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How to Write a Standout Letter Of Intent For Graduate School

While not all graduate programs ask for a statement of intent, this is a requirement for many grad school applications. A letter of intent for graduate school sets the tone for your application: it introduces you as a person to the selection committee, and provides context to your academic record, qualifications, and professional experience.

Therefore, it’s essential to make your letter of intent as compelling as possible to give you the best chance of admission, especially if you’re trying to get into one of the Ivy Leagues .

Table of Contents

How to Write a Letter of Intent for Grad School

What is a letter of intent for graduate school admission.

A letter of intent is a brief statement which explains your educational background, experiences and motivations for applying to grad school. Some, though not all, graduate programs require you to submit a letter of intent as part of the application process.

A letter of intent is different from a personal statement. While a personal statement deals more with your personal background and passions, a letter of intent focuses more on academic history and professional goals.

The format and content of a letter of intent can vary widely, depending on the graduate school’s preferences. Note that the same is true for both in-person and online Masters programs .

What to Know Before You Start

Before writing a letter of intent for grad school, there are a few key things to keep in mind.

First, each grad school has their own preferences or requirements for letters of intent. Therefore, it’s critical to check the guidelines with the admissions committee before you start preparing your application. Be sure to ask them about the required format, as well as what information you should include.

It’s also important to conduct your own research into the program to determine the kind of things the selection committee will be looking for. This could include factors such as a particular faculty member, the curriculum structure, or learning content.

There’s another important consideration. That’s your academic and professional goals.

• Why are you interested in this particular program?
• What do you want to get out of it?
• How does it fit into your broader career goals?

Answer these questions to help you decide what to include in your letter of intent. This ensures authenticity in your submission. It also sets you apart from anyone else. Your specific desires are your own. They won’t mirror thousands of other applicants.

When you’re ready, daft an outline of the letter. This should cover the main points above. This is an important step to make sure your letter of intent is concise, informative, yet covers all the essential information the admission committee is looking to see.

Once you’ve done all this, you’re ready to start writing your letter of intent.

Read on to learn more about the sections to include, top tips, and letter of intent grad school samples!

Why is a letter of intent important?

If required, your letter of intent plays a vital role in your grad school application that could make the difference between rejection and moving on to the next stage. It provides context to your academic resume, transcripts, and other documentation that gives the reader an idea of who you are as a person.

This can be very compelling to the selection committee, if your letter of intent is strong enough.

It also gives you the opportunity to detail your research interests. This is very valuable if the program has a research component, as you can use your letter of intent to explain your skills and passions in this area.

Through your letter of intent, you can also tell the selection committee about your academic and career goals, helping to convince them that you’re a good fit for the program. Finally, it allows you to showcase your written communication skills, which is a vital skill set for any grad student.

Related: How to Get into Harvard

The Key Parts of a Graduate Letter of Intent

Although the exact format may differ depending on the program’s requirements, there are certain key sections that a letter of intent should typically include.

A letter of intent should generally be structured in the same way as a formal business letter. As such, it should have a header with the name and address of the recipient, usually the admissions counselor or director for the program you’re applying to.

Below this and on a separate line you should put the date that you’re printing the letter.

Directly below the header, be sure to include a formal salutation, typically “Dear…” followed by the recipient’s name. If you don’t know the name of the admissions counselor or graduate program director – find out.

This should be the person in charge of selecting candidates for that particular program. Check the program’s website, and if you can’t find the info that way, send the admissions office an email to ask!

Opening Paragraph

The opening paragraph is one of the most important parts of a letter of intent graduate school. This is your chance to capture the attention of the selection committee and encourage them to keep reading.

In the introduction, you should briefly explain why you want to apply for the program and summarize your academic experience. You can also introduce the key points that you’ll elaborate on later in the letter.

Qualifications and Educational Background

Following your introductory paragraph, you can launch straight into talking about your qualifications and background. This is the time to flesh out the information in your academic resume. You can mention important awards, and impressive academic results.

Along with your academic history, you can also describe relevant professional experience.

Although a letter of intent is mostly focused on the academic sphere, professional experience is worth mentioning if it directly relates to the field you want to study, or if you’ve been working for some years since completing your undergraduate degree.

Research or Study Projects

The next section of the letter should detail your key academic accomplishments, such as major research and study projects. You could also include your professional achievements, if you’re an experienced professional rather than a recent graduate.

You can also mention relevant prizes and awards you’ve received, either in the academic or professional sphere. Be sure to include anything that demonstrates your ability to complete the work required of graduate students.

Goals and Motivations

The previous paragraphs are designed to convince the selection committee that you’re a great fit for their program. This final section is geared towards explaining why the program is a great fit for you.

This is crucial, because admissions counselors look for candidates who are motivated and passionate about the program, rather than those who may drop out due to lack of interest.

Here, you should talk about what draws you to this grad program specifically, whether it is the unique curriculum, a renowned faculty member, flexible program structure, excellent opportunities for internships, or something else.

This is also a great time to describe your future goals, and how the program will help you to work towards them. A strong statement of intent for grad school will cover both educational goals and career goals. You could also mention personal reasons and motivations, such as a desire to increase your knowledge in a certain area, or a particular passion for the field.

Closing Paragraph

End your letter of intent with a short paragraph of around two sentences, summarizing your key points. You may also want to thank the reader for their time or note that you’re looking forward to hearing from them regarding your application.

Don’t skip over or rush your closing statement. Though brief, this is a vital part of your letter of intent: it should bring everything together and leave a strong impression that convinces the selection committee to move your application on to the next stage.

As you are following a business letter format, be sure to include a formal sign off (such as “Sincerely” or “Kind regards”) followed by your full name.

Graduate School Letter of Intent Template and Example

Grad school letter of intent template.

Fill in this template to create your own masters program letter of intent, or adapt it to create a letter to accompany your application for a doctorate or professional program:

[Name and Address of Admissions Counselor]

Dear [Name of Admissions Counselor]

Opening paragraph:

• Introduce yourself and explain why you want to apply in one sentence
• Briefly summarize your qualifications, education history, key motivations, and what you will discuss in the rest of the letter

Paragraph 1: Qualifications and Educational Background

• Detail your undergraduate studies and qualifications
• Describe your major academic accomplishments

Paragraph 2: Major Projects

• Explain your major research and/or study projects
• Cover your professional journey and describe experience relevant to the program

Paragraph 3: Goals and Motivations

• Talk about why you’re interested the program
• Mention your professional and academic goals

[Your signature]

Letter of Intent Example Grad School

Here’s a sample letter of intention for graduate school based on fictional details to show the key sections, formatting, tone, and type of content you should look to include.

Dr. Rosario Ortega Northwestern University School of Professional Studies 339 East Chicago Avenue Chicago, Illinois 60611

September 12, 2023

Dear Dr. Ortega

[Opening paragraph]

Through my undergraduate studies at Brown and internship at the New York Public Library, I’ve developed a strong passion for North American literature. I’m therefore writing to apply for the Master of Arts in Literature at Northwestern University.

[Qualifications and Educational Background]

I completed my Bachelor of Arts at Brown University in 2023, with a concentration in Literary Arts, with an overall GPA of 6.0. Following graduation, I completed a three-month internship at the New York Public Library, where I worked with the archives department, assisting with a range of archiving tasks as well as completing a major project.

[Major Projects]

During my undergraduate studies, I completed a major research project into leading female African American writers of the 20th century. I received the Harriet Tillman Award in recognition for the high standard of work of my project.

As part of my internship with the New York Public Library, I was responsible for a project to provide access to African American history through the holdings of the library’s collection. Working under the guidance of one of the library’s archive specialists, I applied archival standards to process materials and make them available to researchers and the general public.

[Goals and Motivations]

I’m interested in earning my master’s degree from the School of Professional Studies because of the program’s strong faculty and emphasis on diversity. I am particularly excited to work with Dr. Margaret Hedelman, whose pioneering work on the underrepresentation of African American poets is truly inspiring. I believe that literature is a vital part of North American culture and a reflection on society and, as such, it is essential that we acknowledge authors from all communities, and promote underrepresented voices.

[Closing Paragraph]

I believe that the Master’s of Arts in Literature will best allow me to achieve my goal of becoming an archivist and educator in order to share knowledge of diverse authors and poets with the broader community. Thank you for your consideration.

Robert Garman

Related: Does GPA Matter for Grad School ?

Tips for Writing the Best Letter of Intent for University

Your statement of intent can be a crucial part of your grad school application, so it’s important to make it as strong as possible in order to stand out from the other candidates. Here are some important things to keep in mind to help you put your best foot forward.

Remember the Key Purposes of the Letter

As you write your letter of intent, it’s essential to keep in mind why you’re writing it. This will help you to stay on track and optimize your letter to make it as effective and compelling as possible.

A letter of intent has two primary purposes:

• Highlighting the most important information in your application: your key qualifications, experience, and achievements.
• Showing the selection committee who you are as a person, including your own interests and goals.

Your letter of intent should be concise and closely focused on achieving these two goals. This means that everything you share should contribute to these aims. If you find yourself writing something that doesn’t support one of these two goals, delete it! This is merely unnecessary fluff that detracts from your core message.

