may suggest your willingness to meet (now virtually due to the pandemic), but communicate that it is not necessary, as you recognize the time-commitment involved with writing a thorough letter. Ask if there is any additional information that would be helpful for them and then thank them again for their time. The key is to anticipate their needs and simplify this process as much as possible for them.Still feeling stressed about your letters of recommendation? The Art of Applying is here to help. Our experienced team of consultants have trained at the top academic institutions in the world and more importantly, are dedicated to your success. To learn more about how we can help, click here to schedule your free 15-minute Quick Call with one of our consultants.

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Sample Graduate School Recommendation Letters

The three sample recommendation letters that follow, which you can download by clicking on the link below, are effective because they detail what makes the students stand out as exceptional and because they paint individual pictures of each student. Note how these excerpts, excerpted from each of the three letters, individualize and humanize the student:

“I have been especially impressed by Janet’s determination and sparkle.” “I enthusiastically supported her application for the student position on the Mythic University Board of Trustees for the same reasons. She was the runner-up for that distinguished post, and Mythic University lost out on a true leader. But I believe her time is yet to come.” “In short, John is both scholarly and culturally entrenched, ambitious but not pretentious, self-deprecating yet confident, forthright but unassuming, delightfully irreverent yet appropriately respectful—a complex and whole human being.”

In addition, the writers of these three letters take advantage of many of the rhetorical strategies discussed in Chapters 3 and 4 of this manual: enhancing their own credibility, narrative technique, anecdotal evidence, recommending by citing others, and using active verbs and transitions.

Finally, a late paragraph in the last letter, at the prompting of the graduate scholarship application, even provides a few criticisms of the student. Because these criticisms are offered even-handedly and efficiently, I would argue that the letter has even more ethos, and it is noteworthy that the student still landed the desired scholarship.

Letters of Recommendation

What this handout is about.

Producing an effective recommendation letter involves strategy, research, and planning. This handout is designed to introduce recommenders to some best practices for writing effective recommendation letters.

Deciding whether to write a recommendation

Recommendation letters are likely to receive close scrutiny, and sparse or non-specific recommendations may negatively impact an application. If a recommender is unable or unwilling to produce a recommendation that speaks directly to the individual applicant and position, the selection committee or potential employer may interpret this negatively. If you do not feel that you could provide a positive or detailed recommendation, it is okay to decline!

There are several reasons why it may be appropriate to decline a request for a recommendation:

• You may not feel comfortable writing a positive letter, either because you have no information about the student or because they did not perform well enough in a class or position.
• You may feel you are a “bad fit” for the student’s application. For example, if your field of expertise is completely unrelated to the student’s area of interest, you might advise the student to ask recommenders with more relevant backgrounds.
• You may feel that you lack the necessary credentials to offer a compelling recommendation. For example, graduate student instructors may feel as if they cannot credibly endorse their students’ graduate school applications. Thus, students may be directed to faculty to write letters instead of graduate students.
• You may know that you will not have time to write and proofread a strong letter before the student’s deadline.

Consider setting up a meeting. This will give you an opportunity to ask about the applicant’s academic background, professional goals, and reasons for applying. It may help to clarify whether this is a one-time request, or whether you are being asked to serve as a recommender for several applications. It’s a good idea to request to see the applicant’s resume, CV, personal statement, or other components of the application. Each of these can give you a sense of the applicant’s goals and help you decide if you would be a good recommender. These items will also allow you to tailor your letter appropriately if you decide to write on the applicant’s behalf.

Confidentiality and protected information

Many applications invite applicants to waive their right to view a letter of recommendation. Confidential letters of recommendation may be viewed as more credible than letters that applicants can access.

You should be aware of the Family Educational Rights and Privacy Act (FERPA) and your institution’s FERPA-related guidelines when writing recommendation letters. FERPA prohibits disclosure of protected student information such as grades and attendance without the student’s prior written consent. Students who want you to address protected information should specify which records you may disclose, the purpose for which the disclosure is being made, and to whom the information may be disclosed. You can read more about FERPA here: https://www2.ed.gov/policy/gen/guid/fpco/ferpa/index.html .

Writing strong recommendations

After committing to write a recommendation for an applicant, gather information about the opportunity to which they are applying. Besides asking the applicant about the organization, you may also want to reach out to someone in your own professional network who may know something about the audience or take some time to do your own research. Here are some questions to consider:

• What are the organization’s values and priorities? Some organizations state this information explicitly on their websites and other publications, and this can help you tailor your letter to directly address the audience’s top concerns.
• What information does the audience want to learn from you? Some institutions will ask you to answer specific questions about the applicant in your letter. Knowing these in advance will give you more time to talk with the student about any information you may need.
• How is this opportunity a good fit for the applicant? Referencing special features and benefits offered by a position shows that you’ve done your homework, which can add to the weight of your recommendation by demonstrating that you are willing to invest extra work in your student’s success. You will also be able to speak to the applicant’s fit for the position in greater detail.

