Tips | Academic References

1. What is an Academic Reference?

Academic referees are typically professors who assess your academic abilities and suitability for a program of study. Academic references are also sometimes required for jobs or internships, especially those related to your academic background.

2. Identifying Appropriate References

The following criteria can help you choose appropriate references.

Consider:

What was your performance in the professor's course(s) OR as their Teaching/Research Assistant?
How well and how recently does the professor know you and~~/or~~ your work?
Will the professor’s reputation positively influence the selection committee?

3. Connecting with Your Professors: Getting Noticed

Strategies for Choosing Courses and Engaging in Class:

Select upper-year courses where you performed well. This provides professors with concrete evidence of your abilities as a learner.
Actively demonstrate your interest in the course material. This helps create memorable interactions and rapport with your professors.
Be an active learner by asking thoughtful questions in class. This shows engagement and intellectual curiosity.
Contribute meaningfully to class discussions. Share your ideas and reflections on topics, assignments, presentations, readings, or current events, connecting them to the course content.

Strategies for Utilizing Office Hours to Build Rapport:

Utilize professors' office hours to build a connection. This helps them remember you when you need a reference.
Familiarize yourself with the professor's research areas and publications beforehand. This allows for more informed conversation.
Introduce yourself to the professor during office hours so they know who you are. Make a personal connection.
Ask genuine questions about their research and work. Show sincere interest in their expertise.
Display curiosity and interest in the course material during office hour discussions. Enthusiasm is impactful.
Maintain a positive attitude, even when facing challenges in the course. This demonstrates resilience.
Avoid using office hours to ask for exam clues or inquire about mandatory readings. These actions can create a negative impression.

4. When Should You Approach Your Professors for a Reference?

Create a list of potential academic referees at least 3 months before the letter is due.
Include extra names on your list (in case some professors are not available or choose not to write).
Approach your professors in the way that you are accustomed to dealing with them (email or in-office).
Determine if those professors have reference letter policies (ask about specific directions and follow them).

Reminder: Give your academic references as much advance notice as possible. A minimum of 3 months is suggested, preferably longer.

5. How To Approach Academic References

In your initial approach, make sure that each professor:

knows who you are (introduce yourself; inform them about the program or position that interests you and why; mention the grade you received in their class; and provide a copy of an assignment/paper you wrote for them including their original comments. This should assist them as a memory jogger).
understands that you are seeking a strong reference
knows why you would like a letter from them specifically
is aware of the letter’s deadline (remember to approach them well in advance of the deadline!)

How to Speak to Professors

Be professional: Address your professors by title (eg. Professor or Dr. Green).

Be clear and concise: State your request without being overly detailed. Your professors appreciate it when you can articulate your needs succinctly.

Be honest and upfront: If you are sincere about your intent and approach, the professor will likely notice and respond to your request more favourably.

How to Support Your Academic Reference with Your Request

Be prepared to provide your referees with information including:

an updated résumé or CV
a draft of any statement of interest or research proposal that will be included in your application
any forms that the reference may be asked to fill out (pre-fill what you can in advance of issuing to them)
your personal contact details (so they can reach you directly if required
Provide specific instructions for letter submission (e.g., upload to the application site? Website address? File format?
Clearly specify any key details you want the referee to include, such as highlighting specific projects, grades, effort, or character traits.
Reminder: Follow up with your references about their letter's completion 2-3 weeks before the deadline.

SAMPLE REQUEST FOR A REFERENCE (tailor to your needs):

Dear Professor Green,

My name is Naz Reeshay. I was a student in your GGR407H5 Eco Hydrology course last semester. My positive learning experience and academic performance in this course have influenced my plan to further my studies and I will be applying for the Master of Science in Geological Sciences program at UBC. I welcome your support in the form of a strong reference letter.

(If your rapport with your professor is not current, consider suggesting an in-person chat):

Dear Professor Green, I would like to meet with you at your convenience to refresh your memory of me and my class performance, if that would be helpful to you. I will also provide my personal statement, CV, and any other documents that you prefer.

(If your professor knows you well, you can be direct with your request):

Dear Professor Green,

I am writing to request a letter of recommendation from you. I would be grateful if you could support my application. I can provide my personal statement, CV, and any other materials you require to prepare the letter.

Thank you for your consideration.

Sincerely,

Naz Reeshay

References

For more information on asking for an academic reference visit the e-resources below:

Please note that this information is subject to change. It is best to refer to the original sources for the most up-to-date information.

Updated May 2025