Recommendation Letters for PhD Years after Graduating
Obtaining strong recommendation letters for a PhD program years after graduation is challenging. Begin by reconnecting with former professors and advisors who can attest to your academic achievements and potential for research. Additionally, seek references from employers or colleagues who can highlight your professional growth, skills, and contributions relevant to your field of study.
Recommendation Letters for PhD Years after Graduating
Pursuing a PhD is a significant step that often requires a robust application, including letters of reference. However, obtaining these letters can be challenging if you’ve been out of school for a while. This article provides a comprehensive guide on how to secure the essential letters of reference you need, even after a gap in your academic journey.
1. Identify Potential Referees
When seeking letters of reference for a PhD application, it’s essential to carefully select individuals who can provide detailed and supportive letters that highlight your qualifications, skills, and readiness for advanced academic work. Here’s how to identify potential referees:
Former Professors or Advisors
Reach out to professors or advisors from your previous academic programs, even if it has been a while.
Course Instructors: Reach out to professors who taught you in courses where you excelled. These instructors can speak to your academic abilities, intellectual curiosity, and performance in a classroom setting.
Academic Advisors: If you had an academic advisor during your undergraduate or master’s studies, they could provide a comprehensive view of your academic progress, your development over time, and your suitability for a PhD program.
Thesis Supervisors: If you completed a thesis or a major research project, the supervisor of that work can provide detailed insights into your research skills, problem-solving abilities, and capacity for independent study.
Department Heads: In some cases, the head of your academic department might know you well enough to provide a letter, especially if they were involved in overseeing your academic journey or if you contributed to departmental activities.
Even if it has been several years since you graduated, professors often keep records of their students’ performance and might remember you. Providing them with context and reminders of your time in their courses can help jog their memory.
Professional Contacts
If you’ve been working, supervisors or mentors who can speak to your skills, work ethic, and achievements can be valuable references.
Supervisors: Your direct supervisors at work can offer valuable insights into your professional skills, work ethic, leadership abilities, and how you handle responsibilities and challenges.
Mentors: Professional mentors who have guided your career development can attest to your growth, strategic thinking, and long-term potential, making their letters particularly impactful.
Clients or Partners: If your work involved significant interaction with clients or business partners, their testimonials about your professionalism, expertise, and contributions to successful projects can add a unique dimension to your application.
Research Collaborators
If you’ve engaged in any research activities post-graduation, collaborators or project leaders can provide relevant references.
Project Leaders: If you have been involved in research projects after graduation, the leaders or principal investigators of those projects can write about your specific contributions, research skills, and the impact of your work.
Co-authors: Collaborators with whom you have published papers or presented at conferences can provide detailed accounts of your research process, your ability to work in a team, and your scientific writing and presentation skills.
Lab Managers: If you have worked in a laboratory setting, lab managers can offer insights into your technical skills, your ability to follow complex protocols, and your contributions to the lab’s overall research goals.
2. Re-establish Connections
Re-establishing connections with potential referees is a crucial step in obtaining strong letters of reference for your PhD application. Here’s a detailed approach on how to effectively reconnect and engage with your former professors, advisors, and professional contacts:
Send a Polite and Concise Email
Subject Line: Choose a clear and professional subject line, such as “Request for Letter of Reference for PhD Application.”
Greeting: Address the recipient formally, using their academic or professional title (e.g., “Dear Professor Smith”).
Introduction: Briefly reintroduce yourself, mentioning your name, the program, and the period when you were a student or worked with them.
Context: Explain your current situation, highlighting why you are reaching out. Mention specific courses, projects, or interactions that you had with them to help them remember you.
Update Them
Provide an Update on Your Activities Since Graduation:
Work Experiences: Summarize your professional journey, including key roles, responsibilities, and achievements. Highlight any positions that are particularly relevant to the skills and knowledge you will need for your PhD studies.