Keep in mind that nearly all recommendations contain a positive appraisal of an applicant’s abilities and character, and it costs recommenders almost nothing to offer general and unsubstantiated praise of an applicant. Letters that claim an applicant is “the best student I’ve ever worked with” or “the hardest working employee I’ve ever had” are likely to meet with skepticism, unless the writer includes specific evidence to back up these claims. Even letters that contain genuine praise may come across as form letters unless you can speak to unique evidence about the student that corroborates your positive assessment.

Many different kinds of information may constitute evidence in a recommendation, and it is up to you to determine what would be most convincing to the audience. Here are some guidelines for what you may want to include or avoid:

• Do describe your relationship with the applicant. Say how long you’ve known the applicant and in what capacity. This information helps the audience understand how well you know the applicant. For example, sharing that you’ve advised a student for three years and taught them in two senior seminars demonstrates that you know your applicant better than a recommender who has only recently met the student or who has only taught the student in a large lecture class.
• Do include quantitative data about a student’s performance in a class or an employee’s performance in a position. Because raw grade point averages or other performance metrics are sometimes difficult to translate across different contexts, try to rank students against other students. For example, rather than saying “Judith received an A in my class,” aim for evidence that tells the audience how Judith’s performance compared to her classmates’: “Judith was among the top 5% of students in her large lecture class.” (Remember, if you do include specific grades in your letter, you must have written consent from the student as per FERPA.)
• Do compare applicants to students who have been placed into other positions. A statement like, “Over the past five years, other students with undergraduate research experience similar to Amer’s have been accepted to graduate programs at X, Y, and Z,” gives the audience a sense of where Amer stands in a wider population of successful students. Including comments like these also indicates that you have a good sense of what makes an applicant successful.
• Do mention the applicant’s personal and/or intellectual strengths as they pertain to the application. For example, it may be helpful to emphasize a study abroad applicant’s open-mindedness. Again, include appropriate evidence for this claim, which may involve discussing or even directly citing the student’s written work in your class.
• Do explain why you think the applicant is a good fit. Selection committees are often interested in hearing how students would contribute to the intellectual and professional climate of their institution. Given your experience with the student, help the audience see the type of employee or scholar the student will be: “Casey’s research experience in early-modern Arabic poetry would make them an ideal addition to Professor Seif’s Syrian cultural archival project.” If possible, mention the position/school/fellowship by name. This proves that you’ve taken enough interest in the letter to target it for each recipient. It will not always be possible to tailor recommendations to each program; for example, many postgraduate programs are moving to common applications that send the same letters to all programs to which students apply.
• Don’t shy away from discussing the applicant’s weaknesses —but only if those weaknesses are likely to already be on the audience’s radar. For example, you may have insight into why your student received an uncharacteristically low grade in your class during their final semester that could alleviate an audience’s concerns. You may draw attention to the applicant’s growth as well as the potential for continued growth in the new position. Keep in mind, however, that recommendation letters are expected to be positive in tone, so proceed with caution when discussing applicants’ weaknesses. Specifically avoid commenting on personality traits or other topics that are irrelevant to the application.
• Don’t rely on generalizations, clichés, or platitudes. Every good applicant will be “dedicated,” “hard-working,” and “enthusiastic.” Praise like this is likely to appear in dozens of other letters for other applicants, so you need to say more to help your applicant stand out. Include specific examples to support these descriptors. Convey the unique strengths of your student, especially any that you believe speak directly to the audience’s interests or values. Also pay special attention to any language that may inadvertently convey gender or other biases. For example, some studies have reported that language that pertains to effort (rather than accomplishments), personal life details (rather than relevant professional information), and emotional capacities (rather than academic or professional ability) more frequently appear in recommendations for women than for men. Focusing on traits that are demonstrable with evidence and germane to the program or position to which the student is applying is the best way to avoid implicit bias in your letters.
• Don’t include too much information about you or your class. Although some brief background information about the context in which you know the student is appropriate, do not spend so much time discussing course or assignment details that the letter is no longer focused upon the applicant.
• Don’t offer tepid praise or left-handed compliments. Half-hearted comments are almost guaranteed to attract the wrong kind of attention. Although you may honestly report that your student “completed all course assignments on time” or “was an adequate writer,” the audience will likely interpret these phrases as veiled criticism. Avoiding tepid praise is more difficult than it seems. After you’ve finished writing the letter, read over it with a critical eye and try to assume the worst of the student. Do any of your sentences invite uncharitable interpretation?
• Don’t simply summarize the applicant’s CV or resume. As with tepid praise, simply reiterating what the audience already knows from other parts of the application implies that you either don’t know or don’t care enough about the applicant to offer your own appraisal. It is appropriate to highlight a special component of a student’s resume and explain why you believe this aspect of the student makes them a great candidate, but don’t waste your opportunity to offer your own valuable endorsement by simply listing the applicant’s accomplishments.

