phd guide request letter

How to Email a Professor for the Supervision in MS/PhD

by Scholarships Corner | Jun 9, 2020

Are you planning to study abroad and looking forward to writing an email to the professor but uncertain about the criteria? In this article, you will learn “How to Email a Professor for MS or PhD supervision” and you must know proper email is the basis for research supervision, scholarships/ research scholarships , and fundings. 

Proper email is the key here. You must know that through the proper email you can fully fund scholarships ( Masters Scholarships or PhD Scholarships ) for your studies. Many people ignore all these points that’s why they don’t get any response from the professors. Carefully read the whole article and learn more about how to write an email to a professor, or how to write an email to a professor for a research assistantship, how to write an email to a professor for graduate school admission, how to write an email to a professor for research, how to write an email to professor for masters or how to write an email to professor for PhD. 

Your email should be outstanding, gives a nice impression, and assists you to be a well-qualified applicant. The applicant should be acknowledged regarding email patterns, keywords, and structure.

Your email should be out loud that shows why you are interested in the selected field, how you can be a perfect person for this position. Repetition of the words should be avoided, the matter should be clear, correct, and concise.

Whenever you are approaching a professor, try to give a read to his research material and mention it in your email. Keep a check on the correct use of punctuation and grammar in the email.

How to Email a Professor for the Supervision in MS/PhD?

How to address the professor.

Ignoring an email by a professor is quite normal as they have busy schedules, so be attentive while writing the subject line. In order to make sure that your email will not be ignored, try to include an information-based, strong, and attractive subject line. By the correct use of words in the subject line professor will be able to catch an idea of what your email is about. You can write like that, “Request for MS Supervision Spring 2020 or Spring 2021” or “Request for PhD Supervision” 

Always begin or address the person by using professional greetings for instance with Dear Prof._____, Dear Dr.____, and avoid addressing with Mr.____, Ms.____ or Mrs.____

Introduction:

The 1st paragraph should give a concise summary of your self including your native country and your name. It must tell you about your achievements, experience, and qualifications relevant to the open position. By addressing the professor’s research area, you can also show that you also want to work on one of his research projects in his lab. Moreover, you can give a clue that you are eager to get any possible PhD/MS opportunities or scholarships in his custom research or lab group.

Body Paragraph:

In this paragraph, with the consideration of the professor’s research area, mention your work experience, skills, and previous research work. The applicant can get a brief overview of the professor’s research publications, previous, and current projects by visiting the lab’s official website. In order to be a good competitor, you must list all of your achievements and expertise to provide a clear vision about your passion in the professor’s research area. Avoid any jargon or slang words, and any kind of complexity.

Last Paragraph:

The last paragraph is supposed to be the last one. In this paragraph, you have to show your enthusiasm, passion, and motivation to work in the professor’s research group. Furthermore, you can state what inspires you to be a part of this research group or a specific domain.

Closing Statement:

With a polite, requesting, and respectful manner close this paragraph and write a short statement regarding the CV or any other document attached and ask if any document is required. For example, Kindly find the attached document, and would love to provide you with further documents if needed.  If the process will be manageable, I would look forward to being a part of your research ( project name) in the coming fall.

Proof Reading:

Make sure that you review your email before forwarding it to the professor, it will help you to convey your message in the nicest way.

Sample Email for requesting to the Professor for Supervision in MS/PhD

Subject: Request for MS or PhD Supervision or Request for MS or PhD Research Assistantship 

Dear Professor______,

My name is (write your name) and I have completed (your degree title) from (Full university name) with (your CGPA, don’t mention CGPA if it’s low). Mention I got medals, certificates, and achievements if any.

(Write about Projects, internships, research, or thesis) During my undergraduate or Masters’s studies, I have been engaged in a research project or have written any thesis ( relevant to my expertise), include that. Moreover, I have done internships, research publications, current or previous work experience, or online courses.

I have visited your research articles and found my field of interest in your research area. I am very enthusiastic to conduct and pursue your research along with him. (Do mention the name of the Research Lab Name or website, Also mention the research topic or fields in which you are interested) 

I have attached my CV /other required documents and I would be glad to hearing from you soon.

I am very thankful and looking forward to your positive response.

Best Regards,

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Requesting Recommendation Letters

As you progressed through the decision-making process in the earlier parts above, you should have had several significant conversations with faculty. These conversations will help you immensely as you seek several faculty to write recommendation letters on your behalf. That conversation will also help the faculty write meaningfully about your strengths. It’s best to avoid situations where faculty will only be able to write superficial letters where they will simply report your letter grade from a course.

