Do I need a letter of recommendation for an exchange? How to achieve

The letter of recommendation is a strategic document that presents your academic and personal qualities from the perspective of those who know you. For more competitive or specific programs, it may be mandatory and decisive in the selection process. Let's clarify when you need this documentation and how to get letters that really impact your application.

‍

When a letter of recommendation is required

The requirement for letters of recommendation varies significantly between programs and destinations. For basic language courses, they are not normally required. For more specific programs, they become fundamental.

Programs that generally require a letter of recommendation:

• University abroad - especially for undergraduate and graduate studies
• Public College in Canada - for technical and higher education courses
• Private College in Canada - Co-op - programs with paid internship
• Pathway for university entry - university preparation
• High School - high school abroad
• Volunteer Work in South Africa - specialized projects

Programs that rarely require:

• Learning a language abroad - general language courses
• Study and Work in Australia - basic programs
• Study and Work in Ireland - General English courses

‍

Who can write your letter of recommendation

The choice of a recommender is crucial to the success of your application. Different recommender profiles bring valuable perspectives on their qualities.

Ideal academic recommenders:

• University professors: Provide technical insight into your academic performance and research potential
• Course coordinators: Know your general profile and evolution during graduation
• Project advisors: They can highlight your ability to work as a team and solve problems
• School principals: For high school programs, they offer perspective on leadership and maturity

Valued professional recommenders:

• Direct supervisors: Highlight your practical and professional skills
• Senior teammates: Provide perspective on collaboration and soft skills
• Customers or partners: For commercial areas, they can show practical results
• Career mentors: Provide strategic insight into your potential

Important tip: Avoid letters from family members or close friends, as international institutions value impartial and professional recommendations.

‍

Ideal structure of a letter of recommendation

An effective charter follows a specific structure that maximizes its impact with foreign institutions. The format must be professional and objective.

Header and presentation:

• Official letterhead of the institution or company
• Full date
• Recipient data (when available)
• Complete identification of the recommender with position and institution

First paragraph - Presentation: Clearly present the relationship with the candidate, the period of living together, and the context of the interaction. For example: “I met João Silva as my student in the Digital Marketing discipline during the 2023.2 semester, where he showed exceptional interest and dedication.”

Second paragraph - Specific qualities: Highlight relevant qualities with concrete examples. Avoid generic adjectives and focus on specific situations that demonstrate the candidate's competencies.

Third paragraph - Results and achievements: Mention objective results, projects carried out, grades obtained, or awards received. Quantitative data reinforce the recommendation.

Fourth paragraph - Explicit recommendation: Clearly state your recommendation for the specific program, explaining why the candidate is a good fit for the opportunity.

Professional closure: Finish with availability for contact and handwritten signature on printed data from the recommender.

‍

How to request a letter of recommendation

The approach to requesting a letter of recommendation requires planning and professionalism. Timing and the way of requesting directly influence the quality of the response.

Ideal timing to request:

• At least 1 month in advance to give the recommender adequate time
• Avoid vacation periods or times of high professional demand
• Consider the academic calendar If you are going to request it for teachers

How to make the request:

1. Initial contact: Make an informal first contact to check availability
2. In-person meeting: Schedule an appointment to explain your objectives and provide detailed information
3. Full documentation: Prepare a package with your resume, academic record, and program information
4. Clear deadline: Set a realistic deadline and confirm that it's feasible

Essential information to provide:

• Full program and institution details
• Your academic and professional goals
• Specific points that you would like to see highlighted
• Target institution template or guidelines
• Your achievements and relevant projects

‍

Tips for an impactful letter

A truly impactful letter of recommendation goes beyond generic compliments. It should tell a compelling story about your potential and suitability for your chosen program.

Elements that strengthen the letter:

• Specific examples: Concrete situations are more convincing than vague adjectives
• Quantitative data: Grades, rankings, improvement rates, or measurable results
• Comparison with peers: “Among the top 10% students I have mentored” is more impactful than “excellent student”
• Demonstrated evolution: Show growth and development over time
• Relevance to the program: Connect specific qualities with the requirements of the chosen course

Internationally valued soft skills:

• Cultural adaptability
• Ability to work in a multicultural team
• Leadership and initiative
• Complex problem solving
• Effective communication
• Critical and Analytical Thinking

Errors that weaken the letter:

• Very emotional or superlative language
• Lack of concrete examples
• Generic information that could apply to any candidate
• Grammar or formatting errors
• Very long letter (ideal: 1 page)

‍

Letters of recommendation by destination

Different countries and education systems have specific expectations for letters of recommendation. Knowing these peculiarities increases your chances of success.

United States:

• They value leadership and extracurricular activities
• Appreciate evidence of overcoming challenges
• They expect a clear connection between qualities and the chosen program
• They prefer more personalized letters and storytelling

Canada:

• Focus on evidence of teamwork and collaboration
• They value diversity of experiences and perspectives
• Appreciate examples of contributing to the community
• They expect a demonstration of cultural adaptability

United Kingdom:

• They prefer a more formal and structured approach
• Value academic excellence and research potential
• Appreciate evidence of independent thinking
• They expect specific references to the British education system.

Germany:

• They focus on technical and academic qualifications
• They value practical experience and the application of knowledge
• Appreciate evidence of discipline and organization
• They expect more objective and direct letters

Australia:

• They value balance between academic and personal life
• Appreciate evidence of adaptability and flexibility
• They focus on potential contributions to the local community
• They expect examples of creative problem solving

‍

Alternatives to the traditional letter of recommendation

For situations where getting traditional cards is challenging, there are valid alternatives that can strengthen your application.

Reinforced motivation letter: When letters from third parties are not available, a well-designed motivation letter may partially compensate. Include references from people who can confirm your qualities if contacted.

Project portfolio: For technical or creative areas, a well-documented portfolio with testimonials from clients or colleagues may be more impactful than formal letters.

Online professional recommendations: LinkedIn profiles with solid recommendations from supervisors and colleagues can complement or, in some cases, replace formal letters.

Certifications and awards: Documents that prove professional or academic recognition can demonstrate quality without the need for letters.

‍

Be Easy

A Be Easy understands that obtaining appropriate letters of recommendation can be challenging, especially when you are not clear about the specific requirements of each program. Our specialized team offers complete guidance on necessary documentation, helping you identify the best recommenders and providing appropriate templates for each destination. Contact us and ensure that your application has all the necessary elements for success, from documentation to full support on your international journey!

‍