how to write phd application letter

• How to Write a Cover Letter for PhD Applications

Written by Chris Banyard

An PhD cover letter is one of the documents you may be required to submit as part of a PhD application . It should complement your academic CV and explain why you are applying. PhD cover letters offer you the chance to write with greater flexibility and personality than in other parts of the PhD application. This page will take you through what a PhD cover letter actually is and how to write one, along with some top tips on what to include (and what not to!).

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What is a PhD cover letter?

A PhD cover letter is a counterpart to a CV submitted as part of an application for a PhD programme. It is a short essay addressed to a specific individual and written in prose. It should explain your PhD application in your own words, demonstrating what you can offer and why you should be selected.

What is an academic cover letter for?

There are several reasons why the PhD cover letter is important for university admission. It is an opportunity to:

• Clarify any gaps in the CV and explain certain aspects in further detail. This doesn't mean you should repeat information on your CV (the letter will probably be read in parallel). Rather, it’s a chance to expand on the story that the CV tells and demonstrate your knowledge.
• Further tailor your PhD application to the project specification. Here, you can address and match your skills and experiences to those asked for by the university or supervisor.
• Show professional communication skills and enthusiasm . These are important qualities for a postgraduate applicant, but they can be quite hard to show in a CV or application form. Here, you can write in your own words and present your research interests and passion.

Do I need a cover letter for a PhD application?

Many universities require an academic cover letter as part of the PhD application. It is therefore highly likely that you'll have to write at least one. If you're applying for multiple PhD projects then you will need to make sure you tailor your cover letter for each application.

Cover letters vs personal statements for a PhD application

Although there are similarities between a motivation or cover letter and a personal statement , they are different. A cover letter is more functional - it unites and presents your application. A personal statement is more useful for providing detail on your experience, interests and ambitions. If you are submitting both, you may need to keep this in mind and adjust the detail in each.

What if I don’t have research experience?

Although a PhD cover letter is a good place to expand on any research experience and publications you may have, as Bachelors or Masters students you will not be expected to have lots of this.

It’s more important to write with enthusiasm and show your commitment for research. Fortunately, the academic covering letter is an ideal place to show this!

What to include in a PhD cover letter

The first thing you should include in your cover or motivation letter is a few introductory sentences . Outline who you are, what you are currently doing, whether it be a Masters or a job, and what PhD position you’re applying for. Make sure to include the PhD project reference number if one is provided in the description.

Next, you’re going to want to explain why you are applying for the PhD position. It’s a good idea to put your best, most compelling, or most relevant argument first. The earlier that you can make an impact, the more likely the addressee will read further.

Make sure you’re to the point and concise. An academic cover letter may be there to help illustrate your personality and passion but academics do not have the time to read elongated essays.

After detailing why you want to apply for the project, you need to explain why you’re eligible . Present you relevant skills and achievements in a brief and precise manner. Additionally, make sure to back up your claims with evidence.

An important tip is to demonstrate that you have done your research about the PhD project, supervisor and department. Be specific about why you would be a good fit for the this project in particular .

You should also detail clear understanding of the potential research impact the PhD project could have, and your enthusiasm for it. But, make sure your passion is routed in some research. Just discovering the unknown or novel may not be a compelling reason to research your subject.

Overall, the academic cover letter should show a clear identity and personality, while remaining professional. You need to demonstrate why you are a better and more interesting candidate than other applicants for a PhD.

What to avoid in a PhD cover letter

The academic cover letter will accompany the CV , and therefore should not repeat anything on it. You should refer to information but not reiterate it.

You should also avoid listing all of your achievements, experience etc. It is better to focus on the best aspects of your PhD application.

There should be no statements presented without evidence. A PhD supervisor will see through this straight away.

Also, an ideal motivation letter should avoid offering too much information. This includes technical information, jargon and abbreviations. Focus on being clear and concise instead.

Lastly, you should avoid any vagueness, arrogance, or negativity. And make sure there are no typos or grammatical mistakes.

Formatting a PhD cover letter

The formatting rules for an academic covering letter are very similar to those for a CV. Ensure there is correct spelling and grammar throughout, use consistent and clear font, and get the tone right – this should be enthusiastic and assertive without arrogance.

How long should a cover letter be?

The cover/motivation letter for a PhD application should be approximately one A4 page in length, or around 500 words. If necessary, it can be a little longer but should not be longer than two pages.

Organisation

An academic cover letter should have a beginning, middle and end.

The introduction should explain who you are, what you are applying for and how you started this application (i.e. where you heard about the PhD project, or if you have previously met the supervisor). You can also give a brief background about yourself and your research interests.

The main body should cover your skills and achievements as a counterpart to the CV. This should present your convincing argument as to why you should be accepted for a PhD position. You can also present your ideas for your future research.

Finally, the conclusion should explain why you want to study the PhD project and why you are a perfect fit. It should summarise your application as a whole. It can end with a respectful request to take the application further, such as an interview.

Who should a PhD cover letter be addressed to?

A cover letter should be addressed to a named person i.e. “Dear Professor Smith”. For a PhD application, this will usually be the PhD supervisor, but may be a specific person in charge of recruitment.

If you are still unsure who to address the cover letter to, it should be directed to the Head of Department.

Check that you have the correct title for the addressee.

How to end an academic cover letter?

Because the cover letter should be addressed to a named individual, it should be signed off with either “Yours sincerely” or “Kind regards”. Prior to this, it may be worth adding a polite prompt to reply, such as “I look forward to hearing from you”.

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PHD Application cover letter examples

As the highest postgraduate qualification you can achieve, it’s no wonder that most PhD programs require a cover letter as part of the application process.

So, if you’re hoping to complete your doctorate, you need to brush up on your writing skills and prove why you deserve a place in the program.

To help you do that, we’ve put together this comprehensive guide, complete with PhD cover letter examples to support your application.

CV templates 

PHD Application cover letter example 1

PHD Application cover letter example 2

PHD Application cover letter example 3

The example cover letters here should give you a good general idea on how your PHD Application cover letter should be formatted and written.

The rest of this guide gives more specific guidance on how to create your own cover letter in this format, and even includes some templates you can copy and paste.

How to write a PHD Application cover letter

A simple step-by-step guide to writing your very own winning cover letter.

Write your cover letter in the body of an email/message

When writing your PHD Application cover letter, it’s best to type the content into the body of your email (or the job site messaging system) and not to attach the cover letter as a separate document.

This ensures that your cover letter gets seen as soon as a recruiter or employer opens your message.

If you attach the cover letter as a document, you’re making the reader go through an unnecessary step of opening the document before reading it.

If it’s in the body of the message itself, it will be seen instantly, which hugely increases the chances of it being read.

Start with a friendly greeting

Start you cover letter with a greeting that is professional but friendly.

This will build rapport with the recruiter whilst showing your professionalism.

• Hi, hope you’re well
• Hi [insert recruiter name]
• Hi [insert department/team name]

Avoid overly formal greetings like “Dear sir/madam ” unless applying to very traditional companies.

How to find the contact’s name?

Addressing the recruitment contact by name is an excellent way to start building a strong relationship. If it is not listed in the job advert, try these methods to find it.

• Check out the company website and look at their  About page. If you see a hiring manager, HR person or internal recruiter, use their name. You could also try to figure out who would be your manager in the role and use their name.
• Head to LinkedIn , search for the company and scan through the list of employees. Most professionals are on LinkedIn these days, so this is a good bet.

Identify the role you are applying for

Once you’ve opened up the cover letter with a warm greeting to start building a relationship, it is time to identify which role you want to apply for.

Recruiters are often managing multiple vacancies, so you need to ensure you apply to the correct one.

Be very specific and use a reference number if you can find one.

• I am interested in applying for the position of *specialist field PHD Applicant* with your company.
• I would like to apply for the role of Sales assistant (Ref: 406f57393)
• I would like to express my interest in the customer service vacancy within your retail department
• I saw your advert for a junior project manager on Reed and would like to apply for the role.

See also: CV examples – how to write a CV – CV profiles

Highlight your suitability

The main purpose of your cover letter is to excite recruiters and make them eager to open your CV. And you achieve this by quickly demonstrating your suitability to the job you are applying for.

Take a look at the job adverts you are applying for, and make note of the most important skills being asked for.

Then, when you write your cover letter, make your suitability the focal point.

Explain how you meet the candidate requirements fully, and why you are so well suited to carry out the job.

This will give recruiters all the encouragement they need to open your CV and consider your application.

Keep it short and sharp

A good cover letter is short and sharp, getting to the point quickly with just enough information to grab the attention of recruiters.

Ideally your cover letter should be around 4-8 sentences long – anything longer will risk losing the attention of time-strapped recruiters and hiring managers .

Essentially you need to include just enough information to persuade the reader to open up your CV, where the in-depth details will sit.

Sign off professionally

To round of your CV, you should sign off with a professional signature.

This will give your cover letter a slick appearance and also give the recruiter all of the necessary contact information they need to get in touch with you.

The information to add should include:

• A friendly sign off – e.g. “Kindest regards”
• Your full name
• Phone number (one you can answer quickly)
• Email address
• Profession title
• Professional social network –  e.g. LinkedIn

Here is an example signature;

Warm regards,

Jill North IT Project Manager 078837437373 [email protected] LinkedIn

Quick tip: To save yourself from having to write your signature every time you send a job application, you can save it within your email drafts, or on a separate documents that you could copy in.

What to include in your PHD Application cover letter

Here’s what kind of content you should include in your PHD Application cover letter…

The exact info will obviously depend on your industry and experience level, but these are the essentials.

• Your relevant experience – Where have you worked and what type of jobs have you held?
• Your qualifications – Let recruiters know about your highest level of qualification to show them you have the credentials for the job.
• The impact you have made – Show how your actions have made a positive impact on previous employers; perhaps you’ve saved them money or helped them to acquire new customers?
• Your reasons for moving – Hiring managers will want to know why you are leaving your current or previous role, so give them a brief explanation.
• Your availability – When can you start a new job ? Recruiters will want to know how soon they can get you on board.

Don’t forget to tailor these points to the requirements of the job advert for best results.

PHD Application cover letter templates

Copy and paste these PHD Application cover letter templates to get a head start on your own.

Dear Admissions Committee

I am writing to express my strong interest in the Ph.D. in Physics programme at the University of London. As a highly motivated and dedicated individual with a deep fascination with the fundamental principles of physics, I am eager to contribute my academic background and research experience to your faculty.

I hold an MSc in Physics from the University of Birmingham, where I achieved distinctions for quantum mechanics, thermodynamics, and atomic & molecular physics. During this period, I was involved in evaluating quantum phenomena using computational methods, which honed my analytical skills and provided insights into the intricate nature of quantum systems. My passion for research has also led me to publish two peer-reviewed papers in reputable journals.

I am enthusiastic about continuing my journey in addressing challenges in the field of physics and have previously collaborated with renowned experts in securing £10M in funding to support projects, as well as improving experimental efficiency by 40% through implementing state-of-the-art quantum optics equipment. I have also delivered presentations to share research on condensed matter systems.

I am thrilled at the possibility of joining your institution. Thank you for considering me for the programme.

Kind regards

Matt Turner

I am writing to you concerning the Ph.D. program in Chemical Engineering at the University of Oxford. I possess a profound passion for advanced research and innovation in chemical engineering, with an eagerness to contribute my academic background and problem-solving abilities to your institution.

I hold an MSc in Chemical Engineering from Imperial College London and had the opportunity to delve into cutting-edge projects alongside esteemed experts. We focused on sustainable practices in chemical manufacturing, as well as the efficient production, transformation, and transportation of various products. I helped design and conduct experiments to improve chemical operations and reduce environmental impacts, where my findings were published in two peer-reviewed journals.

Some key accomplishments during master’s studies include, obtaining research funding worth £2M to conduct experiments in catalysis and reaction engineering, and playing a role in improving industrial processes by 50%. In addition, I delivered five oral presentations at international conferences to share information on driving sustainable practices.

Thank you for considering my application, and I am available at your convenience for further discussions.

Sable Norris

Dear Members of the Graduate Admissions Committee

I am writing to express my interest in the Ph.D. programme in Archaeology at the University of Cambridge. I possess a profound fascination for uncovering the mysteries of the past, and I am focused on contributing my academic background, fieldwork experience, and research skills to your institution.

I obtained a master’s degree in Archaeology from the University of Manchester, where I had the privilege of working closely with esteemed faculty and engaged in research that ignited my passion for understanding the Sumerian civilisation.

During my studies I conducted original research on the excavation and analysis of burial sites to shed light on their ancient practices and cultural beliefs, completing 95 excavation seasons, which was 30+ more than any other student, co-authoring two research papers published in reputable journals, and securing £500K from the UK government to conduct a 3-month research trip in the Middle East.

My experience coupled with advanced coursework in archaeological methodologies and artefact analysis have equipped me with the skills to excel in the programme. Thank you for considering my application.

Dominic Ferdinand

Writing an impressive cover letter is a crucial step in landing a place on a PHD, so taking the time to perfect it is well worth while.

By following the tips and examples above you will be able to create an eye-catching cover letter that will wow recruiters and ensure your CV gets read – leading to more job interviews for you.

Good luck with your job search!

Tips for Writing a Successful Motivation Letter for Ph.D. [+Sample]

How To Write a Motivation Letter For Ph.D. Application [+Sample]

Ph.D. applications are not just sorted out in the same way as any other random application. There are processes involved without which your chances of getting in might be truncated.

If you’ve been considering applying for a Ph.D. then this post is especially directed at you. A motivation letter as used in the case of a Ph.D. application can be much likened to a Personal statement.

There is a need to know if you’re truly qualified to do a Ph.D. while writing an application to a school, so the motivation letter is the perfect insight into who you really are and they expect you to do it justice.   

• An introduction which should state in clear terms which program you are applying for.
• A Summary of your Academic Background.
• Why do you want to do a Ph.D.?
• The significance of your research on society.
• Your career plans.

Avoid Making Spurious Claims

It is quite easy to get lost while writing a motivation letter and forget that motivation cannot be achieved without the necessary evidence to back it up.

Nobody’s really interested in how awesome you are while writing a motivation letter, no offense but anybody can look good on paper but without the proper evidence to back it up, they wouldn’t be any motivation.