Formatting recommendation letters

After you’ve decided what to write in your recommendation, you will need to decide how to write it. How long should the recommendation be? Should it be written on official letterhead? To whom should it be addressed? Will the letter submitted electronically, or will it be mailed?

Length: Just as there is sometimes no prescribed length for application essays, there is no standard length for recommendation letters. Most recommendations tend to be around 1 to 1.5 single-spaced pages long, although some may be longer if you have a lot to share. Business and law school recommendations tend to be briefer than graduate school recommendations. In general, try to strike a balance between writing too little (which suggests you have nothing to say about the applicant) and writing too much, which may be annoying to audiences who are reading dozens or hundreds of recommendations for a single position.

Letterhead: When possible, write recommendations on official letterhead and sign them using a handwritten signature. Producing letters on official letterhead both adds to your credibility as a recommender and demonstrates that you care enough about the applicant to put finishing touches on your endorsement. This may include sending an envelope with your signature across the seal. Some application programs ask recommenders to compose or paste their recommendations into online forms. In these cases, you would not submit the letter on formal letterhead. Learning in advance how you will need to submit your recommendation can help you avoid unnecessary work and accurately gauge the time required to submit your letter.

Salutation: Address recommendation letters as specifically as possible. If the applicant is applying for a position within a firm or office and you know who will receive the letter, address the letter to that person, like “Dear Dr. Anderson.” If you don’t know who, specifically, will receive the letter, address the recommendation to the target audience, like “Dear Fulbright Committee”. Avoid vacuous salutations like “To Whom it May Concern.” Also avoid informal greetings, including those you might use in an email or other correspondence, like “Hi,” “Hello,” “Good afternoon,” etc. “Dear” is the standard formal salutation in English.

Closing: End the letter with a simple closing word or phrase like “Sincerely,” “Regards,” or “Cordially” or by thanking the audience for considering your endorsement. Avoid personal and emotive language. If you would be willing to answer any additional questions the institution or employer may have about the applicant, it is appropriate to invite them to contact you before closing the letter.

Letters of recommendation inform the decisions of admissions committees, employers, funding agencies, and other organizations who are trying to choose between multiple candidates. Your efforts to create strong letters make a difference.

If you commit to writing a letter of recommendation, follow through. Keep track of deadlines and start early, as you may discover that you need additional information from the student or institution, and you will want to have time to request this information and incorporate it into your recommendation.

Finally, consider whether you are willing to do more than write a recommendation. Students may need help with other parts of their application, such as statements of purpose or writing samples. Since you likely have insight into what graduate programs or employers are looking for, you are in a unique position to help applicants with these other materials as well.

Works consulted

We consulted these works while writing this handout. This is not a comprehensive list of resources on the handout’s topic, and we encourage you to do your own research to find additional publications. Please do not use this list as a model for the format of your own reference list, as it may not match the citation style you are using. For guidance on formatting citations, please see the UNC Libraries citation tutorial . We revise these tips periodically and welcome feedback.

Brown University. n.d. “Writing Letters of Recommendation.” Fellowships and Research. Accessed July 2, 2019. https://www.brown.edu/academics/college/fellowships/information-resources/writing-letters-recommendation/writing-letters-recommendation .

Madera, Juan M., Michelle R. Hebl, and Randi C. Martin. 2009. “Gender and Letters of Recommendation for Academia: Agentic and Communal Differences.” Journal of Applied Psychology 94 (6): 1591–99. https://doi.org/10.1037/a0016539 .

Massachusetts Institute of Technology. n.d. “How to Write Good Letters of Recommendation.” MIT Admissions. Accessed July 2, 2019. https://mitadmissions.org/apply/parents-educators/writingrecs/ .

Stanford University. n.d. “Writing Letters of Recommendation.” Teaching Commons. Accessed July 2, 2019. https://teachingcommons.stanford.edu/resources/teaching-resources/how-evaluate-students/writing-letters-recommendation.