1. CHOOSE YOUR RECOMMENDERS THOUGHTFULLY

As you ask for a reference letter, specifically ask if the recommender will write a strong letter on your behalf. Although it will likely be an awkward question to ask directly, it’s much better to find out in advance if they would submit a lukewarm letter. It is not uncommon for admissions committees to receive negative or lukewarm reference letters, which will significantly hurt your chances for getting admitted. Moreover, if the potential letter writer indicates some hesitation to write a strong letter and mentions any concerns, this will help prepare you to either thank them and move on to another potential recommender, OR address the concerns in your personal statements and/or interviews.

The letters of recommendation should support your claim that you have considered graduate school seriously. The letters must identify your strengths that will exemplify how you will become a successful graduate student. Letters that simply confirm grades received in courses are of little value to an admissions committee, since they will have your transcripts. Your letters of support should add new dimensions rather than be redundant.

2. WHO SHOULD WRITE YOUR LETTERS?

Ideally, you should select research mentors and faculty who can speak to your abilities to be a successful graduate student. Some ideal options are:

• Faculty research mentors (most important reference)
• Employer or supervisor during an internship or job in a field related to your discipline (it’s much better if the employer has a graduate degree)
• Postdoctoral research mentor (if they worked closely with you in your research)
• Faculty instructor (who can comment on more than simply your grade)
• Academic advisor

Letters from these individuals are not recommended for your graduate application:

• Family or friends
• Religious advisors
• Graduate students who have not completed their graduate degree
• Employer or supervisor in an unrelated field or discipline
• Faculty member in an unrelated academic discipline who can only report your final grade

Imposter syndrome and frequent rejections in academia (from conferences, publications, etc.) pose a challenge, but learning that these are very common and coming up with strategies helped me navigate my journey. One change that made a difference was shifting my mindset from ‘I don’t have what it takes; I’m a fraud; I’m only here as a diversity candidate’ to ‘I don’t know everything yet, but that’s okay because I can learn; faculty see promise in me and I can continue to grow; my diverse experiences and perspectives gives me a whole new creative angle.’ 

Graduate school is full of challenges, but the amount of intellectual and mental freedom we are given—nobody tells us what to think about!—is incredible and something not to be taken for granted.

— Hannah Kim, PhD candidate in Philosophy

Identify 5 or more faculty members whom you might ask to write a recommendation letter for you. Many programs require 3 references, but you’ll probably need to identify more references and use them for different programs and universities depending on the faculty members’ experiences and backgrounds. Admissions committees also value receiving reference letters from faculty who are very familiar with their university or graduate program, from having attended that university’s graduate program or from having been a faculty member at that institution.

For each request for a recommendation letter, make it as easy as possible for the faculty to complete your request. If you make it difficult or leave out essential details, you may annoy them and cause them to be less than excited to write a strong letter on your behalf. Remember that you may be asking them to submit multiple letters for different programs, so this will consume significant time and energy from them. For each request:

• Provide the name of the university and type of program to which you’re applying, along with clear instructions on how to submit the letter, deadline (remember to give them extra time if this is your first request to them), and if you’ll be asking for additional letters in the near future. You may want to check their calendar if they’ll be unavailable for a significant time period before the deadlines, which often occur around the end of the fall term, which is a busy time for most faculty.
• Provide a short summary of strengths and research experiences, along with your CV and personal statement, to refresh their memory of your background, strengths, and motivations for that particular program.
• Provide an email reminder about 10 days before it’s due. If you haven’t heard from them, consider one more gentle reminder a few days before the deadline.
• Provide an update to your letter writers after you receive invitations to interview or admissions offers, and when you make your final decision.

© Stanford University, Stanford, California 94305

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

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Cover Letter for PhD Application: Guide for Writing One & Example From a Real PhD Student

• Klara Cervenanska , 
• Updated March 27, 2023 9 min read

When applying for a PhD research position, you usually need to submit certain documents, including an academic CV and a cover letter for PhD application .

A PhD cover letter, also referred to as an academic cover letter, should be carefully crafted, well-formatted, and contain specific sections.

We'll show you how to do exactly that, along with a sample of an academic cover letter from a real person admitted to a PhD program at Lyon University in France.

And if you're not sure how to go about writing your PhD CV, check out this article: CV for PhD Application: How to Write One Like a True Scholar (+CV Example) .