Related: Looking for extra flexibility with your finances? Consider this year’s best student credit cards .

Leverage Your Strengths

Though a statement of intent should generally focus on academic history and broadly follow a set  format, you can play with standard templates in order to make your letter as compelling as possible.

You may have an impressive level of professional experience that demonstrates your ability to excel at grad school, but your academic history is lackluster or outdated. In this case, it would be better to focus on your professional experience and achievements and only briefly mention your academic history.

On the other hand, if you’ve recently completed your undergraduate degree, you could focus entirely on your academic qualifications, projects, and awards.

If you feel like both your academic and professional history is lacking, talk about your personal story and why you have a passion for the subject matter.

It’s all about leveraging your strengths to present the most compelling case for why the admissions committee should accept you into their program.

Take the Opportunity to Showcase your Writing Skills

Though primarily designed to explain your abilities, experience, and interests, one of the secondary purposes of a letter of intent is to showcase your written communication skills. Written communication is a big part of any graduate program, especially programs with a thesis or dissertation component. This is your chance to show that you can write well.

Therefore, it’s important to ensure that your letter is well-written in a professional style, using proper formatting, grammar, and spelling. If writing is not your strong suit, or if you’re not accustomed to preparing format business letters, take your time to do some prep work.

Read up on the required formatting, style and flow for these kinds of letters. You may even want to practice your formal writing skills through writing exercises.

Carefully Edit your Letter of Intent

As with all aspects of your graduate school application, it’s important to carefully proofread and edit your letter of intent. Graduate programs can receive hundreds, if not thousands, of applications, and they may quickly cull applications based on a range of factors, including poor editing.

Even small errors could result in your application landing on the “discard” pile instead of moving on to the next stage.

Good editing goes much further than checking your letter for stray commas and spelling mistakes. First of all, you want to carefully review the content of the letter to make sure it is compelling, informative, and includes all key information. Then, take another pass to check for grammar, spelling, and punctuation, as well as ensuring that the writing flows well and sounds professional.

Impress with a Winning Letter of Intent

The best graduate programs are highly competitive, so it’s essential to make your application as strong as possible in order to stand out from potentially hundreds, if not thousands of applicants.

This is particularly true for your letter of intent which, if required, sets the tone for your application and can help convince the admissions committee to move you forward to the next stage.

Craft a compelling letter of intent for graduate school by keeping it concise and well-written, and focused on explaining why you’re a great fit for the program, and it’s a perfect fit for you.

While you’re preparing your winning grad school application, take a look at our guide to how to ask a professional for a letter of recommendation .

Do All Schools Require a Letter of Intent?

No – not all schools require a letter of intent. While some graduate programs ask for a letter of intent as part of the application process, others demand a personal statement instead. Always check the application requirements well in advance of the deadline, so you’ll have plenty of time to put together a strong application.

How Long Should a Letter of Intent Be?

A letter of intent for a masters program or other graduate program should be around 3-4 paragraphs long, as well as short opening and closing paragraphs, header, and sign off. Generally speaking, an ideal letter of intent is between 300 and 450 words, and no more than one page. However, each program may have its own requirements, so be sure to check with the admissions office before preparing your letter.

How Should You Format a Letter of Intent?

Some programs require specific formatting, so be sure to ask the admissions office if they have any specific requirements for the letter of intent. If they don’t, you should standard formatting for a business letter: a header with the recipient’s name and address, the date, formal greeting, opening paragraph, body with 3-4 paragraphs describing your history, achievements, and interest in the program, a short closing paragraph, and a formal sign off. Be sure to use a professional font, size, spacing, and margins, in line with a business letter.

Lisa Marlin

Lisa is a full-time writer specializing in career advice, further education, and personal development. She works from all over the world, and when not writing you'll find her hiking, practicing yoga, or enjoying a glass of Malbec.

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How To Write a Graduate School Letter of Intent

Reviewed by David Krug David Krug is a seasoned expert with 20 years in educational technology (EdTech). His career spans the pivotal years of technology integration in education, where he has played a key role in advancing student-centric learning solutions. David's expertise lies in marrying technological innovation with pedagogical effectiveness, making him a valuable asset in transforming educational experiences. As an advisor for enrollment startups, David provides strategic guidance, helping these companies navigate the complexities of the education sector. His insights are crucial in developing impactful and sustainable enrollment strategies.

Updated: February 23, 2024 , Reading time: 24 minutes

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With the rise of graduate school admissions, we can conclude that thousands of letters of intent have been written by applicants and reviewed by admissions officers! The importance of a well-written grad school letter of intent cannot be overemphasized because, indeed, first impressions matter. 

At its core, every letter of intent is a formal cover letter that declares your goal of applying for admission into a graduate program. You’re also providing the proper context for your application, including the documents and related information. Think of it like an in-person interview combined with an elevator pitch, and you will realize its critical importance in your acceptance into your desired program. 

Overview: Writing the best grad school letter of intent can be challenging even when you have excellent communication skills because it has to be a balance between humility and marketability. But with ample time, careful choice of words, and sufficient editing, you can make it! 

Letter of Intent as Proof of Your Self-advocacy 

Your letter of intent should follow its form and function conventions while also being proof of your self-advocacy, a document that contains an argument in your favor. You must express your suitability for the program in clear yet concise terms, including your intention of upholding its academic excellence and research relevance through your achievements in these areas. 

Tips for Writing the Best Grad School Letter of Intent

Keep in mind that the best letter of intent is the one you’re writing on your behalf as a form of self-advocacy! While there are plenty of templates and writing services, the best place to start is within yourself! Your letter of intent for graduate school should reflect your in-depth knowledge of the graduate programs, academic achievements, professional skills, research skills, and future interests, a successful previous research project, and future goals concerning the program’s curriculum, career goals, mission, and status. 

Begin Through Genuine Self-reflection

Embarking on a personal reflection means taking the time to think about specific motivations, goals, and attitudes that will impact your future. This is critical in writing your letter of intent because you have a clear idea of what you can contribute to the program and what the program can do for your career goals. Your final letter of intent becomes a clear, concise, and compelling argument for your 100% compatibility with the program. 

• Make a list of your academic achievements, research papers and interests, work experience, and community involvement, including relevant volunteer activities. These aspects of your life will be included in your letter of intent for graduate school, so it’s good to list and organize them for future reference. You will also find that your motivations for pursuing a graduate degree—as challenging in terms of time, effort, and money as they may be—become clearer through self-reflection. Your letter of intent will also state your primary motivations – gaining specialized knowledge, achieving a lifelong goal, or advancing your career. Thus, it is important to list them first.
• During your self-reflection, keep your professional goals in mind since these will influence your career milestones, from earning a master’s degree to getting a promotion. Your final choice in a graduate school and program will also be influenced by your career goals, such as choosing a general MBA program over a master’s management engineering program. 
• Reflect on your lifestyle, including your current financial condition and obligations. While online master’s degree programs have the benefits of flexibility, quality and affordability, not all of them will fit your lifestyle! By listing down the important aspects of your lifestyle that will be affected by your plans to pursue a master’s degree, you can be better prepared for its demands. 

With your comprehensive list, you have a sound basis for writing your letter of intent, particularly the part where your achievements are highlighted to increase your chances of acceptance. 

Do Your Homework About the Program

Perhaps a fail-proof tip is customizing your letter of intent for each program. Admissions officers know a generic letter of intent when they see one, and if you give a similar letter of intent to several programs, it doesn’t speak well of your character and academic intentions. 

Don’t even think about just changing the program director’s name, date and details of the program while letting the rest of your letter of intent remain unchanged! Every program has its unique vision, mission and learning outcomes, and, thus, it’s crucial to tailor your letter to these aspects. 

• Check out the graduate school program’s website for information about the curriculum . Learn about course descriptions and prerequisites, and perhaps ask for more information through emails and brochures. You can then assess the program’s suitability for your career goals and lifestyle and your eligibility for admission. You can set realistic expectations about the cost of attendance, duration of stay and graduation requirements. 
• Research the credentials of faculty members in the program . These credentials include educational attainments, published works, including research papers, and current research projects, and the information will be useful in determining which faculty member you wish to work with in the case of acceptance. Many programs ask for the name of the faculty member and your reasons for your choice, thus, the research. Contact your preferred faculty members, too, if possible, so that you can establish a connection early on and get more information. 
• Talk to graduate school students, alumni and admissions advisors . This way, you can learn from their on-the-ground experiences while in the program. Ask about their likes and dislikes about its components, including academic advising and career guidance, student community, faculty performance, internships, and cost of attendance. 

Not only will the information you gathered influence your decision to apply for the program, but it’s valuable intel for your letter of intent! You will be able to make notes about the program’s components that align with your strengths and aspirations, which should be stated in your letter.  

Follow the Rules of Form

Now that you have done your self-reflection and conducted thorough research about the graduate school program, your next step is to determine the recommended format for the letter of intent. Many programs provide guidelines for the letter of intent, including the specific format, minimum and maximum word count, and other stylistic suggestions. The letter of intent may also include academic citations and links to your published research papers, as the program requires. 