For Example, it is very common to see people write; “I work well with other people, or I am an expert at working under pressure”. Well, it is not a cover letter , it’s a motivation letter and you need to give realistic scenarios such as; “my leadership ability was demonstrated when I had to be in charge of a group of colleagues during my internship which required intense marketing management skills.”

Try As Much As Possible to Be Specific

It is equally very important to avoid being vague while writing your motivation letter. The reason why you’re required to write a motivation letter is that someone or some people have to know, if not you wouldn’t have to attempt one.

Saying that your undergraduate days in Marketing was very interesting is too vague to fit into a motivational letter, it sounds like something that should rather be written to a pen friend. You should be more specific about the courses you took as an undergraduate, why you love them and what you learned from them.

Show How Much Skill or Work Experience You Have

While writing a motivational letter, it is very important to concisely include how much skill and/or working experience you possess. A Ph.D. is about more than just a sequel to your past academic endeavors, it is a true test of education and education is more than just owning degrees.

They will be interested in the skills and/or work experience you’ve gathered over the years, skills which are strong enough to make you qualified to bag a Ph.D. That research, data analysis, etc. skills you thought you’d never have to flaunt, well I think this would be a perfect opportunity to talk about them.

Be Professional

It is equally quite important that you are very professional while writing a motivation letter for a Ph.D. application . It will be in your own best interest to ensure that you present your motivation letter with professional grammar, font and the appropriate writing style in which you’d rather prefer to be accepted.

Your professionalism sends a good message about your personality and would go a long way into helping you get accepted. 

Sample Motivation Letter for a Ph.D. Application

Suggested Reading:

• Cover Letter Examples
• 2024 Letter of Interest - Example & Writing Guide
• Students and Graduates Resume Example

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How to Write a Successful PhD Motivation Letter

Table of Contents Hide

What are phd motivation letters, understanding the key components of a phd motivation letter, initiating your phd motivation letter, do your research, aim for clarity and conciseness, connect your background and experience, show your research potential, demonstrate your connection to the program, be authentic, effective conclusion for your phd motivation letter, ideal length of a phd motivation letter, formatting the phd motivation letter, common mistakes to avoid in phd motivation letter writing, writing a successful phd motivation letter.

When you are applying to a PhD program, one of the requirements is likely to be a motivation letter. This letter is similar to a personal statement in which you will describe reasons why you want to pursue the degree and explain why you should be accepted into the program.

A well-written motivation letter for a PhD can easily become a deciding admissions factor. If you are competing against hundreds of applicants, your letter should help you stand out from the crowd.

No matter what your specialization is or the type of program you’ve chosen, you need to learn how to write a motivation letter for a PhD. Otherwise, your application may not look as persuasive as it could.

Let’s dive deeper into writing a successful motivation letter for your PhD studies.

PhD motivation letters are also known as statements of purpose or personal statements. While not all PhD programs require applicants to submit these letters, writing one can improve your chances of getting accepted.

A motivation letter gives you a priceless opportunity to speak directly to the admissions committee and explain why you are the top candidate. In this letter, you won’t just express your motivation, list research interests, and show yourself in the best possible light. You will demonstrate your commitment to studies and your mastery of words.

While the admissions committee already knows all about your credentials, they want to get to know you as a person. In this letter, you will be showing your passion for getting a PhD in a specific niche.

Interestingly enough, the Ph.D. motivation letter isn’t just a way to conquer the committee members’ hearts. It’s an opportunity to look deeper into what you really want. By writing and reading this statement, you can gain unexpected insight into what’s best for your professional future.

The structure and content of a motivation letter aren’t always the same. Each university may have a list of requirements. So, you won’t be able to write one letter and use it for each program you apply to. However, you can create a framework that makes writing several letters easier.

Here is what a general PhD motivation letter should include:

• Introduction – a short introductory paragraph or two that catches the reader’s attention and explains what the letter will be about.
• Research interests – a list and a brief explanation of your research interests, specific research questions, and topics you plan to explore during your PhD  studies.
• Academic background – you can add a short summary of your academic background (degrees, coursework, research experience, publications)
• Motivation – this is the most important part of the letter. You need to be clear about your motivation for pursuing a PhD in general and the reasons why this program is the perfect fit for your needs. This section must reflect your passion and enthusiasm.
• Goals – briefly explain what your long-term career goals are and mention how obtaining a PhD  within this program can help you achieve them. Your ambition and commitment must shine through the words.

While the university may provide some requirements that can help you structure your motivation letter, the majority of it is your own creativity. Keep in mind that you aren’t just sharing cold facts but showcasing your personality.

In most cases, the introduction is the most important part of your PhD  motivation letter. While the committee is likely to read the entire letter anyway, if you don’t catch their attention immediately, they might simply skim through it.

Always begin with a compelling opening sentence. Consider using a thought-provoking statement or a curious question related to your potential field of study. For example, “My unwavering fascination with the intricate workings of the human brain is the power behind my passion for forensic psychology.”

Next state your purpose for writing the letter and your intention to apply for the specific program. Make sure to immediately highlight your enthusiasm, motivation, and genuine interest in pursuing the subject matter.

For example, “The opportunity to go further into the subject of forensic psychology and contribute to the advancements in the criminal landscape fills me with immense excitement and determination.”

How to Structure the Motivation Letter for PhD

Once you finish the introduction, you can go on to the body of the letter, which should include research interests, academic background, motivation, and goals. Here are a few important tips that can help you make the most out of this structure.

Understanding how to write a motivation letter for Ph.D. studies begins with in-depth research about the program. While you’ve probably done a lot of browsing online already, you’ve been mainly focusing on the way the program meets your needs.

Now, you need to do similar research from a different perspective. Ask yourself, “How do I meet the needs of the program?” The answer can help you make the right statements within your letter.

The admissions committee has to go through hundreds of documents and letters. A long letter with complex and confusing sentences is likely to cause frustration. This is exactly what you need to avoid.

Don’t include any unnecessary details or lengthy explanations. Just share the facts wrapped in positive emotions. If you manage to demonstrate your passion without boring the reader, you can stand out from the crowd.

Make sure to highlight all relevant academic, and especially, research experience. List and discuss projects or publications that demonstrate your knowledge. Talk about how the experience, whether professional or educational, has shaped your research interests. This is a great place to explain where your motivation comes from.

You need to demonstrate to the admissions committee your immense potential to excel in research. Here, you have to show that you possess the necessary critical thinking abilities and problem-solving solving skills. List research methodologies you have experience with.

Explain why this Ph.D. program is a good fit for your research goals. Discuss faculty members whose work aligns with your research (here is where your research will prove highly useful). Make sure to single out at least one unique opportunity that attracts you to the program. Show that you’ve done your homework and know exactly what you are applying for.

While it may be tempting to ask for assistance or use ChatGPT, outsourcing your motivation letter isn’t a good idea. An important part of the letter is demonstrating your own voice. You are the only one who can do it genuinely. Try to avoid any generic statements. Inject each sentence with passion and desire to achieve your educational goals.

The conclusion is the final impression you make on the reader. This is something they are likely to remember you by. Make sure to summarize the points you’ve made in the letter succinctly. This will serve as a reminder.

Next, talk about your goals for the future. Don’t try to share all of your educational and professional plans here. One strong goal is sufficient and easy to fit into a short conclusion.

Finally, express your gratitude to the program for the opportunity to apply and eagerness to hear from the committee soon.

Close the letter with “sincerely” or “best regards” and your full name. Don’t forget to provide your contact details.

The school of your choice is likely to define the length of your motivation letter for PhD. Usually, it’s between 500 and 1,000 words. However, even if the program doesn’t try to limit your writing, it doesn’t mean you have to go “all out.” The ideal letter should fit into one page. The font size shouldn’t be larger than 12 pt.

The font itself must be easy to read. Opt for Times New Roman or Arial. Avoid fancy fonts that can frustrate the reader.

Your motivation letter should contain several short paragraphs. Don’t make them longer than five lines. Otherwise, you could lose the reader’s attention.

Start your letter with “With whom it may concern.” Even if you know the names of the people on the admissions committee, you can never be sure which one of them will be reading the letter.

These common mistakes can hinder the quality of your letter:

• Grammatical and spelling errors
• Using generic or cliché statements
• Lack of clarity
• Overly lengthy explanations
• Failing to tailor the letter to the program’s requirements
• Lack of focus on the research interests and goals
• Failing to demonstrate genuine passion and enthusiasm
• Lack of understanding of the program
• Irrelevant or unnecessary information
• Poor organization of the letter

Many of these mistakes can easily be avoided by proofreading. Besides reading the letter several times yourself, ask someone else to do it. A fresh perspective or two can help you create a truly effective piece.

A PhD motivation letter is a wonderful opportunity to stand out from the crowd and get into the PhD program of your choice, even if you don’t meet the admissions requirements perfectly. It’s a chance to express your passion for studies and demonstrate your fit for the program.

Following a few simple formatting rules and keeping the letter authentic can help you achieve the desired admissions goals. Good luck!

PHD in Economics, Associate Professor, Department of Business Process Management, Faculty of Market Technologies IOM

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• Graduate School

How to Write a PhD Motivation Letter with Samples and Expert Tips

Reading over some PhD motivation letter samples will give you an idea of how to make yours a strong, central component of your application to get into grad school . In addition to your grad school CV , a PhD motivation letter is a chance for you to demonstrate objectively why you are an excellent candidate for the faculty to which you are applying. Unlike a personal statement, a PhD motivation letter is distinct in its unique focus on your academic and research background with little mention of your personal story. This article will take you through the significance of the PhD motivation letter, describe what makes a stellar motivation letter, and provide examples. 

>> Want us to help you get accepted? Schedule a free strategy call here . <<

Article Contents 11 min read

Do you need to write a phd motivation letter .

Yes, you must write a PhD motivation letter. It is mandatory for most, if not all, PhD programs, regardless of your field of study. Disciplines ranging from arts and humanities to physics and computer science all consider motivation letters (aka “statement of purpose” in some countries) a major component of your application.

Of course, you will also have to fulfill the other documentation requirements, like submitting your transcripts, CV, personal statement, and letters of recommendation, but a motivation letter has a specific intent: to summarize your academic achievements up to the present and what you plan to achieve in the future at this particular school.

The faculty who ultimately consider your application look for how you and your PhD topic match with the mission and values of their program. Personal details and other motivations are best left to your personal statement or letter of intent because the motivation letter is strictly an academic summary.

A great PhD motivation letter should highlight how and why you are prepared for the rigors of PhD-level work. It should include the details of your academic career that have propelled you further into your field of study, like an inspiring professor or undergraduate course that sparked interest in your field.

The following list will provide more insights, but you should remember that whatever you write must be backed up by a concrete, real-world demonstration. It is not enough to say, “I am interested in XYZ because of XYZ.” You must include specific events in your undergraduate and graduate studies where you excelled.

If you are applying for a PhD, that in itself suggests you have a bevy of academic and extracurricular experience to glean from, be it co-authoring a published paper, your time as a TA, or some type of academic recognition. Many stand-out motivation letters single out specific instances when you showed an outsized passion for your studies.

Dos and Don’ts in a PhD Motivation Letter

1. Gain Skills and Experiences

The track to obtaining a PhD degree is a long one, which is why anyone who wants to become a PhD should commit early on to what it entails. All PhD candidates must have both an undergraduate and a master's degree to even apply, so that means structuring your studies around those requirements.

You should gain as much experience in your field, learn new skills related to your studies (a new language, for example, or technical skills), and participate in as many extracurricular activities as possible. Gathering the necessary skills and experiences to enter a PhD program should be the first step, since they are a reflection of your commitment.

2. Start Writing Early

You should begin drafting your PhD motivation letter at least a few months before the deadline. Because it is one of the most important parts of your application, you want to give yourself time to refine it. Refining means going through multiple drafts, soliciting and receiving feedback from other candidates, getting professional grad school application help, and making changes as you go along.

3. Consider Your Audience

The people who will read your motivation letter are renowned academics who have devoted their lives to one particular subject. Your letter needs to reflect your respect not only for them, but for the field of study that you both share. You should write with genuine verve when talking about your topic. Remind them of why they committed so full-heartedly to their career by demonstrating how enthralled you are with your studies.

4. Use Active Voice

You should put “you” in your story. Avoid using the passive voice and hiding behind your achievements as if they spoke for themselves. The admissions committee members want to read about how you approached your studies and learn about your insights into the future of your field of interest. They do not want a cold recitation of your CV but a spirited defense or explanation of what you value most about your topic.

1. Don’t Forget About the Formatting

PhD admission requirements differ between the many programs out there, so be cognizant of how they ask you to format your paper. If the requirements state a two-page limit, then write two pages. The same goes for other criteria like font size, paragraph spacing, and word length. A rambling, incoherent letter is the last thing you want to submit, so make sure to keep it within the guidelines.

2. Don’t Include Personal Stories

A personal statement is the place for formative stories from the past, not your motivation letter. You can include personal thoughts and opinions about your field of study, even unfavorable ones, to show you have a unique perspective, but steer clear of using personal elements like early childhood experiences or anything unrelated to your program.

3. Don’t Ramble

Keep in mind that your writing and organizational skills are also on display when you submit your motivation letter, along with everything else about you (grades, college letter of intent , transcripts). Again, remember who you are writing for: professors with years of experience researching and writing. They, more than anyone, know what good writing looks like, so be concise and clear in your writing.

4. Don’t Shy Away from Failures

The collected experience of those reading your essay guarantees that they know a thing or two about failure. Whether it was an unpublished paper, or a failed experiment, showing your determination in the face of adversity paints a complete picture of who you are as a researcher and academic.

But, again, setbacks in your personal life should not be mentioned. Limit your story to problems you encountered during your undergrad, graduate, or research fellowships and how you sought to overcome them. Mention a class or subject you struggled with or a drop in your grades and how you improved them.

Structure of Your PhD Motivation Letter

The structure of a great motivation letter is easy to follow because its focus is so narrow. The body of your letter should only mention highlights from your academic career, in a very specific chronology starting with your undergrad and progressing from there. But the structure should also cover three main points:

You can adjust the structure based on the requirements of the PhD program you are applying to, but it should cover the reasons you want to commit yourself to this program, what you plan on achieving, and how you have prepared yourself to accomplish those goals. If you already went to grad school, then you can rework your college statement of purpose to use as a template.