Table of Contents

Click on a section to skip

What is an academic cover letter?

What to include in a cover letter for phd application, how to write a cover letter for phd application, how to format an academic cover letter, phd cover letter sample.

An academic cover letter is a document that PhD candidates submit alongside their academic CV when applying for a PhD. 

Essentially, it's a cover letter for a PhD application.

It's not exactly the same as your regular business cover letter. Nor is it the same as a personal statement or a motivation letter .

The purpose of a cover letter for PhD application is to explain to the reader, who's likely a researcher or a professor, what you can contribute to their institution and/or field.

Moreover, in a PhD application cover letter, you should explain why you're a good match for the research position on the program.

Differences between academic cover letter and business cover letter

Both these documents serve different purposes and people use them in different settings:

• Academic cover letter is used when applying for positions in academia — most often for a PhD. More emphasis should be on education, research background and scholarly accomplishments. Moreover, it should explain what your contribution to the institution or field could be. It should also point the reader to your academic CV.
• Regular (business) cover letter is normally used when applying for any kind of job . Hence, more emphasis should be on skills and past experience while being tailored to a specific job position. You should also explain why you're a good fit for the position at the given company. It should point the reader to your resume.

There are also other documents people often mistake for an academic cover letter. These include:

• Motivation letter is especially relevant for fresh graduates when applying to a university, a non-profit organization, or voluntary work. A motivation letter focuses more on your interests and motives for applying.
• Personal statement. Also used in an academic setting. It's always written by an applicant, often a prospective student, applying to college, university, or graduate school. You explain why you've chosen a particular course and why you'd be good at it. Other names include a statement of purpose or a letter of intent .

Like every cover letter, an academic one also needs to include specific elements and content sections. These are:

• Header. Here, provide your contact information, such as your name, address, phone number, and email in the header of the document.
• Formal salutation. In an official letter like this one, you should address the reader in a professional and formal way. If you know who'll be reading your cover letter, go with Dear Dr. [Surname] or Dear Professor [Surname] . If you don't, go with Dear Sir/Madam .
• The specific PhD program or position. Clearly state in your letter which research position you're applying for or the name of the PhD program. A cover letter is usually read before a CV, so you need to make sure everything is clear.
• Your motivation. Explain why you're interested in the specific PhD position — it's one of the key elements you should include.
• Your academic background. Now, we don't mean you should list in detail every single university course you ever took. Instead, focus on the most relevant course for the PhD and describe in detail what you learned, any projects you worked on, why it was interesting (and optionally, what knowledge gap you identified). In this way, you also show a certain level of understanding of the field.
• Your ambition. Briefly mention what your ambitions, intentions, and plans are regarding your contribution to the field when securing your PhD position. How is your research going to enrich the field? How will the institution benefit from it?
• Conclusion. Keep the conclusion short. Contrary to a regular cover letter ending , there's no place for reiterating everything here. Simply thank the reader for your consideration and prompt them to read your academic CV.
• Formal sign-off. Just pick from the usual: Sincerely, Respectfully, Regards... Then throw in your full name in the following line.

And that's all you need to include!

Now, let's take a look at how to write your cover letter step-by-step.

Applying for a PhD will be a lot less stressful if you follow these tips on how to write a cover letter for a research position:

Consider researching the background of the organization, department, ongoing research projects, and their past and current projects. All that before you start writing your cover letter. Knowing these things will help you tailor your letter to the specific PhD opening.

Before you actually start writing, try to sit down and take a moment to think first. Assess how your past experiences helped you prepare for the PhD position and scribble down those that are most relevant and significant for the specific program. These include any research experiences, research projects, courses, or internships.

In the first few sentences of your letter, you need to convey some basic information about yourself and what specific position you're applying for. The opening should also state firmly why you're a strong candidate for the position/program, by using a persuasive and convincing wording. Here's an example: "As an MChem Chemistry graduate with a narrow focus on the sustainable synthesis of biologically active molecules from the University of Dundee, I am excited to apply to a "Synthesis Of Small Molecule Inhibitors Using Enzymes" PhD programme at an institution with such a strong foundation and numerous research groups in this field."

This is the place where you may explore more extensively on the educational journey that brought you here. Set the foundation for demonstrating how your Master's degree and research experience seamlessly translate into the next phase — the PhD program. Emphasize how your thesis contributes to the field's body of knowledge. Mention any other publications that support your thesis. And, if you can, identify any knowledge gaps or topics that can be explored further.