Yale University. n.d. “Writing Letters of Recommendation.” Fellowships and Funding. Accessed July 2, 2019. https://funding.yale.edu/faculty-staff-recommenders/writing-letters .

Trix, Frances, and Carolyn Psenka. 2003. “Exploring the Color of Glass: Letters of Recommendation for Female and Male Medical Faculty.” Discourse & Society 14 (2): 191–220. https://doi.org/10.1177%2F0957926503014002277 .

Whitaker, Manya. 2016. “Tips for Writing Recommendation Letters.” Inside Higher Ed , December 2, 2016. https://www.insidehighered.com/advice/2016/12/02/how-write-stronger-letters-recommendation-students-essay .

You may reproduce it for non-commercial use if you use the entire handout and attribute the source: The Writing Center, University of North Carolina at Chapel Hill

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Before applying, confirm that three faculty members or others qualified to evaluate your potential for graduate study have agreed to submit letters of recommendation on your behalf. At least one letter should be from a faculty member at the school where you earned your most recent degree, unless you have been out of school for more than five years. 

Your recommenders must submit their letters through the recommender portal by the application deadline: Harvard Griffin GSAS does not accept letters submitted via email, mail, or a dossier service. 

During the application process, you will be asked whether you wish to waive your right to see these letters. By law, enrolled students have the right to view their letters of recommendation unless they indicate otherwise at the time of application. Learn more about your right to inspect letters of recommendation . 

Can I submit my application before my recommenders submit their letters? 

Yes. Please remember that letters of recommendation must be received by the graduate program’s application deadline. 

How many letters of recommendation can be included in my application? 

Harvard Griffin GSAS requires three letters of recommendation. You may ask additional recommenders to submit letters if you choose, however, it is not guaranteed that the admissions committee will review additional letters. 

What if my recommender is unable to submit a letter in English?

If you have a recommender who is unable to submit a letter in English, they can choose to obtain a certified English translation of their letter. The recommender would need to upload a copy of their original letter in the language it was written, a copy of the English translation of the letter, and verification from the professional translator certifying the translation. Translations must be literal and complete versions of the original record. Harvard Griffin GSAS does not endorse a specific translator or translation service.

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Letter Of Recommendation for PhD: Sample, Format And How to Write

Updated on 19 july, 2024.

Urvi Agrawal

A letter of recommendation for PhD, or LOR for a PhD is an important document required for admission into PhD programs at foreign institutions if you are planning to  study abroad . While scores, transcripts, and other vital documents are mostly factual, the LOR is an independent and objective analysis of applicants. 

Many students question me about the number of LORs that need to be submitted. Based on my research about the admission process of various universities, I have realized that most PhD courses usually require two to three recommendations. These provide committees with an overview of the applicant’s core strengths, skills, and accomplishments. 

Let’s dive deeper into the recommendation letters for PhD, their format, and samples.

Table of Contents

What is the need for letter of recommendation for phd students, whom should you ask for phd lor.

• Academic LOR:
• Professional LOR:

Introduction:

Conclusion:, lor for phd: guidelines, popular guides to simplify your study abroad journey, sample lor for phd:, important tips to write lor for phd, download country guides (free pdfs).

A letter of recommendation is crucial for PhD students as it provides a comprehensive evaluation of their academic abilities, research potential, and personal qualities from a credible source. 

Admissions committees rely on these letters to gain insight into the applicant's previous achievements, work ethic, and suitability for advanced study. Such letters often highlight the student's strengths, accomplishments, and specific examples of their contributions to research projects.

This external validation helps differentiate candidates in a competitive selection process, ensuring that those with the necessary skills, dedication, and intellectual curiosity are chosen for the program.

The vital part of writing a LOR is choosing the right recommender. For a PhD SOP, the recommender should be someone who can endorse your candidacy and provide an unbiased application essay. Since all the other documents are self-prepared, they are likely to be biased. LOR provides an external perspective, which entirely depends on your recommender. It is unique because it is your assessment from an external viewpoint. Your recommender for PhD should be someone who can be described as follows:

One who has a good rapport.

Who understands your personality, achievements, and capabilities.

With whom you have shared your academic and professional experiences and journey 

Who is aware of your current research ideas

Who supports your research ideas.

Types of LOR for PhD

International universities offering PhDs require two to three LORs, depending on your academic and professional experience. Two academic LORs are needed, and one professional LOR is required if you have work experience. Basically, the LOR for a PhD is classified into two categories:

Academic LOR: 

An Academic letter of recommendation is provided by the professor of your educational institution. Most commonly, you are asked to provide two academic LORs for a PhD at an international university. In such LORs, professors need to highlight the applicant’s capabilities and achievements. It should reflect the recommender’s perspective on you and your research ideas.