PhD Motivation Letter Sample #1

Dear Members of the PhD Selection Committee,

My name is David White, and I am writing to you to express my interest in pursuing a PhD in the Migration Studies program at X University. I recently completed a Master of Ethnography at Y University with an emphasis on the cultural exchange between migrant communities and their adopted homelands viewed through the lens of shared trauma and memory.

In the media, migration is often described as a “crisis,” a designation that has always made me bristle. I assert that migration is one of the most fundamental aspects of our species, yet it has been flagrantly mislabeled to serve the political and socioeconomic interests of a few.

My research is centered around the ways that migrants form new identities based on their experiences. Conversely, I have also explored how an innate identity based on race, religion, gender, or sexual orientation impacts a migrant’s journey and how those markers expose them to further exploitation or, at the other end, fortify their resolve and inspire perseverance in the face of tremendous odds.

The need for further investigation into identity and the interplay of migration and culture came into focus for me during my second-year undergrad Political Science degree at XYZ University. I was influenced by the work of writers like Franz Fanon and Edward Said, who questioned the foundations of a post-colonial identity and whether it was ever possible for colonized people to form an identity separate from their colonizers. I took an anthropology course, The Nature of Humans, that impacted me greatly. It prompted a Cartesian examination of my own beliefs around identity, as it firmly associated the emergence of human societies with factors such as migration, evolution, adaptability, and diversity.

During my time as a graduate student, I secured a place on a research project headed by Prof. Mohamed Al-Nasseri, a diaspora studies expert. Professor Al-Nasseri's thesis was that policymakers were ignoring the psychological profiles of migrants when assessing their material needs and financial assistance levels.

Our four-person investigative team liaised with a local, non-profit resettlement agency who connected us with volunteer migrant families based in University Town. Under the supervision of Professor Al-Nasseri, we formulated a questionnaire based on the diagnostic criteria of the DSM-V for traumatic events, while taking into account the newly revised definitions.

Mindful of the possible triggering effect our questions could have, we invited a peer, fellow survivor/migrant, and, in some cases, a religious leader before we conducted the interviews or to sit-in on our interviews.

During the interviews, I felt both inspired and indignant. I maintained my composure and objectivity, but the fire within raged. Unfortunately, our findings were inconclusive and what we discovered in our interviews did not wholly support Dr. Al-Nasseri’s thesis. But the experience and motivation I took from the project were enough to fuel my desire to explore the topic of identity formation in migrant communities who have undergone severe trauma.

The Migration Studies program at your institution will provide what I consider the perfect research and support network to further my investigation of these topics. I have followed the work of the esteemed Dr. Ellerman whose research into the treatment of post-traumatic stress has informed the direction of my own research. Dr. Ellerman has opened new pathways for thinking about trauma that I wish to incorporate into my thesis project when the time comes.

Until then, I am grateful for the opportunity to apply to this institution and am ready to discuss my future with you should my candidacy prove successful.

David White

My name is Melanie Hicks, and I am writing this letter to fulfill the admission requirements of the Visual Arts PhD Program at Z University. I have already submitted my audiovisual portfolio, CV, and transcripts, along with three letters of recommendation from, respectively, my master’s degree supervisor, Dr. Dana Redmond, my thesis supervisor, Dr. Allan Lee, and my research colleague, Mark Fowler.

I would like to take this opportunity to expand further on the conceptual themes I have focused on in my artistic output over the past decade, contextualize the pieces I have submitted, and elaborate on the goals I have should my application to this program be successful.

My artistic career, from very early on, has been defined by modes of observation, the interplay of observation and reflection between subjects and objects within a sociopolitical realm, and the harnessing of Blackness as a form of radical self-interpretation – all of it couched within the media of still and moving images.

During my undergrad as a Fine Arts student at X University, I was lucky enough to be showcased at the Kepler Gallery for my series, Painted Faces, a collection of photographs I took while working as a freelance photographer for an independent newspaper in Chicago. My focus in that series was the effort and preparation female congregants of an all-Black church put into readying themselves for Sunday services.

After my undergrad, I traveled to Boston to volunteer in local after-school programs with children from minority backgrounds who had an interest in photography. All of them had grown up with easy access to a phone capable of taking crisp, digital images and had never taken film photographs, so it fell to me to show them how to develop prints in a darkroom.

As part of my portfolio, I have submitted photos I took during that time, along with selections from my Painted Faces series. I never constructed a specific narrative with the photos I took during my volunteer work, but they were informed by the social realist photographers and photojournalists who captured the Civil Rights Movement by participating in protests and documenting the unrest.

Gordon Parks is a major influence and part of the reason I am pursuing my PhD studies at this institution. Prof. Alys is a foremost expert on Parks’ work and curated the Parks Retrospective at the Local Museum. Parks himself said that the subject was always more important than the photographer, and I agreed with that statement for a long time, until I began reading Arthur Danto and his artist-centered philosophy of art. While many disagree with Danto’s definition of art as an elitist utopia, I would argue that he opens the gates to everyone, and that anyone can gain entry to the “artworld.”

There is no better exemplar, I think, of the democratization of the “artworld” first posited by Danto than Basquiat, who was not only “allowed” access to the “artworld” but redefined it, in his indomitable way. Basquiat’s quality of outsider-turned-insider and Danto’s liberating of the parameters of what defined art are central themes of my project to understand whether “outsider” artists still exist, given how new technologies and platforms have pushed Danto’s definitions beyond their logical boundaries, if not obliterated them completely.

I hope this program can help me refine my project while matching my urgency to further expand the definition of art and artists to be more inclusive of not only racial minorities, but non-binary and trans people, who are at the forefront of questioning the validity of assigned identities through the curation of their very genders or lack thereof.

I am grateful to this esteemed panel for considering my application, and I would like to close by expressing my profound admiration for the achievements in art, art theory, and the philosophy of art each of you has contributed to a long, continuing train of thought.

I would be honored to accept a place beside you as a PhD candidate.

Melanie Hicks

Motivation letters are used in areas other than academia, but a PhD motivation letter is different for several reasons. Regardless of your particular field of research, the letter should include important points about your academic achievements, research interests, and why you want to continue your research at the faculty to which you are applying.

Even though PhD motivation letters tend to be short – between 500 and 700 words – their length is often the most vexing thing about them. Because students have a hard time condensing their years of study and research into a few words, we hope this article will help you focus your writing and give you insight into what to include.

No, they are not the same. A motivation letter has many different applications but is primarily a summary of your academic and professional achievements. A personal statement is an essay explaining your personal reasons for wanting to enter a specific profession or academic institution.

You should focus only on concrete, real-world examples of how you performed, learned, or grew as the result of an event in your trajectory toward a PhD and how you plan on contributing something new to your field of study. You should also make sure to have enough material, in the form of experience or academic goals, to write a compelling letter.

PhD motivation letters are important because they let prospective PhD candidates distill their background and experience succinctly, so that selection committees can more easily judge their character, commitment, and potential. 

Some people do find it challenging to write a letter about themselves without rambling or sounding incoherent. But if you prepare ahead of time, think honestly about your answer, and write several drafts, you should be able to write an above-average letter. If you are still struggling you can also get application help from professionals. 

Programs tend to ask for either a one or two-page letter, between 700 and 900 words. 

You can talk about anything that has do to with your past work to get to the PhD level, including aspects of your academic career, internships, independent or supervised research, fieldwork in a specific context, and any work experience you have related to your field of study. 

You should not mention any personal motivations for wanting to pursue a PhD. You can write about your intrinsic motivations to become a doctor of philosophy in your personal statement, if you are asked to submit one with your application. 

PhD programs around the world have various entry requirements that differ among schools. Some institutions ask for a motivation letter, while others ask for a personal statement or letter of recommendation and letter of intent, which has elements of a motivation letter but is not the same. 

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• Writing an Academic Cover Letter for a PhD Application
• Applying to a PhD
• The aim of an  academic cover letter  is to convince the supervisor that you are a strong candidate for the PhD position on offer.
• Your cover letter should be  half a page to a full page  in length; it should be concise and to the point.
• Your PhD cover letter should include your  personal details , the position you’re applying for, your  motivation  for applying, what you know about the project, what  relevant experience  you have and what makes you suited for the position.

The two documents crucial to get right when  applying to a PhD  are your CV and covering letter.

In this article, we’ll set out the core guidelines you should follow to create an effective academic cover letter.

What Is An Academic Cover Letter?

An academic cover letter is a written document that accompanies your CV and application form when applying for a PhD.

It’s different from a CV as instead of being a structured summary of your skills and experience, it is a summary of why you believe you are suited for a particular PhD programme. As a result, all academic covering letters should be tailored for the specific position you are applying for and addressed to the supervisor who is overseeing the project. They also shouldn’t repeat what is already stated in your CV, but rather expand on the details most related to the position you are applying to.

Note:  An academic cover letter is sometimes referred to as a PhD application letter, but never a motivation letter. The latter is different in that it concerns the reasons as to why you want to undertake research, while a cover letter focuses on demonstrating your suitability for a programme. This is an important distinction to note.

What Is the Purpose of An Academic Cover Letter?

The aim of an academic cover letter is to convince the PhD supervisor that you are the perfect candidate for the PhD project.

Academic cover letters should complement your CV and sell you as a person – will your potential supervisor be excited to work with you after having read your cover letter?

What Should I Include in My Academic Cover Letter?

You should demonstrate that you have the skills which make you suited for research. It is essential that you recognise these skills in you and that you use them to promote yourself.

1. Your Personal Details

Include your name, address, email address and phone number in the top right corner of the letter. This is so the supervisor can reach you should they have questions or require any further information.

2. The Position You’re Applying For

Help the supervisor establish exactly which PhD position you are applying for as there may be several positions being advertised at one time. If they provide a reference number as part of the project description, it would be a good idea to include it in brackets.

3. Why You’re Interested in The Position

Use this section to explain your motivations for applying to the specific PhD and where your research interests stem from. Is it related to the dissertation you produced as part of your final year undergraduate dissertation, etc?

Whatever your motivation for applying to the PhD, make sure that your enthusiasm comes across clearly. The supervisor will appreciate how great a role self-drive plays in completing PhD projects and you will want to convince them you have the level of drive required to be successful.

4. What You Understand About the Project

Besides explaining your motivations for undertaking the project, show that you possess a basic understanding of it. In doing so, make sure you reinforce each point with some level of evidence; avoid making general statements or talking loosely around the research subject. This will show the PhD supervisor that you’ve taken the time to research the background to the project.

5. What Relevant Experience You Have

In this section, briefly discuss your academic background and any relevant experience you have within the field of research. Don’t worry if you have little experience in this area as this will be the case for most applicants. If this the case, then use this section to explain how you will be committed to the PhD research project. If you have experience in conducting research, explain what your role was, the analytical methods you used and any other aspects of your work which may be relevant. Similarly, discuss any teaching experience if you happen to have it.

6. Closing Statement

Keep this short and concise. Thank the supervisor for taking the time to read your application and let them know that you’re looking forward to hearing from them.

How Long Should My Academic Cover Letter Be?

Your academic cover letter should be between half a page to one full page .

To keep it effective, make it as concise as possible and only discuss points which are either relevant to the project or the aspect of being a doctoral research student. This may feel difficult to do, especially if you have much you want to include, but keep in mind that your cover letter can also be used as evidence of your communication skills, more specifically, whether you can convey important information in a clear and logical manner. As this will be a key skill of any research candidate, the prospective supervisor will take it into account when evaluating your capabilities.

How to Format an Academic Cover Letter for A PhD Application

Your cover letter should be written in paragraph format, with bullet points only reserved for situations where a list would improve clarity. This is because a cover letter is one of the few places where you are expected to show your personality, so using too many bullet points will diminish your ability to do this. The best way to approach writing your application letter is to see it as a very short personal essay.

Use a common font like Times New Roman or Calibri, and if possible, avoid the use of highlighting, underlining and tables as they become too distracting. Keep your font size between 10 to 12 points and your margins to at least 0.5 inches around all edges. Try to match the font size, type, line spacing and margin size to your academic CV for neat and consistent presentation.

Your cover letter should be addressed to the PhD supervisor, starting with a “Dear [academic title] [surname]”, for example, “Dear Professor Williams”.

Hopefully, you now know what it takes to write a successful cover letter for a PhD application. While a strong cover letter will go a long way to helping you stand out, you will need to learn how to create an equally strong CV if you really want your application form to excel. To this effect, we recommend you next read our step-by-step guide for creating effective academic CVs .

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Professional PhD Cover Letter Examples for 2024

Your PhD cover letter must immediately highlight your main thesis contribution. Draw the reader's attention with a succinct explanation of your research significance and uniqueness. Demonstrate how your expertise aligns with the department or institution's academic focus. Your cover letter should create a compelling narrative that weaves your skills into their ongoing projects and goals.

Cover Letter Guide

PhD Cover Letter Sample

Cover Letter Format

Cover Letter Salutation

Cover Letter Introduction

Cover Letter Body

Cover Letter Closing

No Experience PhD Cover Letter

Key Takeaways

Embarking on your job search, you've likely discovered the need to craft a compelling PhD cover letter—a document that can stump even the most accomplished professionals. This crucial letter shouldn't just echo your resume; it must weave the narrative of your proudest professional triumph. With formal language minus the clichés, and conciseness that caps at one page, we'll guide you through the intricacies of creating a cover letter that stands out, ensuring your application demands attention.

• Write a phd cover letter that helps you stand out (and get the job);
• Understand how to start and end your phd cover letter with the appropriate greeting;
• What to include in the body of your phd cover letter to put your best foot forward;
• Your most important achievements - how to present them as part of your phd cover letter.

And if you want to make your life even easier, simply drag and drop your phd resume into Enhancv's AI cover letter generator, and it will write your cover letter for you in just a few moments.

If the phd isn't exactly the one you're looking for we have a plethora of cover letter examples for jobs like this one:

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PhD cover letter example

PETER CONNOLLY

Clarksville, TN

+1-(234)-555-1234

[email protected]

• Highlighting Significant Achievements: By mentioning the accomplishment of improving blockchain security by 65% and securing $16 million in funding, the candidate effectively showcases their capability to deliver impactful and quantifiable results that can resonate with the prospective employer's desire for competent professionals.
• Matching Skills to Job Requirements: Specifically addressing expertise in areas of cybersecurity and software engineering indicates the applicant's understanding of the technical skills required and showcases their proficiency in those areas, which are likely essential for the role being applied for.
• Demonstrating Value Addition: The author prompts a forward-looking discussion by suggesting a meeting to explore how their background can contribute to the company, implying a readiness to tailor their skills and past experiences to meet the employer's specific needs.