Projects: Describe any significant projects or research activities you have been involved in, especially those that demonstrate your ongoing engagement with the academic or professional community. Mention any publications, presentations, or notable accomplishments.
Reasons for Pursuing a PhD: Explain why you are now seeking a PhD, connecting it to your past experiences and future goals. Emphasize how the PhD will help you achieve your long-term objectives and how your past experiences have prepared you for this next step.
Make a Courteous Request
Explicit Request: Clearly and respectfully ask if they would be willing to write a letter of reference for your PhD application. Provide details about the application deadlines and any specific requirements for the letter.
Additional Information: Offer to provide any additional information they might need, such as your CV, a draft of your personal statement, or details about the PhD program you are applying to.
Gratitude: Express your appreciation for their time and consideration, acknowledging the effort involved in writing a letter of reference.
3. Example Email to a Former Professor
Subject: Request for Letter of Reference
Dear Professor Smith,
I hope this email finds you well. My name is [Your Name], and I was a student in your [specific course] class during the [semester/year]. I am writing to reconnect and seek your support for a significant step in my academic journey.
I greatly enjoyed your course on [specific subject] and still recall the project on [specific topic] that I completed under your guidance. Your insights and feedback were invaluable to my learning experience.
Since graduating, I have been working at [Company/Organization], where I have gained extensive experience in [specific field or role]. My role as [your job title] has allowed me to develop skills in [specific skills], which I believe will be beneficial for my PhD research.
I have also been involved in a research project on [specific topic], where I collaborated with [research team or collaborators] to [describe the project’s goal and your contributions]. This experience has solidified my interest in [related PhD field].
My passion for [specific field] has continued to grow, and I am eager to contribute further to this area through advanced research. Pursuing a PhD will enable me to [specific goal], and I believe that my experiences to date have equipped me with the skills and determination needed for this challenge.
I am writing to ask if you would be willing to support my application by providing a letter of reference. The deadline for submission is [date], and the letter should ideally address [specific points, if any]. Your recommendation would greatly strengthen my application.
I am happy to provide any additional information you might need, such as my updated CV, a draft of my personal statement, or details about the PhD program. Please let me know if there is anything specific that would be helpful for you.
Thank you very much for considering my request. I greatly appreciate your time and support.
Best regards,
[Your Name]
4. Provide Necessary Information
Your Resume/CV
Submit a comprehensive resume or CV that details your academic background, professional experiences, skills, publications, presentations, and any other relevant accomplishments. Highlighting your key achievements and experiences will give the reference a solid understanding of your qualifications and the depth of your expertise in your field.
Statement of Purpose
Share your statement of purpose or research proposal with your reference. This document outlines your academic and research goals, the reasons you are pursuing a PhD, and how the program aligns with your career aspirations. Providing this context helps the reference to write a letter that supports your specific academic objectives and research interests.
Specifics for the Reference
Clearly communicate to your reference what aspects of your background and abilities you would like them to emphasize in the letter. This could include your research skills, academic performance, professional competencies, teamwork, leadership abilities, or any particular experiences that are highly relevant to the PhD program you are applying for. Giving them specific guidance ensures that the reference letter will effectively highlight your strengths and suitability for the program.
5. Choose the Right Referees
Academic Strength
When selecting referees, give priority to individuals who can vouch for your academic abilities and research potential. These referees might include professors, academic advisors, or research supervisors who have closely observed your work in an academic setting. Their endorsement can provide valuable insights into your intellectual capabilities, mastery of the subject matter, analytical skills, and potential to contribute significantly to your field of study through research.
Professional Relevance
Consider choosing professional contacts who can speak to your work ethic, problem-solving abilities, and other professional attributes relevant to a PhD program. These referees might be your direct supervisors, or mentors from professional settings where you have demonstrated key competencies. Their recommendations can highlight your practical skills, dedication, ability to manage projects, and how you apply your knowledge in real-world scenarios, thereby complementing the academic perspective with practical experience.