Professional LOR: 

The applicant’s professional letter of recommendation asks if they have any work experience. Only one professional LOR is needed in that case. It is provided by your immediate supervisor or employer. It should reflect the recommender’s perspective on your professional ability to work within a team.

How to write LOR for PhD

When your recommender is willing to write your LOR for a PhD, you should share your research ideas, achievements, capabilities, objectives, and relevant information. The format of the LOR should consist of the answers to several questions related to your suitability for a PhD. The LOR, whether academic or professional, written by your recommender should sound realistic and authentic. The standard LOR format for PhDs should have the following details:

This part of the LOR should include the details regarding the recommender. It is a brief introduction of the recommender, with their current designation and professional experience mentioned in the LOR. They also need to mention their relationship with and duration of association with the applicant. The details of the recommender’s association and guidance must be mentioned in the LOR.

It includes the details of the applicant’s technical skills, certification, internship work, research ideas, research outcomes, research goals, capabilities, qualities, work experience, presentations, seminars, extracurricular activities, etc. It is quite crucial to add all the relevant information required to consider the applicant’s candidacy and future undertakings. 

This last part of the LOR format summarizes the applicant’s desire for the PhD program. The closing part of the LOR essay application includes the recommender’s signature and contact details.

An excellent LOR for PhD highlights at least three attributes of the aspirant – a social attribute and two subject-linked or technical attributes. Here are some notable guidelines:

The LOR should be 1-2 pages long with 5-6 paragraphs. 

Recommenders should start the LOR by introducing themselves and the aspirant.

Recommenders should also discuss how and from when they are professionally related to the applicants in the first paragraph. 

The following paragraphs should be divided into three segments, each highlighting the aspirant’s particular skill or quality.

Recommenders should emphasize applicant’s analytical abilities, subject knowledge, time management skills, dedication, responsibility, research abilities, etc. 

The conclusion will sum up the qualities of the aspirant while ending with a solid recommendation to the university for accepting the application.

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The following sample LOR for a PhD is one of many ways of writing it.

Dear [recipient’s name] or To Whom it May Concern

I am pleased to get the chance to recommend (name of applicant) for the PhD position in (course/study area name) at your institution. I have taught (name of applicant) for the last (tenure in years) in the areas of (subject areas). I will be delighted to witness him/her excelling in this particular field. The topic (title) proposed by him/her is vital for the modern-day scenario and needs extensive research. It will be beneficial for all the industry stakeholders in the (sector name) and also academicians who can access real-time insights on the subject. (Name of applicant) has completed a research project over a period of (duration) on (name of project) under my supervision. I have witnessed his/her work efficiency, critical thinking abilities, and inquisitiveness regarding various findings. He/she also has brilliant communication skills and the ability to mentor and guide peers. (Name) has a down-to-earth nature and respects others while adhering to rules and regulations. His/her independent or group work on research projects and studies has been immensely satisfying. He/she is an analytical thinker and is stimulated by new academic challenges. This trait makes him/her strive for innovative solutions to real-world problems with a strong desire to improve the world around. Hectic timelines, various constraints, tough work conditions, multitasking, and dealing with multiple people along the way, are things that he/she can tackle with ease while delivering work seamlessly. With these positive abilities, he/she will be an asset to any institution. (Name) has improved consistently every year and is a deserving candidate for an opportunity to work in the field of (topic name). I would be delighted if my recommendation helped him/her obtain admission in to (course name).  If you have any queries regarding research, academics, or other areas pertaining to (applicant name’s) candidature, please feel free to reach me at the following phone or email address. I am usually available on the phone between Monday and Friday from time to time, i.e.,11 am to 4 pm. Sincerely, (Name of Referee) Designation: Phone Number: Email ID:

The following important tips should be considered while writing an LOR for a PhD:

The selection of the right recommender is crucial. Choose your recommender carefully who meets the specifications mentioned in your PhD application.

Choosing your recommenders with finer academic and professional qualifications is of utmost importance.

Stay in contact with your potential recommenders and maintain good communication with them in advance.

Share your research proposal, goals, and achievements with your recommenders.

Your LORs for a PhD should differ from each other.

Your LOR should showcase your qualities, capabilities, and strengths. 

Online recommendation forms should be submitted well before the deadline.

The letter should be realistic and unbiased.

The relationship between the recommender and the applicant should be demonstrated clearly.

All the information stated in the LOR should be genuine, authentic, and accurate. Ensure that no information is false or exaggerated.