This paragraph provides the opportunity to neatly tie in together everything the reader has learned about you so far. You can show how your previous experience, coupled with what you'll learn during the PhD program, will come together to produce something novel to enrich the field. First, identify the courses or topics within the PhD program that interest you the most and how they relate to you developing your research further. Second, introduce your future research aspirations and goals. Third, point out how this future work will enrich the field and what will the intellectual merit be.

When ending your PhD cover letter, briefly refer your reader to your academic CV and encourage them to examine all of the remaining projects, courses, publications, or references . Finally, thank the reader for their time and consideration and let them know you look forward to hearing from them. Sign off.

Put the letter in a drawer and don't think about it for a day or two. Then, when you read it again, you'll have a fresh pair of eyes to see the cover letter in a new light. Maybe you decide some things are redundant, or you think of something that's more relevant. Or you know, find a typo here and there.

Just like an academic cover letter needs to contain certain content components, the formatting should also align with the structural expectations for this type of document.

How long should a cover letter be? How to finish a cover letter? And what about the cover letter font and spacing?

Here's a recommended academic cover letter format:

• Length. While STEM PhD candidates should aim for half a page to one page, humanities candidates can do 1–2 pages.
• Font. Use one of the classics: Times New Roman, Calibri, or Arial. Just no Comic Sans, we beg you. Keep the size between 10–12 points. Also remember to keep the text clean — no underlining, no bolding, and no color. However, you can use italics if appropriate.
• Spacing. Cover letter spacing isn't complicated. Just single-space your text, make sure there's a space between each paragraph, and leave a space between the concluding paragraph and your formal sign-off.
• Margins. The only rule here is that the margins on your cover letter should match those on your CV.
• Consistence with your CV. Your academic cover letter should match your academic CV in all formatting aspects — including the cover letter font and spacing. For example, Kickresume lets you choose a matching template for your CV and your cover letter, so no need to worry about this.

If the institution provided any instructions for formatting your academic cover letter, don’t get creative and follow their guidelines.

Finally, to help you tie everything we talked about together, here's a cover letter sample from a real person admitted to a PhD program at Lyon University in France.

These things ensured Herrera's cover letter was successful:

• She clearly states her motivation in the opening. In the first two paragraphs, Herrera introduces herself and her motivation to apply for the given PhD program.
• She describes educational and research background thoroughly. The main body of the letter is dedicated to describing Herrera's educational background, research projects, internships, and skills acquired throughout the way.
• She presents research aspirations in the letter. Herrera writes: "I have a history of proven results and profound findings. Given opportunity, I’m confident in my abilities to earn similar ground-breaking results while being part of your team."

Even though this example lacks some of the key elements, such as mentioning the specific PhD program or identifying the topics within the PhD program that interest her the most, this PhD cover letter still managed to impress the University of Lyon.

Lyon University PhD Student Cover Letter Sample

Klara graduated from the University of St Andrews in Scotland. After having written resumes for many of her fellow students, she began writing full-time for Kickresume. Klara is our go-to person for all things related to student or 'no experience resumes'. At the same time, she has written some of the most popular resume advice articles on this blog. Her pieces were featured in multiple CNBC articles. When she's not writing, you'll probably find her chasing dogs or people-watching while sipping on a cup of coffee.

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How to Request a Grad School Recommendation Letter

Letters of recommendation are a crucial part of any grad school application. They help admissions officers see beyond test scores and connect the dots about who you are and why you will be a strong fit for their program. But how can you ensure that the letter submitted on your behalf will impress admissions and help you stand out from the crowd?

Read on to explore some of the best tips for requesting a graduate school recommendation letter.

How to Ask for a Grad School Recommendation Letter

Requesting a letter of recommendation may seem daunting, considering how big of an impact it could have on your future. To navigate the process successfully, follow the steps below. 

1. Understand the application requirements.

For most graduate programs, you’ll need two or three letters of recommendation. Be sure to check the application guidelines for each graduate program you’re applying to. In addition, specific programs will stipulate if your letters of recommendation should be from an academic or professional reference, which might include your manager or colleagues. Take the time to understand precisely what each program is looking for before reaching out to recommenders.

Additionally, it can be helpful to review the degree program website and talk with an admissions officer to get a clear sense of the program requirements and what attributes or academic skills are most valued within the program. You can later share these insights with those writing your recommendations. 