What are the basics of the design or format of your phd cover letter?

To start, here's a reminder for you: the Applicant Tracker System (or software that is used to assess candidate profiles), won't be reading your phd cover letter.

Recruiters enjoy reading phd cover letters with a standardized format that uses:

• the same font as the resume (e.g. modern ones like Raleway or Volkhov are prefered over the clichéd Times New Roman or Arial);
• single spacing to keep the content concise and organized (this is all ready for you in our cover letter templates );
• a one-inch margin to wrap around the text, like in our cover letter builder ;
• PDF as a file format, as it allows your design (and visual element) to stay the same.

Finally, we can't go on without mentioning the key sections of your phd cover letter.

In the top one-third, make sure to include a header (with your contact information, name, role, and date), a salutation, and an introduction.

Next, follows the heart and soul of your phd cover letter or its body.

End your phd cover letter with a closing paragraph and, if you wish, a signature.

The top sections on a phd cover letter

Header: This includes your contact information, the date, and the recipient's details; it's essential for providing immediate visibility of your identity and for professional correspondence formatting.

Opening Salutation/Greeting: A formal greeting addresses the recipient properly and sets a respectful and professional tone for the cover letter, which is important for making a good first impression.

Introduction: This section should capture the recruiter's attention by briefly introducing your background, your interest in the PhD program, and the specific reasons you are drawn to this particular opportunity.

Research Interests and Academic Background: Tailor this part to showcase your relevant educational and research experiences, current interests, and how it aligns with the department’s work, demonstrating your fit for the program.

Closing and Call to Action: Conclude by summarizing your suitability for the role, reiterating your enthusiasm, and inviting further discussion, showing proactivity and eagerness to engage with the academic community.

Key qualities recruiters search for in a candidate’s cover letter

• Deep expertise in the specific research field: Demonstrates the ability to contribute valuable insights and drive the research forward.
• Strong analytical and critical thinking skills: Essential for designing experiments, analyzing data, and drawing meaningful conclusions.
• Proven track record of academic accomplishments: Indicates the capability to undertake and complete challenging research projects.
• Excellent communication skills (written and verbal): Vital for writing research papers, grant proposals, and collaborating with peers and mentors.
• Self-motivation and independence: Necessary for driving one's own research and overcoming the inevitable challenges of a PhD program.
• Demonstrated perseverance and commitment: Shows that the candidate can see long-term projects through to completion despite obstacles.

What matters most when tailoring your phd cover letter salutation

Your phd cover letter greeting should feel welcoming to recruiters.

Use their first name (e.g. "Dear Marshall" or "Dear Sara"), if you've previously been in touch with the hiring manager and are on a more friendly basis.

If this is the first time you're contacting the recruiters, start your phd cover letter with:

• their last name (e.g. "Dear Ms. Ali" or "Dear Mr. Stevens") - look up who's the hiring manager for the role on social media or the company website;
• generalized greeting (e.g. "Dear HR Team") - just don't use "To whom it may concern" or "Dear Sir/Madam".

List of salutations you can use

• Dear Dr. [Last Name],
• Dear Professor [Last Name],
• Dear Dr. [First Name] [Last Name],
• Dear Search Committee,
• Dear Hiring Committee,
• Dear [Department Name] Selection Committee,

The phd cover letter intro: aligning your interest with the company culture

You only have one chance at making a memorable first impression on recruiters with your phd cover letter.

Structure your introduction to be precise and to include no more than two sentences.

Here are some ideas on how to write a job-winning phd cover letter introduction:

• get creative - show off your personality from the get-go (if this aligns with the company culture);
• focus on your motivation - be specific when you say what gets you excited about this opportunity.

What to write in the middle or body of your phd cover letter

Here's where it gets tricky.

Your phd cover letter body should present you in the best light possible and, at the same time, differ from your resume.

Don't be stuck in making up new things or copy-pasting from your resume. Instead, select just one achievement from your experience.

Use it to succinctly tell a story of the job-crucial skills and knowledge this taught you.

Your phd cover letter is the magic card you need to further show how any organization or team would benefit from working with you.

Closing paragraph basics: choose between a promise and a call to action

You've done all the hard work - congratulations! You've almost reached the end of your phd cover letter .

But how do you ensure recruiters, who have read your application this far, remember you?

Most phd professionals end their cover letter with a promise - hinting at their potential and what they plan on achieving if they're hired.

Another option would be to include a call for follow-up, where you remind recruiters that you're very interested in the opportunity (and look forward to hearing from them, soon).

Choose to close your phd cover letter in the way that best fits your personality.

Which story should you tell in your phd cover letter when you have zero experience

Candidates, lacking professional experience in the field - this one is for you.

Your phd cover letter is an exercise of integrity, honesty, and, above all, spinning a positive narrative around your strengths.

And what better way to capture recruiters' attention than with your most job-relevant achievement (this could be from your internship or volunteering experience)?

Make sure to back up your success with transferrable skills that are relevant to the job (e.g. how your year, studying abroad, has taught you to be more motivated and handle multicultural environments).

Another safe card you can bet on is your career dream: in the body of your phd cover letter, go into the details of how your ambitions would help make the company you're applying for better.

Key takeaways

Your phd cover letter is your best shot at standing out by showing your motivation and the unique skills you'd bring to the job:

• Chose no more than one achievement, which you'd be talking about in the body of your phd cover letter, by focusing on skills and outcomes;
• Address recruiters with their first or last name, or "Dear Hiring Manager" in your phd cover letter greeting;
• Introduce in no more than two sentences what makes your profile unique (perhaps it's your motivation, enthusiasm, or appreciation of the company you're applying for);
• Select the same font you have used in your resume (avoid Times New Roman and Arial, as most candidates tend to invest in them);
• Close your phd cover letter with a promise of how you see yourself growing in the company and the benefits you'd bring about.

Cover letter examples by industry

AI cover letter writer, powered by ChatGPT

Enhancv harnesses the capabilities of ChatGPT to provide a streamlined interface designed specifically focused on composing a compelling cover letter without the hassle of thinking about formatting and wording.

• Content tailored to the job posting you're applying for
• ChatGPT model specifically trained by Enhancv
• Lightning-fast responses

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How to Write a Successful PhD Motivation Letter

The importance of a motivation letter stands in the fact that it enables the admissions committee to distinguish between excellent students and outstanding students. They will both succeed in becoming valuable research students, but admission committees will most times consider the latter category would bring a larger contribution to the research community of the university.

Proving you are outstanding does not necessarily rely on what you write, but more on how you write, specifically the tone you use and the level of enthusiasm you show in your writing.

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Introduction of the motivation letter

Any letter of motivation should include a brief introduction specifying the programme you would like to apply for.

First, state a clear career objective of your future project and the reasons for choosing this particular PhD programme.

Provide the information about your previous academic and professional experience. You can also include teaching and research experience, work outside an academic sector and even volunteering, provided that all are relevant, in terms of the skills and knowledge you gained.

All your experiences should somehow connect to your chosen PhD programme, as you would have to specify how your academic and professional achievements make you a valuable candidate for the PhD degree you applied to.

Main text of the letter – What has motivated you to do a PhD?

Based on the background information you provide, you will be able to identify 3 or 4 key factors that motivate you to do a PhD.

Current research shows that PhD applicants may be motivated by many factors such as:

• willingness to improve career prospects
• passion for research work and teaching
• the aspiration to discover and learn new things

You need to clearly describe what motivates you and what you would like to achieve as a result of your studies.

If you published in academic journals, you should mention that and provide details or evidence about your published work.

State some of your native qualities and stress on how they could be considered beneficial for your research topic and for your field of study in general.

Closing of the motivation letter

In the closing of your motivation letter, add a few sentences on the impact your studies may have in your life, research area and society in general. This will help you to demonstrate the importance of your research in the context of a bigger picture. Mainly, show how the scientific community and university can benefit from having you as a student.

You should also state that you are aware that PhD programmes they offer attracts many prospective and competitive candidates.

Generally, a motivation letter should not be longer than one page. The key to success is a clear structure, passion for your research topic and ability to demonstrate the value and impact of your research.

Details and statements you should avoid in the motivation letter

Clearly, you should not include false facts, achievements and should not try to make any overstatement or use pompous metaphors. The staff from the admission committee will always figure out if a motivation letter is genuine or fake.

Avoid cliché sayings like: “my childhood dream’’, “I am highly motivated to study X”, “my greatest ambition is to pursue scientific research at the highest level”, “I have always been fascinated by scientific research”.

Try not to praise the university too much and don’t close your letter with the expression “It would be an honour to be admitted to this university.”

Key things to remember when you write the motivation letter

Important details you should stress on throughout your motivation letter are your intellectual interest for the PhD course and the field you plan to study and the research experience you had so far. Remember to keep a professional and serious tone, but at the same time, be positive and enthusiastic. Good luck!

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Cover Letter For PhD Application | Samples and Templates

Would you like to see a sample cover letter of application for PhD position? Here are some professionally designed patterns and also a sample cover letter for PhD application.

It doesn’t matter if you’re trying to keep your student discounts up to age 30 or answering questions that no one in the history of mankind has ever answered. All this is possible with a well-designed PhD application.

There are very few vacancies, and there are dozens of equally qualified candidates. This guide to writing a PhD admission letter or motivational letter will go over some of the important steps to consider when writing a letter.

The first thing you should do is check the requirements of the institution you are applying to, first make sure a cover letter is required, and then see which sections they would like you to cover.

They differ from one institute to another and from one course to another. A sample academic cover letter of application for a PhD position is your best chance of being accepted.

This article is a complete guide on how to write application letters for PhD positions. It also contains a sample PhD application letter and templates to help you write the best.

Table of Contents

What is a PhD Admission Letter?

The letter of application is your first chance to tell the committee why you should be selected for graduate studies. Not only does this show your personality, but it can also explain why a recruiting board should choose you as a PhD student in his own words.

Your PhD application letter, like most others, should complement, not duplicate, your resume. It should explain and expand on the information on your resume or application form. You must adapt the content to your chosen PhD thesis. A theme that allows you to focus your specific experience and academic achievement on your learning abilities.

It should be noted that when applying for a PhD, you may be required to submit a personal statement as well as a cover letter. Each university will have its own set of requirements, but keep in mind that a cover letter is not the same as a personal statement.

Your statement will highlight your interests and goals while your PhD the cover letter will highlight your material accomplishments such as academic and professional experience.

If you need to prepare both statements, try to keep this in mind when writing. Having a sample PhD application letter is also another way to make sure you’re writing something compelling.

What are the key points I should include in my PhD admission letter?

There are no rules about what we must include in your PhD cover letter, but in general, your application must include references to the following:

Who you are – your personality and what sets you apart from other potential PhDs. Your cover letter should be a sales tool that will encourage any committee to select you for their team. The successful cover letter should contain the following

• Your abilities and accomplishments (along with any evidence to support your claims).
• In addition, your study of a particular institution for your doctoral program(why you want to attend this particular institution and what makes it suitable for you).
• Your understanding of your research project and your expectations regarding its impact on your industry (this will show not only your knowledge of the research but also your passion and motivation for the project).
• How do your specific skills apply to the post? Have you gained any relevant experience in this area? Have you been inspired by the achievements of previous bachelor’s degree and master’s degree?

Writing a great motivation letter is a skill, just like any other part of the application process. This requires you to explain in a balanced way who you are and why you should be selected, in detail while remaining concise.

While remaining professional, it should reflect your personality. This is a difficult writing skill that should not be rushed.

Don’t rush into writing your application letter; the more time you spend on it, the higher your chances of you becoming a successful PhD student. Use the top-down approach as a practical tip.

You can use a sample PhD cover letter to make sure you don’t make mistakes and are on the right track. Continue reading to learn more about Cover Letter Sample and Templates for PhD application. This will help you write a cover letter for PhD application.

What is the purpose of a PhD Statement?

If you are a PhD candidate, an academic letter of the application allows you to explain to the reader, who is likely the professor or director in charge of reviewing PhD applicants, what you can offer to the program and why they should select you for a place.

You can use your cover letter to fill in any gaps on your resume (CV), tailor your application to a specific program, and showcase your communication skills and passion.

This is your chance to impress a PhD program director with your identity and the assets you will bring to their institution.

How to write a PhD Statement?

Follow these steps to write a PhD statement:

1. Learn the details of the program and organization

Review the information you have about the program you are applying for before writing your application letter. Use a different application letter for each organization because they may be looking for unique qualities in candidates.

Analyze your qualities, as well as those of the ideal candidate, and tailor your application letter to the areas where they overlap.

2. Create a formal letter of application.

A STEM-focused application letter should be one page, while a liberal arts-focused application letter can be two pages. Always check with the organization and adhere to any formatting rules they may have for the application material.

Use a professional font and font size, pay attention to clear formatting, and avoid adding extra elements such as pictures or frames.

3. Provide your most recent contact information.

It is especially important to provide up-to-date and correct contact information when contacting several organizations at once. If the organization needs more information or wants to schedule an interview, you should make sure they can contact you.

The presence of up-to-date and accurate information indicates professionalism and reliability.

4. Create an introduction

Write an introduction after you’ve completed the body of your cover letter. The introduction should clearly state what you are applying for. You can also use this space to briefly mention future ambitions or goals.

5. In the first paragraph of the main body, highlight your strengths and experience.

Write the first paragraph of your cover letter highlighting your education, strengths, and experience. This paragraph should describe who you are academically and what you hope to achieve while participating in the program. Tell us about your specific interests in this area, what sparked your interest, and any research you’ve done on those specific interests.

6. In the second main paragraph, describe your distinctive features.

Focus on your passion, drive, and unique qualities that set you apart from other candidates in the second paragraph of your cover letter. You want to show not only how the program can help you, but also how you can improve the program if accepted. Consider overlaps between your qualifications and what the program is looking for in an ideal candidate.

7. Complete your application letter.

End the application letter by thanking the reader for their time and expressing appreciation for the opportunity. The conclusion should complement the rest of your application letter, demonstrating your enthusiasm for your field and commitment to the organization.

Your conclusion should also encourage the reader to contact you for more information, discussion, or to schedule an interview.

8. Include a formal closure and signature.

Your closing and signature are the final elements of your academic cover letter. In most cases, you may not need to physically sign the document; a printed name will suffice.

