References and Referee Forms for Canadian University Applications

When undergraduate programs ask for references

Many Canadian undergraduate admissions are decided on grades and prerequisites without any reference. But some programs — particularly competitive, professional or experiential ones — ask for a reference from a teacher, school counsellor, employer or community supervisor.

When references are required, programs increasingly use a structured referee form rather than an open letter. The university emails your nominated referee a link to an online form with specific questions or rating scales, which the referee submits directly. This keeps the process consistent and verifiable.

Whether you need a reference, and in what format, is set by each program. Always confirm the current requirement on the official program admissions page.

How structured referee forms work

In a typical structured reference, you enter your referee's name and official email in the application, and the system contacts them. The referee logs in, answers the questions or rating scales, may add short comments, and submits — usually by a stated deadline. You generally cannot see the completed form.

Because the referee submits directly and confidentially, it is essential that the contact details you provide are correct and that you ask your referee well in advance. Give them time, the deadline, and context about the programs you are applying to.

• Confirm whether the program needs a reference at all
• Ask your referee before listing them, and confirm their willingness
• Provide their correct official/institutional email
• Share the deadline and a short summary of your goals
• Follow up politely to confirm submission before the deadline

Who to ask

Choose a referee who knows your recent academic or relevant work well enough to comment specifically — usually a subject teacher, school counsellor, employer or supervisor, depending on what the program requests. Some programs name exactly who is acceptable (for example, a current teacher in a related subject).

A referee who can give concrete, recent examples is far more useful than a prominent name who barely knows you. Match the referee to what the program asks for, and respect any rule about the referee's role or relationship to you.

• Pick someone who knows your recent work specifically
• Match the type of referee to the program's instructions
• Prefer recent, relevant relationships over impressive titles
• Avoid family members unless explicitly permitted

How this differs from a graduate letter of recommendation

A graduate letter of recommendation (LOR) is usually a longer, written letter from a professor or professional supervisor that speaks in detail to your academic ability, research potential and readiness for advanced study. Graduate programs may ask for several, and they carry significant weight.

Undergraduate references in Canada are often shorter, more structured (rating scales and brief comments), and used as one supporting input rather than a centerpiece. If you are applying to a master's or PhD, follow the graduate guidance instead, since the expectations and format are different.

Integrity and good practice

References and referee forms must be completed by the actual referee, independently. You should never write, draft, edit or submit your own reference, and you should never submit a fabricated or impersonated one — these are serious integrity violations that can void an offer.

Give your referee everything they need to do a good job: enough notice, the deadline, and honest context. Then let them write or complete the form themselves. Always verify the program's specific reference requirements and deadlines on the official university website.