2. Choose your recommenders carefully.

After exploring the guidelines for letters of recommendation for your particular program, it’s important to review who you might consider asking to attest on your behalf. You may consider requesting a letter from a professor, faculty member, researcher, employer, mentor, or even a peer with who you have a positive relationship.

What matters most is that you engage someone who: 

• You’ve worked with directly for a meaningful amount of time
• Can speak to your specific strengths
• Will describe how these strengths will serve you well in the graduate program

“You don’t just want a letter that says you’re a hard worker, but one that demonstrates [the]  ways that you are a hard worker,” says Mallory Leiendecker,  a ssociate director of enrollment at Northeastern University . “Admissions officers want to know how you would benefit their program, so you want letters that will help bring that to life.”

Interested in learning more about Northeastern’s graduate programs?

Get your questions answered by our enrollment team.

REQUEST INFORMATION

3. Frame your request.

How you present your request for a letter is just as important as who you ask. Carefully consider your plan and be sure to “show genuine appreciation to recommenders for helping you,” Leiendecker says. 

Be Thoughtful in Your Approach

Writing a letter of recommendation is a big favor, so be sure that you approach asking from a respectful, formal, and grateful place. 

One way to bridge this conversation is by asking for a brief meeting with them. You can walk them through how much you value your experiences working with them, how their input will be significant to your application, and what you hope to achieve from the graduate program.

What’s more, be sure to clearly state in this conversation why you chose them specifically to write a letter for you. Perhaps they helped you learn essential skills, or they inspired you to pursue a particular area of study. No matter the reason, they are more likely to feel connected to your request if they know there’s been a lot of thought and time behind your decision.

If possible, try to hold this conversation in person. If you can’t, aim for a video or phone call instead. Although email is efficient, it often leaves room for interpretation in messages. With an ask as crucial as this, your contact must know how important this is to you and how thankful you are for their consideration.

Provide an Easy “Out” for Recommenders

Receiving lukewarm letters of recommendation can actually do more harm than good. To avoid this problem, consider framing your request to potential recommenders in a way that allows them to politely decline if they don’t feel their insight will be impactful. Ask if they would feel “comfortable writing you a letter of recommendation that will highlight your particular strengths.” That way, if they aren’t likely to write a glowing recommendation, they have an opportunity to bow out gracefully.

If they do deny your request at this stage, consider it a gift; you will still have an opportunity to find someone else who will write an impactful letter on your behalf, and you can avoid including a generic recommendation in your application.

Be Considerate of Their Time

Professors and other professionals receive countless requests for letters of recommendation, so it’s best to give your contact plenty of lead time to write yours. Generally, it’s a good idea to ask for recommendations at least one month or more in advance of the application due date. Leiendecker explains that “t he worst thing you can do is wait until a few days before the deadline on something that’s this important.”

If possible, you may also want to build in some buffer time to your request and ask them to provide the letter a week or two before the actual deadline. That way, even if your recommender faces an unexpected obstacle or delay, you can still ensure your materials are submitted on time.

4. Make the request.

To help ensure that your request gets completed on time and to your standards, be sure to provide your recommenders with everything they may need to write a letter on your behalf. 

Set the Stage

Set the stage for recommenders by explaining why you selected this particular graduate program and why you feel you’re a good fit. Gently guide recommenders to ensure each letter of recommendation:

• Describes how the recommender knows you and your work
• Outlines how and why they anticipate you will be successful in the program
• Provides specific examples that illustrate your top attributes

Providing your recommender with a bulleted list of highlights relating your experience to the program’s requirements can be incredibly helpful as they work to tie what they know about you and your work ethic to the specifics of this program.

Leiendecker explains:

“If you provide recommenders a format for the letter and points to think about, that can help get you a better letter . Be very clear about what you need from them and what the admissions committee is looking for. A personal letter that connects the program with your work and your professional goals will have the highest value. ”

Make it Easy for Recommenders

Whether you make your initial request in person or in writing , be sure to follow up and provide any relevant information the recommender may need to craft their letter. Depending on the situation, this might include:

• The university name
• The college name 
• The program name
• Your application
• Your statement of purpose
• Your college transcripts
• Any additionally required essays or statements
• Your research work highlights
• A list of any awards and honors you’ve received
• Your resumé
• The letter submission deadline
• Instructions for submitting the letter
• Your contact information (so recommenders can reach out to you with any clarifying questions)

Providing these materials upfront will remind the reviewer of your most important skills and help add color and context to each letter. 

