Letter of Recommendation (LOR) — How to Get One, Format & Sample

A Letter of Recommendation (LOR), also called a reference letter, is a signed endorsement from someone who has taught, supervised or mentored you, written to the admissions committee. Most master's and PhD applications ask for two or three, and they carry real weight because they are the one part of your file you do not write yourself — an independent, credible voice confirming that you are as good as your own documents claim.

The best LORs are specific, not glowing. A letter that says "the best student I have taught" proves nothing; one that describes exactly what you did in a project and how you compare to peers proves everything. Your job as the applicant is to choose the right recommender and give them everything they need to write that specific letter.

Who to ask

Pick people who know you well and can speak in detail about your work — usually a mix of academic referees (a professor or supervisor who taught or advised you) and, for some programmes, a professional referee (a manager or research lead). Seniority matters less than how well they know you; a lecturer who supervised your thesis writes a stronger letter than a famous professor who barely remembers you.

• Someone who taught, supervised or managed you closely — ideally for a year or more.
• Someone who can give concrete examples and compare you to peers, not just praise in the abstract.
• Someone relevant to the course: an academic referee for a research programme, a manager for a professional one.

How and when to ask

Ask early — six to eight weeks before the deadline at the very least, so your recommender has time to write and revise. Ask in person or in a personal message first ("Would you feel able to write me a strong letter for X?"), which also lets them decline gracefully if they cannot. Only after they agree do you send the formal details.

Then make it effortless for them: provide everything in one tidy package so they can write a specific letter without chasing you for information.

• Where the letter goes, to whom it is addressed, the deadline and the submission method (portal link or email).
• Your CV, transcript and a short note on the programme and why you are applying.
• A brief reminder of the projects or work you did with them, and the two or three strengths you hope they can speak to.

The structure a strong LOR follows

• Opening — who the recommender is, how they know you, for how long, and in what capacity.
• Overall endorsement — a clear statement of support and how you rank relative to peers they have taught or supervised.
• Body (1–2 paragraphs) — specific evidence: a project, a result, a moment that shows your ability, initiative and character.
• Fit — why these strengths make you ready for this particular programme.
• Close — a firm restatement of support and an offer to be contacted for more detail, with signature and title.

A Letter of Recommendation skeleton (original)

This is a scaffold for a recommender to adapt — never something to write yourself and pass off as theirs. Share it only as a structure; the credibility of an LOR comes from it being genuinely in the referee's own words. Keep it to one page.

Opening: "I am [name], [title] at [institution]. I have known [applicant] for [duration] as their [teacher/supervisor/manager] in [context], and I am pleased to recommend them for [programme] at [university]."

Endorsement: "Among the [number] students I have taught in [subject], [applicant] ranks in the top [x%] for [quality]." A ranking sentence gives the letter credibility.

Evidence 1: "In [course/project], [applicant] [specific action] and achieved [specific result]. What stood out was [the how — their reasoning, initiative or resilience]." Concrete, not abstract.

Evidence 2: "Beyond the classroom, [applicant] [example of character, leadership or collaboration], which showed me [trait relevant to the programme]."

Fit: "These strengths — [x] and [y] — are exactly what [programme] demands, and I am confident [applicant] will thrive and contribute."

Close: "I recommend [applicant] without reservation and would be glad to provide further detail. Sincerely, [name, title, institution, contact]."

Expert tips

• Ask early — six to eight weeks out — and always confirm the referee can write a strong letter, not just a letter.
• Give your recommender a complete package: CV, transcript, the programme details and a reminder of your work together.
• Choose relevance and closeness over seniority; a supervisor who knows you beats a famous name who does not.
• Ask each referee to include specific examples and, if they can, a comparison to peers — that is what convinces committees.
• Waive your right to view the letter where the form offers it; confidential letters are taken more seriously.

Common mistakes to avoid

• Asking at the last minute and forcing a rushed, generic letter.
• Choosing a recommender by title alone, who then writes vaguely because they barely know you.
• Writing the letter yourself for the referee to sign — committees spot uniform "self-written" letters, and it can be treated as misconduct.
• Giving the referee no context, so the letter stays abstract instead of citing real projects and results.
• Submitting near-identical letters from two referees, or letters that only praise without any concrete evidence.