Your Guide to Getting Standout References for your Grad School Application

Applying to grad school is a multistep process, and one important component is obtaining strong references. The following blog post offers a guide to help you secure solid references that will help your application stand out. 

Most schools will require references from specific individuals, typically referred to as referees (e.g., 1 academic reference and 1 professional reference). If a lot of time has passed since you graduated, some programs may request that you instead submit only professional references. However, this will differ by school, so be sure to check the application requirements for your specific program. 

Building Strong Relationships 

Developing strong relationships with potential referees is an important step in securing standout references for your grad school application. These relationships are built over time and require genuine effort and engagement on your part. This typically will happen in your undergraduate schooling and through employment experiences. 

When it comes to securing an academic reference, actively participating in your undergraduate classes is important. Being an engaged student who contributes thoughtfully to discussions, asks insightful questions, and shows an interest in the subject matter can make a lasting impression on your professors. This active involvement not only helps you learn better, but also allows your professors to notice your dedication. Beyond the classroom, take advantage of office hours to build a rapport with your professors. If your undergraduate program is/was not set up to offer the opportunity for building relationships with professors, see the next section about how to approach potential referees. 

Securing strong professional references is equally important for your grad school application, especially if you have been out of academia for some time or are transitioning from a professional career. Professional references should be individuals who have worked closely with you and can attest to your skills, achievements, and professional behaviour. This may include supervisors, mentors, or colleagues who can speak to your work ethic, problem-solving abilities, and contributions to the workplace. 

Selecting and Approaching Referees 

Selecting the right individuals to write your reference letters is crucial for your grad school application. Ideally, choose referees who can provide a comprehensive and positive assessment of your abilities, character, and potential for success. Professors who have taught you in relevant courses and are familiar with your academic strengths can offer insights into your academic abilities and readiness for graduate-level education. Supervisors from internships, volunteer experiences, or professional positions can highlight your work ethic, interpersonal skills, and professional growth, showcasing your practical skills and real-world application of knowledge.

When approaching potential referees, approach them respectfully, explaining your intention to apply to grad school and why you believe their endorsement would be valuable. Provide them with context about the programs you are applying to and any particular aspects of your achievements you would like them to highlight. 

If an academic reference is required and you do not have relationships with past professors, you may need to be more strategic in how you approach them. For example, providing detailed information about how you engaged in the course, the grade you achieved, and your specific learnings from the course can help in demonstrating your commitment and achievements effectively, making it more likely for the professor to agree to write a reference. This can be helpful regardless of your relationship with your referees, but if you do not have a strong or recent relationship, more information may be required. 

Ultimately, the best referees are those who know you well, can provide specific examples of your achievements and personal qualities, and can tailor their letters to align with the expectations of the grad school admissions committees.

Providing Important Information 

To ensure that your referees can write strong and personalized reference letters for your grad school applications, it is important to provide them with essential information that highlights your qualifications and aligns with the program's expectations. Once they have agreed to write a reference letter, start by sharing a current resume or CV that outlines your academic achievements, work experience, volunteer activities, and any relevant skills or certifications. 

You can also share a draft of your personal statement for each program you are applying to. Your personal statement provides insight into your motivations, career goals, and why you are interested in pursuing graduate studies in a particular field. 

Additionally, provide detailed information about the graduate programs you are applying to, including deadlines, submission instructions, and any specific criteria or qualities they are looking for in applicants. This ensures that your referees can tailor their letters to emphasize aspects of your background and experiences that are most relevant to each program. If there are particular skills, achievements, or experiences you want them to highlight, communicate these clearly and provide examples of anecdotes that illustrate your capabilities. Finally, ask if there is any additional information they would find helpful before writing your reference letter. 

When Should You Ask for References? 

Requesting letters of reference for your grad school applications requires careful planning and consideration of timing. Ideally, you should approach potential referees at least 6-8 weeks before your application deadlines. This timeframe allows your referees enough time to write thoughtful and detailed letters that reflect positively on your qualifications and suitability for the graduate program. When requesting letters, it is important to do so either in person or through a formal email. Clarify whether the letters should be submitted online through an application portal or sent directly to the programs, and provide instructions or links as needed to facilitate the submission process.

Occasionally, referees may ask you to draft your own reference letter for them to review and finalize. Although this might seem frustrating, it is a common practice in academic settings. If you are uncomfortable with writing your own letter, it is perfectly acceptable to seek other potential referees.

Should you draft the letter yourself, write it from the referee’s perspective and ensure it highlights all of your achievements and strengths. This is not the time to be humble — emphasize your accolades and qualifications thoroughly. Remember, the goal is to present a compelling argument for your readiness and suitability for graduate studies.

Following Up 

After requesting letters of reference for your grad school applications, it is important to follow up to ensure that your references are submitted on time. Start by sending a polite thank-you note to each referee shortly after making your request. Express your gratitude for their willingness to support your application and reiterate your confidence in their ability to provide valuable insights into your qualifications. 

As the deadlines approach, periodically check in with your referees to see how their progress is going. Send a friendly reminder about the deadline and offer any assistance they may need, such as providing additional information or clarifying submission instructions. Be respectful of their time and workload, but also emphasize the importance of timely submission for your application's completeness.

Once your referees have submitted their letters, send another thank-you note. Acknowledge their effort and reiterate your gratitude for their support throughout the application process. 

What If a Referee Says No or Doesn't Respond? 

If you reach out to request a reference and do not hear back within 1-2 weeks, it is appropriate to send a follow-up email. If there is still no response after your follow-up, assume that they are not able to provide you with a reference letter and consider other options.

Some academics or professionals may decline to provide a reference letter for various reasons. For example, they may feel they cannot adequately speak to your abilities or readiness for graduate-level education. While this can be discouraging, remember that there are likely other professors, supervisors, or mentors who can support your application.

If a potential referee declines, consider reflecting on your network to identify other individuals familiar with your work who can provide a strong reference. It might also be helpful to politely ask the person who declined if they can provide any feedback on why they felt unable to write the letter. This information can help you understand their perspective and improve future requests. 

While rejection can be disappointing, staying persistent is key. Continue to seek out and approach other individuals who can speak positively about your qualifications and potential. By following these steps, you can effectively navigate the process of securing strong reference letters, even if some initial requests do not work out.