Also Read: Bad Personal Statements- What to Avoid in PhD Applications
6. Gentle Reminders
If you do not hear back from your referees within a reasonable timeframe, it is important to send a polite follow-up email. A gentle reminder can help ensure that your request has not been overlooked due to their busy schedules. In your follow-up, express understanding of their commitments and reiterate your appreciation for their consideration. Be specific about any upcoming deadlines to emphasize the urgency without appearing pushy.
7. Additional Tips
Drafting Assistance
Offering to provide a draft of the reference letter can be particularly helpful if your referees are busy. By preparing a draft, you provide them with a starting point that outlines your achievements, skills, and qualifications as you see them. This draft serves as a foundation that they can modify and personalize based on their own insights and observations. It ensures that the letter remains focused on the specific qualities and experiences you wish to highlight, while also making it easier for your referees to articulate their endorsement effectively.
Multiple Referees
It’s beneficial to seek reference letters from a diverse range of referees to present a comprehensive view of your qualifications. Academic referees can speak to your intellectual abilities, academic achievements, and research potential within your field of study. On the other hand, professional referees can provide insights into your practical skills, work ethic, problem-solving abilities, and how you apply your knowledge in professional settings. Having both academic and professional references ensures that the admissions committee gains a well-rounded perspective of your capabilities and potential contributions to the PhD program.
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🎓 PhD at HEC Paris | 2027 Intake
Interested in an academic career? The HEC Paris PhD Program offers eight research specializations and welcomes applicants with a strong academic record and motivation for research.
📍 HEC Paris, France
📅 Round I deadline: 4 January 2027
📅 Round II deadline: 20 April 2027
Applicants need two recommendation letters. GMAT/GRE and English proficiency requirements apply, with some exemptions available.
Explore the specializations and apply through the official admissions page: https://www.hec.edu/en/phd-program/admissions
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🧬 Paid PhD position in Finland | Wastewater Virology & Epidemic Prediction
Can wastewater help detect the next viral outbreak early? Tampere University is recruiting an MSCA Doctoral Researcher for the DETECTIVE project to track viruses in wastewater and develop models for epidemic prediction.
🔬 Research: virology, sequencing, bioinformatics and public health
📍 Tampere University, Finland
⏳ Three-year doctoral researcher position, with salary set according to MSCA rates
🎓 Relevant Master’s degree required
🗓️ Apply by 8 October 2026
The MSCA mobility rule applies: applicants must not have lived or worked/studied in Finland for more than 12 months during the 36 months before 1 March 2027. Check the full criteria and apply through the official listing.
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🎓 PhD in Management at INSEAD | 2027 Intake
Interested in a research career in business or management? INSEAD offers five years of PhD funding, including a 100% tuition waiver, stipend, research support and health insurance.
📍 Fontainebleau, France or Singapore
📅 Apply by 4 January 2027
📋 A bachelor’s degree and a valid GMAT or GRE score are required.
Explore the research areas and application requirements through the official INSEAD admissions page: https://www.insead.edu/phd/admissions-and-financing/admissions
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🔬 PhD opportunity in cancer nanomedicine | Switzerland
Could tiny nanoparticles help make radiotherapy more effective for children with high-risk neuroblastoma?
This four-year PhD project will develop ultrasmall hafnium oxide nanoparticles designed for intravenous delivery and tumor targeting. You’ll work across nanochemistry and cancer biology, testing their potential in neuroblastoma organoids.
📍 Swiss Nanoscience Institute PhD School
🎓 Ideal for graduates in Chemistry or Biochemistry with experience in nanoparticles or biological research
🗓️ Earliest start: 1 January 2027
⏳ Apply before 31 December 2026 — the position may be filled earlier.
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Congratulations to Prachi for receiving offer letters from multiple top Canadian universities for MA in English.
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📐 Funded PhD in Mathematics in the Sciences | Germany
The International Max Planck Research School Mathematics in the Sciences (IMPRS MiS) is accepting applications in Leipzig. The programme connects mathematics with research in the physical and life sciences.