These specific format requirements must be followed to the letter because they demonstrate your ability to follow instructions. However, you can be more creative and expressive when presenting your academic and research achievements and suitability for the program. 

But when there are no specific guidelines for the format, you must keep these rules of form in mind. 

• Use long regular white computer paper for your letter of intent! Personalized stationery isn’t a good idea since it’s a professional document that may make or break your acceptance.
• Use a regular black font color, too. The use of gray and colors of the rainbow on any part of the letter isn’t acceptable, even for creative art programs.
• Stick to a neutral font and size, such as Times New Roman, Tahoma, Calibri, or Arial in 11- or 12-point. While eye-catching fonts like Chiller and Comic Sans seem fun, these are inappropriate for a formal document. Since there’s no need to squeeze in your life story and every career milestone, the 12-point font is the best choice.
• Use single-inch margins for all sides of the document. You may adjust it to as little as 0.7-inch, but if only space is an issue. 
• Use the single-space text format since block paragraphs are used in a letter of intent. There’s no need to use the “tab” button for this reason.
• Insert a blank line in every paragraph transition, from the salutation to the introduction.
• Use the “align-left” margin, starting from the date and addressing the opening salutation, body and closing salutation. (The justification function isn’t recommended as it may insert weird spacing between words)
• Use transitions to mark the flow between paragraphs. These transitory statements connect experiences and ideas and, thus, increase readability. 

Most importantly, keep your letter of intent for graduate school between one and two typed pages only or between 400 and 800 words! This can include a brief reference list on the second page. Limit your letter to 4-5 paragraphs in the body, too, since readability is crucial. 

Make It a Letter for Self-advocacy

Again, your letter of intent is a self-advocacy letter that contains your strong arguments in favor of your admission into the program. Create an excellent first impression and put your best foot – or words – forward! Here are useful tips that will transform your long list of accomplishments into a set of compelling arguments in a clear and concise format. 

• Write straightforwardly without gimmicks, contrivances and cliches. While your introductory sentence must grab attention, it’s best to avoid using quotes, broad or vague statements, and platitudes. Remember: your admissions officers are more interested in your insights and experiences, so that borrowing quotes may demonstrate intellectual laziness.
• Introduce your central points early so that the admissions officers’ attention will be sustained until the end. The first introductory paragraph is the best place for these central points, which can be briefly elaborated on in succeeding paragraphs.
• Practice using the active voice over the passive voice. You should be proud of your accomplishments, and the best way to present this is through an active voice.
• Emphasize your strengths but don’t be afraid to explain a weakness in your resume. You may also convert a weakness into a strength in disguise, but avoid going into deeper detail. You can also briefly explain anomalies, such as gaps in your work experience, but only if it’s relevant to your application. 
• Use examples to explain your strengths when needed. Assume that the admissions officers will not understand everything in your letter, so brief explanations of your research projects may be necessary. 

But avoid being too technical in your letter of intent, too, with nothing in it but a dry summary of facts. You have a certain creative leeway by using an engaging narrative of your experiences and achievements for graduate school. Tell your story in a professional, on-point manner and complement it with proof of your skills.  

You must also use a professional, polite and positive tone in the entirety of your letter of intent! Use upbeat words, such as “excited” or “pleased,” to show enthusiasm. Avoid casual phrases, slang and other unprofessional words. It’s better to be too formal than casual in a professional document! Thank your readers, too, but make it only once to avoid wasting valuable space on your letter. 

Finding the right balance between marketability and humility is a challenge, but it’s possible! While highlighting your achievements, you can temper them by sticking to the facts and their relevance to your application. 

Write, Proofread and Edit – and Sit on It For a While 

With the above-mentioned tips in mind, you can start writing your letter of intent for graduate school! Start with a general outline of your most impactful achievements and their examples and your central points, including your reasons for applying and suitability. Avoid being stressed about the initial outline since you’re still in the process of arranging your central points logically. 

Tip: Read through your resume first and note the achievements that you’ve already mentioned and detailed in it. You can either write a brief description or completely remove the achievements described in your resume from your letter of intent. You’re not just avoiding redundancy in these documents, but you’re also giving more space in your letter of intent for other matters. 

Stick to short and simple sentences. While lengthy and complicated sentences are acceptable in research papers, these are inappropriate for a letter of intent since readability is key. 

In your initial outline, use your genuine voice while also using a neutral tone. Follow the rules of grammar, context, and construction while also checking the spelling, coherence, and clarity of thought. You’re less likely to make mistakes in the first and final drafts if you’re already conscious of these aspects. 

Then, write your first draft. It doesn’t have to be application-ready, but it should have your initial ideas on paper and more emphasis on substance and content, not yet on style. It doesn’t need to be within the recommended word count since you’re still cutting it down with every revision. 

Afterward, you can start on your initial edits, perhaps 2-3 edits, until you’re satisfied. Be sure that these central points are stated in your letter of intent early on: 

• Your accomplishments, strengths and qualifications concerning the program’s focus and learning outcomes 
• Your professional and research interests 
• Your reasons for applying

With every edit, you must go over the form and substance of your letter of intent. Use an app, if necessary, to check for grammar, spelling and composition errors. 

With your workable draft, you can start asking for feedback from your family, friends and even mentors – and the more inputs you can gather, the better your letter of intent can be. If several people give similar feedback, you’re well-advised to consider it during your final edits. 

You can start making final edits to your letter of intent from the multiple feedback. You may want to get more feedback afterward since you may miss some things. 

But don’t be too pressured about the feedback either! You must own your letter because it’s your self-advocacy letter! While a second opinion is helpful, it shouldn’t be the reason for rewriting several times, much less for letting others write it for you. Besides, you must be ready to answer the questions during the admissions interview. These questions will be based on the letter of intent. 

With the lengthy process from self-reflection to the final edit, you have to start working on your letter of intent as early as possible! You should also allot about six months for your application since it will involve gathering your application documents and meeting the deadline. Your letter of intent should read like it’s part of an entire package and a summary of your story so far, not a disparate document. 

Purpose of a Letter of Intent for Graduate School

Aside from being the cover letter of your application packet, your graduate letter of intent demonstrates crucial attributes to your possible success as a graduate student. 

• Your compliance with the guidelines shows your ability to follow instructions, particularly as your letter of intent is the first document in your application packet. You’re also showing your respect for the admissions process by following directions, and it’s a great start to your application. 
• The ability for self-advocacy must be evident in your letter of content because it summarizes your best argument for your credentials and, thus, suitability. 
• Attention to detail demonstrates that your letter of intent has a solid basis in research. With a well-crafted and customized letter, your thorough research into the program’s focus, learning outcomes and faculty members is displayed. The absence of mistakes in its contents is also proof of the meticulous care you apply to your work.
• Excellent writing skills are a must in graduate school, and your letter of intent is likely the first impression the admissions officers will have of it. The hallmarks of an exceptional graduate student’s written work are clear and concise prose, professional tone, and correct format.
• The ability to identify, plan and achieve goals can also be concluded from the achievements described in your letter of intent. The fact that your letter of intent catches the attention of the admissions officers is also a testament to your goal-oriented personality.
• Your letter of intent can also demonstrate motivation underlined by hard work, particularly when you state your reasons for pursuing graduate work and choosing the program. By using an upbeat tone, you’re also demonstrating emotional intelligence, a vital trait with as much importance as academic intelligence.
• Passion for discovery in general and the research interests, in particular, may also be expressly stated or implied in the letter of intent. You should also consider giving concrete examples of your committed passion for your research interests, such as the titles of your published thesis. 

With this purpose in mind, your letter of intent should zoom in on these three types of information in the summarized form: 

• Your background through a brief introduction of your intent to apply, your area of study, and your motivations for pursuing graduate study. You’re giving the admissions officer an idea of who you are as a unique individual.
• In your letter of intent, your academic and professional achievements are a brief showcase of your milestone achievements. You’re advocating for your suitability for the graduate school’s program’s vision, so be sure to highlight your relevant achievements, keeping your letter to the recommended word count. 
• Your research interests through a short description are also a must-have in your letter of intent, especially if you’re applying to a research-intensive program. You’re also setting the stage for future collaborations with faculty members based on your expressed research interests. 

Be as specific as possible when highlighting these components! You don’t want the admissions officers to second-guess your choices so a brief explanation may be necessary for your critical information. 

Standard Contents of a Letter of Intent 

Again, if the program you’re applying to has a recommended format, follow its guidelines! However, since it’s rare for a graduate school program to provide specific guidelines, you should follow the standard format for a letter of intent for aspiring graduate students. 

Header  

The header contains the following information: 

Your full name 

Mailing address 

Contact information (Phone number and active email address) 

Be sure to use a line break between each element in the header. 

With a single blank space after the header, enter the date when you’re planning on submitting or mailing the letter of intent as part of your application packet. You can use either the month-day-year format (e.g., April 16, 2022) or the day-month-year format (e.g., 16 April 2022). 

