Using AI To Help with School (Tutor) UCAS References

Summary: Writing UCAS tutor references isn't hard because it's complex — it's hard because it's repetitive, time-sensitive, and you're merging other people's writing styles while trying to keep it coherent. AI is very good at producing a clean first draft: one voice, no duplication, within the limit. You still review and tweak, but you don't start from a blank page.

Why tutor references take so long

Writing UCAS tutor (school) references is a key part of a student's university application process, but it's also one of the more time-consuming tasks for A Level form tutors.

Typically, you're taking references from several subject teachers and combining them into one cohesive statement:

• consistent tone and voice
• redundancies removed
• no unnecessary detail that universities aren't interested in
• within UCAS limits

That's a lot to do quickly, for a lot of students, during the busiest half-term of the year.

AI is transforming how teachers approach this process: saving hours of editing while maintaining integrity and professionalism — as long as you keep a firm "human in the loop".

How AI helps with tutor references

1) Combining different writing styles into a single voice

Each subject teacher will write with a different tone and emphasis. A science teacher might focus on analytical precision; an English teacher may highlight creativity and communication.

AI is highly effective at stitching those different styles into a consistent, professional voice.

With the right prompt, you can ask the AI to:

• rewrite in one clear tone
• keep the flow coherent
• preserve the substance of what each teacher is saying

That reduces the time you spend manually smoothing tone and structure.

2) Eliminating redundancies and unnecessary detail

Subject references often repeat the same general qualities: motivated, reliable, mature, a pleasure to teach, strong leadership, and so on.

Those qualities matter, but repetition weakens the overall reference.

AI can:

• spot overlapping points
• keep the strongest wording once
• ensure each subject paragraph adds something distinct

It can also remove the kind of content universities typically don't need — for example, lists of specific topics studied — so the focus stays on what matters: readiness for higher study and suitability for the course.

3) Creating a strong introduction and conclusion

A good UCAS tutor reference usually needs:

• an introduction that summarises the student's overall strengths relevant to their chosen course
• a conclusion that closes professionally and leaves a strong impression

When you're writing a stack of references, these are the sections that can feel hardest to draft cleanly every time.

AI can generate polished introductions and conclusions that match the body of the reference — which you can then tweak to add your own judgement and a personal touch.

4) Meeting word/character limits

Tutor references need to stay within UCAS limits, and subject references can be verbose.

AI is very good at tightening:

• compressing long paragraphs without losing the key evidence
• removing repetition
• rephrasing overly wordy sentences

That makes it easier to get a strong reference within the limit without the painful "cut it down" process at the end.

A practical example prompt you can use

Below is an example of how you might prompt an AI to produce a tutor reference draft. The key is to be explicit about:

• structure
• tone
• limits
• no repetition across subject paragraphs
• British English

Prompt (copy/paste):

You are an expert at writing school references for students applying through UCAS. The requirements for the reference are:

• A minimum of 800 words and a maximum of 1000 words in total.
• It must include 3 subject paragraphs based on the student's 3 subject teachers' references.
• The 3 subject paragraphs should not overlap on general qualities of the student, but include as much content from the original subject references as possible (while keeping the flow and style consistent).
• Include an introductory paragraph summarising the student's overall qualities relevant to the chosen course of study.
• Include a concluding paragraph that leaves a strong final impression.
• Keep the language professional and measured — not overly flowery and not excessively enthusiastic.
• Use British English (e.g. "analyse", not "analyze").

Example UCAS reference to match style (paste your own here): "Jane is an exceptionally talented student who has consistently demonstrated…"

Inputs:

• Student name:
• Course applying for:
• Other considerations (key achievements/traits to highlight):
• Subject references (paste in full):

Output a complete UCAS tutor reference, ready for review.

The bit you shouldn't skip: review and refine

AI is brilliant at producing a first draft. But you still need to review it.

As tutors, the responsibility is ultimately ours. Before you submit, you should:

• check accuracy (especially details, grades, and achievements)
• remove anything that feels generic or "too AI"
• adjust tone to match your school's style
• ensure the reference reflects your own judgement

AI isn't a replacement for that responsibility. It's a tool that makes the process far more manageable.

Final thoughts

Used well, AI lets you focus on the substance of tutor references rather than getting bogged down in tone, repetition, and trimming.

The time saved means you can give each student a reference that's:

• coherent
• tailored
• professional
• and properly reviewed

AI isn't about cutting corners. It's about reducing the workload so you can keep standards high — even when the calendar is relentless.

Gary Roebuck is Head of Economics at Holy Cross School, New Malden and the creator of TeachEdge.