A well-crafted Letter of Recommendation is a crucial component of any PhD application, serving as a testament to the candidate's academic abilities, research potential, and character. For recommenders, it's important to provide a balanced, honest, and detailed account of the candidate’s capabilities, tailoring the letter to highlight qualities that are most relevant to the PhD program. For applicants, choosing the right recommenders and ensuring they understand the importance of the letter in the context of a PhD application is key. 

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How long is a letter of recommendation for a PhD?

A letter of recommendation for a PhD program is typically one to two pages long. It should be concise yet thorough, offering detailed insights into the candidate’s qualifications, academic achievements, and research potential. The length ensures that the recommender can provide specific examples and anecdotes that highlight the applicant's strengths and suitability for the program while maintaining clarity and focus.

Who should write my PhD letter of recommendation?

A PhD letter of recommendation should be written by someone who knows the applicant well academically and professionally. Ideal recommenders include professors, research supervisors, or professional mentors who have closely observed the applicant’s work, capabilities, and potential. Their credibility and detailed understanding of the applicant's skills and achievements add significant weight to the recommendation.

Can I get a recommendation letter from a PhD student?

A recommendation letter from a PhD student is generally not advisable. Academic institutions prefer letters from established professionals like professors or research supervisors who have more experience and authority in their fields. These individuals can provide a more credible and authoritative assessment of the applicant.

How many LORs are required for a PhD?

The number of letters of recommendation (LORs) required for a PhD application typically ranges from two to four, depending on the program and institution. Most commonly, three letters are requested.

Is there any format for LOR?

Yes, there is a general format for a letter of recommendation (LOR). It typically includes an introduction that states the recommender’s relationship with the applicant, a body that details the applicant’s qualifications, skills, and achievements with specific examples, and a conclusion that summarizes the recommender’s support for the applicant’s admission. It should be formally written, concise, and tailored to the specific program.

How important is a recommendation letter in a PhD application?

A recommendation letter is highly important in a PhD application. It provides a third-party evaluation of the applicant's academic and research abilities, character, and potential for success. These letters help admissions committees gauge the applicant’s fit for the program, complementing other application materials like transcripts and personal statements. Strong, supportive LORs can significantly enhance an applicant’s chances of admission.

Urvi has 3 years of experience as a content writer and marketer. Over years, she has established herself as a study-abroad expert and is adept at crafting compelling and engaging content for students. Self-driven and passionate professional, she likes writing poetry and has authored a poetry book ‘Thoughts of a Wallflower’.

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Motivation Letter for PhD: Format, Sample & Tips