Addressee Information

Leave a single blank space after the date stamp before typing the addressee’s information, as follows: 

Full name of the recipient, complete with their official title within the university or program 

Address of the university or department 

This is where your thorough research before writing your letter of intent comes in. You must have a specific name, title and address on your letter of intent – unless, of course, the instructions provided on the program’s website say otherwise. You’re well-advised to ask for these details since it means you’re mindful of hierarchy and respect the process. 

Note that for graduate school admission, the common recipient is either the head of the department, the head of the program, or the head of the admissions committee. Again, ask! 

Opening Salutation 

Start the body of your letter of intent with a brief, formal greeting to your recipient. Keep it simple, too, such as “Dear Dr. John Smith,” followed by either a colon or a comma. (A colon is considered more formal, but a comma is also acceptable) 

Opening Paragraph

Your opening statement should be direct to the point, including a statement of the program where you’re seeking admission and your specific reasons for applying. You can also briefly introduce yourself and your motivations for applying in a couple of sentences. 

Main Paragraphs 

In 2-3 paragraphs, you must make your case for admission into the program, and it’s the best way to showcase your ability for self-advocacy. There are two primary ways that the main paragraphs can be constructed depending on your goal: 

• Highlight the specific components of your application packet, such as your academic achievements, published research papers, and exceptional work experience. This is the best approach if you’re applying with an impressive resume and a high GPA and GRE/GMAT scores. 
• Add a more personalized aspect to your letter of intent to give its readers a more holistic view of your individuality beyond your undergraduate studies GPAs, GRE/GMAT scores, and work experiences. Your goal is to establish what sets you apart and why you’re suitable for the program.  

Within these 2-3 paragraphs, you should include the following elements: 

• Your background and professional credentials, such as your experiences, served as motivation and foundation for your graduate studies and career plans. You may also describe the main driver for your interest in the field and your plans for your master’s degree. 
• Your undergraduate studies, including your major and specialization, and a brief insight into its role in your decision to pursue the field of study covered by the master’s degree program. 
• To establish your graduate work preparedness, you must incorporate your milestone academic accomplishments (e.g., Latin honors) and specific learning experiences. Examples include independent study courses, teaching and research assistantships, laboratory experiences, published work, research conference presentations, and study abroad experiences. 

Think of a business-oriented cover letter as a guide for your graduate letter of intent, and you’re set! 

But what if your accomplishments aren’t as stellar as you want them to be in the eyes of the admissions committee? This is where the second approach will work in your favor! You can provide a personal story – but keep it brief and to the point, not a sob story – and other elements that will give your accomplishments more context. You may highlight your keen interest in your research interest, too.  

Closing Paragraphs

In the closing paragraph, you can summarize your suitability for the graduate school program, including your relevant skills, experiences, and interests. But don’t repeat what you’ve already said in the main paragraphs since redundancy is a red flag! Stick to a couple of sentences, and you will be just fine. 

Then, thank your reader for their time. This can be followed by a list of the enclosed documents in the application packet. This list can be separated by commas or in bulleted form. Be sure to organize the enclosed documents in the order these were listed, and these can include your resume, statement of purpose, official transcripts, and letters of recommendation. Better yet, check the required order of documents provided by the program. 

Closing Greeting

The last part is a polite and professional closing salutation, and it’s best to keep it simple. We suggest “Respectfully yours “since it evokes professional respect. 

Then, insert a blank space after the closing salutation before typing your full name. You may also use 3-4 blank spaces between the closing greeting and your name to make way for your signature. But if you’re short on space, a single blank space will do but make sure your signature doesn’t cover the closing salutation. 

What’s The Difference Between a Letter of Intent and a Statement of Purpose?

The main difference is that a letter of intent is a general outline in essay form, while a statement of purpose provides more detailed information. The former is a sales pitch that the applicant uses to showcase their skills and potential that, in turn, the admissions committee will use to determine suitability for the next phase of the process. The latter creates a stronger connection between your past achievements and your plans in the program. 

There’s also the word count difference. While a letter of intent is usually under 1,000 words in length, a statement of purpose can be longer. But in both documents, clarity of intent or purpose, professional and positive tone, and self-advocacy must run through every paragraph. 

Frequently Asked Questions

Should you include a letter of intent for a graduate program even when it isn’t required .

Generally speaking, there’s no need to submit a grad school letter of intent with your application packet unless it’s expressly required for your application to be considered. This is true for programs that use an online application system where your personal information must be provided in the required fields. Some programs require a statement of purpose, meaning a letter of intent isn’t necessary. 

But if you’re submitting your application packet for a graduate program by mail, you should consider including a letter of intent as an introduction and a cover letter in one. You can also keep it shorter than usual if you already have a statement of purpose in your application packet. 

What are the qualities that graduate schools look for in graduate program applicants? 

While there’s no standard mold for the ideal graduate student, the strongest applicants have the following qualities highlighted in the letter of intent. These traits are in addition to the above-mentioned traits discussed in the Purpose of Graduate Letter of Intent section. 

• Research and professional interests that align with the grad school program’s learning outcomes, curriculum and focus of study 
• Relevant work experience that demonstrates a consistent career trajectory that supports a keen interest in the field of study 
• Proven track record of academic success and the potential for academic success in grad school
• SMART goals 

What are the common documents requested in applications? 

First, the official transcripts from all colleges and universities attended for undergraduate studies and graduate programs are a common requirement. These documents contain information about the major field of study and minor, academic performance, and prerequisites are taken. 

Second, standardized test scores like GRE and GMAT with specific minimum requirements for section scores are also common tools for evaluating academic performance in graduate school. Many programs make these scores optional, meaning you can submit them to boost your chances for admission in case of average GPAs. 

Your current resume must contain detailed information about your background, career goals, work experiences, volunteer and community activities, and organization membership. Your letters of recommendation should be from professionals who have first-hand experience with your academic performance and work ethic. You may need to submit a professional portfolio of work, usually when applying to an arts-centric program.

When should you send your application packet? 

On or before the deadline, of course! Allow ample time for the components of your application packet. Thus, the minimum 6-month recommendation before the deadline. You may even extend it to 12 months, so you don’t have to panic about transcripts or letters of recommendation getting lost in the mail. 

What to do if you’re rejected for admission? 

Don’t take it as a personal affront, for starters! Remember that the graduate program admissions committee has a difficult task – choosing the most suitable students from a large pool of applicants for a limited number of slots. You can always apply for the next admission cycle and hope for the best! 

But before that, you should consider taking these steps: 

• Check your grad school letter of intent and other application documents again. You may have missed putting in a crucial detail that could increase your chances of admission. 
• Call an admissions officer and ask for feedback, but be sure to do so respectfully instead of being accusatory, defensive, or desperate. Take note of the feedback so you can make the appropriate changes in your next application. 
• Write a thank-you note to the signatory on your notification letter. 

And take heart – this is a temporary setback! You have plenty of opportunities ahead, whether in the same graduate program or another. 

Key Takeaways

• Your grad school letter of intent is a cover letter, a sales pitch, and a self-advocacy letter, so it’s best to make a great first impression !
• Be sure to follow the form rules and write a professional, positive, and persuasive letter reflecting your desire for a graduate degree. Edit multiple times but make it your own.

Related Posts

We’re certain of one thing—your search for more information on picking the best graduate degree or school landed you here. Let our experts help guide your through the decision making process with thoughtful content written by experts.

Letter of intent for your PhD application

You have to submit a letter of intent when applying to the Doctorate in Philosophy in Education (PhD). This letter of intent is the opportunity to show your research interests, your professional goals and to describe how your previous academic and work experiences have prepared you for this program.

Below you will find quick tips to help you write your letter of intent

• Font: Times New Roman 12
• Spacing: Single-spaced
• Number of words: 1000 words maximum (4 pages)
• Margins: 2 cm minimum

Keep in mind that a PhD is about honing your key research interests and producing your own unique ideas.

Your letter must be clear, concise, precise and structured, and must include the following:

• Talk about your motivation to pursue graduate studies in education by connecting your research interests to your potential career.
• Describe the problem or question you are interested in.
• Describe what your proposed research will focus on, how you will study it, what you hope to learn and what your contribution will be.  Be detailed and specific .
• Explain why this research is important by outlining your research objectives.
• Situate your research in a  specific   context .Highlight the related literature. Show how your research is relevant and original and how it will contribute to the field of education.
• Explain your methodology, theoretical approach and framework.
• Summarize the assets that make you a qualified PhD candidate, one well suited to researching your proposed topic.

Overall tips

• Briefly summarize and emphasize your goals and purpose.
• Link your experience, current interests and goals.
• Restate what you expect from the program and the Faculty and how you will contribute to the academic and scholarly community.

A letter of intent is also required for a selection of Master programs. The requirements for a letter of intent for the Master programs are different from the ones for a PhD letter of intent. Find our what are the requirements for the Master programs letter of intent . 

