References

Check if references are required and, if so, the number and type (academic or non-academic). Many programs require two academic references (meaning professors — although exceptions can be made for those who have been out of school for some time), while some ask for one academic and one non-academic. Examples of non-academic references are coaches, volunteer supervisors, and employers. If there are no guidelines on which type of reference is required, academic reference letters are usually highly valued, as your referee should be able to speak to your ability to be successful in a professional/graduate school.

Evaluate who can best provide a non-academic reference letter. Asking someone with a prestigious title, but who cannot provide any substance on your capabilities (with proof) will add no value to your application. Consider first what you want discussed in your reference letter and then find people who can provide that information.

Ask your potential referees in person: “Will you have time to write a strong supporting reference letter?” Then listen to how the individual responds. If you detect any hesitation, try to find someone else. Individuals could be reluctant to write a letter of reference if they have little to say that is positive about your work, or alternatively if they have little memory of you. Many referees will try to let you down easily in such cases. Providing them a way to say “no” can help ensure that you obtain only the most positive of references for your application, whereas including references from individuals who indicate that they do not know you well can be very detrimental to your application.

If your referee is unsure of what to include in the reference letter, suggest that they: include their credentials/accomplishments; provide proof about your abilities/attributes; and share what you accomplished in the course/work term (e.g., assignments, presentations, grades received), difficulty of course/work experience, and comparison of you to other successful students.

It is recommended that you cultivate relationships throughout your university experience, so that when the time comes to ask potential referees to write a letter, you have some choices. Many students worry about how to go about doing this, as they may not feel close enough to their professors to be memorable. But there are ways to tackle this challenge. Pick a professor from whom you have taken several classes, or one to whom you have submitted a particularly strong essay or project. Visit the professor during his or her office hours, or ask questions after class. Show that you are interested in the class content, and that you have a goal to attend graduate school or a professional program. You can mention through this process that in the future you hope that they might write a reference letter for you. This may help them to pay more attention to you. Start establishing these connections today.

Give referees enough time to write effective letters. Ask 4 to 6 weeks in advance for a reference letter, and provide the form, addressed envelope with postage (if necessary), your personal statement/letter of intent, a list of projects completed in their courses, admission requirements, and your résumé — anything that will help their task of writing a letter. Provide a general idea of why you want to attend that particular professional/graduate program, as well as what areas of the field interest you. Ask if your referee requires more information to write your letter.

Sometimes you will be given the option of an “open” versus a “closed” reference letter. An open letter means that you can read it prior to submission; however, it is best not to choose this option as such letters are not viewed as favourably as “closed,” and thus confidential, letters.

If you are not using a centralized application centre, referees will need to provide you with a reference letter for each program or school to which you are applying. These programs will require referees to submit references either directly to the program (electronically after you have provided their name/contact information, or by mail) or in a sealed envelope with a signature across the closing to the applicant. The application process might indicate when your references have been received, so you can use this information to follow-up and remind your referees if necessary. If you apply through a centralized application service, each referee completes only one reference form or letter, which is submitted directly to the application centre for distribution to each institution.

Admission committees look for specific examples of academic abilities as well as discipline, persistence, and responsibility. If a reference form is required, read through the different categories a referee needs to complete because this information may help you identify whom to ask to complete the form and reference letter. Always remember to send a thank-you note to your referee(s).