Template

Recommendation request kit

An e-mail template, a briefing table for referees, and a reminder schedule.

Ask at least six weeks before your first deadline. Make it easy for referees to say yes and to write a specific letter.

Request e-mail

Subject: Request for a recommendation letter: Erasmus Mundus master's applications

Dear Professor [Name],

I am applying to [number] Erasmus Mundus Joint Master programmes in [field] for the [year] intake, and I would be grateful if you would write a recommendation letter for me. I am asking you because [specific reason: your course, my thesis under your supervision, the project we worked on].

The first deadline is [date]. Submission methods differ by programme; I have attached a table with each programme, how the letter is submitted, any format rules, and the deadline. I have also attached my CV, transcript and a short summary of what I hope to study.

If it would help, I would be glad to meet briefly to talk about my plans.

If you are unable to write a letter in time, I fully understand.

Kind regards, [Name]

Briefing table for each referee

Programme	Submission method	Format rules	Deadline (with time zone)	Points I hope you can address
	e.g. referee uploads via link sent by the portal	e.g. signed, on letterhead, dated within six months		e.g. my thesis methodology
	e.g. I upload a signed PDF	e.g. in English

Copy format rules from each programme's official page. Common ones: letters must be signed; on letterhead; dated within a set window; sent from an institutional e-mail address; in English.

Attachments to send

CV
Transcript
One-paragraph summary of each programme and why I am applying
Draft motivation letter (optional)

Reminder schedule

When	Action
On acceptance	Thank, send the briefing table and attachments
Two weeks before each deadline	Polite reminder with the link and deadline
Three days before	Check the portal shows the letter as received; remind if not
After results	Thank and tell them the outcome