Home » Writing an Impressive Letter of Intent for Graduate School

Writing an Impressive Letter of Intent for Graduate School

A letter of intent for graduate school is an essential part of your application package. It’s an opportunity for you to showcase your motivation, academic achievements, and professional goals to the admissions committee. It’s also a chance to demonstrate your writing skills and prove that you’re a strong candidate for the program, so take this opportunity seriously.

Writing a letter of intent for graduate school can be a confusing and possibly daunting task, so we’ll tell you what you need to know to create a compelling letter that sets you apart from other applicants and makes the adcom members go “WOW, we NEED this person in our program”.

What is a Letter of Intent for Graduate School?

Before we dive into the writing process, let’s first define what a letter of intent for graduate school is. A letter of intent, also known as a statement of purpose, is a document that outlines your academic and professional background, your reasons for pursuing graduate studies, and your future career aspirations.

When writing a letter of intent, you want it to be concise (no one is going to be impressed with a 10-page document), well-organized, and tailored to the specific program you’re applying to. You can think of this like a cover letter when you’re applying for a job – you don’t want to make it obvious that you wrote one template that can be sent to anyone. The letter should demonstrate your knowledge of the specific program, the faculty, and the research opportunities available.

How to Write an Impressive Letter of Intent for Graduate School

Now that you understand what a letter of intent for graduate school is, let’s go through the steps to writing one that will actually knock someone’s shoes off.

Step 1: Research the Program

Obviously, the first step in writing your letter of intent for graduate school is to research the program you’re applying to. This includes learning about the program’s faculty, curriculum, research opportunities, and any special requirements or deadlines. Take it one step further and research the clubs and social activities so you can talk about how you intend to contribute to the program. 

You should also read the program’s mission statement and values to understand what they look for in potential candidates. This will help you tailor your letter of intent to their specific needs and requirements. You can find information on their website, blogs, forums, and even by reaching out to current and former students.

Step 2: Brainstorm Ideas

Once you’ve done your research, it’s time to start brainstorming ideas for your letter of intent. Ask yourself the following questions:

• Why do you want to pursue graduate studies in this field?
• What are your academic and professional achievements?
• What research or projects have you worked on that are relevant to this program?
• What are your future career goals?

Make a list of your ideas and organize them into a logical order. Nothing is more distracting to a reader than a letter that is all over the place.

Step 3: Create an Outline

Using your list of ideas, create an outline for your letter of intent. This will help you organize your thoughts and ensure that your letter flows logically and smoothly.

Your outline should include the following sections:

• Introduction: Introduce yourself and explain why you’re interested in the program.
• Academic Background: Highlight your academic achievements and any relevant coursework.
• Professional Background: Discuss your professional experience and any relevant projects or research.
• Future Goals: Explain your future career goals and how this program will help you achieve them.
• Conclusion: Summarize your main points and express your enthusiasm for the program.

Step 4: Write Your Letter of Intent

Now that you have your outline, it’s time to start writing your letter of intent! Grab some coffee. Turn on some music to inspire you. Do whatever you need to do to motivate yourself to write. Starting is always hard, but once you have a workable draft, it’ll be much easier to go back and edit. Here are some tips to keep in mind:

• Be concise and clear. This isn’t the time to write a dissertation. 
• Be specific and provide examples to support your claims. 
• Tailor your letter to the specific program and faculty.
• Avoid clichés and generalizations.
• Use transitional phrases to connect your ideas. Remember, it needs to flow.
• Proofread your letter carefully for spelling and grammar errors.

Step 5: Get Feedback

Once you’ve written your letter of intent, it’s a good idea to get feedback from others. Ask a mentor, advisor, or colleague to review your letter and provide feedback on its content, structure, and overall effectiveness.

Getting feedback can help you identify areas where you need to improve and make your letter of intent even stronger.

Why Write a Letter of Intent for Graduate School?

While a letter of intent can be a powerful tool in your graduate school application, there are situations where it might not always be necessary.

• A letter of intent allows you to showcase your motivation, achievements, and goals in a more personal and detailed way than other application materials.
• A strong letter of intent can help you stand out from other applicants and increase your chances of getting accepted.
• Writing a letter of intent can help you clarify your academic and professional goals, and articulate why you’re the right fit for the program.
• Writing a strong letter of intent can be time-consuming and require a lot of effort and research (although if you’re scared off by a letter, you might want to consider whether you want to invest the time and money to go back to school).
• A poorly written or generic letter of intent can harm your chances of getting accepted. To avoid this, read our strategies above. 
• Some programs may not require or place much weight on a letter of intent, so it may not be worth the effort for every program. You should do some research on your program before deciding to write a letter.

Ultimately, the decision to write a letter of intent for graduate school depends on the specific program and your personal goals and circumstances.

Final Tips Before Sending the Letter of Intent

Yes, we have even MORE tips! We like to be helpful 🙂 

• Highlight your unique qualities and experiences: Your letter of intent is an opportunity to showcase what makes you unique and stand out from other applicants. 
• Show, don’t tell: Instead of simply stating that you’re passionate about the field or program, provide specific examples or experiences that demonstrate your interest and commitment.
• Avoid repeating information from other application materials: Your letter of intent should complement, not duplicate, your other application materials, such as your resume or transcripts.
• Use active, rather than passive, voice: Active voice makes your writing more engaging and dynamic. Instead of saying, “I was involved in a research project,” say, “I conducted research on…”
• Address any potential weaknesses in your application: If there are any weaknesses in your application, such as a low GPA or gap in your academic history, address them in your letter of intent. Explain how you’ve overcome these challenges or how they’ve helped shape your academic and professional goals.
• Start early: Writing a strong letter of intent takes time and effort, so it’s important to start early and give yourself plenty of time to research, brainstorm, and revise.
• Use a strong opening and closing: Your opening should grab the reader’s attention and make them want to keep reading, while your closing should summarize your main points and express your enthusiasm for the program. 
• Follow the guidelines and instructions: Be sure to carefully read and follow the guidelines and instructions provided by the program. This includes any word count limits, formatting requirements, or specific questions to address in your letter of intent.
• Be authentic: Your letter of intent should be a reflection of your own voice and personality. While it’s important to present yourself in a professional and polished manner, you should also strive to be authentic and genuine in your writing. Don’t try to sound like someone else or use overly flowery or complex language if that’s not natural to you. Instead, write in a way that feels comfortable and true to yourself.

FAQs about Writing a Letter of Intent for Graduate School

• A letter of intent should typically be one to two pages in length, depending on the specific requirements of the program.
• While you should avoid overly casual or informal language, you don’t need to use a highly formal writing style. Instead, aim for a clear, concise, and professional tone.
• Your letter of intent should include your academic and professional background, your reasons for pursuing graduate studies, your future career goals, and how the program will help you achieve them.
• While you can reuse some (emphasis on SOME) elements of your letter of intent for different programs, it’s important to tailor each letter to the specific program and faculty.

A letter of intent for graduate school is an important part of your application package that allows you to showcase your motivation, achievements, and goals to the admissions committee. By following the steps and tips outlined in this article, you can create a compelling and effective letter of intent that increases your chances of getting accepted into your dream program.

Remember to do your research, brainstorm your ideas, create an outline, write your letter, and get feedback to ensure that your letter of intent is as strong as possible. With a little effort and dedication, you can craft a letter of intent that’ll set you up for success!

Letter of Intent for Graduate School

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Last updated March 17th, 2023

• Letter of Intent (LOI) »

A letter of intent for graduate school  is a written proposal that expresses a student’s desire to be admitted to a university’s graduate program. It summarizes the applicant’s research interests and highlights their skills and reasons why they are an ideal candidate for the program. By outlining their academic experiences, achievements, and objectives, the letter allows the applicant to demonstrate they’re a good fit for the graduate program and that their research interests align with the faculty’s area of expertise.

What to Include in the Letter

A letter of intent for graduate school is submitted, among other documents, to a graduate program during the application process. It relays information not found in other parts of the application and provides insight into the applicant’s experiences, character, and motives for applying to the program. The letter allows them to explain why they belong in the program and how it corresponds with their academic and career goals.

How to Start

The applicant should introduce themselves and state the program they are applying to. They may also begin to explain their reasons for why they are seeking admission. The introduction should be direct and provide a general overview of the letter’s contents.

Example opening sentences :

• “ I am a recent graduate from [UNIVERSITY], seeking to pursue a graduate degree in nursing studies . “
• “ I am writing this letter to express my intention to conduct research on rehabilitation psychology in your graduate program. “
• “ I am a recent graduate passionate about urban design, and I hope to provide new insights to the architecture graduate program . “

The main body will discuss the applicant’s objectives and how the program can help them to pursue those goals. The applicant can also explain why the field is important to them .  Academic experiences and accomplishments that have prepared them for success in graduate studies should also be communicated.

The conclusion should include a sentiment of gratitude to the reader for their consideration. It may restate why the applicant is qualified to be admitted and how the program fits their goals. Lastly, the letter should end on an enthusiastic note expressing the applicant’s excitement to begin graduate studies.

Example closing phrases :

• In closing, I believe that my experiences and skills would be an asset to the graduate program at your institution, and I am confident I can contribute valuable insights.
• If I am admitted to the architecture graduate program, I will strive to reach my full potential as a student, and I will be dedicated to learning from the faculty and professors.
• I greatly appreciate your consideration of my application, and I will eagerly await your response.