Selected doctoral researchers receive a three-year funded appointment, with no tuition fees or teaching duties. Research and travel support are also available.
To apply, identify potential advisors and prepare your cover letter, CV, transcript, Master’s thesis (if applicable), and details of at least two academic referees.
📅 Deadline: 1 November 2026
🔗 Apply: mis.mpg.de/career/imprs/apply
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🦠 Funded PhD in virology at Tampere University, Finland
Can patterns in population immunity help predict the next enterovirus epidemic? The MSCA DETECTIVE Doctoral Network is recruiting a researcher to investigate this question using biological samples and epidemiological data collected over more than 30 years.
📍 Location: Tampere, Finland
🔬 Research: Virology, immunology, surveillance data and epidemic prediction
⏳ Duration: 3 years
💶 Funding: Salaried position at MSCA rates
🌍 Training: International secondments, including placements in the UK
📅 Deadline: 8 October 2026
Applicants need a relevant Master’s degree before starting. MSCA mobility rules apply: you must not have lived or carried out your main activity in Finland for more than 12 of the 36 months before 1 March 2027.
Read the requirements and follow the separate application link in the official vacancy. Save this post or share it with someone interested in virology and public health research!
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🌌 Around 25 funded PhD positions in Astrophysics — applications open!
The International Max Planck Research School on Astrophysics in Munich is inviting applications for research spanning planets, stars, galaxies and cosmology.
📍 Location: Munich, Germany
🎓 Who can apply: Applicants from any country with a qualifying background in physics or astrophysics
⏳ Programme: 3–4 years, starting September 2027
💰 Funding: Employment contract or studentship; terms depend on the host institution
📅 Deadline: 1 November 2026 — recommendation letters are due the same day.
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🧬 Interested in a PhD in biology or medicine in Switzerland?
Explore doctoral study at the Faculty of Biology and Medicine, University of Lausanne. If your research interests span the life and health sciences, the faculty’s doctoral information page is a useful starting point for finding the right programme and understanding the application process.
📍 Lausanne, Switzerland
🔎 Explore doctoral programmes and research opportunities
💡 Check the requirements, supervisor or project details, and funding for the specific opportunity you choose
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🧬 Funded PhD in T-cell Biology | Sweden
How do regulatory T cells behave at sites of inflammation? Karolinska Institutet is recruiting a doctoral student to investigate T-cell biology in rheumatic diseases, cancer and treatment-induced myositis.
📍 Solna, Sweden
🔬 Methods include flow cytometry, human tissue samples, immunofluorescence and bioinformatics
🎓 Ideal for applicants with a background in immunology or cell biology and relevant lab experience
💼 Full-time doctoral employment with a salary, for up to four years
🗓️ Apply by 5 October 2026
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🌊 Paid PhD position in the Netherlands
How do offshore wind farms change the light beneath the North Sea—and what could that mean for marine life?
Royal NIOZ is recruiting a PhD candidate to investigate this question using satellite data, ship-based measurements and optical modelling.
📍 Location: Yerseke, Netherlands
⏳ Duration: 4 years, full time, subject to a positive first-year evaluation
🎓 Background: MSc in oceanography or a related field, with experience in marine optics and ocean colour remote sensing
💻 Required: Python programming
📅 Deadline: 4 October 2026
Apply through the official NIOZ vacancy page.
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Interested in a fully funded PhD in Condensed Matter Science? 🔬
The IMPRS-CMS in Stuttgart, Germany, offers a structured PhD programme run jointly by the Max Planck Institute for Solid State Research and the University of Stuttgart.
Explore research in complex materials, nanoscience, interfaces and collective phenomena with more than 40 participating group leaders.
✅ Working contract with social benefits
✅ Programme conducted in English
✅ Open to eligible Master’s graduates in physics, chemistry or materials science
Apply by 30 September 2026 through the official IMPRS-CMS website: imprs-cms.mpg.de
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Save this post and check which group leaders have openings in the current call before applying.
