How to write a reference letter for a scholarship?

Reference letters (Empfehlungsschreiben) carry significant weight in scholarship applications — DAAD and other foundations always require 2-3 academic references.

#Who to Get a Reference From?

#Best Reference Sources

• Thesis/project supervisor (bachelor or master)
• Head of department / dean
• Professor from whom you took multiple courses (especially if you achieved high success)
• Mentor from an internship/research experience
• Professor with whom you published (if applicable)

#Unacceptable Reference Sources

• Family friend / relative
• Neighbor / manager from work (non-academic)
• High school teacher (must be university level)
• Non-academic professional reference

#What Should a Reference Letter Be Like?

#Sections

1. Professor's title + contact information (at the top)
2. Introductory paragraph (how they know the student, from which courses)
3. Academic performance evaluation (grades + specific courses)
4. Personal qualities (motivation, diligence, critical thinking)
5. Specific examples (project, assignment, in-class contribution)
6. Why suitable for the scholarship? (DAAD/KAS/FES etc. specific)
7. Recommendation statement (strong)
8. Signature + stamp + date

#Length

• 1 page minimum, 2-3 pages optimum
• Too short: Professor appears lazy, weak impact
• Too long: Professor appears not to know you well

#Language

• German or English (for DAAD)
• If professor writes in Turkish → attach a sworn translation

#What Must Be in the Letter's Content

• Specific grades ("received 95 in XYZ course")
• Class ranking ("In the top 5%")
• Annual evaluation ("I have known them for 3 years")
• Comparison ("Motivation I have seen in very few students")
• Specific project/publication ("Their presentation on X topic was excellent")
• Leadership quality ("Volunteered as class representative")
• Intention to return ("Will contribute to Turkey")
• Evaluation for the scholarship ("One of the most suitable candidates for the DAAD scholarship")

#Process for Requesting a Letter

#Step 1: Talk to the Professor

• Request at least 2 months in advance
• Request a meeting (15-20 minute discussion)
• Explain the scholarship type and objective

#Step 2: Prepare an Informative Package

• CV (academic + personal)
• Scholarship announcement (brief summary)
• Draft of motivation letter
• Transcript copy
• Specific reference points (what kind of things you want them to focus on)

#Step 3: Writing Time

• Give the professor 1-2 weeks minimum
• Request 3-4 weeks before the DAAD deadline

#Step 4: Delivery

• Generally, the professor sends the letter to you as a PDF
• Some foundations request it directly from the professor (sealed envelope)
• DAAD: Upload to the online portal, and the professor also confirms it separately

#Common Mistakes

#On the Student's Side

• Requesting too late (1-2 weeks before)
• Requesting without information ("I don't know what to write for the scholarship")
• Too many requests from one professor (3+ references from the same professor)
• Reference from a low-level professor (assistant or master's student)

#On the Professor's Side

• General sentences ("They are a good student")
• No specific examples
• Weak recommendation ("May be suitable")
• Wrong scholarship name or organization
• Writing in Turkish and not translating

#Sample Reference Letter Format

[Professor's title + position]
[Address + contact]
[Date]

To Whom It May Concern,
(Or: Sehr geehrte Damen und Herren / Lieber Frau/Herr [Name])

It is with great pleasure that I write this letter
in support of [Student Name]'s application for
the [Scholarship Name, e.g., DAAD Master Studies in Germany].

I have known [Student Name] for [3 years] in my role as
[course name / thesis supervisor / etc.] at [University].

In my course on [Topic], they demonstrated...
[Specific examples, grades, class ranking]

[Personality assessment: motivation, diligence]

I particularly want to note...
[A specific achievement or quality]

Based on these observations, I strongly recommend
[Student Name] for the [Scholarship Name]. I am confident
that they will...

Please do not hesitate to contact me for any
further information.

Sincerely,
[Professor Signature]
[Professor Name, Title, University]
[E-mail + Phone]

#What to Do If the Professor Refuses?

#Strategy if Rejected

1. Try another professor (prepare a list of at least 5 professors)
2. Contact the head of the department
3. Contact your thesis supervisor
4. If you have an industry connection, a professional reference (non-academic but supportive)

#Important Notes

• The reference letter is not read by the student — DAAD does not expect this; the professor uploads it directly to the portal
• Some professors send a template signature → you can ask for a correction
• Old graduates find it difficult to get references → professors you are currently registered with are more practical

Related: DAAD documents | Motivation letter.