/Graduate School
External Fellowships & Scholarships

Asking for Recommendations:  A Step-by-Step Guide

When applying for competitive fellowships, strong letters of recommendation are essential. Follow these steps to ensure you choose the right recommenders and support them effectively:

Step 1: Choose the Right Recommenders

Before reaching out to potential letter writers:

  • Consult with the External Fellowships office to identify who would be the most appropriate recommenders for each specific award.

This step is critical in ensuring that your recommender is the best candidate to support your application. 

Step 2: Always Ask Before Listing

Once you have determined who you plan to approach:

  • Do not enter their contact information in your application until you have confirmed they are both willing and able to write a strong letter on your behalf.

Asking in advance demonstrates professionalism and courtesy, and ensures your recommender is prepared to write a thoughtful, enthusiastic letter—without being caught off guard by an automated request.

Step 3: Give Recommenders What They Need

Give your recommenders plenty of lead time and provide the following materials well in advance:

  • An overview of the award, including how you and your project align with its mission.
  • An updated resume or CV tailored to the award. (Need help? The SBU Career Center can assist!)
  • Drafts of your application essays—even if they’re not final. A rough draft labeled as a work in progress is better than nothing.
  • Clear submission instructions, including whether the letter should be sent to the External Fellowships Advisor or uploaded via an emailed prompt.
  • Important deadlines! If the award requires a campus nomination, provide the Campus Nomination Deadline, not just the national deadline.

Providing these materials—and doing so early—gives your recommender the tools and context they need to write a detailed, persuasive letter that speaks directly to your strengths and alignment with the award.

Step 4: Additional Guidance

For more tips, check out this helpful article from the Chronicle of Higher Education How to Ask for a Recommendation: And how to supervise the faculty member writing it.