WHAT YOU NEED TO KNOW
The strongest choice of referee is usually someone who can give relevant, specific evidence and meets the programme’s rules. A famous name with little knowledge of your work is not automatically better. Your role is to make an informed request and organise the process, not control the recommendation.
Read the referee requirements for each programme
Record the number of letters, acceptable referee types, submission method and deadline. A programme may specify academic references or allow professional evidence in particular circumstances. Do not assume a manager can replace a lecturer simply because that is easier for you.
Make a small matrix showing which potential referee can address which requirement. If you have been away from university, ask the programme how it wants applicants in your situation to proceed. Contact it with your actual circumstances rather than guessing that age or work experience automatically changes the rules.
Choose someone who has observed the relevant work
Consider a dissertation supervisor, lecturer who assessed substantial work or manager who observed relevant professional tasks, subject to the programme’s instructions. Ask yourself what they could describe beyond the grade printed on your transcript. Did they see your analysis, revision, reliability or response to feedback?
Berkeley’s preparation guidance recommends approaching people who can provide a strong evaluation and giving them useful supporting material. That does not mean scripting their judgement. A referee should be able to decide independently whether they can support the application and what they can truthfully say.
Ask early and make declining possible
Send a concise request identifying the programme, your reason for applying, how the person knows your work and the earliest deadline. Ask whether they feel able to provide a supportive, specific reference. Give enough notice to allow them to consider the request and write without avoidable pressure.
An example structure is: “You supervised my project on X last term. I am applying for Y and would value a reference about my preparation for this work. The first deadline is Z. Would you feel able to write a supportive recommendation? I can send the project and application information.” Replace the details with accurate ones; do not imply they have already agreed.
Prepare a concise briefing pack
Once the referee agrees, send a clear list of programmes and dates, your current CV, relevant work and a short account of your goals. Highlight material they personally observed. If a draft statement is useful, label it as a draft and send a later update only when necessary.
| Include | Purpose |
|---|---|
| Programme and deadline table | Prevents confusion between submissions |
| Relevant assessed work | Refreshes memory of concrete evidence |
| CV and current plans | Explains your direction since working together |
| Official submission instructions | Shows how the letter must reach the institution |
| Your contact details | Makes factual clarification easy |
Keep authorship and confidentiality clear
Do not create a false referee account, upload a letter pretending to be its author or ask someone to sign praise they have not assessed. If asked for a list of achievements, provide factual notes and examples rather than invented endorsements. Follow the receiving institution’s rules about confidential submission.
Read any access-waiver question carefully and make your own informed choice. Do not assume that choosing one option guarantees a better letter or admission. If a referee has a technical problem, direct them to the official support route; do not ask for their login credentials.
Track receipt and close the loop
Use a tracker with requested, agreed, invited and received as separate states. Check the applicant portal where available. A calendar reminder can help you send a polite follow-up before the deadline, while allowing for the referee’s schedule and the institution’s processing time.
If someone becomes unavailable, ask the programme about replacing a referee rather than adding extra letters indiscriminately. Thank the people who helped and let them know the outcome when appropriate. Keep the process professional even after a disappointing decision; the letter is an independent assessment, not a purchased admission result.
Sources and further reading
Sources checked 2026-10-10. Examples and planning suggestions are Effikos editorial guidance.
Something needs a closer look? Send us a correction.
