Tips for referees

Thank you for agreeing to be a Waterloo graduate studies applicant's referee.

Strong references are key to successful applications for admissions, scholarships and awards. Here are a few tips for you.

Do

Make the time for the students you mentor to assist them with their full application packages, including selection of additional referees.
Collect the background information you need to inform your letter, e.g., the applicant’s current CV, proposed plan of study, academic transcripts.
Explain why you are qualified to appraise the applicant.
Tailor your reference letter to the requested criteria. Failure to comment on a specified characteristic, e.g., leadership, might be taken to indicate weakness in that area.
Provide clear indication of the applicant’s strengths, e.g., quantify: the best writing skills of the 20 PhD students I have supervised; provide examples; use superlatives appropriately.
Elaborate on accomplishments, e.g., explain why a grade, presentation or publication is noteworthy; why the research plan is important.
Reflect the true merits of the applicant. Although you will want to present the candidate positively, not everyone is in the top 2%. Misrepresentation will be picked up by reviewers.
Address areas of potential criticism, if relevant, e.g., explain why an aspect of the record, such as a poor early grades or a lower-than-expected publication rate, may not reflect the potential of the applicant.
Make your letter stand out. Reviewers read many, many letters.
Proofread your letter.

Reiterate the CV or plan of study without elaboration.
For confidentiality reasons, make comparisons to other students by name.
Talk about yourself (your course, your research program) without bringing it back to the applicant (e.g., their strengths, how it supports their academic growth)
Assume the reader understands specifics of your field, e.g., technical aspects, the best journals.
Use faint praise. While a statement such as, “They will likely successfully complete the program” may be the best you can say for a borderline applicant, this will disadvantage a top scholar.
Include irrelevant information.
Leave too little time.

Our Managing Student Information for Faculties, Academic Departments and Schools policy has specific information regarding references in the Disclosure of Student Information section.