Avoid using intimate closing phrases and use more professional ones instead. Here are some examples of professional closing statements. The sample PhD application letter written below will serve as a great guide to make sure you get it right.

Tips for writing an effective PhD thesis Statement

You can use the following guidelines to write your PhD statement:

Start at the very beginning of the process. Preparing an application for graduate school requires careful planning. Set aside enough time to write, edit, and proofread your cover letter.

Take a break between writing and editing. When you’ve finished writing your application letter, save it and wait a few days before editing to make sure you notice ways to improve or correct your work.

Make the most of your resources. If you are still in college, you can use the writing or career centers to craft an effective cover letter. Talk to your favorite professors or lecturers, ask them questions and listen to their advice.

Carefully review your PhD thesis. statement. You want to present yourself professionally in your application letter because this is one of your first points of contact with a potential school. Use proofreading software, read your cover letter aloud, and ask friends and colleagues to read it for you to create a flawless application letter.

Make your points clear. You must provide evidence for every claim you make about yourself. Tell us as much as possible about your achievements and hobbies.

Focus on your true self. Demonstrate why you are the best candidate for your chosen school by emphasizing how your uniqueness will benefit the program. Concentrate on articulating your important accomplishments.

Samples and Templates Of Academic Cover Letters for PhD Statement

Academic Cover Letter Sample for PhD Position

Receiver name

Recipient’s position

Address of the recipient

Dear [name]

Cover letter for the PhD program at [institution name].

I am writing to express my research interests in continuing my academic studies at [university] through a PhD program in [topic].

I am very eager to join your [Faculty Postgraduate] program because I consider that its prosperous history of academic research is an ideal match for my academic abilities and extensive career experience. I have been interested in [the topic] for a long time and recently met with [name], one of your alumni. And they inspired me to take a chance and submit this letter because I have long wanted to expand on the knowledge I gained through my experience at [your company name].

I studied [mention subject] at [mention university], and throughout my academic history and work experience, I grew a strong interest in this niche area [your topic]. My thesis was on [subject], and I was able to put my academic knowledge into practice while working at [your company name where you work/worked] since graduating from my undergraduate studies.

As you can see from my attached academic CV, I was able to sharpen my skills in key specializations, which led to my interest in [the project]. Because of the ever-changing nature of my profession, I believe there are opportunities for further study [of the subject] and I am eager to combine my theoretical and practical knowledge with my research PhD project.

I believe that this is valuable not only for me and my colleagues but for my profession as a whole because it can help others understand the meaning [of the subject].

I hope to continue my academic career with a PhD, which has long been my goal. I can’t think of a better university to study than [the university you are wishing to complete your PhD from]. I’ve always been motivated by the accomplishments of this institution and would like to collaborate with your teaching staff to explore my hypothesis, namely [details]. I would especially like to work with Professor [mention name], who was admiringly regarded by our mutual understanding [name of alumnus].

Thus, I am sure that with my theoretical knowledge and professional experience I will be able to complete the research project I have chosen at a high level. I am a dedicated, hardworking individual who has long been respected in my industry through my involvement in [professional organizations]. I have also been recognized for my work, along with my peers, through many industry awards, including [details].

After completing my PhD, I intend to use my knowledge to educate fellow professionals, thereby increasing awareness and understanding of our industry.

I hope this letter has given you some idea of ​​my commitment to my education and that you will consider my application.

I would like to once again draw your attention to my CV, which is attached to this letter and describes in detail my professional and academic background.

I look forward to hearing from you shortly.

[Signature]

FINAL WORDS

Your cover letter for PhD application should contain a brief introduction to the program you want to apply for in the text of the application. This should be included in any cover letter. You need to write down the letter to the PhD supervisor.

First, state a clear career goal for your future project, as well as the reasons why you chose this particular PhD program. Mention in detail your previous professional and academic history. Also mention if you are applying for professional scientific research or anything else.

Q. How do I write a cover letter for a PhD admission?

A. Your cover letter for PhD application should contain a brief introduction to the program you want to apply for in the text of the application. This should be included in any cover letter. You need to write down the letter to the PhD supervisor.

Q. How do I write a good PhD application?

A. First, state a clear career goal for your future project, as well as the reasons why you chose this particular PhD program. Mention in detail your previous professional and academic history. Also mention if you are applying for professional scientific research or anything else.

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What Is a PhD Cover Letter?

What key points should i include within my phd application letter, tips to improve your phd application letter, example phd cover letter, final thoughts, phd cover letters.

Updated October 11, 2023

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A PhD cover letter is an important part of your PhD application. Your cover letter (which may also be referred to as a motivational letter) focuses upon what makes you a great candidate and why you should be invited for interview.

This article will cover what a PhD cover letter is, when it would be used and how you can write a notable cover letter for your PhD application.

Your cover letter is your first opportunity to explain to the committee why you should be selected to study for your postgraduate doctorate. It not only demonstrates your personality, but it can also explain in your own words why the hiring panel should choose you as a PhD student.

Like most cover letters , your PhD application letter should complement, but not repeat, your CV. It should explain and expand on the details referenced within your CV or application form .

You should tailor the content to your chosen PhD topic – this will enable you to focus your specific expertise and academic achievements on your learning capabilities.

It should be noted that when it comes to submitting your application to study for a PhD, you may be required to submit a personal statement as well as a cover letter. Each university will have its own criteria, but note that a cover letter is different from a personal statement.

Your personal statement will focus upon your interests and your ambitions, whilst your PhD cover letter will be looking at your tangible achievements , such as your academic and professional experience.

If you are required to draft both statements, then try to keep this in mind during the writing process.

There are no rules for what to include within your PhD cover letter but, broadly speaking, your submission should include references to the following:

Who you are – what your personality is and what sets you apart from other potential PhD candidates. Your cover letter should be a sales tool that should make any committee want to choose you to join their team.

Your skills and achievements (along with any evidence to substantiate your claims).

Your research into the specific academic institution (why you want to attend that specific school and what makes it a good fit for you).

Your understanding of your research project and what you believe its impact may be upon your sector (this will demonstrate not just your knowledge of the research but will showcase your passion and motivation for the project).

How your specific skills are relevant to the application. Have you undertaken any work experience relevant to that field? Have you been inspired by what previous alumni have achieved?

As with all applications, writing a great cover letter is a skill. It requires you to tread the balance between explaining in detail who you are and why you should be chosen, while remaining concise. It needs to showcase your personality while remaining professional.

It’s a difficult writing skill and one which shouldn’t be rushed. You should take your time to craft your application letter – the more time that is spent on it, the greater your chance of success.

A practical tip is to use the ‘top-down’ approach . This is a writing skill often used by marketers and PR professionals whereby you incorporate the strongest arguments/details at the top and work your way down.

You need to ensure that if a committee member stops reading your cover letter at any point, then they have already noted the most pressing details.

How Do I Write My PhD Cover Letter?

An easy way to focus your thoughts when writing your application letter is to consider it as a way of telling your story, at least in relation to the PhD you are applying for. By this, we mean that your letter should have a clear beginning, middle and end.

Using this format as a guide, here are some examples of how to start writing your PhD cover letter.

Starting Your Cover Letter

As with any form of professional correspondence, do your due diligence and be confident that you know who to send your application to.

As previously mentioned, each school will have its own application criteria – for some, it may need to be addressed to a specific professor, whilst others may direct you to a department or someone responsible for all recruitment.

Make sure you find out their name – along with correct spellings and titles. This is your first chance to make a good impression, so you must pay attention to the details.

Introducing Yourself

A good place to start is to introduce yourself first. Ask yourself, who are you and why should the committee continue to read your application letter?

This is your opportunity to explain what PhD you are applying for and why you want to study further. You may want to start your storytelling in this section.

For example:

I became interested in this subject when I met [name], who is one of your alumni. They inspired me to want to continue my learning and further my knowledge, which has been developed through my professional experience at [company name].

As you can see from this example, the letter is starting to explain why the candidate wants to apply for the application, what inspires them to continue their learning and gives a look into their achievements. The result is that it makes the reader want to continue reading the letter.

Showcasing Your Skills and Achievements

The middle section is where you talk about what you have achieved and how you want to further your development and make an impact on your field of study.

This section should refer to your CV and provide greater insights into what you already know and why you would be a great candidate for the PhD programme.

You could use this section to briefly introduce what topic you believe would make a great research project.

As you can see from my enclosed CV, I have an extensive professional history within my sector. From my experience at [company name], I was able to focus upon my key specialisms, which led me to develop an interest in [project]. I believe that, due to the ever-changing nature of the profession, there is scope to continue the research into [subject] and I’m keen to combine my practical and theoretical knowledge in my research. I believe this is of value to not just myself and my peers but also my wider profession because of [detail].

Again, this is demonstrating a level of professionalism while starting to showcase exactly why you should be chosen to join the PhD programme. It shows that you’re not just thinking of yourself, you’re also considering the wider implications that your research may have upon your field of study.

Ending Your Cover Letter

As you draw towards the end of your cover letter, you may wish to reiterate why you want to study at this specific institution. Showing you have researched the university’s research reputation can go a long way to impressing hiring panels.

It may be globally renowned, or perhaps it’s a good fit for your specific area of interest. Maybe there’s a specific professor you would like to work alongside or maybe you’ve seen the career advancement of previous alumni. If you have a personal reason why you are a good fit for the school, then state it here.

Additionally, we would also recommend explaining what you plan to do with your research upon its completion. Hiring panels will be keen to find out how you plan to use your expertise and what your long term ambitions are.

I am particularly interested in joining the PhD programme at [school] because of your reputation as global research leaders. Throughout my career, I have strived to work alongside the best because I believe in the importance of peer learning. I am keen to work alongside your distinguished professors to carry out my research in [subject]. I believe that I am the right fit for your institution because of [x,y,z] and through my correspondence with [named contact of the previous alumni], I am aware of the help and support that you provide to your PhD applicants. Following on from the completion of my doctorate, I plan to use my knowledge to do [x,y,z].

As you sign off your cover letter, make sure you include a call to action. Encourage the panel to get in touch with you to arrange a formal interview or direct them to your CV so that they can be reminded of your experience.

You need to end the letter with no doubt that you are a good fit for the PhD programme and that you are an ideal candidate that they need to snap up.

I hope that this letter has given you some insight into my dedication to my learning and that you will consider my application. I would like to draw your attention back to my CV which is enclosed with this letter, which demonstrates my professional and academic history. I look forward to hearing from you in due course.

If you have addressed the letter to a named contact, use ‘Yours sincerely’. If you have been directed to address your letter to a general department, then formalities suggest that you should use the sign off ‘Yours faithfully’.

Keep it concise . Where possible, it shouldn’t exceed two pages of A4. They can find out more detail about who you are during the interview stage; this is merely to whet their appetite and excite them to want to find out more about you.

Don’t reiterate what has already been written on your CV . Instead, they want to know how the experience on your CV has made you a more rounded individual. How has it shaped your interest in your chosen study and what is compelling you to continue to further your learning?

Provide evidence . If you are highly regarded within your professional sector, then demonstrate this – are you involved in any sector groups or have you been recognised with any awards? The whole purpose of your potential research project is to provide evidentiary proof of your hypothesis so if you are going to make bold statements about your career history, then the first thing any PhD supervisor will want to know, is 'Where is the evidence?'.

Check for errors . Remember that your letter is a professional representation of who you are. Before submitting your PhD application, make sure that your cover letter is free from grammatical errors and spelling mistakes. It’s a sister document to your CV so try to ensure consistency between the two documents – use similar formatting, a professional font (Ariel or Calibri are good choices) and ensure that your margins are coherent.

Below, is an example of a cover letter for your PhD application. We hope that it inspires you and helps you to understand more about what you should be including when it comes to writing your own letter.

Remember that this is an example only and your cover letter should be tailored to your circumstances.

Recipient Name Recipient Job Title Recipient Address Date Dear [name] Cover letter for application to join the PhD programme at [school]. I am writing to you to showcase my interest in continuing my academic study through the PhD programme in [subject] at [University]. I am keen to join the doctoral programme within your [department] because I believe that its rich history of academic research is a perfect match for my academic aptitude and my extensive career history. I’ve long been interested in [subject] and I recently met with [name], who is one of your alumni. They inspired me to take the leap and submit this application because I’ve long been interested in developing my knowledge honed through my professional experience at [company name]. I studied [subject] at [university] and throughout my academic history and work experience, I’ve developed a strong interest in the niche field of [topic]. My BA thesis was based upon [subject] and since completing my undergraduate studies, I’ve been able to put my theoretical knowledge into practice through my work at [company name]. As you can see from my enclosed CV, I’ve been able to hone my skills into key specialisms which have led me to develop an interest in [project]. I believe that there is scope to continue the research into [subject] due to the ever-changing nature of the profession and I’m keen to combine my practical and theoretical knowledge with my research. I believe this is of value to not just myself and my peers but also my wider profession, since it could help others to understand the importance of [subject]. I wish to continue my academic career by completing my doctorate, which has always been a long-term ambition of mine. I cannot imagine a better place to study than [university]. I have always been inspired by the achievements of this academic institution and I wish to work alongside your teaching staff to research my hypothesis which is [details]. In particular, I would like to work alongside Professor [name], who was highly regarded by our mutual acquaintance [alumni name]. With my theoretical knowledge and my professional expertise, I am confident that I can complete my chosen research project to a high standard. I am a dedicated hard worker and have long been regarded within my sector through my involvement with [professional bodies]. I have also been recognised along with my peers for our work through the achievements of many industry awards including [details]. Following on from the completion of my doctorate, I plan to use my knowledge to help educate fellow professionals, and thus improve awareness and understanding of our sector. I hope that this letter has given you some insight into my dedication to my learning and that you will consider my application. I would like to draw your attention back to my CV which is enclosed with this letter, which will demonstrate my professional and academic history. I look forward to hearing from you in due course. Yours sincerely, [Signature] [Name] Encl. Curriculum Vitae

This article has been designed to give you some insights into what to expect from your PhD application.

To read more about PhDs, we recommend that you read our postgraduate pages , which contain numerous articles about PhDs, MBAs and further study.

You might also be interested in these other Wikijob articles:

Or explore the Postgraduate / PHD sections.

This page has been archived and is no longer being updated regularly.

How to write an impressive cover letter

Great cover letters are key to getting your job application to the top of the candidate pile. Here's how to make yours shine.