Download:  PDF ,  Word (.docx) ,  OpenDocument Click to Copy Sample Copy to Clipboard

GRADUATE LETTER OF INTENT

[MM/DD/YYYY]

[SENDER NAME] [SENDER STREET ADDRESS] [SENDER CITY, STATE, ZIP]

[RECIPIENT NAME], [RECIPIENT TITLE] [INSTITUTION NAME] [INSTITUTION STREET ADDRESS] [INSTITUTION CITY, STATE, ZIP]

Dear [RECIPIENT NAME] ,

I am writing to express my objective in furthering my education in the [GRADUATE PROGRAM] . I believe that the [GRADUATE PROGRAM] is the perfect fit for my academic goals because of its [REASONS] , which align with my research in [RESEARCH] .

I am a [UNDERGRADUATE MAJOR] major at [UNIVERSITY] , and I am fascinated by [TOPIC] . My current research project focuses on [RESEARCH] , the objective of which is to  [OBJECTIVE] . [TOPIC] research is an integral part of my life because [REASONS] . As the [PROGRAM] has a strong focus on [TOPIC] , it is  the ideal environment for me to conduct [RESEARCH] research and expand the field. I have extensive experience in [EXPERIENCE] and have been awarded [ACCOMPLISHMENTS] , which are evidence of my proficiency and commitment to  succeed in your program.

I am deeply passionate about [TOPIC] and firmly believe that my research is well suited to the [GRADUATE PROGRAM] ‘s speciali zation. I am confident that my work ethic and dedication to [RESEARCH] will be a valuable asset to the program. Thank you for considering my application, and I look forward to speaking with you further.

Signature: ___________________

Tips for Writing the Letter

• Depending on the school’s criteria, the letter may be written in a narrative structure detailing the applicant’s experiences, struggles, and events.
• It is helpful to reference publications relevant to the applicant’s academic studies and research, along with the proper citation.
• Applicants should demonstrate they have thoroughly researched the program and its faculty and are familiar with their research and previous work.

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Gre prep online guides and tips, 7 successful statement of purpose examples.

Not sure what graduate schools are looking for in a statement of purpose? Looking at successful graduate school statement of purpose samples can help! In this guide, we’ll orient you to what makes a great statement of purpose or letter of intent for graduate school. Then we’ll provide you with four successful statement of purpose examples from our graduate school experts. We’ll also provide analysis of what makes them successful. Finally, we’ll direct you to even more helpful examples that you can find online!

The Graduate School Statement of Purpose: An Overview

A statement of purpose (also called a letter of intent or a research statement) introduces your interests and experience to the admissions committee. For research-focused programs, like most PhDs and many master’s degrees, your statement of purpose will focus primarily on your past research experience and plans. For more professionally-focused graduate programs, your statement of purpose will primarily discuss how your pursuit of this professional program relates to your past experiences, and how you will use the skills from the program in your future career.

A statement of purpose for grad school is also where you sell the admissions committee on why you belong in their program specifically. Why do you fit there, and how does what they offer fit your interests?

What’s in a Great Grad School Statement of Purpose?

Here are the essential elements of a strong graduate school statement of purpose:

Clear Articulation of Goals and Interests

A strong statement of purpose will clearly and specifically lay out your goals in undertaking the program and what you hope to accomplish with the degree. Again, for a research-focused program, this will focus primarily on the research project(s) you want to undertake while you are there. For a more professional program, discuss what interests you within the professional field and what skills/knowledge you hope to gain through the program.

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You should be as specific as possible in discussing what interests you. Use examples of particular phenomena, tools, or situations that you find exciting. If you are vague or say that everything in the field interests you, you run the risk of seeming unfocused or not actually that passionate.

Don’t worry that being too specific will box you into a particular research area or subfield during your entire tenure in graduate school. Your program understands that interests change—they won’t be pulling out your research statement to cross-reference with your dissertation proposal!

Evidence of Past Experience and Success

A great graduate school statement of purpose will also show programs that you have already been successful. They want applicants that will be able to follow through on their research/professional plans!

To this end, you’ll need to provide evidence of how your background qualifies you to pursue this program and your specific interests in the field. You’ll probably discuss your undergraduate studies and any professional experience you have. But be sure to draw on specific, vivid examples.  You might draw on your thesis, major projects you’ve worked on, papers you have written/published, presentations you’ve given, mentors you’ve worked with, and so on. This gives admissions committees concrete evidence that you are qualified to undertake graduate study!

Interest and Fit With the Program

The third essential ingredient to a great statement of purpose is to clearly lay out why you and the program are a good fit. You should be able to identify both specific reasons why your work fits with the program and why the program suits your work/interests! Are there particular professors you’d like to work with? Does the department have a strong tradition in a certain methodology or theory you’re interested in? Is there a particular facet to the curriculum that you’d like to experience?

Showing that you and the program are a match shows that you chose the program thoughtfully and have genuine interest in it. Programs want to admit students who aren’t just passionate about the field. They want students who are genuinely enthused about their specific program and positioned to get the most out of what they have to offer.

Strong Writing

The final essential piece of a strong statement of purpose or letter of intent is strong writing. Writing skills are important for all graduate programs. You’ll need to demonstrate that you can clearly and effectively communicate your ideas in a way that flows logically. Additionally, you should show that you know how to write in a way that is descriptive but concise. A statement of purpose shouldn’t ever be longer than two pages, even without a hard word limit.

Admissions committees for humanities programs may be a little more focused on writing style than admissions officers for STEM programs. But even in quantitative and science-focused fields, written communication skills are an essential part of graduate school. So a strong statement of purpose will always be effectively written. You’ll see this in our statement of purpose for graduate school samples.

Real, Successful Statement of Purpose Samples

In this section, we’ll present four successful graduate school statement of purpose examples from our graduate school experts, along with a brief commentary on each statement. These statements come from a diverse selection of program types to show you how the core essentials of a statement of purpose can be implemented differently for different fields.

Note: identifying information for these statements have been changed—except for example four, which is my statement.

• Statement of Purpose Sample One: Japanese Studies MA

This statement of purpose is notable for its great use of space and its vivid descriptions. The author is able to cram a lot into about a page. She discusses how she came to her two primary research interests (and how they are connected). She integrates this discussion of her interests with information on her past experiences and qualifications for pursuing the course of study. Finally, she includes details on her goals in pursuing the program and components of the program that interest her. Her examples are specific and fleshed-out. There’s a lot very cleverly included in a small amount of page space!

Additionally, the language is very vivid. Phrases like “evocative and visceral” and “steadily unraveling,” are eye-catching and intriguing. They demonstrate that she has the writing skills necessary to pursue both graduate study and her interest in translation.

• Statement of Purpose Sample Two: Music MM

This sample is fairly long, although at 12 point Times New Roman it’s under two pages single-spaced. The length of this statement is partially due to the somewhat expansive nature of the prompt, which asks what role music has played in the applicant’s life “to date.” This invites applicants to speak more about experiences further in the past (in the childhood and teen years) than is typical for a statement of purpose. Given that this is for a master’s degree in music, this is logical; musical study is typically something that is undertaken at a fairly young age.

This statement does an excellent job describing the student’s past experiences with music in great detail. The descriptions of the student’s past compositions and experiences performing new music are particularly vivid and intriguing.

This statement also lays out and elaborates on specific goals the student hopes to pursue through the program, as well as features particular to the program that interest the student (like particular professors).

• Statement of Purpose Sample Three: Economics PhD

One of the first things you’ll likely notice about this statement is that it’s a little on the longer side. However, at 12 point Times New Roman font and single-spaced, it still comes in under 2 pages (excluding references). It makes sense for a PhD statement of purpose sample to be longer than a master’s degree statement of purpose—there’s more to lay out in terms of research interests!

The writing style is fairly straightforward—there’s definitely a stronger focus on delivering content than flashy writing style. As Economics is a more quantitative-focused field, this is fine. But the writing is still well-organized, clear, and error-free.

The writer also gives numerous examples of their past work and experience, and shows off their knowledge of the field through references, which is a nice touch.

• Statement of Purpose Sample Four: History of the Book MA

This is actually my statement of purpose. It was for a program that I got accepted to but did not end up attending, for a Master’s in the History of the Book. You’ll notice that the two essay prompts essentially asked us to split our statement of purpose into two parts: the first prompt asked about our research interests and goals, and the second prompt asked about our relevant experience and qualifications.

I’ll keep my comments on this graduate school statement of purpose sample brief because I’ll do a deep dive on it in the next section. But looking back at my statement of purpose, I do a good job outlining what within the field interests me and clearly laying out how my past experiences have qualified me for the program.

Obviously this statement did its job, since I was accepted to the program. However, if I were to improve this statement, I’d change the cliche beginning  (“since I was a child”) and provide more specificity in what about the program interested me.

