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Reference letter request template
Four messages to copy and fill in: the ask, the reference package, a reminder and a thank-you.
Read the reference letter guide for help choosing a referee.
STEP 01
The ask
Send this three weeks before the deadline, or in September for a big fall award.
Hi [Ms./Mr./Mx. Name], I'm applying for the [award name], which is for [one sentence on what it rewards]. The deadline is [date]. You taught me [course / coached me in / supervised me at] [context], and you saw me [the specific thing you want the letter to be about]. Would you be comfortable writing me a strong reference? If yes, I'll send you a one-page summary with the details and everything you'd need to submit it. Completely fine if you're too booked; I'd rather know now. Thank you, [Your name], [grade] at [school]
STEP 02
The one-page package
Send this when your referee agrees.
REFERENCE PACKAGE: [Your name] THE AWARD [Award name], [amount]. It rewards: [one sentence]. Deadline: [date]. HOW TO SUBMIT [Portal link / email address / "they will email you a form"]. Format: [letter on school letterhead / online form / PDF attachment]. Addressed to: [selection committee / named person / "To whom it may concern"]. THREE THINGS YOU'VE SEEN ME DO 1. [What happened, when, and what changed because of it.] 2. [Something that went badly first, and what you did about it.] 3. [Something ordinary you did consistently for a long time.] WHAT I'M STUDYING AND WHY [Two sentences. Not a mission statement, the actual reason.] IF IT HELPS Average: [number]. Relevant courses: [list]. Roles: [club / job / team, with rough dates]. I'll send one reminder a few days before the deadline. Thank you. [Your name] · [your email] · [your phone]
STEP 03
The reminder
Send this three or four days before the deadline.
Hi [Name], Quick reminder that the [award name] reference is due [date], [three days] from now. The submission link is [link], and I've pasted the package below again in case it's easier than digging for the email. If you need more time or it's not going to work out, just tell me and I'll sort something else. No hard feelings either way. Thanks again, [Your name]
STEP 04
The thank-you
Send this within a week, whether you win or not.
Hi [Name], Thank you for writing the [award name] reference. [I found out this week that I got it / I didn't get this one, but the application was much stronger for having your letter behind it.] [One line on what you're doing next.] I really appreciate you taking the time. [Your name]
Before you send
- Fill every bracket. Read the message once before sending it.
- Check the referee rules. Choose someone who knows your work. Some awards require a teacher, exclude family, or ask for two different perspectives.
- Allow time. Aim to ask at least three weeks before the deadline.