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🦴 Fully paid PhD position in Switzerland
Can engineered hydrogels help us understand how bone forms? The University of Basel is recruiting a PhD candidate to investigate how a material’s structure and mechanical properties influence stem cells in bone tissue engineering.
📍 University: University of Basel, Switzerland
🔬 Project: Hydrogels, osteogenesis and computational modelling
⏳ Duration: 4 years, full time
🎓 Background: A relevant Master’s degree in fields such as nanoscience, biomedical engineering, biology or chemistry
📅 Apply before: 31 December 2026
The position is affiliated with the Swiss Nanoscience Institute and is fully paid. The vacancy may be filled before the deadline, so interested applicants should apply early.
Find the project and application details at phd.nanoscience.ch. Save this post or share it with a researcher working in biomaterials or tissue engineering!
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🎓 Paid PhD position in the Netherlands: Curiosity in the Classroom
Why do some children actively seek out new information while others don’t? Radboud University is recruiting a PhD candidate to study how curiosity shapes learning among 10–12-year-olds in real classrooms.
📍 Location: Nijmegen, Netherlands
🔬 Research: Classroom studies, experiments and computational modelling
💶 Salary: €3,204–€4,051 gross per month
⏳ Duration: Up to 4 years, subject to a positive evaluation after 1.5 years
📅 Apply by: 20 October 2026
Applicants should have a relevant Master’s degree or be close to completing one. Dutch and English proficiency are required because the project involves working with Dutch-speaking children, families and schools.
Apply through the official Radboud University vacancy page: https://www.ru.nl/en/working-at/job-opportunities/phd-position-curiosity-in-the-classroom
Save this post or share it with someone interested in education, psychology or cognitive science.
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🎓 Fully Funded PhD at Imperial College London!
Applications are open for the President’s PhD Scholarships 2027–28, offering 50 outstanding students the opportunity to pursue world-class research at Imperial.
What’s covered:
✅ Full tuition fees for 3.5 years
✅ £27,036 annual living stipend
✅ £2,000 per year for research expenses during the first 3 years
✅ Professional development opportunities through ECRI
🌍 Open to applicants worldwide
📌 Only new PhD applicants are eligible
👨🏫 You must identify and secure an Imperial supervisor before applying
🗓️ Multiple application rounds available
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Start contacting potential supervisors and preparing your PhD application early!
Save this post and share it with someone planning to pursue a fully funded PhD in the UK.
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🎓 Take your PhD research to Helsinki, Finland!
The UNU-WIDER Visiting PhD Fellowship offers doctoral researchers a three-month opportunity to advance their thesis while collaborating with leading experts in development economics.
What’s covered?
✈️ Travel grant
💶 €2,100 monthly stipend
🏥 Medical insurance
🔬 Access to UNU-WIDER researchers and facilities
📍 Helsinki, Finland
📅 Application deadline: 31 October 2026
Save this post and apply through the official UNU-WIDER website.
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Thinking about pursuing a PhD in the USA? 🇺🇸🎓
From direct entry after a bachelor’s degree to funding, programme duration and admission requirements—there’s a lot to understand before you begin applying.
A strong application is not just about your GPA. Universities also consider your research experience, academic preparation, Statement of Purpose, recommendations and research fit.
📌 Save this guide for your PhD application journey.
🔁 Share it with someone planning to study in the USA.
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🚨 Fully Funded PhD in Cancer Research in Germany 🇩🇪
Applications are open for the DKFZ International PhD Program— a structured doctoral program offering advanced research opportunities across diverse areas of cancer research.
Program highlights:
🔬 Fully funded doctoral research
🎓 Tailored mentoring and scientific training
🌍 International research environment
📚 Conferences, networking and career-development support
📍 Research projects in Heidelberg, Dresden and partner sites across Germany
Successful candidates can pursue research spanning cancer biology, genomics, immunology, imaging, data science, biomedical engineering and translational oncology.
