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Congrats! You've done your research and are finally applying for a graduate school program in Canada. In addition to your transcripts and personal statement, the program is also asking for letters of recommendation.
Don't get stressed!
I remember attending an info session on applying to graduate school when I was still an undergrad student. A professor who was on the admissions committee said:
Writing recommendation letters for our students is part of our jobs. Go find a course you performed well in, and ask your prof for that letter. They will likely say yes.
Types of Recommendation Letters
Depending on the program you are applying to, the requirements might include either (1) academic or (2) professional recommendation letters. Most programs will accept a mix of each type.
(1) Academic recommendation letter: a former university instructor who can speak about your academic achievements, research skills, and personality can write you an academic recommendation.
(2) Professional recommendation letter: a former work supervisor who can speak about your work achievements, personality, and practical skills can write you a professional recommendation.
But how do you even reach out?
Quiz
You're applying to a graduate school program in Canada and they accept both academic and professional letters of recommendation. Who should you ask to be your reference? Select all that apply:
Letters from your teaching assistants or friends won't be considered strong letters of recommendation by admissions committees.
Did you know?
Most universities in Canada will ask for 2-4 letters of recommendation for graduate school programs.
Asking for an Academic Letter of Recommendation
When I was applying for my MA program, my academic references wanted to meet and talk about why I wanted to go to grad school.
So before hitting "Send" on that email,consider the following:
Have your personal statement ready. Your instructors will want to talk about it so they can use your answers to write the recommendation.
Think of all the reasons why you want to pursue grad school.
Have your CV/resume ready for them to review.
In case the instructor does not remember you, keep a copy of your transcript and assignments for their course.
Double-check your references' titles before reaching out. Some programs specifically ask for references' titles to be "professors".
Asking for a Professional Letter of Recommendation
Although the process is similar to requesting an academic recommendation letter for university, you should watch out for the following when requesting a professional one:
Draw parallels to the program you're applying to. For example, if you're applying to an education program, find a professional recommendation from a teaching job.
Choose someone who can speak about your personal qualities, abilities, and ethics.
Be clear and concise when you send an email. Explain why you need a letter and attach supporting documents such as your resume.
Ask for a quick chat to tell them about your goals so they can tailor the letter to your needs. For example, you can ask your reference to highlight certain skills.
The Actual Process
When you start an application on a university's portal, you'll get to a section where you need to fill all the information of your references such as title, full name, email address, and phone number.
The university will send emails to your references and they'll need to upload their letters.
If the reference hasn't uploaded their letter yet and the deadline is coming close, you can use the application portal to send another email. You can also reach out to them personally through email.
In case your reference drops out at the last minute, always have a backup plan. If the application requires 3 references, prepare 4 ahead of time.
And most importantly, speak with references ahead of time!
Sample Email to Request an Academic Letter of Recommendation
(1) Start with a formal greeting.
(2) Give enough information so the instructor remembers you. Tell them your name, which class you took with them, and when you took that class. You can offer extra information if it helps.
(3) Mention the name of the program and university you're applying to. The instructor may have some connections there or tips for your application.
(4) Express gratitude.
(5) Attach supporting documents such as your personal statement, transcripts, and CV. If the instructor doesn't know you on a personal level, they'll need all the information they can get.
(6) Offer to meet in person.
(7) End formally and sign your name.
Hello Dr. X, (1)
I hope you are having a great week. I am Ayse from your POLI240 class which I took in Fall 2020. I am not sure if you remember me but I used to sit at the front row and got an A+ on my final paper about Y (2).
I am planning on applying for the Political Science MA program at Z University (3) so I was wondering if you could write me a letter of recommendation? I know that this is a busy time of the term, but I would really appreciate it (4).
I am attaching my transcript, personal statement, and CV to this email if you would like to review them (5). If you have the time, I would love to meet in person or over video chat to catch up and talk about my application with you (6).
Best Regards,
A. K. (7)
Take Action
Now that you learned how to ask for a recommendation letter for university, good luck with your applications!
Take these next steps to make this process easier for you:
This Byte has been authored by
Ayse Kabaca
Instructional Designer
MA