First identify what the application actually requests
A reference list provides names and contact details so an employer can reach people later. A recommendation letter is a written evaluation, often submitted through a separate portal by a deadline. Some research programs call that letter a reference, while some job applications ask only whether they may contact a supervisor. Read the instructions and count how many people, what relationship, what submission method and what date are required. Do not upload a generic letter when the system asks the recommender to submit directly.
Choose someone who observed relevant work
A professor who evaluated a substantial project, a laboratory supervisor, a campus-job manager, a volunteer coordinator or a previous work supervisor can all be strong choices. The best person can describe how you approached a task, learned, communicated and followed through. A senior title is less useful when the person barely knows you. Family members and personal friends are usually inappropriate unless an application explicitly asks for a personal reference. Follow any rule about academic, professional or supervisory references rather than treating the categories as interchangeable.
Match the person to the opportunity
For a research program, a faculty member or lab supervisor who can discuss analytical work may be more useful than a manager from an unrelated job. For an operations internship, a work supervisor who saw you handle customers and responsibility may provide stronger evidence than a professor from a large lecture. You can maintain a small group of possible references and choose among them for each application. Do not use the same person automatically when the new program asks for a different perspective or when their evidence does not connect to the work.
Ask permission with enough time and an easy way to decline
Contact the person before entering their information. State what you are applying for, what the reference involves and the deadline, then ask whether they would be comfortable serving as a strong reference. ‘Strong’ gives someone a polite way to decline if they cannot provide useful support. For letters, several weeks is considerate when possible; short employer reference checks may arise later. A late request can still be honest—acknowledge the timing and accept no as an answer rather than creating an emergency for someone else.
Give useful context without writing the reference for them
Share the official program link, your current resume, the deadline and submission instructions. Remind the person briefly of the class, project, shift or responsibility they supervised and why the opportunity fits your next step. If the application highlights particular qualities, send that language without telling the recommender what conclusion to reach. Never draft a letter and ask someone merely to sign it unless they explicitly request a draft and the program permits that practice. The evaluation must remain theirs.
Format a reference list as a separate, accurate document
Unless the employer asks for references on the resume, use a separate page with your name and contact information followed by each reference's name, current title, organization, professional email, phone number if requested and your relationship. Keep styling consistent with the resume. Verify every detail with the person; titles and institutions change. Do not write ‘References available upon request’ on a one-page resume—the employer already knows it can ask, and the line uses space without providing evidence.
Track submissions and send one useful reminder
For a portal letter, check whether the system marks it received; your own completed application may not mean the recommendation arrived. If a deadline approaches, send one courteous reminder with the date, time zone and submission link. Do not repeatedly pressure the person or assume silence means completion. If they can no longer submit, ask the program whether a replacement is allowed and use the portal's official process. Never create an account in the recommender's name or upload a confidential letter yourself unless the program explicitly instructs you to.
Close the loop and maintain the relationship
Thank the person after they submit or complete a reference call, and later share the outcome briefly. A reference is doing professional work on your behalf, so keep them updated when a deadline changes or you withdraw. Save which opportunities used each reference and when, rather than surprising the same person with many automated requests. Before listing them again months later, ask or at least confirm availability and current contact details. A thoughtful relationship makes future references more accurate; it should not become a transactional request that appears only when a portal deadline is near.
A practical starting point
A reference request email
Subject: Reference request — [program name], due [date] Hello [name], I am applying to the [program and role], and the application asks for [a reference contact / a recommendation letter] by [date and time zone]. Because you supervised my work on [specific class, project or job], would you be comfortable serving as a strong reference? The program is here: [official link]. I have attached my current resume and included the submission instructions below. I understand if the timing or request is not workable. Thank you, [Your name]
This is editorial guidance, not an employer-required format. Use true details, respect authorship rules, and follow the actual application prompt.
Check the program-specific instructions
Use these independent guides to find the official requirements and application route. General advice does not override a publisher's instructions.
Check eligibility and the selected role's document instructions before submitting. FirstInternships does not accept applications or store your resume.
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