How Do You Choose Referees? What UCAS, UBC and the University of California Say About References, When to Ask, Whom to Ask and What to Give Them, with Notes for Domestic and International Applicants
Someone else writes your reference, but the preparation is yours. Using official sources, this guide explains what UCAS, UBC and the University of California say about referees: UCAS needs a referee who knows you academically and can add predicted grades, UBC's personal profile asks for two references, and the UC pages read for this guide do not mention letters of recommendation. It then covers whom to ask, when, and what to give your referees.
Teachers or other referees write your references, but how good those references are depends largely on your own preparation: whether your referee really knows you, and whether they have concrete examples to write about. Requirements differ widely between countries and universities; some require references and some do not mention them at all. Using official sources, this guide first explains the rules at UCAS (UK), UBC (Canada) and the University of California (UC), then covers whom to ask, when, and what to prepare. It is a companion to our planning series for grade 9 and grade 10; see also our application timeline by grade.
1. What each system requires
- United Kingdom (UCAS): every application needs a reference from someone who is not a family member, friend, partner or ex-partner (UCAS: filling in your application). The reference must be written by your referee online in the reference section of your application; your referee should be someone who knows you academically and can share supporting information relevant to the courses you are applying for, along with any predicted grades. If your referee is one of your teachers, they can add your predicted grades for any pending qualifications; if you apply through a school, the reference is usually written by a teacher or tutor who knows you. With your permission, the reference can also include circumstances that have affected your academic work (UCAS references). The required length is not stated on the pages read. UCAS's page for mature students also notes that some universities will not accept a reference sent from a non-professional email account (UCAS references for mature students).
- Canada (UBC as the example): UBC's personal profile asks you to submit two references who know you well and can speak to your responses; for current high school students, one of them must be a school official (UBC personal profile). Some degrees may also require a supplemental application or reference reports, depending on the program (UBC application).
- United States (University of California as the example): the UC application pages read for this guide (filling out the application, personal insight questions and others) do not mention letters of recommendation; they mention only an additional comments field, which UC says should not be an essay (UC: filling out the application). Follow UC's official website and application instructions on whether letters are required or accepted. Other US and Canadian universities differ on whether they want letters, how many and from whom; check each one.
| Example | Referee requirements (from official pages) |
|---|---|
| UK (UCAS) | One reference written online by the referee; someone who knows you academically; teachers can add predicted grades; not family, friends, partners or ex-partners |
| Canada (UBC) | Two references for the personal profile; for current high school students one must be a school official; some degrees also need reference reports |
| US (UC) | Letters of recommendation not mentioned on the pages read; follow official instructions |
2. Whom to ask
- A teacher who knows your academic work: UCAS asks for a referee who knows you academically, ideally a teacher of a subject related to the course you want. If you plan to study engineering, a math or physics teacher is a better choice than a teacher who only knows you from an activity.
- Someone who can speak to your experiences: UBC's referees should be able to speak to your personal profile answers. If you wrote about a long-term activity, the teacher or supervisor who runs it is a good choice; current high school students should remember that one referee must be a school official.
- Not family or friends: UCAS explicitly excludes family, friends, partners and ex-partners. Even where a university does not say so, a reference from a relative or friend is unlikely to convince admissions staff.
3. When to ask
- Build the relationship in grade 11: references need concrete examples. Taking part in class and asking questions in grade 11 gives your teachers something to write about in grade 12.
- Ask at the start of grade 12: taking 2027 entry as an example, the UCAS deadline for Oxford, Cambridge and most medicine, dentistry and veterinary courses is 15 October 2026, and UBC's application deadline is 15 January 2027 (see the other guides in this series). Teachers often write for many students, so asking early gives them time to write well.
- Understand how the reference is submitted: UCAS references are written online in your application by the referee, or added by your school if you apply through one; UBC referees are provided with your personal profile. Ask in advance what link your referee will receive and when they need to finish.
4. What to give your referees
- A short personal summary: your record of activities and awards (dates, weekly hours, role, outcomes), the programs and universities you plan to apply to, and why you want to study that subject.
- One or two things you hope they will highlight: for example, a project in their class, an improvement you made, or a responsibility you took on in an activity. Concrete examples lead to a concrete reference.
- Each university's requirements and deadlines: list which universities need a reference, how it is submitted and the last date to complete it. If there are circumstances that affected your studies and you want them included in your UCAS reference, tell your referee clearly and give your permission.
- Thank them and share the outcome: send a thank-you note after the reference is submitted, and let your referee know your results when they come out.
5. Notes for domestic and international applicants (including students in China)
- Domestic applicants: in the UK, you usually apply through your school, which adds the reference and predicted grades; talk to your teachers about predicted grades early. In Canada, note that for UBC one of a current high school student's two referees must be a school official.
- International applicants: if your school is not familiar with UK or Canadian applications, explain to your teachers early how references are submitted and what they need to include (such as predicted grades for UCAS), and give them plenty of time. Whether references must be in a particular language or translated is set by each university; check their websites.
- Students in China: teachers at regular Chinese high schools may not be familiar with English-language references or online submission, so talk to them early and prepare the personal summary described above. The pages read for this guide contain no specific guidance for applicants from China on the language of references or translations; check each university's international applicant pages.
Frequently asked questions
Who writes a UCAS reference, and can a family member or friend write it?
UCAS states that your referee should be someone who knows you academically and can share supporting information relevant to the courses you are applying for, along with any predicted grades; if you apply through a school, this is usually a teacher or tutor who knows you. Your referee cannot be a family member, friend, partner or ex-partner. The reference is written online by your referee in the reference section of your application.
How many referees does UBC require?
UBC's personal profile asks for two references who know you well and can speak to your responses; for current high school students, one of them must be a school official. Some degrees may also require a supplemental application or reference reports.
Does the University of California require letters of recommendation?
The UC application pages read for this guide, including the pages on filling out the application and the personal insight questions, do not mention letters of recommendation; they mention only an additional comments field. Follow UC's official website and application instructions on whether letters are required or accepted.
How early should I ask a teacher for a reference, and what should I give them?
Taking 2027 entry as an example, the UCAS deadline for Oxford, Cambridge and most medicine courses is 15 October 2026, so ask at the start of grade 12. Give your referee your record of activities and awards, the programs and universities you plan to apply to, the specific examples you hope they will highlight, and each university's submission method and deadline.
References
UCAS references; UCAS: filling in your application; UCAS references for mature students; UBC personal profile; UBC application; UC: filling out the application; UC personal insight questions. Pages read in November 2026; rules and dates follow the latest official versions.