By Laura Zimmerman, PhD

Print version: page 32

Your curriculum vitae might showcase your incredible accomplishments, but it won't help you land your dream job if no one reads it. It takes an enticing cover letter to make you stand out as the best applicant.

"Cover letters tend to be the first thing people read. It may be the only thing they read carefully," says Elizabeth Morgan, PhD, assistant professor of psychology at Springfield College in Massachusetts. "Job ads don't always ask for a cover letter, but applicants should always send one, even if it is not required."

"The cover letter is a great opportunity to make a first impression," says R. Eric Landrum, PhD, professor of psychology at Boise State University. Landrum and Morgan co-authored the book, "You've Earned Your Doctorate in Psychology … Now What?" (2012) a guide for graduate students seeking jobs in academic and professional settings. They devote an entire chapter to creating the perfect cover letter.

While students are usually ready to leave graduate school with a professional and polished CV, they might be unclear about how to write a cover letter, says Landrum.

A few simple guidelines can help students get their applications to the top of the applicant pile instead of tossed in the trash:

Show you are a good fit.

"A good cover letter is one that clearly addresses the job ad and shows the applicant's qualifications," says Morgan. Another good quality of cover letters, she says, is conveying genuine interest and enthusiasm in the institution and the work.

"Don't just say ‘I'm interested in your position, attached is my CV,'" says Landrum. "That's a wasted opportunity." Instead, take the time to research the position and the university or organization and create a cover letter that makes it clear you are qualified for the requirements listed in the job ad.

"If a school is looking for a social psychologist experienced in cultural issues, but you are a cognitive psychologist who specializes in memory processes, you probably won't get far," says Morgan. "But, if you specialize in memory and also have experience with cultural research, put that in the cover letter."

Also, mention every job ad requirement that matches your experience, even if it is also mentioned in your CV, says Nabil El-Ghoroury, PhD, associate executive director of APAGS. "If you don't have a particular skill, don't mention it. But, don't wait for a 100 percent match to apply. Employers know that most people won't meet all the requirements."

Get past the gatekeepers.

Your cover letter may be read first by a human resources professional or a department staff member who is looking for key words from the job ad. "Literally, take the words right from the ad," says El-Ghoroury, and weave them into your cover letter. Without the key words, your application may not get passed along to the hiring decision-makers.

Because staff members without psychology backgrounds might be the first to look at your cover letter, it is important to write it for nonacademic audiences, says El-Ghoroury. "Have a friend who works outside the field of psychology read it, to see if it is understandable."

It's also important to tailor your cover letter to your specific audience. "One size does not fit all," says Landrum. Cover letters differ based on the type of job opening, so it's important to customize it to fit academic, clinical, government or other professional positions. "Have a professional in the field to which you are applying review the letter and tell you the conventions for that field," advises Morgan.

Professionals can also provide advice about acceptable cover letter page lengths for their particular field. "Cover letters can range from a quick introduction to four or five pages," says Morgan. "It's the one item with the most variability."

For instance, industry cover letters generally should not exceed one page, while academic cover letters can range from two to five pages; however, many websites advise not going over two pages.

Even when applying to universities, the focus of the cover letter depends on whether the university has a research or teaching focus, says Mitch Prinstein, PhD, distinguished professor and director of clinical psychology at the University of North Carolina at Chapel Hill.

For research institutions, applicants should include a paragraph that explains their research programs.

"The research should have clear follow-up research questions that could last for decades," says Prinstein, who regularly gives talks and has written extensively about professional skills development for graduate students. "Universities don't want to hire an applicant for one or two years, but for decades. Research programs need to have legs."

Almost every job in academia also wants teaching experience, says Prinstein. "Saying you've taught courses isn't good enough." Instead, he says, "Describe what kind of teacher you will be, what your teaching philosophy is, how your teaching will benefit the students."

Mind the details.

Be sure to proofread your cover letter. Read it aloud and have an advisor review it. This can help prevent such errors as missing punctuation or naming the wrong school or organization when sending out multiple cover letters.

Some selection committee members may stop reading a cover letter if the applicant botches the name or location of the school, Landrum says. "If you can't get the place I work correct, how can I trust you with other details?"

"Also, double check other facts about the school," he adds. "For instance don't say you are looking forward to teaching in a university's undergraduate and graduate programs if they only have undergraduates."

Take care to use the correct title when addressing the letter's recipient. "Don't address the administrative assistant as doctor," says Morgan. "Look up the person online and find their title."

Don't get too personal.

While it is important to tell your story in your cover letter, be careful not to share too much information, says Morgan. For example, don't say, "My wife and I just divorced and I want to move as far away from her as possible." But some personal information can help you. If an applicant says, "We have family in Massachusetts, so we are excited to move there," this would explain why an applicant wants to move from Hawai'i to the Massachusetts area, and shows their interest in the location as well as the job, she says.

Overall, a key goal in cover letters is to show you can meet the employers' needs and bring something new and exciting to their university or organization, says Prinstein. "A good cover letter connects your past to your future and tells the story of how your past will influence your future."

Cover letters are your chance to "tell the story of your CV," says El-Ghoroury. "If your research has evolved over time, you can tell that story in your cover letter. Make it easy for employers to see that you are a good fit for the job."

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How to write a Cover Letter for applying to a PhD programme

I am applying for a PhD programme in Europe. For that I need to write a cover letter. It will be more like a SOP (technical but shorter version, as it's one page) or it can be more general stuff, as in why I want to do a PhD, what I like about this particular field, what background I have. Any suggestions welcome.

• graduate-admissions
• application-cover-letter

2 Answers 2

There's plenty of examples on the Web of the basic format a cover letter should take. There's a good template here on page 23 from Harvard. (Make sure to do it in TeX if applying for a math or comp. sci. PhD.)

Otherwise, my own personal advice ...

What not to do

The most common mistake I have found in cover letters is that they are too generic. Either they could have been written by anyone (" I have a keen interest in science. I was always curious as a ... ") or could have been written for any programme (" I want to do a PhD as I believe I would be well-suited to a career in academia ... "). Keep such generic sentences to a minimum: the more of these a cover letter has, the more impersonal and unremarkable it is, and the more it leaves the suspicion that the same cover letter has been recycled for multiple applications and/or by multiple students.

Also, avoid hyperbole (" I am the best candidate for this position because ... "). You cannot know that you are the best candidate.

Make your cover letter personal, remarkable (i.e., stands out from other cover letters), specific to you and specific to the position at hand. Be enthusiastic. Be specific. Show that you've put thought into the position and why you are applying.

Relate your specific skill sets and previous experience to the programme you are applying for. Relate the content of specific aspects of your CV to the programme:

" During my masters, I enjoyed working on the topic of A, which relates to your programme [in this way]"

" I worked three summers at company B, where I gained experience in topic C ... "

" I visited your university in March last year and was impressed by ... "

" I read paper entitled 'D' published by your group at 'E' and was interested in ... "

" I recently published a paper 'F', which I believe complements work by 'G' in your department on 'H' ... "

... and so forth.

In addition to all the advice above, there are two more Europe-specific issues you might want to keep in mind:

Many European universities and funding agencies expect a very specific and advanced research proposal. It might be more important than the cover letter itself.

In Europe, you often know beforehand who your supervisor will be, and you will have likely met them. Feel free to ask them (or the admissions office, departmental secretaries etc.) what exactly is expected from each of the application documents - expectations vary between universities, and Europe is a different academic landscape than America.

Good luck with your applications!

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Prerequisites and Requirements

Before applying to the Ph.D. Program at Mayo Clinic Graduate School of Biomedical Sciences, review our full list of prerequisite information and complete admission requirements. The admissions committee reviews all completed applications through a holistic review process to select candidates for interviews.

Prerequisites

Candidates for the Ph.D. Program must meet the following eligibility requirements:

• Completion of a bachelor's degree, preferably in the biological or physical sciences, from an accredited institution. 
• A minimum cumulative undergraduate GPA of 3.0 on a 4.0 scale. 
• Degree conferral before the program begins (program begins in July).

Suggested undergraduate coursework:

• Applicants to our Ph.D. program are encouraged to have completed coursework with demonstrated proficiency (B average or above) in their math and science courses. Additionally, advanced courses in biology, chemistry, and physiology are encouraged.
• Applicants interested in applying to the Biomedical Engineering and Physiology Track are advised to take courses in quantitative science and engineering, such as signal processing, computer science, and instrumentation.

Holistic review

Our Ph.D. program prepares students to translate scientific discoveries into applications that improve patient care. This requires a wide range of skills, aptitudes, and characteristics. Along with the basic set of prerequisites, the track admissions committees take a holistic approach to admissions; meaning, they take into consideration the many factors that make up an applicant. These acceptance factors include:

• Academic performance
• Letters of recommendation
• Personal statement
• Research experience

Transfer student policy

The only pathway to matriculation at Mayo Clinic Graduate School of Biomedical Sciences is through application during the annual application window, September 1 - December 4.

The Ph.D. program does not accept transfer students; however, transfer credits for graduate courses taken at another institution may be considered if appointed to our Ph.D. program.

Application window

Apply between Sept. 1 and Dec. 4 for the following academic year.

To get in touch with the Ph.D. Program, fill out the form on the Contact Us page .

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How to Get a PhD in Psychology (10 Steps)

A PhD in Psychology is the ultimate degree—a symbol of your commitment to the discipline and a representation of your knowledge and skills. Held by top-tier researchers, instructors in higher education, and clinical practitioners alike, a clinical psychology PhD may help you and the people and organizations you might one day serve. 1

While the benefits of a PhD in Psychology may be clear to you, how to go about earning this doctorate degree might feel confusing—until now.

Here’s how to get a PhD in Psychology, what to expect in a doctoral degree program, and what you might gain from obtaining one.

Start Your Journey

Step 1: Understand the PhD Path

A PhD, or Doctor of Philosophy, in Psychology is one of two of the highest degrees in the field of psychology. (The other is a PsyD , or Doctor of Psychology, a doctorate degree created in the 1970s to prepare students specifically for the rigors of working in clinical settings.) 2 A clinical psychology PhD may enable you to work in a variety of environments and a range of roles.

As such, earning this degree is an involved, immersive, and often exciting process that’s composed of: 3

• Statistics and methods
• Assessments 
• Clinical treatments

Coursework in a PhD program now frequently integrates discussions on psychology and technology , examining how digital advancements are transforming therapeutic methods and research techniques.

• Research – Research makes up the majority of the work you’ll do as a PhD student. Typically under the guidance of your mentor/dissertation advisor, you’ll delve into a topic of your choosing within the field. Examples of clinical psychology research topics include examining the effects of social media on teen suicide rates or the influence of childhood trauma on adult substance use disorder. Along the way, you’ll refine specific research skills: collecting and analyzing data, working with subjects/participating, and demonstrating your results.
• Clinical practicum and internships – Earning a PhD in Psychology also entails hands-on training in clinical practicums and/or internships. Generally speaking, you’ll perform an unpaid practicum for two years, followed by a one-year paid, clinical internship. 5 Precisely how you will fulfill this will depend on the program you choose, the opportunities within your community, and your concentration. A few examples include observing a clinical psychologist at a private practice, working with students at a university center, or conducting intakes at a substance abuse facility.
• Dissertation – Your dissertation is among the most important elements of your PhD program and the key to completing your degree. It serves several purposes: it illustrates your fluency in conducting research, demonstrates the knowledge you’ve gained in your PhD program, and adds an original contribution to existing psychology literature. 6

Step 2: Research Potential Programs

Finding the right PhD in Psychology program is paramount to your success. Researching potential programs is also one of the more thrilling aspects of pursuing a doctorate, but it needs to be approached strategically and mindfully. To that end, search for programs that, like the doctoral programs in psychology at Alliant International University, have received accreditation by the American Psychological Association (APA). 7

Accreditation essentially serves as a seal of approval and demonstrates to future employers, the general public, and licensing boards that you have the scientific knowledge required to work in the world of psychology.

Additionally, you may want to zero in on programs that:

• Feature faculty members who are at the top of their field and whose research interests reflect your own 8
• Offer the area of specialization you want to focus on, whether it’s clinical health psychology, multicultural community-clinical psychology, or family/child and couple psychology
• Promote work-life balance through online instruction, or a hybrid of online and in-person instruction and training
• Have a high attrition rate

Further, if you do opt for a program that demands in-person attendance and training, be sure that it’s geographically feasible for you. The cost of living in the area should also be factored into your decision. Lastly, if you’re an undergrad or just finishing up your master’s, consider asking the professors you trust and admire for program recommendations. 9

Step 3: Prepare Your Application

Application and admission requirements vary by institution. That said, most programs ask for: 10

• A completed application (along with the application fee)
• Official transcripts from your bachelor’s and/or master’s program with required credits
• CV or resume
• Letters of recommendation

Depending on the program you’ve selected, you may also need to submit GRE scores. Importantly, nearly all programs require a personal statement—a topic we’ll look at in more depth below. While a PhD equips you for high-level research and academic positions, you might wonder if you can be a clinical psychologist with a master's . Although possible, a PhD significantly broadens your professional scope.

Step 4: Gain Relevant Experience

Not only will obtaining relevant experience help strengthen your application package but it will also help you gain invaluable insights into the industry. It might also assist you in choosing a specialization, such as working one-on-one with trauma survivors or dedicating your professional life to neuropsychology research.

Fortunately, there are dozens of ways to get the type of experience that will help your application stand out from the competition: 11

• Research assistantships
• Volunteering at a mental health clinic
• Shadowing a clinical psychologist or substance abuse counselor
• Working for a crisis hotline

Keep in mind that some PhD in Psychology programs require a minimum amount of relevant experience before you can apply. In fact, the Association for Psychological Science (APS) asserts that doctoral applicants usually accrue two to three years of research experience before applying to graduate school. 12 All of this emphasizes the importance of conducting thorough research on your schools of interest.

Step 5: Submit Strong Letters of Recommendation

Letters of recommendation are a crucial component of your doctoral application. In fact, some state that your letters of recommendation are more important to the decision process than grades. 13

Usually, they’re written by former professors and/or former employers or psychology professionals you’ve interned for or shadowed.

Be sure to request letters of recommendation from those with whom you have a visible track record. In addition, request letters well ahead of your application deadline, even as much as a year in advance of when you think you’ll start applying for your doctoral program.