📅 Application deadline: 19 October 2026
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How to apply for PhD Abroad: The blog covers everything you need to know to pursue your PhD dreams overseas. Gain valuable advise and expert tips to maximize your chances of success in securing admission to top international universities.
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We are the No. 1 PhD Consultants in Indiaand provide the best PhD Assistance across the globe. We provide the right guidance and support needed to complete the tedious and time-consuming PhD admission process. Our flawless track record and very high success rate have fulfilled the dreams of many students who aspire to gain a doctoral degree. We will help you secure a fully-funded PhD position and help you in all the steps from application to immigration. For more information, visit our PhD Consultation Page.
For more information regarding funding opportunities and PhD positions abroad, contact our team at Road to Abroad (+91 8383050912). For more general information about studying PhD in abroad in various countries like UK, USA, Australia, Germany, Switzerland, etc visit our PhD Consultation Page.
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It’s been over a decade since I graduated. How can I approach former professors for recommendation letters after such a long time?
Reconnecting after a significant time can be challenging, but it’s feasible. Start by reaching out via email, reintroducing yourself, and updating them on your current endeavors and aspirations. Highlight any relevant achievements or experiences since graduation. Providing them with your updated CV and reminding them of specific interactions or projects you worked on together can also be helpful.
Thanks for the advise. I emailed my professor and reminded him about myself and also sent updated CV. I was surprised to see that he still remembers me and happily agreed to provide the recommendation.
Hi, I did not post the above comment, but had a similar query. My professor also got ready to give LOR. It really works!
Since I live in the same city, I went and met my old supervisor in person. Surprisingly, she recognised me quickly, which was not expected. Guys, this advise works and you should definitely give it try. Don’t just assume that they will not recognise you and not put any efforts in this direction.
Can professional references substitute academic ones if I’ve been working in my field since graduation?
While academic references are typically preferred for PhD applications, professional references can be valuable, especially if they can attest to skills pertinent to research and academia. It’s advisable to include at least one academic reference, but a strong professional recommendation that highlights your research abilities, critical thinking, and subject matter expertise can complement your application effectively.
I think that sounds reasonable. I also discussed this with a senior who recently got into Penn State and he gave me the same advice. Thank you!
What if I can’t locate my former professors? Are there alternative options for obtaining recommendation letters?
If reconnecting with former professors proves difficult, consider the following alternatives:
1. Reach out to other faculty members from your alma mater who might remember you or have access to your academic records.
2. Supervisors from your workplace who can vouch for your research capabilities, analytical skills, and subject knowledge can serve as recommenders.
3. Individuals you’ve collaborated with on significant projects, especially those involving research or advanced technical skills, can provide valuable insights into your suitability for a PhD program.
Remember, the goal is to present recommenders who can attest to your readiness and aptitude for doctoral studies.
How can I ensure my recommendation letters are strong and relevant after several years in the industry?
If you need expert assistance, we offer LOR editing and review services as part of our PhD consultation program, ensuring that your recommendation letters are well-structured and compelling to strengthen your application. See our PhD application services. It’s important to select individuals who know your work ethic, skills, and achievements well, especially those related to research and academia. Since you are applying after several years, providing them with context is crucial. Share your updated CV, a summary of your career progress, and details about the PhD programs you’re applying to. This will help them write a more personalized and relevant… Read more »
What are some practical ways to refresh a former mentor’s memory of my academic achievements when requesting a recommendation letter many years after graduation?
1. Send Your Updated CV: Share your current CV with them, highlighting important projects, awards, or research work you did while you were their student.
2. Remind Them of Specific Moments: Mention a memorable project or class where you shined. This helps them recall your strengths.
3. Explain Your Journey: Briefly explain how your experience with them has shaped your career and why you’re applying for a PhD.
4. Offer to Chat: Suggest a quick call or meeting to catch up. This gives you a chance to update them and answer any questions they might have.