What is a Reference Letter in the Context of an Application Process?
Reference letters are needed to support a wide range of application processes. For example, you might be requested to attach one to your grant, masterclass or job application. A reference is usually a mandatory attachment for doctoral scholarship applications and is particularly recommended when applying for funding for early-career artistic work. However, references are also a welcome addition to other types of applications.
A reference letter includes an expert’s view on the applicant’s performance and a recommendation for the applicant. The purpose of the recommendation is to obtain an external perspective on the project or the applicant’s ability to perform the task at hand. Referees can also evaluate the wider relevance of the project to the arts and culture locally, nationally and internationally.
The reference does not have to be long. A few sentences are usually enough. The maximum number of references is typically three.
Guidelines for Those Who Ask for a Reference
Read the instructions given by the grant-awarding body or potential employer to find out if references are mandatory or not.
Ask a potential referee to write a recommendation for your grant or job application personally. The referee can be your project supervisor, mentor, teacher or other expert in your field who knows your work well.
Ask for the reference well in advance, so that the referee has time to familiarise themself with your project. Often the deadline for submitting a reference is the same as the deadline for the application itself.
If you have an application number, share it with the referee along with a summary of the content of your application so that they have a clear idea of your project and the application process at hand.
Note that some funding bodies ask referees to rank or prioritise applicants. You can politely ask the referee if they have already been asked for many recommendations.
Follow the instructions on how to submit the reference. Check if you need to advise the referee to use an online reference service or if they should provide a text file.
Guidelines for Referees
Explain from which position you view the applicant and their work or project. How well do you know the applicant and from which contexts?
State your opinion on the impact of the grant applicant’s project, such as its novelty value, national or international significance, or artistic or scientific impact within the field.
Specify the stage at which the applicant is in their artistic or research process.
Express your opinion of the applicant’s ability and potential to complete the project or perform the task at hand.
Check the format in which the reference is requested. Should you provide a text file or send the reference via an electronic system provided by the grant awarding body?
Sometimes the grant awarding bodies or employees only ask for the contact details of the referee and contact them only if necessary. Be prepared to give a statement orally or in writing if requested by the grant provider or employer.
Reference Sample
I warmly recommend awarding a working grant to Dina Danceartist, Master of Dance, to cover the expenses of the pre-production phase of the ZEN Masters project.
I have observed Danceartist’s work from the role of a teacher. They attended a seminar on artistic work I led at the University of the Arts Helsinki in 2015-2017. Based on their work in the seminar, I believe that Danceartist can implement the ambitious plan of the ZEN Masters project.
The project is particularly significant in the field of performing arts locally and internationally and creates new possibilities for art research and for breaking down barriers between artistic disciplines.