Deep Dive Analysis of a Sample Statement of Purpose for Graduate School

Next, we’ll do a paragraph by paragraph analysis of my statement, statement of purpose sample four. I’ll analyze its strengths and suggest ways I could shore up any weaknesses to make it even stronger.

Essay 1: Academic Interests

To refresh, here’s the first prompt: Please give a short statement that describes your academic interests, purpose, objectives and motivation in undertaking this postgraduate study. (max 3500 chars – approx. 500 words)

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Since I was a child, my favorite thing has always been a book. Not just for the stories and information they contain, although that is a large part of it. Mostly, I have been fascinated by the concept of book as object—a tangible item whose purpose is to relate intangible ideas and images. Bookbindings and jackets, different editions, the marginalia in a used book—all of these things become part of the individual book and its significance, and are worth study and consideration. Books and their equivalent forms—perfect bound, scrolled, stone tablets, papyrus—have long been an essential part of material culture and are also one of our most significant sources of information about the human historical past. Through both the literal object of the book, the words contained thereon, and its relationship to other books—forms of context, text and intertext—we are able to learn and hopefully manage layers of information with which we would otherwise have no familiarity.

First, the good: this paragraph does a good job introducing my academic interest in the book-as-object, and shows off pre-existing knowledge both of the study of material culture and literary theory. Additionally, the language is engaging: the juxtaposition of “tangible” and “intangible” in the beginning and phrases like “perfect bound, scrolled, stone tablets, papyrus” lend life to the writing and keep the reader engaged.

If I were to go back and improve this paragraph, first, I would absolutely change the first sentence to something less cliche than talking about my childhood. I might try something like “My love of books is a multifaceted thing. I don’t only love them for the stories and….” Second, I would chill out on the em dashes a little bit. Three sets in one paragraph is a little excessive. Finally, I might actually cut this paragraph down slightly to make more room word-wise later in the statement to discuss what specific things about the program interest me.

Paragraph 2

Furthermore, blogs, webcomics, digital archives, e-readers, and even social media sites like tumblr and Facebook have revolutionized the concept of the book by changing how we share and transmit ideas and information, just as the Gutenberg printing press revolutionized the book all those years ago in the fifteenth century. Once again there has been an explosion both in who can send out information and who can receive it.

This paragraph briefly and effectively introduces my other main academic interest: how new technology has changed the concept of the book-as-object. The tie-back to the printing press is a nice touch; it’s a vivid example that shows that I’m aware of important historical moments in book history.

Paragraph 3

I am deeply interested in the preservation of the physical book, as I think it is an important part of human history (not to mention a satisfying sensory experience for the reader). However I am also very concerned with the digitization and organization of information for the modern world such that the book, in all of its forms, stays relevant and easy to access and use. Collections of books, archives, and information as stored in the world’s servers, libraries and museums are essential resources that need to be properly organized and administered to be fully taken advantage of by their audiences. My purpose in applying to the University of Edinburgh’s Material Culture and History of the Book is to gain the skills necessary to keep all forms of the book relevant and functional in an age when information can move more radically than ever before.

This paragraph actually has a focus problem. Since it covers two topics, I should split it into two paragraphs: one on the integration of my two interests, and one on my goals and interests in the program. I could also stand to expand on what features the program has that interest me: professors I’d like to work with, particular aspects of the curriculum, etc.

In spite of these things, however, this paragraph does a good job clearly integrating the two academic interests related to the book I introduced in the first two paragraphs. And the language is still strong —“satisfying sensory experience” is a great phrase. However, I’ve been using the word “information,” a lot; I might try to replace with appropriate synonyms (like “knowledge”) in a couple of places.

Paragraph 4

Additionally, I intend on pursuing a PhD in Library and Information Sciences upon completion of my master’s and I feel that this program while make me uniquely suited to approach library science from a highly academic and interdisciplinary perspective.

This final paragraph offers just quick touch on my future goals beyond the program. It’s typically fine for this to be relatively brief, as it is here, just so long as you can clearly identify some future goals.

Essay 2: Relevant Experience

The second prompt just asked me to describe my relevant knowledge, training, and skills.

As a folklore and mythology student, I have gained a robust understanding of material culture and how it relates to culture as a whole. I have also learned about the transmission of ideas, information, stories and pieces of lore among and between populations, which is an important component of book history. Folklore is also deeply concerned with questions of the literary vs. oral lore and the tendency for text to “canonize” folklore, and yet text can also question or invert canonized versions; along with this my studies in my focus field of religion and storytelling have been deeply concerned with intertextuality. One of my courses was specifically concerned with the Heian-period Japanese novel The Tale of Genji and questions of translation and representation in post-Heian picture scrolls and also modern translations and manga. In addition to broader cultural questions concerned with gender and spirituality both in historical Japan and now, we considered the relationships between different Genji texts and images.

This is a strong, focused paragraph. I relate my academic background in Folklore and Mythology to my interests in studying the book, as well as showing off some of my knowledge in the area. I also chose and elaborated on a strong example (my class on the Tale of Genji ) of my relevant coursework.

I also have work experience that lends itself to the study of the book. After my freshman year of college I interned at the Chicago History Museum. Though I was in the visitor services department I was exposed to the preservation and archival departments of the museum and worked closely with the education department, which sparked my interest in archival collections and how museums present collection information to the public. After my sophomore year of college and into my junior year, I worked at Harvard’s rare books library, Houghton. At Houghton I prepared curated collections for archival storage. These collections were mostly comprised of the personal papers of noteworthy individuals, categorized into alphabetical folders. This experience made me very process-oriented and helped me to understand how collections come together on a holistic basis.

This paragraph also has a clear focus: my past, relevant work experience. Discussing archival collections and presenting information to the public links the interests discussed in my first statement with my qualifications in my second statement. However, if I were to revise this paragraph, I would add some specific examples of the amazing things I worked on and handled at Houghton Library. In that job, I got to touch Oliver Cromwell’s death mask! An interesting example would make this paragraph really pop even more.

Finally, in my current capacity as an education mentor in Allston, a suburb of Boston, I have learned the value of book history and material culture from an educational perspective. As a mentor who designs curriculum for individual students and small groups, I have learned to highly value clearly organized and useful educational resources such as websites, iPad apps, and books as tools for learning. By managing and organizing collections in a way that makes sense we are making information accessible to those who need it.

This final paragraph discusses my current (at the time) work experience in education and how that ties into my interest in the history of the book. It’s an intriguing connection and also harkens back to my discussion of information availability in the paragraph three of the first statement. Again, if I were to amp up this statement even more, I might include a specific example of a book-based (or book technology-based) project I did with one of my students. I worked on things like bookbinding and making “illuminated manuscripts” with some of my students; those would be interesting examples here.

This statement is split into two parts by virtue of the two-prompt format. However, if I were to integrate all of this information into one unified statement of purpose, I would probably briefly introduce my research interests, go in-depth on my background, then circle back around to speak more about my personal interests and goals and what intrigues me about the program. There’s not really one correct way to structure a statement of purpose just so long as it flows well and paragraphs are structured in a logical way: one topic per paragraph, with a clear topic and concluding sentence.

More Statement of Purpose Examples

We’ve provided you with four great graduate school statement of purpose examples from our graduate school experts. However, if you’re looking for more, there are other sample letters of intent and statements of purpose for graduate school online. We’ve rounded up the best ones here, along with some strengths and weaknesses about each example.

Majortests Statement of Purpose Sample

This is a fairly straightforward, clearly written statement of purpose sample for a biology program. It includes useful commentary after each paragraph about what this statement of purpose is accomplishing.

• This statement of purpose sample is well-organized, with clear topic sentences and points made in each paragraph.
• The student clearly identifies what interests her about the program.
• The student proactively addresses questions about why she hasn’t gone directly to graduate school, and frames her professional research experience as a positive thing.
• She gives a tiny bit of color about her personality in a relevant way by discussing her involvement with the Natural History Society.
• In general, discussing high school interests is too far back in time unless the anecdote is very interesting or unusual. The detail about The Theory of Evolution is intriguing; the information about the high school teacher seems irrelevant. The student should have condensed this paragraph into a sentence or two.
• While this statement is cogently written and makes the candidate sound competent and well-qualified, it’s not exactly the most scintillating piece of writing out there. Some of the constructions are a little awkward or cliche. For example, the “many people have asked me” sentence followed by “the answer is” is a little bit clunky. This is probably fine for a STEM program. But just be aware that this statement is not a paragon of writing style.

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UC Berkeley History Statement of Purpose Sample

This is a graduate school statement of purpose example from the UC Berkeley History department’s PhD program, with annotations from a professor as to why it’s a successful statement.

• The author is able to very clearly and articulately lay out her research interests and link them to past work she has successfully completed, namely, her thesis.
• She is able to identify several things about the program and Berkeley that indicate why it is a good fit for her research interests.
• She addresses the time she spent away from school and frames it as a positive, emphasizing that her use of time was well-considered and productive.
• Her writing is very vivid, with excellent word choice and great imagery.

While very well-written and engaging, this sample statement of purpose for graduate school is a little bit on the long side! It’s a little over two single-spaced pages, which is definitely pushing the limits of acceptable length. Try to keep yours at 2 pages or less. Some of the information on the thesis (which comprises over half of the statement of purpose) could be condensed to bring it down to two pages.