5. Follow Up

It’s understandable to feel a bit shy about following up with recommenders. Still, if done politely and appropriately, this is useful in ensuring letters are written and submitted on time—and that they are the best reflection of you.

Review the Letter in Advance

If possible, consider politely asking recommenders if they can send you a copy of the letter before they submit it. This way, you’ll know what was written and potentially have more control over the process. If the letter is meandering or doesn’t hit the salient points you’re looking for, there may be an opportunity to tactfully ask if the recommender would mind making a few minor changes before sending in your letter.

Just remember to remain polite, receptive, and grateful for their time and energy throughout the process, and limit requests for edits or re-writes to one or two maximum.

Remember:  Some programs ask if applicants want to waive their right to review recommendation letters submitted on their behalf. Be sure to consider whether or not you’ve chosen to waive this right before requesting to review the letter with your recommender.

Provide Respectful Reminders

If you haven’t heard from recommenders as you get closer to the application deadline, it’s a good idea to make a polite inquiry several weeks before your application due date. There’s no need to pester them, but it can be helpful to send one gentle reminder confirming that they plan to write a letter and asking if they have any questions or points you can provide some insight on as they work. 

Hearing from you may be the prompt they need to get to work or follow up and ask for further input. The opportunity to answer any follow-up questions may even negate the need to ask for a copy of the letter ahead of time and allow you the opportunity to provide some input or feedback during the writing stage.

6.  Share Your Success

Send a note of gratitude as soon as recommenders write you a letter. “A thank you note goes a long way,” Leiendecker says. “Also, if you get into the program, write to recommenders letting them know and thanking them for their role in your success.” 

Want more tips and advice for applying to grad school? Explore our related articles . 

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How to Write a PhD Motivation Letter

• Applying to a PhD

A PhD motivation letter is a document that describes your personal motivation and competence for a particular research project. It is usually submitted together with your academic CV to provide admissions staff with more information about you as an individual, to help them decide whether or not you are the ideal candidate for a research project.

A motivation letter has many similarities to a cover letter and a personal statement, and institutions will not ask you to submit all of these. However, it is a unique document and you should treat it as such. In the context of supporting a PhD application, the difference is nuanced; all three documents outline your suitability for PhD study. However, compared to a cover letter and personal statement, a motivation letter places more emphasis on your motivation for wanting to pursue the particular PhD position you are applying for.

Academic cover letters are more common in UK universities, while motivation letters are more common abroad.

A motivation letter can play a key part in the application process . It allows the admission committee to review a group of PhD applicants with similar academic backgrounds and select the ideal candidate based on their motivations for applying.

For admission staff, academic qualifications alone are not enough to indicate whether a student will be successful in their doctorate. In this sense, a motivational letter will allow them to judge your passion for the field of study, commitment to research and suitability for the programme, all of which better enables them to evaluate your potential.

How Should I Structure My Motivation Letter?

A strong motivation letter for PhD applications will include:

• A concise introduction stating which programme you are applying for,
• Your academic background and professional work experience,
• Any key skills you possess and what makes you the ideal candidate,
• Your interest and motivation for applying,
• Concluding remarks and thanks.

This is a simplistic breakdown of what can be a very complicated document.

However, writing to the above structure will ensure you keep your letter of motivation concise and relevant to the position you are applying for. Remember, the aim of your letter is to show your enthusiasm and that you’re committed and well suited for the programme.

To help you write a motivation letter for a PhD application, we have outlined what to include in the start, main body, and closing sections.

How to Start a Motivation Letter

Introduction: Start with a brief introduction in which you clearly state your intention to apply for a particular programme. Think of this as describing what the document is to a stranger.

Education: State what you have studied and where. Your higher education will be your most important educational experience, so focus on this. Highlight any relevant modules you undertook as part of your studies that are relevant to the programme you are applying for. You should also mention how your studies have influenced your decision to pursue a PhD project, especially if it is in the same field you are currently applying to.

Work experience: Next summarise your professional work experience. Remember, you will likely be asked to submit your academic CV along with your motivation letter, so keep this section brief to avoid any unnecessary repetition. Include any other relevant experiences, such as teaching roles, non-academic experience, or charity work which demonstrates skills or shows your suitability for the research project and in becoming a PhD student.

Key skills: Outline your key skills. Remember the admissions committee is considering your suitability for the specific programme you are applying for, so mention skills relevant to the PhD course.

