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PhD application and academic job materials, step by step

Academic careers run on documents that repeat every year: the email to a possible supervisor, the research statement, the teaching statement, the proposal, the abstract. Each page here has a builder for one of them and explains what a committee reads first.

Conference Abstract Example + Abstract Builder With Word CountHow to write a conference abstract: the five-sentence structure, single-paragraph and structured examples, typical 250-word limits, and a free builder with a word count.2 min read · Updated Diversity Statement Examples + Builder (and What Replaced It)What a diversity statement is, which universities stopped requiring them, how to write one or its replacements (service and contributions statements), with a free builder.2 min read · Updated Email to a Professor: Examples for Research and PhD + GeneratorHow to write an email to a professor about PhD supervision, a research assistant role or a question: subject lines, examples, what to attach, and a free generator.2 min read · Updated Research Proposal Template (APA-Ready) + Section PlannerA research proposal template for PhD applications, grants and theses: the standard sections, APA formatting notes, typical word limits, and a free planner that budgets each section.2 min read · Updated Research Statement Example + Structure Builder (Faculty and Postdoc)How to write a research statement for faculty and postdoc applications: the structure committees read, an example outline, length rules, and a free builder.2 min read · Updated Teaching Philosophy Examples + Teaching Statement BuilderTeaching philosophy statement examples, the structure search committees expect, a one-to-two-page length guide, and a free builder that turns your classroom practice into a statement.2 min read · Updated

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How do you apply for a PhD?

In short

Find supervisors and programs whose current work fits yours, email potential supervisors with a specific question, write a statement or proposal that shows the research you want to do, line up recommenders early, and apply to enough programs given the odds.

Doctoral admission is selective. Council of Graduate Schools data summarized by PNPI shows 22.3% of doctoral applicants were accepted in 2020[PNPI on CGS data], and applications to doctoral programs rose 3.7% between fall 2022 and fall 2023[Council of Graduate Schools]. Fit, shown specifically, is what separates qualified applicants.

Which documents does an academic application need?

In short

For PhD and research positions: an email to the supervisor, a research proposal or statement of purpose and conference work to show. For faculty jobs: research, teaching and service or diversity statements. Each has a builder in the guides linked below.

  1. First contact. Write an email to a professor about supervision or research roles.
  2. Statement of purpose. Build it with the statement of purpose builder.
  3. Proposal. Budget each section with the research proposal planner.
  4. Faculty applications. Draft a research statement, a teaching statement and, where asked, a diversity or service statement.
  5. Visibility. Submit to conferences with the conference abstract builder.

How do you plan an academic year of applications?

In short

Map the deadlines that repeat every year: PhD intakes, fellowship rounds, grant calls and conference submissions. Work backwards from each, start supervisor contact in early autumn, and reuse one strong set of materials across them.

Funding is tight, which makes planning matter: NIH funded its research project grant applications at 13.0% in FY2025 down from 21.3% in FY2023[NIH Extramural Nexus]. Browse open fellowships, research grants and calls for papers from the links on this page.

Frequently asked questions

How do you apply for a PhD?

Shortlist programs and supervisors whose work fits yours, contact potential supervisors where they choose students, prepare a statement or proposal, arrange recommendations, and apply before each program's deadline.

Do I need to contact a professor before applying for a PhD?

Where supervisors choose students directly, as is common in the UK and Europe, yes. In US programs with admissions committees it still helps to know whether faculty are taking students.

What documents does a PhD application need?

Usually a statement of purpose or research proposal, a CV, transcripts, two or three recommendations and sometimes a writing sample. Faculty job applications add research, teaching and service statements.

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