Skip to content
Mundus Masterplan

Document guide

Recommendation and reference letters

Letters from people who know your work, usually two, often uploaded directly by the referee. Ask early.

What it is

A letter from a professor, supervisor or employer assessing your abilities and suitability for the programme. Some programmes use a structured reference form instead of a free letter (Europubhealth+ and SMACCs use forms).

Why programmes ask for it

To get an independent view of your ability, work habits and potential, especially from someone who has seen you do research or professional work.

Who issues it

Your referees. Most programmes want academic referees; some accept or prefer employers. CoMEM+ asks for one from a faculty official and one from an employer or official such as your thesis supervisor; EPOG accepts professors or job supervisors; ReSound and GloFor want at least one academic.

What it usually contains

  • How the referee knows you, for how long, in what role.
  • Specific evidence of your abilities: a project, a thesis, a result.
  • Comparison with peers if the referee can make one.
  • An explicit recommendation for this programme or this type of programme.
  • Referee's full contact details, institutional letterhead, signature and date.

How to prepare it

  1. Count and type. Most programmes ask for two; RESCO asks for one; EMLE asks for at least one; LASCALA makes the second optional. AquaH's manual states no letter is required.
  2. Submission method. Find out whether you upload the letters, or referees upload them directly (DENSYS 2.0, EUROPHOTONICS, STRAINS), or the portal e-mails referees a link once you enter their details (IFROS). Some portals block submission until letters arrive (LASCALA). Others give referees time after your deadline: 7 days at MESPOM and Mundus MAPP, 15 calendar days for SMACCs reference forms, a separate referee deadline at InterMaths.
  3. Format rules. Signed (EU4M ignores unsigned letters); on letterhead and signed or stamped (JMPMB); dated within six months (JMPMB), within two years (NOHA+) or within 24 months of submission (IMSISS); not from personal e-mail addresses (EDUMaH); in English (CoMEM+, NOHA+).
  4. Ask early. Six weeks before the first deadline at the latest. Use the recommendation request e-mail.
  5. Brief your referees. Send your CV, transcript, a summary of each programme, the submission method and deadline for each, and two or three points you would like them to speak to.
  6. Remind and thank. A short reminder one week before each deadline; a thank-you and the outcome afterwards.

Common mistakes

  • Asking too late, or asking someone who barely knows you because of their title.
  • Referees using personal e-mail addresses when an institutional one is required.
  • Unsigned or undated letters.
  • Entering a referee's e-mail incorrectly so the request never arrives.
  • One letter reused verbatim for a programme in a different field.

Quality-control checklist

  • Number and type of referees match each programme's rule.
  • Referees briefed in writing with deadlines and methods.
  • Institutional e-mail addresses entered correctly.
  • Letters signed, dated, on letterhead where required, and inside any date window.
  • Portal shows letters as received before the deadline.

Lead time (planning estimate)

Four to eight weeks from asking to receiving. Allow more around holidays and exam periods.

Commonly useful or programme-dependent?

Commonly useful: most programmes in our sample ask for two letters. Submission method, format and date rules are programme-dependent, and a few programmes do not ask for letters at all or only at a later stage (IPCVai requests them in its second round).