Recommendation letters are part of your score in many scholarships — in Ireland’s GOI-IES, for example, the two references are worth 15 out of 100 marks. A formal mistake, such as an unacceptable signature or an outdated date, can sink an application before anyone reads it.
Rule one: every scholarship has its own rules
Rules vary widely between programmes, and even between offices of the same funder. DAAD, for example:
- some programmes ask for one reference from a professor in your field, on a DAAD form;
- the EPOS programme at TH Köln asks for a letter from your current employer, recent, on letterhead, signed and stamped, and not in a sealed envelope.
So read your programme’s rules before you ask anyone.
Real examples from official pages
| Programme | Number | Who writes | Format and submission |
|---|---|---|---|
| Erasmus Mundus CLMCE (University of Glasgow) | 2 | One academic; the other academic or professional (professional only if you worked there in the last 12 months) | Letterhead or stamp, signed by hand or digitally (a typed name is not accepted), dated within 24 months. Uploaded by the applicant or emailed by the referee from a work address, not Gmail |
| Neurasmus (Erasmus Mundus) | 2 | Academics or professional bodies | Max 2 pages, in English, signed, on institutional letterhead with a stamp |
| MARIHE (Erasmus Mundus) | 2 | — | Signatures “especially important”; upload through the programme portal only |
| Chevening (UK) | 2 | Professional or academic — not friends or relatives | In English or with a notarised translation, addressed to the British embassy, stating how long and in what capacity the referee knows you; uploaded at least 7 working days before the interview |
| GOI-IES (Ireland) | 2 | Chosen by the applicant | 500–700 words, specific to GOI-IES (not admission references), dated within a year, in English; a typed name is not accepted |
What most programmes have in common
- Two letters in most cases.
- A referee who really knows you: a professor who taught or supervised you, or a manager you worked with.
- A real signature: handwritten or digital — a typed name is rejected by several programmes.
- Official paper: university or company letterhead, sometimes a stamp.
- A recent date: within a year for GOI-IES, within 24 months for CLMCE.
- The programme’s language: usually English, otherwise a certified translation.
Who should you ask?
Choose someone who can give specific examples about you, not just the most senior person.
- Master’s and PhD: a professor in a course you excelled in, or your project or research supervisor.
- Leadership and experience scholarships (e.g. Chevening): a direct manager who knows your achievements.
- Avoid: relatives and friends (Chevening excludes them explicitly), and anyone who only knows your name.
When and how to ask
- Ask early, several weeks before the deadline — professors write many letters in scholarship season.
- Send a short pack: your CV, the programme link, the deadline and the letter rules (number, words, signature, submission).
- Remind them of examples: a project with them or an achievement they know, so they can write precisely.
- Clarify submission: do you upload it, do they email it from their work address, or upload it to a portal?
- Follow up politely a week before the deadline, and thank them afterwards.
Common mistakes
- One letter for every scholarship: GOI-IES, for example, wants a letter specific to it.
- A typed name instead of a signature.
- An old letter beyond the allowed period.
- A personal email address: some programmes only accept the referee’s work address.
- Sealed vs unsealed: some DAAD programmes want sealed envelopes; the EPOS programme at TH Köln wants the opposite.
FAQ
Can I write the letter myself and ask them to sign it? The letter must reflect the referee’s view, and some programmes require the referee to submit it directly. Help with information, but let them write it.
Is a letter from an employer acceptable instead of a professor? It depends: Chevening accepts professional referees; CLMCE accepts one professional letter if you worked there in the last 12 months.