Motivation for applying: Show your enthusiasm and passion for the subject, and describe your long-term aspirations. Start with how you first became interested in the field, and how your interest has grown since. You should also mention anything else you have done which helps demonstrate your interest in your proposed research topic, for example:

• Have you attended any workshops or seminars?
• Do you have any research experience?
• Have you taught yourself any aspects of the subject?
• Have you read any literature within the research area?

Finally, describe what has convinced you to dedicate the next 3-4 years (assuming you are to study full time) of your life to research.

How to End a Motivation Letter

Concluding the motivation letter is where most people struggle. Typically, people can easily describe their academic background and why they want to study, but convincing the reader they are the best candidate for the PhD programme is often more challenging.

The concluding remarks of your motivation letter should highlight the impacts of your proposed research, in particular: the new contributions it will make to your field, the benefits it will have on society and how it fits in with your aspirations.

With this, conclude with your career goals. For example, do you want to pursue an academic career or become a researcher for a private organisation? Doing so will show you have put a lot of thought into your decision.

Remember, admissions into a PhD degree is very competitive, and supervisors invest a lot of time into mentoring their students. Therefore, supervisors naturally favour those who show the most dedication. Your conclusion should remind the reader that you are not only passionate about the research project, but that the university will benefit from having you.

Finally, thank the reader for considering your application.

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Motivation Letter Format

There are some basic rules to follow when writing a successful motivation letter. These will mimic the standard format for report writing that the supervisor will be familiar with:

• Use a sans serif font (e.g. Arial or Times New Roman),
• Use a standard font size (e.g. 12pt) and black font colour,
• Keep your writing professional throughout and avoid the use of informal language,
• Write in the first person,
• Address your motivation letter to a named person such as the project supervisor, however, this could also be the person in charge of research admissions,
• Structure your letter into paragraphs using the guidance above, such as introduction, academic history, motivation for research, and concluding remarks.

How Long Should a Motivation Letter Be?

A good rule of thumb for PhD motivation letters is to keep it to around one side of A4. A little longer than one page is acceptable, but two pages is generally considered too long. This equates to approximately 400-600 words.

Things to Avoid when Writing Your Motivational Letter

Your motivational letter will only be one of the several documents you’ll be asked to submit as part of your PhD application. You will almost certainly be asked to submit an Academic CV as well. Therefore, be careful not to duplicate any of the information.

It is acceptable to repeat the key points, such as what and where you have studied. However, while your CV should outline your academic background, your motivation letter should bring context to it by explaining why you have studied what you have, and where you hope to go with it. The simplest way to do this is to refer to the information in your CV and explain how it has led you to become interested in research.

Don’t try to include everything. A motivation letter should be short, so focus on the information most relevant to the programme and which best illustrates your passion for it. Remember, the academic committee will need to be critical in order to do their jobs effectively , so they will likely interpret an unnecessarily long letter as in indication that you have poor written skills and cannot communicate effectively.

You must be able to back up all of your statements with evidence, so don’t fabricate experiences or overstate your skills. This isn’t only unethical but is likely to be picked up by your proposed PhD supervisor or the admissions committee.

Whilst it is good to show you have an understanding of the field, don’t try to impress the reader with excessive use of technical terms or abbreviations.

PhD Motivation Letter Samples – A Word of Caution

There are many templates and samples of motivation letters for PhDs available online. A word of caution regarding these – although they can prove to be a great source of inspiration, you should refrain from using them as a template for your own motivation letter.

While there are no rules against them, supervisors will likely have seen a similar letter submitted to them in the past. This will not only prevent your application from standing out, but it will also reflect poorly on you by suggesting that you have put minimal effort into your application.

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A Quick Guide for Requesting Letters of Recommendation

How to ask, what to provide..

Posted December 17, 2019 | Reviewed by Gary Drevitch

Letters of recommendation are almost always necessary for graduate school applications as well as job applications. (Often the latter just requires reference names, email addresses and/or phone numbers.) There are basic tried and true ways to ask someone—usually a college instructor/professor who knows you and your work well—to serve in this capacity. Here are some guidelines:

Ask in advance. You need to give the reference time to do a good letter. Think weeks not days.

Ask only individuals (usually no more than three) who know you very well. You want your recommender to know you well so that your reference letter can be detailed. Don't ask relatives to serve in this capacity.

When someone agrees to write in your behalf, thank them with sincerity. This is self-explanatory.

If one of the people you ask hesitates... it’s best to back off and find someone else. You don’t want someone writing a letter if they cannot be enthusiastic.