Motivation Letter – How to Write, Format & Samples

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Speaker 1: Welcome to Almost Doctor Almas. If you're new to the channel, thank you for checking it out, and if you're already a subscriber, thank you for being back. In this channel, I talk about my life as a PhD student in clinical psychology and bring you information about the mental health field. In today's video, I'm going to be talking all about recommendation letters, how to ask for a recommendation letter, what purpose they serve, and anything else that you need to know. If you're considering applying to graduate school in psychology or any other field, recommendation letters are going to be a big part of that. So the most important aspect of a recommendation letter is really who it's coming from. So I'm sure you've heard the phrase, it's not what you know, but who you know. I think it's a little bit of both, but in any given field, people know one another. And for example, if you're applying for a PhD in clinical psychology, your professor may know somebody on the admissions committee, and that may have an impact on how good it looks on your application. Another reason why who you ask for a recommendation is really important is because it will reflect what they can write about you. So the goal with asking for a recommendation is to make sure it comes from someone who knows you very well and who thinks highly of you or has seen you do some of your best work. So if you're a student, you're not going to want to ask for a professor who you only had one huge lecture class with 100 students in, if you didn't have a personal relationship with that professor. Now, if you worked in someone's research lab, and you worked on multiple projects with them, and maybe you're on a co-authored paper with them, that's someone who you're going to want to represent you on your application for a job or for graduate school. So just as a rule of thumb, maybe if you're a student, pick a professor who you've had at least two classes with, or someone who you've worked closely under. If you're not a student anymore, but you have a, but you have had a job that's relevant to what you're applying to, consider asking your supervisor or your boss for a recommendation. So another thing to know when you're preparing to ask for recommendations is generally how you want to be presented in your applications for whatever it is. So have an idea of what you want your recommendation letters to say about you. And think about all the things that you're submitting to your application. So if it's a PhD program in clinical psychology, you're probably submitting one or two essays, your CV or resume. So those letters of recommendation should add to that. One of the best advice that I got from a mentor in undergrad was that every single recommendation letter should serve a specific purpose. So when you apply for a position or for a school or program, you want to make sure that you are seen as well-rounded. And this is something that you should have in mind when you think about your recommendation letters. Everything that you submit on your application is telling the admissions committee who you are. You want your recommendations to shed a light on the skills that you gained from the experiences that you put on your CV or resume. So if you worked in a research lab and your position is on your CV, that information may be limited, but a recommendation letter from a supervisor could really bring that experience to life and set you apart from other applicants. On my application, I made sure that I had one letter talking about my research ability, one letter talking about my academic ability and how I am as a student, and another about my professional abilities outside of school. I asked a professor that I took a few classes with who was able to talk about my work as a student. I asked my thesis advisor who only worked on research with me, and I asked my supervisor from a research opportunity outside of my undergrad institution. So all three of those people were able to speak to all the different skills that I acquired in undergrad. The most important piece here is how do you ask for a recommendation? There are a few different ways. A lot of people resort to email, and depending on the relationship that you have with the person you're asking, that may work well. I personally think that the best way to ask is in person. So one way to kind of do this is you can send an email asking for a meeting. So when you're setting up a meeting, just keep it brief. You don't really have to say, I want a meeting with you, so I can ask if you'll write me a letter. You can just say, I'm reaching out to set up a meeting with you about my graduate applications. Please let me know when you have a chance. And then when you see them in person, you can tell them what your kind of plan is and then formally ask them if they will write you a recommendation. If you're doing everything by email, then I would recommend being as formal as you can. So you can find online a lot of sample emails for asking for a recommendation. I'm going to link to those in the description. So I know it may seem really nerve wracking, but it really isn't. And as long as you're asking with enough time and you're asking somebody who knows you well, most people will probably say yes. The instances when professors or supervisors say no to writing a recommendation are for two reasons. One, you didn't give them enough time. So you're asking them a week before your applications are due if they'll write you a recommendation. And not only is that not fair to them, but it's doing you a disservice because they can't accurately reflect who you are and everything you've done while they're frustrated by the fact that you waited. And second, if they don't know you well enough. So I've heard a lot of professors say that students ask them for recommendations and they haven't really made any, and they don't really have a relationship with them. So if you've only taken one class and you only raised your hand once, you probably don't want to ask that professor for a recommendation because they're not going to be able to showcase your abilities if they don't know them. I think the hardest part about asking for recommendation is actually asking. Like I said, if you're confident that the person you chose is going to accurately and effectively represent you, then there shouldn't be a problem. So what happens after you ask for a recommendation? Hopefully they said yes. And so now you're going to have to provide them with a little bit more information. So most people are going to ask for a list of schools or who you want it to go to. Make sure that you have this available when you ask, because if you're asking in person, they may ask for it right then and there. In another video, I'll say a little bit more about how to organize your list of schools that you're applying to, but definitely be prepared. Another thing that recommenders will ask from you is that you give them a little bit of what you want them to include in your letters. So different people do this in a different way. Some people will give you a list of the things that they're thinking of including in your letter and see how you feel about it or if there's anything you want them to add. That's awesome. Other recommenders I've had, they asked me for a list of things that I want to make sure that they talk about in my letter. And if you're thinking in the broader framework that I mentioned before of what purpose each letter is going to serve, tell them that. So you can tell your recommender. My other two recommenders are really honing in on my research ability. I would really appreciate if you talked more about my academic ability or my writing capabilities. In most cases, you have to waive your FERPA rights, which basically means that you cannot see the recommendation that your professor or supervisor submits. With that in mind, you want to make sure that you have all the conversations about what you want in that letter before they go ahead and write it. I personally believe that my recommendation letters were one of the biggest components to my getting into graduate school. And that's because I knew that the people who I had chosen really knew me well and really taught me a lot. And I knew that they were going to talk about all the experiences that made me a good person. So finally, my number one tip for recommendation letters is do not procrastinate. The longer you wait, the less time they will have to write about you. And you want them to write the most wonderful letter that you've ever read. So that's it for recommendation letters. If I missed anything and you want to share, please do let me know. If you have any other questions about recommendation letters, I would love to answer them. So you can feel free to leave a comment. I would really appreciate if you liked this video and shared it with someone who you think it would be helpful to. And thank you so much for watching. Again, I'm Almost Dr. Armas. My goal is to inform you, to inspire you, to hopefully spark an interest in you and also entertain you. Thanks again for watching and I hope you'll check back in next time.

How to Write a Letter of Recommendation for a Coworker (Google Doc Template Included!)

Get your Google Docs letter of recommendation template here !