Talk to Our Advisors

Step 6: Craft a Compelling Personal Statement

Almost every doctorate in psychology program requires a personal statement. As one of the most critical elements of your application (some indicate that it’s more important than your GRE scores and GPA), it should describe, in detail, your: 14

• Interest in the particular program you’re applying to and why
• Academic and research objectives
• Research and field experience and how they align with the particular program
• Intended area of specialization

Experts consulted by the APA also advise against using three things in your personal statement: humor, hyperbole, and “hard luck,” such as describing the obstacles you’ve overcome.

Step 7: Ace the Interview

Happen to receive an interview offer? Congratulations—your application clearly stood out!

The interview process may start with what’s known as a pre-interview, or a brief conversation to evaluate your fit with the program and department. 15 This may be followed by an on-campus interview that asks basic questions, such as the impact you hope your PhD project has and why you believe you’re the right candidate, as well as more precise questions prompted by your specific experience. 16

One of the best ways to make a solid, lasting impression is to create a bulleted list of your research interests. Practicing answers to the questions you anticipate ahead of time can also help ensure a smoother dialogue. And remember: you’ll be interviewing for the program, too.

Step 8: Consider Funding Options

The financial assistance you may receive will likely be an enormous determining factor in the program you choose. As discussed, funding may arrive in the form of:

• Grants 
• Scholarships
• Tuition remission
• Employer tuition reimbursement

Alliant International University, for example, has several forms of funding options available to doctoral candidates—those listed above, as well as fellowship assistantships .

Step 9: Plan Your Coursework and Dissertation

Once you’re accepted into a program, you should select your area of specialization, plot out your coursework, and choose your dissertation topic.

The APA notes that doctoral candidates should ideally land on a dissertation topic within the first year or two of their program. 17 Why? Because it will give your program enhanced focus and a guiding theme.

To jumpstart your thinking:

• Consult with instructors who are active in cutting-edge psychology research 
• Assess your topic’s viability and manageability (and if it will serve as an original contribution to existing research)
• Pinpoint the problems and questions you foresee and how you will approach them

Above all, be sure to choose a topic that will sustain your interest and excitement throughout the duration of your program. Earning a PhD in Psychology is a time-intensive commitment. Four to six years is about how long it takes to get a psychology PhD, but it varies by person based on how they balance their personal schedules with coursework, research, and clinical training.

Step 10: Engage in Professional Development Opportunities

One of the biggest benefits of obtaining a PhD in Psychology? The connections you may be able to make, such as through your internship and clinical practicum, as well as psychology conferences and seminars.

Yet, some of the strongest relationships you build might be right inside your program. And this brings us to our final piece of advice: consider choosing a program that features a warm and supportive faculty and a diverse collection of students who will motivate you throughout your academic journey—and beyond.

Your Path Begins Here

At Alliant International University, our PhD in Clinical Psychology program features a faculty that will challenge you in the best possible way alongside a nurturing, engaging learning environment.

Enrich your knowledge and prepare to make a lasting difference in the field of psychology. Apply today and start your journey.

Sources: 

• “What Can You Do with a Doctorate in Psychology?” Psychology.org | Psychology’s Comprehensive Online Resource, March 18, 2024. https://www.psychology.org/resources/jobs-with-a-doctorate-in-psycholog… ;
• Cherry, Kendra. “PsyD vs. Phd in Psychology: Which Is Right for You?” Verywell Mind, October 27, 2023. https://www.verywellmind.com/what-is-a-psyd-2795135.  
• “Psychology Doctorate Phd Defined: Explore Academic, Internship and Research Requirements for a Psychology Phd.” Psychologist, March 24, 2021. https://www.psychologist-license.com/types-of-psychologists/psychologist-doctorate-phd/.  
• “Daily Activities of a Clinical Psychology Phd Student.” Simply Mental Health, November 13, 2022. https://simplymentalhealth.ca/2022/11/13/daily-activities-of-a-clinical-psychology-phd-student/.  
• “Internships and Practicums.” Psychology.org | Psychology’s Comprehensive Online Resource, April 10, 2024. https://www.psychology.org/resources/internships-and-practicums/.  
• Herbert, Robyn S, Spencer C Evans, Jessy Guler, and Michael C Roberts. “Predictors of Dissertation Publication in Clinical and Counseling Psychology.” Training and education in professional psychology, November 2022. https://www.ncbi.nlm.nih.gov/pmc/articles/PMC9635593 .
•  “APA-Accredited Programs.” American Psychological Association. Accessed April 21, 2024. https://accreditation.apa.org/accredited-programs#.  
• “Choosing a Graduate Program.” Association for Psychological Science - APS. Accessed April 21, 2024. https://www.psychologicalscience.org/members/apssc/undergraduate_update/summer-2011/choosing-a-graduate-program.  
• “Clinch Your Graduate School Acceptance.” American Psychological Association. Accessed April 21, 2024. https://www.apa.org/gradpsych/2007/11/cover-acceptance.  
• “Best Doctorate in Psychology Degree Programs of 2024.” Intelligent, April 3, 2024. https://www.intelligent.com/best-doctorate-in-psychology-programs/.  
• 14 ways to get clinical psychology work experience | indeed.com UK. Accessed April 18, 2024. https://uk.indeed.com/career-advice/finding-a-job/clinical-psychology-work-experience.  
• “Rockin’ Recommendations.” American Psychological Association. Accessed April 21, 2024. https://www.apa.org/gradpsych/features/2009/recommendation.  
• “Preparing Your Personal Statement for Graduate School Applications.” American Psychological Association. Accessed April 21, 2024. https://www.apa.org/ed/precollege/psn/2016/09/graduate-school-applications.  
• To ace your interview for doctoral psychology admission. Accessed April 22, 2024. https://mitch.web.unc.edu/wp-content/uploads/sites/4922/2021/12/PsiChiI… ;
• Top 10 common Phd interview questions and answers. Accessed April 21, 2024. https://www.indeed.com/career-advice/interviewing/common-phd-interview-questions.  
• “Starting the Dissertation.” American Psychological Association. Accessed April 21, 2024. https://www.apa.org/gradpsych/2005/01/starting.&nbsp ;

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Dean, California School of Professional Psychology

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Department of Biology and Microbiology Graduate School Admission

Admission to the graduate program in the Department of Biology and Microbiology requires admission to the Graduate School and acceptance into one of the department programs. Admission to the Graduate School requires:

• Grade-point average of at least 3.0 (on a 4-point scale) during the last two academic years of the undergraduate degree program.
• Submission of GRE-General test scores (GRE scores above the 50th percentile will strengthen the case for admission).
• Two letters of recommendation or personal reference forms .
• For foreign applicants: a TOEFL score of 575 (paper-based), 233 (computer-based) or 90 (internet-based) or a score of 6.5 for the IELTS. Admission requires that a faculty member from the department agrees to serve as the major adviser.

Acceptance to the departmental programs is competitive and limited by resources (i.e., personnel, facilities, and research funding) necessary to provide a quality graduate education for the students.

Application procedure: Learn more about the admission requirements .

The following documentation must be submitted in hard copy to the SDSU Graduate School:

• Application form before semester begins: Domestic applicants: June 1 for Fall and October 1 for Spring semester. International applicants: April 15 for Fall and August 15 for Spring semester.
• Application Fee.
• Baccalaureate or Masters degree certificates from previous institution(s);
• Official University transcript. International Applicants: transcripts need to be certified by WES.
• Proof of Immunization.
• Two letters of recommendation and Personal Reference Form from University Faculty.
• Minimum undergraduate GPA of 3.0 (or the equivalent): conditional admission may be granted under special circumstances.
• Minimum Graduate Record Examination (GRE) score above the 50th percentile is expected: conditional admission may be granted under special circumstances.
• Formal resume (CV).
• A personal statement highlighting your area of interest, your relevant experience and your future career goals;
• A list of potential research faculty advisers in the Department of Biology and Microbiology.
• For international students: a. Minimum TOEFL score of 90 (iBT), 233 (computer), 575 (paper), or IELTS score of 6.5. b. Evidence of financial support (e.g. pre-assigned assistantship from the Department (see point 3 under Criteria for acceptance below). c. Medical records .

Criteria for acceptance Acceptance into the graduate program of the Department of Biology and Microbiology is based on two major criteria:

• Fulfillment of all the requirements listed above.
• Provisional acceptance by a research adviser . The Department only accepts graduate students who have contacted and have been accepted into the program by a particular faculty member/adviser .
• In order to qualify for a graduate teaching assistantship (GTA), all international applicants and students whose first language is not English, will have to interview by telephone with the Graduate and Undergraduate coordinator, Radhey Kaushik , who will evaluate English speaking proficiency.

How To Apply For College: Forbes Advisor’s Application Checklist

Updated: Jan 2, 2024, 1:26pm

Applying for college can be a lengthy, stressful and complicated process, with lots of moving parts and deadlines. Filling out an undergraduate application typically involves gathering documentation, taking standardized tests, writing essays and asking for letters of recommendation, among other steps. It’s easy to get overwhelmed.

To help you stay organized, we’ve put together this college application checklist. Here, we round up all the materials you need and the dates by which you need them. We even provide a printable version of this checklist to guide you as you work through this process.

Why You Can Trust Forbes Advisor Education

Forbes Advisor’s education editors are committed to producing unbiased rankings and informative articles covering online colleges, tech bootcamps and career paths. Our ranking methodologies use data from the National Center for Education Statistics , education providers, and reputable educational and professional organizations. An advisory board of educators and other subject matter experts reviews and verifies our content to bring you trustworthy, up-to-date information. Advertisers do not influence our rankings or editorial content.

• 6,290 accredited, nonprofit colleges and universities analyzed nationwide
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Save This Checklist

Keep track of your most important application tasks and deadlines with the simplified PDF version of this checklist. Save it to your phone or print it out for easy reference. (If you print it, make sure to choose the “fit to paper” scale option!)

Forbes Advisor’s College Application Checklist 

Before you start.

You can’t begin the application process until you’ve made a plan. Start by narrowing down your prospective schools. Know where you’re applying, what each application entails and the due dates you need to meet.

Decide About Early Decision

It’s important to determine whether you plan to apply for early decision or early action at any school. As the name implies, early decision often involves an earlier due date for your application.

Early decision comes with perks—admission rates for early-decision applicants tend to be higher, for example, and you learn about your admission decision more quickly—but this method comes with strings attached, too. For example, if you are admitted on early decision, you may have to give your response before learning whether other colleges have also accepted your applications, and you may have to withdraw your applications to other schools.

Get a Jump Start on Standardized Tests

You should prepare for and take the SAT early on since many students take the SAT multiple times. If you plan to take the ACT more than once, consider taking the ACT early on as well. And make sure to sign up for the Common App , which allows you to use a single form to apply to multiple colleges.

Your Checklist

• Know which schools you’re interested in
• Take the SAT
• Know if you plan to apply for early decision
• Mark down all college application due dates
• Sign up for the Common App

Two Months Before College Applications Are Due

A couple of months before your deadlines, things are getting down to the wire. If you’re submitting standardized test scores, it’s time to make sure your results are up to snuff. If you plan to take the ACT , now is the time to do it. And if you weren’t satisfied with your earlier SAT scores , it’s time to retake that test as well.

• Take the ACT
• Retake the SAT (if applicable)

Four Weeks Before College Applications Are Due

Most undergraduate applications require letters of recommendation , at least one of which must come from an academic source. You could ask a teacher, a school counselor or another faculty member to write your recommendation letter.

Keep in mind that these individuals are busy professionals who may be writing multiple letters of recommendation for other students, so it’s important to give them at least a few weeks to complete this task.

• Ask for letters of recommendation

Several Weeks Before Applications Are Due

Not all universities ask applicants to submit essays, but this is a common requirement for many. If you’re applying to schools that require college essays , you’ve probably been working on yours for a while—potentially even as assignments in your English class.

In the weeks leading up to your application deadlines, it’s time to polish up those essays and get them ready for submission. Gather feedback from trusted peers, teachers and mentors, and make edits as necessary. Make sure your essays answer the prompts, comply with word count requirements and are free of grammatical errors.

• Complete college essays

The Week Before Applications Are Due

At this point in the application process, it’s time to gather all the materials required for your college application. These may include the application forms themselves, preliminary transcripts, test scores and essays. Make sure your letter-writers have finished your recommendation letters as well.

Once all your documents are in order, there’s no need to keep waiting—submit those applications.

• Gather letters of recommendation and required materials
• Submit all applications

Before, During and After Applying to College

Applying for college and applying for financial aid are separate processes. Before, during and after your college application process, you should be researching scholarships and grants to help you pay for your education.

Unlike student loans, scholarships and grants do not require repayment. These forms of aid may be need-based, merit-based or use other identifying characteristics, like ethnicity or religion. If you qualify for a scholarship or grant, make sure to apply—these awards can add up to make a big difference.

• Apply for scholarships and grants

During October

We recommend submitting the Free Application for Federal Student Aid (FAFSA®) regardless of whether you think you will qualify for financial aid. The factors determining aid eligibility are complex, so you may qualify for a federal student loan even if it seems unlikely to you. Many states use the FAFSA to determine eligibility for state-level student aid as well. Some aid is distributed on a first-come, first-served basis, so submitting the application in a timely manner is wise.

Also by October, you should know whether you will be registering to take any AP exams. The College Board usually requires all AP test-takers to register for their exams by November 15, but your high school may impose an earlier deadline for registration. Make sure you know and are on track to meet those deadlines.

• Gather materials and submit the FAFSA
• Know when to register for AP exams

By May, you should have received responses for all your college applications. Of the schools that granted you admission, you should have narrowed down your options and decided where you’d like to attend. Now, it’s time to make it official.

Note that if you were accepted to a school on early decision, you will have to complete this step of the process much earlier in the year—usually by February.

• Accept an offer of admission
• Decline offers of admission from schools you will not attend

During June and July

By this point, you’ve accepted admission to a college and you’ve graduated from high school—but we’re still going. Now that you’ve officially wrapped up your high school career, it’s time to tackle these last remaining tasks: submitting AP scores and official transcripts.

Send these materials in June if possible, and check with your prospective college for its specific deadlines—they are usually in early or mid-July.

• Submit AP scores (if applicable)
• Submit final transcripts
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Write the Best Leave Application for School in 2024

Table of Contents

Writing a leave application is an essential skill for students, as it is a formal requirement in educational institutions. Whether you are a primary school student, a high schooler, or even in college, mastering the art of drafting a leave application is crucial. Crafting a perfect leave application for school is crucial for ensuring that your request is understood and granted without any issues. Whether you’re a student needing time off for personal reasons, family matters, or health concerns, it’s essential to inform the authorities clearly and professionally.

