Email requesting a professional reference letter (CLB 10)
Task prompt
You are applying for a competitive graduate program and need a reference letter from a former professor. Write a formal email to Professor Williams, explaining the program you are applying to, why you chose her as a referee, what the letter should highlight, and the submission deadline.
Your task
Write a formal email to a professor requesting a reference letter. Your email must:
- Introduce yourself and remind the professor of your connection
- Name the program and explain your suitability
- Request the reference and explain what to highlight
- Give a clear deadline and submission instructions
Word count target: 180–220 words
Model answer (CLB 10)
Subject: Reference Letter Request — M.A. in Applied Linguistics, University of Toronto
Dear Professor Williams,
I hope this message finds you well. My name is Amara Diallo, and I had the pleasure of completing your LING 3210 course in the fall of 2024, where I submitted a term paper on code-switching in immigrant communities that you kindly described as “one of the most original pieces of undergraduate writing” you had read that semester.
I am currently applying to the M.A. in Applied Linguistics program at the University of Toronto, with a focus on language acquisition in multilingual households. Given your expertise in sociolinguistics and your familiarity with my analytical approach and research curiosity, I believe your endorsement would carry significant weight with the admissions committee.
If you are willing to serve as a referee, I would be grateful if the letter could speak to my research ability, critical thinking, and capacity for independent academic work. The letter must be submitted directly to the graduate admissions portal at linguistics.utoronto.ca/apply no later than June 30, 2026.
I have attached my statement of purpose and updated CV for your reference. Please do not hesitate to contact me should you require any additional information.
With sincere appreciation, Amara Diallo
Why this scores CLB 10
| CLB Criterion | What this response does well |
|---|---|
| Purpose | Multi-layered request executed cleanly: remind, explain, request, instruct |
| Detail | Course code, paper topic, professor’s own words quoted back, portal URL, deadline |
| Organization | Logical five-paragraph flow; each paragraph has one job |
| Tone | Highly formal, differential, professional without being obsequious |
| Vocabulary | ”code-switching,” “sociolinguistics,” “analytical approach,” “admissions committee” — discipline-specific, precise |
| Grammar | Complex embedded clauses, no errors, perfect register control |
Common mistakes at CLB 8–9
| Weak version | Why it loses marks |
|---|---|
| ”Can you write me a reference letter?” | Missing all context — professor doesn’t know who you are or what for |
| Forgetting the deadline | At CLB 10 every logistical detail must be included |
| ”You were a great teacher.” | Vague flattery; CLB 10 requires specific, substantive compliments |
| Not attaching documents | Offering supporting materials is a CLB 10 professional norm |
Examiner tip
CLB 10 emails are evaluated on strategic communication: does the writer give the reader everything they need to act? The model answer anticipates the professor’s questions before they arise (Who is this? What is it for? What should I say? Where do I send it? By when?). Train yourself to think from the reader’s perspective, not just your own.