Writing a letter of recommendation for a coworker can be a powerful way to support their career or academic aspirations. Whether they’re applying for a new job or a graduate program, a well-crafted recommendation letter can help them stand out. This guide will walk you through the process of writing a compelling letter of recommendation for a coworker, offering step-by-step instructions, tips for success, and even a Google Doc template you can use to create your own letter effortlessly.

Key Takeaways

• Only agree to write a recommendation letter if you can genuinely speak to the person’s qualifications and character.
• Gather all necessary details, such as the recipient’s name, email, and submission deadline, to ensure your letter is tailored and timely.
• Obtain your coworker’s updated resume and a list of their achievements to include specific examples of their skills and accomplishments.
• Structure your letter professionally, maintaining a positive and enthusiastic tone throughout.
• Check for any company policies on recommendation letters to ensure compliance.

What is a Letter of Recommendation?

A letter of recommendation is a formal document that highlights a person’s abilities, character traits, and accomplishments as they relate to a potential job or academic program. It provides a firsthand account of how your coworker has performed in a professional setting and offers specific examples that illustrate their qualifications. A strong recommendation letter can help your coworker stand out from other candidates by offering insights that aren’t typically covered in a resume or cover letter.

Related: Personal Statement vs. Cover Letter: What’s the Difference?

Steps on How to Write a Letter of Recommendation for a Coworker

1. gather necessary information.

Before you begin writing, gather all the information you need to craft a personalized letter:

• Purpose of the Letter: Ask your coworker about the specific job or academic program they are applying for. Knowing this will help you tailor your letter to the opportunity.
• Recipient Details: Find out who the letter should be addressed to, whether it’s a hiring manager, an admissions officer, or a general audience.
• Coworker’s Resume and Achievements: Request an updated resume and a list of specific achievements or skills they would like highlighted in the letter.
• Submission Deadline: Confirm the deadline to ensure your letter is submitted on time.

2. Start with a Strong Introduction

Begin your letter with a clear introduction:

• Introduce Yourself and Your Professional Relationship: Start by introducing yourself and explaining your relationship with the coworker. Mention your job title and how long you’ve worked together to establish your credibility.
• Context of Your Professional Interaction: Briefly describe the context in which you worked with the coworker, such as specific projects or teams you collaborated on.

3. Highlight Specific Achievements and Skills

The body of your letter should focus on your coworker’s key strengths and achievements:

• Provide Concrete Examples: Use specific examples to illustrate your coworker’s accomplishments, skills, and work ethic. Describe instances where they demonstrated leadership, problem-solving abilities, or made significant contributions to a project.
• Tailor Your Examples to the Opportunity: Align your examples with the job or academic program they are applying for. For example, if they are seeking a management role, focus on their leadership skills and ability to motivate a team.

4. Explain Their Fit for the Role or Program

Describe why your coworker would be a great fit for the new opportunity:

• Align Skills with the Role: Discuss how your coworker’s skills, experiences, and personality traits make them an excellent candidate for the position or program. Highlight any relevant soft skills, such as communication, adaptability, and teamwork.
• Emphasize Their Potential Contributions: Mention how their background and skills would benefit the company or academic institution.

5. Address Any Weaknesses Thoughtfully (If Necessary)

If there are areas where your coworker could improve, address them carefully:

• Provide Constructive Feedback: If relevant, mention areas for growth while focusing on their commitment to improvement and willingness to learn. This can demonstrate a balanced perspective and authenticity in your recommendation.

6. Express Enthusiasm and Confidence

Wrap up your letter on a positive note:

• Conclude with a Strong Endorsement: End the letter by expressing your confidence in your coworker’s abilities and potential. Show enthusiasm for their future endeavors and affirm your belief in their capacity to succeed.

7. Include Contact Information

Make it easy for the recipient to reach out if they have any questions:

• Offer to Provide Further Information: Include your contact details at the end of the letter, inviting the recipient to get in touch if they need more information about your coworker’s qualifications.

8. Proofread and Edit

Before finalizing your letter, make sure it is polished and error-free:

• Ensure Accuracy and Professionalism: Review your letter carefully for any spelling or grammatical errors. A well-written letter reflects positively on both you and your coworker.

Google Docs Letter of Recommendation Template

To make the process even easier, we’ve provided a Google Docs template for you to download and customize. This template includes all the key elements covered in this guide, helping you create a professional and effective recommendation letter with ease.

Learning how to write a letter of recommendation for a coworker is a worthy endeavor that can significantly impact your coworker’s career or academic opportunities. By taking the time to craft a personalized and well-structured letter, you’re not only helping them succeed but also fostering a positive and supportive workplace culture.

Remember, your words have the power to open doors for your coworker—use them wisely!

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