No means no. If someone declines, seek someone else.

Provide them with stamps and addressed envelopes. This practice is becoming less common, as many graduate schools will provide online addresses where letters and the like can be uploaded. Still, if a letter must be mailed, it’s gracious to provide postage and an envelope.

Send a gentle reminder email a week or two before the letter is due. As part of the due date reminder, you should (again) thank the recommenders.

Once you have your letter writers/references set, provide the following:

• Any forms that must be completed.
• A copy of your college/university transcript with your overall grade point average (you should also provide your grade point averages in your major[s] and any minor[s]).
• A list of courses you took with your recommender(s), noting your final grade in the class and the topics of any paper(s) or project(s) you completed therein (jog the recommender’s memory —if you have the paper/project and you did well on it, share it or a copy).
• A current resume or CV, which should be no more than one page long.
• A personal statement indicating your goals in applying to graduate school or the type of job you are seeking.

Information about any research experiences and/or internships you have completed.

Dunn, D. S., & Halonen, J. S. (2020). The psychology major's companion: Everything you need to know to get where you want to go. New York, NY: Worth/Macmillan.

Dana S. Dunn, Ph.D. , is a professor of Psychology at Moravian University, a liberal arts university in Bethlehem, PA.

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Request letter for noc to change phd guide .

Sample request letter for No Objection Certificate to change in the PhD guide by student. PhD is considered as the highest of education or the completion of one’s educational career, but lack of proper guidance can cost trouble to students of doctorate and to overcome this on the spot changes in guide for PhD is necessary . This format can be used by persons who wished to throw request for change in the guide to PhD.

Request Letter for NOC to Change in the PhD Guide

To, The Dean, Ghazia Abad Higher Education University Ghazia Abad, India.

Subject: Request of NOC Letter to change in the PhD guide by student

Respected Sir,

It is to state with much concern and care that I have done my M.Phil.in English Literature and after its successful completion with distinction of 4.3 GPA I decided to take admission in PhD so that I can complete my education and serve the nation with all my might of knowledge and intellect.

As it is known fact that languages are always difficult to learn especially when it is not your own language. Same is the case with English and I was happy with my research topic as mandatory in thesis, but the slight deviation in the guide to PhD causes me trouble as I am unable to meet up the expectations of my present guide for PhD. In order to get myself out of this problem I request you to kindly issue me an NOC letter to change the PhD guide. I need the said NOC letter as soon as possible because on that piece of precious letter rests my future and by having it I can pursue the case to further completion. I will be brimmed with gratification if you resolve my problem at the earliest. Thanking in advance. Yours Truly, Mr. Sanaullah Jaffrey

Request Letter for NOC to Change PHD Guide

[Your Name] [Your Address] [Your Email Address] [Your Phone Number]

[Head of Department’s Name] [Department Name] [University Name]

Subject: Request for No Objection Certificate (NOC) to Change PhD Guide

Dear Professor [Head of Department’s Last Name],

I hope this letter finds you in good health. I am writing to formally request a No Objection Certificate (NOC) to change my PhD guide/advisor within the [Department Name] at [University Name].

I would like to clarify that my decision to request a change in my PhD guide is not a reflection of any issues or conflicts.

1. Proposed New PhD Guide: I have identified a potential new guide, Professor [New PhD Guide’s Name], whose research expertise and interests closely align with my own research goals. I have discussed the possibility of them becoming my PhD guide, and they have expressed their willingness to mentor me.

2. Rationale for the Change: The primary reasons for requesting this change are:

• A stronger alignment of research interests with the proposed new guide.
• The opportunity to explore new research directions that are more closely related to my career aspirations.
• Ensuring the successful completion of my PhD program with valuable contributions to the field.

3. Consultation with Current Guide: I have already discussed my decision with my current PhD guide, [Current PhD Guide’s Name], and they are supportive of my choice to seek a change. We have had an amicable conversation about this transition, and I believe it will be in the best interests of my academic journey.

4. Request for NOC: I kindly request your permission and the issuance of a No Objection Certificate (NOC) to formalize this change in my PhD guide. I assure you that this decision has been made after careful consideration and with the aim of enhancing my academic progress.

5. Academic Integrity and Commitment: I am fully committed to upholding the academic standards and values of [University Name] throughout this transition. I will diligently work with my new guide to ensure the continuity and excellence of my research.

If you require any additional information or documentation, please do not hesitate to contact me.

[Your Name]

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