A well-written leave application should have a formal tone, a clear structure, and a confident yet respectful approach. This skill is necessary for ensuring your request is granted. In this article, we will explore the format, samples and tips on how to write a leave application for school.

How to Apply for a Leave Application for School?

When writing a leave application for school, keep it concise and genuine. Address it to your class teacher or principal, clearly state the reason for leave, specify the duration, and request acknowledgment.

Make sure to proofread for errors and submit it in advance for planned leaves. Attach any necessary documents, such as a medical certificate or an on-duty certificate. 

Difference Between Leave Application and Leave Letter

A leave application is a formal piece of requesting an absence from your respective educational institution. It’s a written communication that adheres to a structure and guidelines. Moreover, an application can’t be informal.

On the other hand, a leave letter can be both formal and informal or casual. For example, requesting leave in a school by students for casual purposes can be a leave letter. However, if in the same school, a teacher has to request for absence, it would be a leave application. Hence, a leave letter for work will be different from a leave application for work.

Components of Leave Application for School

• Addressing the recipient: Start the application with the recipient’s address and address the recipient. In terms of schooling, the leave application can be addressed to the teacher or the principal.
• Topic Line or Heading: This part of the application should be short and precise. A title should reflect your whole application. For example, if you are applying for sick leave, the title should be, “Requesting approval for leave due to health issues”.
• Required number of leaves: Sometimes it happens that you are off for more days than you mention in the leave application. Therefore, to prevent this, check your routine properly before you mention the dates. Moreover, you also need to mention the correct date of return to avoid problems thereafter.
• Reason for Absence: Be honest about your reason for absence. Mention the specific details, showing consideration for studies. Keep the explanations concise and relevant.
• Contact Details: Make sure you mention your parent’s correct contact details such as phone number or email ID. Moreover, contact details are used for school-related purposes in times of emergency by the authorities.
• Signature and name: A signature and name define the identity of the person seeking permission. Hence, you must ensure that it is not copied or traced. Moreover, if you are a minor, then your parents’ real signature and name are musts. There are instances when students are found copying the signatures of their parents. However, it might put you in bigger problems if discovered.

Types of Leave Application

Medical Leave: Requesting leave due to illness or medical appointments is one of the most written forms of leave application in school. This type of application requires medical proof or a prescription from your health specialist. Moreover, in a workplace, there are certain acts and guidelines which regulate medical leaves.

Family Emergency Leave: This type of application may require details or documentation explaining the nature and urgency of the situation, such as a note from a parent or guardian, or other relevant documentation.

Personal Leave: Requesting leave for personal reasons is another frequently written form of leave application in school. Personal leaves should explain the reason, ensuring it is appropriate and understandable.

Educational Leave: Writing a leave application to participate in educational events or competitions outside of school is also a popular type of leave application in school. It may require proof of participation or registration in the event.

Examination Leave : Application of leave to prepare for or take important examinations is a crucial type of leave application in school. The dates of the examinations have to be mentioned. It may also require proof of examination dates or registration.

Religious Leave: Religious leave application should specify the dates. The nature of the religious observance or ceremony should also be provided.

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Bonafide Certificate Format and Uses

Format of Leave Application For School

After getting aware of the types, and requirements of a leave application for school, the most important thing is the format.

It starts with mentioning the recipient’s name, designation, and the school’s name. The next step is writing the date of applying for leave. Further, write your name and your class/grade. The next step is to write the title/subject of the leave application followed by the salutation.

Application leave format:

To, The Principal School’s Name Address of the School

From, Your Name Your Class Subject/Title Salutation (Sir/Ma’am) Main Body of the letter —— —– —— ——- —— —— —-

Thanking You, Yours Faithfully Signature and Name

How to Start the Application

To start a leave application, start by addressing yourself and further write the reason for your absence. Moreover, you should make sure to write a precise reason because writing unnecessary information can lead to disapproval of the application. Further, mention the number of days you will remain off from school and end with a request for seeking approval.

Leave Application Formats for Various Situations

Sick leave application.

An application for absence from school is generally addressed to the principal. Following is how you can write a school application:

To, The Principal XYZ School Mumbai 20th August 2024 Subject: Request for sick leave Sir/Ma’am Start with writing your name, class, and roll number. Further, write what’s wrong with your health. For example, if you have a cold, write about the same and the number of days you have been suffering from it. Moreover, state that you need bed rest and end with requesting leave. Thanking You Yours Obediently Your Name

Application for Personal Leave

To, The Principal ABV School Chennai 19th June 2024 Subject: Leave for personal purpose Sir/Ma’am I am writing to request personal leave from school from 25th June to 28th June 2024, due to personal reasons that require my absence. The reason for my leave is a family matter that requires my presence and support during this time. I apologize for any inconvenience my absence may cause. I will make sure to complete my missed assignments and catch up with the syllabus. Hence, I request you consider my application and approve it. Thanking You Yours Faithfully Geeta Sharma

Application for Unexpected Injury

To, The Principal XYZ School New Delhi 20th August 2022 Subject: Application requesting leave due to injury Sir/Ma’am I am Richie Trivedi, a student of VII A with roll number 34. This is to bring to your notice that last night I fell from the stairs which led to severe injuries to my backbone. Hence, for the same, I have to go through some X-rays, tests and undergo treatment. Therefore, I request you grant me leave from 21st August 2024 to 27th August 2024. I hope you will consider the same and accept my application. Thanking You Yours Faithfully Richie Trivedi

Leave Letter for Family Function

To, The Principal ABC School Mumbai 20th August 2024 Subject: Application for 3 days’ leave Sir/Ma’am I am XYZ, a student of Class 12 with roll number 209728788 at ABC School. This is to inform you that I have to go to my village due to my brother’s wedding for 3 days. Therefore, for the same, I won’t be regular in my classes from 23rd August 2024 to 26th August 2024. Hence, I kindly request you grant me leave for three days. Thanking You Yours Obediently Riya Yadav (Your Name) (Class and roll number)

Family Emergency Leave Application

20th August 2022 Subject: Requesting Leave due to the demise of a close relative Sir/Ma’am I am writing to inform you with a heavy heart about the demise of my grandmother. Due to this unfortunate event, I need to be with my family and will not be able to attend school from 21st August to 23rd August. I kindly request you to grant me leave for [number of days] days to cope with this loss and perform the necessary rites. Thankyou for your understanding and support. Thanking You Yours Sincerely (Your Name)

Application for Holidays

To, The Principal XYZ School, Mumbai 20th August 2022 Subject: Holiday leave application for 6 days Sir/Ma’am I am (your name), a student of (your class) with roll number 22. This is to bring to your notice that I am going to attend a family event in Chandigarh for 6 days. Therefore, I won’t be able to attend classes from 22nd August 2022 to 27th August 2022. Hence, I request you to provide me with leave for 6 days. I will return as soon as the event gets over. Thanking You Yours Sincerely (Your Name)

Leave Application for School Via Email

In today’s scenario, most of the applications in the office are sent through Email. Moreover, this helps in saving paper and ensures sustainability.

To: (Write the receiver’s email address and cc if any) Subject: Application for Educational Leave Sir, This is to bring to your notice that I will be off from school for one day on 21st August due to an inter state quiz competition. Hence, I kindly request you to grant me leave on the following day. I have made sure that my studies won’t be affected much while I’m away. I will complete any assignments or tasks assigned during this period and will catch up on missed lessons. Therefore, I kindly request you to grant me leave on 21st August. Thank You Yours Sincerely (Name and class)

Tips on Application for Leave

• Always write a short and precise application. In addition, never mention unnecessary information while writing.
• Write your leave application for school at least 2 weeks before your absence. Without a doubt, it will increase your chances of approval.
• Furthermore, your reason for absence should be genuine. Especially, if it’s a one-day or a half-day leave, only proper reasons will get approval.
• Moreover, mention the correct date of return. The inability to return on the mentioned date can lead to problems.
• Apart from this, always use a professional format to write a leave application.
• Make sure to mention the correct signature and name.
• Also, if you have an option for email, prefer that. This is because emails are more prone to getting approval.
• Additionally, don’t make grammatical mistakes as it leaves a bad impression. Your letter should be up to the mark.
• Specify the correct dates of absence.
• Be punctual in your school and work to get approval for a long-term vacation.

Leave application for school formats are forms used to request permission for an employee to take a certain amount of time off from work. These forms include details such as the principal’s name, reason for leave, number of days requested, and any other information the school requires. They help the school track the leaves taken by the students. This article has covered all the required topics and information you may require for writing a leave application for school. So, now craft your perfect leave application for school!

If you are interested in flexible roles where taking leaves is not an issue and you can work anytime anywhere, sign up for Chegg India’s Subject Expert opportunity. Chegg India hires tutors online to answer questions from students around the world in the subject of expertise. Moreover, Chegg subject experts get to choose the subject they are interested in. They need to have in-depth knowledge about the subject they are applying for.

Evaluate numerous career choices to choose the right career path for yourself. Dive into our guide on  Career Advice .

Frequently Asked Questions

How do i write a leave application for school.

To write a leave application, you must follow a proper format and structure. Keep in mind to write a valid reason. Apart from this, check dates twice before mentioning them in the application to avoid problems beforehand.

How do I write an application for 3 days leave??

To write an application for 3 days leave, you must mention your reason for absence. Whether it’s due to illness, a family event, personal reasons, or any other valid reason, make sure it’s easy to understand. Also, provide the specific dates for taking leave, contact information and proof if any. Make sure the application is written in a formal format.

What is the best format for a leave application?

It depends on which stage you are- a student, a teacher, a working professional, an employee, etc. You must inform the reason for leaves, dates of the leaves- from date and to-date, a proper salutation and greetings.

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To send off his fellow graduates, he wrote 180 personalized notes

“If someone would take the time to write 180 personal letters, it is Mason Macuch,” said his high school classmate Conor Tripp.

Key takeaways

Summary is AI-generated, newsroom-reviewed.

• The senior class president at a Massachusetts high school surprised his peers during graduation.
• He spent about 10 hours writing the notes and also wrote thank you notes to the school staff.
• The gesture moved his classmates, who said they will remember his kindness.

Did our AI help? Share your thoughts.

Senior class president Mason Macuch was near the end of his speech at his high school’s graduation ceremony when he paused and asked his classmates to look under their seats.

“We have studied together, laughed together and grown together, and tomorrow all of that changes,” Macuch told 180 classmates at Apponequet Regional High School’s commencement this month. “I want you to reach under your chairs, where you’ll find a personal note that I’ve written for each of you as a way to say one final goodbye.”

Then he added, “Thank you for making these years what we will soon call the good old days.”

As his classmates retrieved the thank you notes he’d taped under their seats on June 7, many of them became emotional.

“I was speechless — the letter brought tears to my eyes instantly,” said Emily Bodwell, 17, who has known Macuch since she was 4. They grew up together in Lakeville, Mass., about 40 miles south of Boston.

Macuch’s handwritten note to Bodwell thanked her for “always laughing” with him, and he recalled a game they played together sliding down the stairs when they were 5.

“I will cherish all our memories together especially when we played boom-boom,” he wrote. “Your kindness will take you so far in this world.”

Bodwell said she was stunned that Macuch took the time to write to each graduate individually.

“There aren’t enough positive words to describe the impact Mason and his letters made on our senior year,” she said. “Every member of our class felt appreciated, honored and cared for.”

Macuch’s best friend, Conor Tripp, 18, said he was also surprised to reach under his chair and find a letter from his longtime pal.

“I had no idea he was doing this, and I was really caught off guard,” he said. “But if someone would take the time to write 180 personal letters, it is Mason Macuch.”

Reagan Flynn, 18, said Macuch’s send-off is something she will hold onto.

“Everyone I talked to was very grateful for their personalized letter,” she said.

Macuch said he spent about 10 hours writing the notes several days before the ceremony once he’d received permission from the school administration to surprise his classmates. He wrote a message in Spanish to a student who doesn’t speak English, he said, and he also wrote thank you notes to the school staff.

“It was a monumental task for Mason to write individual cards to everyone, but he’s a role model and a really kind person to every student,” said Principal Kahlan Dessert. “I’d have to say I’m not surprised at all that he decided to do this.”

Macuch is the youngest of six children, and he said his mom, Janet Macuch, taught him and his siblings the importance of writing thank you notes.

“A note or a letter is a simple thing, but it has so much meaning,” he said. “My hope is that the notes will bring back happy memories to my classmates when they look at them years from now.”

Macuch said he initially thought of thanking everyone in his speech, but he knew there wouldn’t be time to mention them all. “So I got the idea that I could give them each a personal note,” he said.

Because the graduates were assigned seats at the ceremony on the school’s football field, he taped the notes under the chairs one hour before everyone arrived, with help from a teacher and an assistant principal. WCVB Boston covered the event.

“There were a few last-minute seat swaps on the seating chart, but I managed to switch out the notes,” Macuch said, adding that he wrote the sentiments over several days between classes, school events, and his two part-time jobs bussing tables and delivering restaurant orders in Lakeville.

Macuch said he knows 95 percent of his classmates, so it wasn’t difficult to think of something different to write to each one.

“For those I don’t know as well, I tried to think of something from over the years that I’d noticed about them, or I wrote a nice farewell message,” he said.

Bella Gagnier, 18, said Macuch told her he was proud of the hard work she’d put in toward her goal of becoming a nurse.

“He will truly do anything to make everyone smile,” she said.

Graduation speaker Morgan Hayward was one of the few people who knew about Macuch’s plan because they’d rehearsed their speeches together.

“When I learned about his idea, I cannot say that I was shocked,” said Hayward, 18. “He was doing this because he truly cared about his classmates and wanted us to know we are important to him, each in our own way.”

Macuch said he hopes to keep in touch with as many classmates as possible as they move forward with their lives.

This fall, he said, he’ll study biochemistry at Connecticut’s Fairfield University, with a goal of going to medical school and becoming a heart surgeon.

Flynn said that seems like an appropriate career choice for Apponequet’s bighearted senior class president.

“I know this is the end of our high school years, but this will not be the end of our friendship,” she said. “Everyone should be so lucky to have a friend like Mason in their lives.”