How to apply for a PhD

You apply for a PhD in one of two ways: either for an advertised position, studentship or programme, which usually comes with a defined project and funding, or by approaching a potential supervisor with your own research idea and then applying formally to the university. In both cases you submit a set of documents, typically a CV, transcripts, a motivation letter or personal statement and references, plus a research proposal if the project is your own.

The details differ between countries and institutions, so treat this guide as a map and the programme’s own instructions as the rules.

Two routes to a doctorate

Route	How it works	Typical in	Funding
Advertised position or studentship	You apply for a defined project in a research group or doctoral programme	UK studentships, funded projects across Europe, doctoral training programmes	Salary or stipend usually included
Self-proposed project	You find a supervisor who supports your idea, then apply to the university	Many European countries, humanities and social sciences	Often has to be secured separately
Structured PhD programme	Cohort-based admission with courses and several supervisors	US programmes, graduate schools across Europe	Varies; often funded positions or scholarships

Where to find PhD positions

• University and research institute job pages
• Websites of research groups whose papers you have read
• Academic job portals and the newsletters of scholarly societies in your field
• Doctoral training programmes and graduate schools
• International networks, such as the doctoral networks within the EU’s Marie Skłodowska-Curie Actions
• Your current supervisor and lecturers, who often hear of openings first

The documents you will need

• CV focused on academic experience: education, research projects, methods, publications, presentations, awards
• Transcripts and degree certificates, translated if required
• Motivation letter or personal statement: why this project, why this group, why you
• References or letters of recommendation, usually from two or three academics who know your work
• Research proposal for self-proposed projects, sometimes also for advertised positions
• Writing sample, such as your master’s thesis or a paper, if requested
• Language certificates, if the programme requires them

Write a convincing motivation letter

A motivation letter should be specific, not general enthusiasm for research. Show that you have read the group’s work and explain how your skills match the project. A useful structure:

1. Opening: the position you are applying for and the one strongest reason you fit.
2. Your background: the training and experience most relevant to the project.
3. Your interest: what in the project’s question or method draws you, with reference to the group’s work.
4. Your contribution: skills or perspectives you would bring.
5. Closing: availability and a short, polite conclusion.

Keep it to the length requested, often about a page.

The research proposal

If you propose your own project, the proposal is the centre of your application. It should state a clear research question, show that you know the state of research and the research gap, describe a feasible method and give a realistic timeline. Our guide on how to write a research proposal explains the structure in detail.

Contacting a potential supervisor

For self-proposed projects, write to potential supervisors before you apply. Keep the first email short:

• who you are and what you are studying or have completed
• the topic you want to work on, in two or three sentences
• why you are contacting this person, referring to specific work
• your CV and a one-page project outline attached

A friendly follow-up after a couple of weeks is acceptable if you hear nothing.

Interviews

Many programmes invite shortlisted candidates to an interview, sometimes with a short presentation. Prepare to:

1. Present your previous research or your proposal clearly in the time given.
2. Explain why you want to do a PhD and why in this group.
3. Discuss methods and possible problems in the project.
4. Ask your own questions: supervision, funding duration, teaching duties, group culture, expectations on publications.

Clarify funding before you accept

A PhD typically takes several years. Before you accept an offer, make sure you know:

• whether the position is a salaried job, a scholarship or unfunded
• how long the funding runs and whether it covers the expected duration
• whether tuition fees apply and who pays them
• which conference travel and research costs are covered

If the place is not funded, look at scholarships and grants; our overview of research funding describes the main types.

Timeline

Start preparing several months before the deadline. Collecting references, writing a proposal and getting feedback all take longer than expected, and many funded positions have fixed annual application rounds. More guidance on careers in research is collected in the career hub.