Pharmacy Residency Letter of Intent Sample

This is not technically a sample letter of intent for graduate school because it’s actually for a pharmacy residency program. However, this example still provides illumination as to what makes a decent graduate school letter of intent sample.

• This is a serviceable letter of intent: the writer clearly lays out their own goals within the field of pharmacy, what qualifications they have and how they’ve arrived at their interests, and how the program fits their needs.
• The writing is clearly structured and well-organized.
• The main weakness is that some of the writer’s statements come across as fairly generic. For example, “The PGY-1 Residency Program at UO Hospitals will provide me with the opportunity to further develop my clinical knowledge, critical thinking, teaching, research, and leadership skills” is a generic statement that could apply to any residency program. A punchier, more program-specific conclusion would have amped up this letter.
• While the writer does a decent job providing examples of their activities, like working as a tutor and attending the APhA conference, more specificity and detail in these examples would make the statement more memorable.
• There’s a typo in the last paragraph —a “to” that doesn’t belong! This is an unprofessional blip in an otherwise solid letter. Read you own letter of intent aloud to avoid this!

NIU Bad Statement of Purpose Example

This is an ineffective graduate school statement of purpose example, with annotations on why it doesn’t work.

As you might imagine, the main strength in this document is as an example of what not to do. Otherwise, there is little to recommend it.

• The annotations quite clearly detail the weaknesses of this statement. So I won’t address them exhaustively except to point out that this statement of purpose fails at both content and style. The author includes irrelevant anecdotes and lists without offering a decisive picture of interests or any particular insight into the field. Additionally, the statement is riddled with grammatical mistakes, awkward sentence structures, and strange acronyms.
• You’ll note that the commentary advises you to “never start with a quote.” I agree that you should never start with a freestanding quote as in this example. However, I do think starting with a quote is acceptable in cases like the Berkeley history example above, where the quote is brief and then directly linked to the research interest.

Graduate School Statement of Purpose Examples: 4 Key Points

Graduate programs ask for statement of purpose to hear about your interests and goals and why you think you and the program would be a good fit.

There are four key elements to a successful statement of purpose:

• A clear articulation of your goals and interests
• Evidence of past experiences and success
• Interest and fit with the program
• Strong writing

We’ve provided you with four successful statement of purpose samples from our graduate school experts!

We also provided additional statement of purpose samples (and a sample letter of intent) for graduate school from other sources on the internet. Now you have all kinds of guidance!

What’s Next?

If you’re looking for more information on graduate school , see our guide to what makes a good GPA for grad school .

Not sure if you need to take the GRE ? See if you can get into graduate school without GRE scores .

Want more information about the GRE? We can help you figure out when to take the GRE , how to make a GRE study plan , and how to improve your GRE score .

Ready to improve your GRE score by 7 points?

Author: Ellen McCammon

Ellen is a public health graduate student and education expert. She has extensive experience mentoring students of all ages to reach their goals and in-depth knowledge on a variety of health topics. View all posts by Ellen McCammon

Writing your personal statement

When putting together your application for graduate school, one of the supporting documents your program may require as part of the supplementary information form is a personal statement . A personal statement is your opportunity to explain more about who you are and why you belong in the program to which you’re applying, aside from your grades and test scores. This can be a powerful tool for demonstrating that you’re a great candidate!

At Waterloo, we have different names and formats for personal statements. They can also be referred to as a letter of intent or a statement of interest . Some programs will have a specific set of prompts/questions for you to answer, but others will not. Find out this information by searching your program in the Graduate studies academic calendar .

This video will walk you through the basics of writing a personal statement, including the main elements of a strong statement and what types of experiences you can include.   

Three main elements of a strong personal statement

• Your interest in the program
• The tools and skills that will help you succeed
• Why the program is a good fit for you

1. Your interest in the program

Some prompting questions to ask yourself include: 

• What problem do you want to solve? How do you know it’s a problem? What have you learned about it over time?
• What is drawing you to this program? What makes this a good next step for you?
• Who is it that you want to help with this degree? How do you know they need help?
• Why are you interested in this topic? What learning have you done in this area? What is it that you find exciting?

2. The tools and skills that will help you succeed

• What do you do well? How do you know you do it well? What do you do that’s different than somebody who is not good at this?
• What does it take to be good at what you want to do? What does someone need to know, do, or learn? When have you worked/learned in an environment like this? You may think you don’t have relevant experience but re-frame the experience you DO have. For example, if you don’t have relevant research experience, how do you share that you’re a good candidate? You’ve completed previous degrees, which teach you how to research.
• What have you observed or thought about that’s relevant to this work?

3. Why the program is a good fit for you

• How do your research interests match faculty interests? This is particularly important for research or thesis-based programs. What connects your proposed work with theirs?
• What did you notice about the program design, location, or content?
• What do you want to learn and how does this match the degree? For example, if a master’s degree is a pre-requisite for a career you’re interested in, WHY is it required?
• You can also frame this around your goals when you finish. How do these goals match the program?

Before you submit your statement

Don't forget to review it carefully, check for spelling and grammar, and have someone else look at it!

Additional resources

For current Waterloo students and alumni, the Centre for Career Development offers further education support , including working with you on your application documents like personal statements. For non-Waterloo students, your university may have similar resources available.

We hope that this information will help you in crafting your personal statement, getting you one step closer to a top-notch graduate studies application package!

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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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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

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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 Write a Letter of Intent for a PhD Program

Andrew aarons, 26 sep 2017.

Applying for a Ph.D. usually involves a lot of paperwork. Transcripts need to be sent, writing samples need to be selected and academic references need to be requested. Amidst all that flurry, don’t neglect your letter of intent, often called a statement of purpose. It introduces you and your research interests to the admissions committee -- the group of faculty members that may choose you to work with them -- and it’s one of the most important determinants of whether or not you’ll get into your program of choice.

Explore this article

• Keep it Short
• Talk about Yourself
• Talk About Your Readers
• Follow the Rules

1 Keep it Short

Instead of being afraid of the admissions committee, put yourself in their place. They’re locked in a room together, probably for many hours, with stacks of letters to read and probably not enough coffee. Which prospective student do you think they’ll prefer: the one who writes a novel-length manuscript about why they should be admitted to a program or the one who keeps it to a page or two? If you are given a word limit, be sure not to go over it; if you’re not given a word limit, then err on the side of caution and don’t write more than two pages, double spaced.

2 Talk about Yourself

Now is not the time to be shy or humble. Reserve your self-deprecating jokes for first dates -- in a letter of intent, you need to exude confidence. Confidence, however, doesn't mean cocky. To sell yourself to the admissions committee, don’t just say that you’re awesome and leave it at that. Let them know that you’ve accomplished awesome things. Admissions committees know that the best predictor of future behavior is past behavior, and by proving that you’ve excelled in this field during your undergraduate or master's degrees, you’ll convince them why you will excel during a doctorate program.

3 Talk About Your Readers

The admissions committee isn’t only interested in knowing that you’re a great scholar: they want to know that you’ll be a great fit with their scholarly community. When they select a new crop of Ph.D. students, they’re not only choosing a group of people who they might want to attend their classes, collaborate with on research projects, and run into in the halls. Do background research before you write your letter of intent to get an idea of faculty research interests, and demonstrate how well they align with yours.

4 Follow the Rules

When you apply for a Ph.D. program, you are given a clear set of rules to follow. The department should clearly articulate what they want you to discuss in your letter of intent. If they tell you they want to know about when you first became interested in your field, be sure to discuss that in detail; similarly, if they ask you to explain what you want to study specifically, demonstrate a sophisticated knowledge of your area of interest.

• 1 University of Victoria: Letter of Intent
• 2 Simon Fraser University: How to Write a Letter of Intent When Applying to a Graduate Program

About the Author

Living in Canada, Andrew Aarons has been writing professionally since 2003. He holds a Bachelor of Arts in English literature from the University of Ottawa, where he served as a writer and editor for the university newspaper. Aarons is also a certified computer-support technician.

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2025 Delta Science Fellowship

Notices of Intent to submit are due by 5:00PM PT, June 24, 2024. Applications are due by 5:00PM PT, August 26, 2024

NOTE: The Delta Science Program and California Sea Grant will host an optional informational webinar to review the fellowship program and application logistics on May 22nd, 2024 from 10:30AM - 12:00PM PT.

To register for the RFA information webinar, go to  https://ucsd.zoom.us/webinar/register/WN_KMVM-srgTvmdZneHUldiqg This presentation will be recorded and made available on the Sea Grant website.

*If this is your first time using Zoom, we encourage you to login at least five minutes before the webinar starts, as you may need to download software.

• Delta Stewardship Council
• Delta Science Program
• The Science Action Agenda
• California Sea Grant
• Delta Science Fellows Program
• Fellowship Opportunities

Fellowship Program

• Mentoring Plan
• 2025 Priority Topic Areas

Guiding Documents

• Research Mentors
• Community Mentors
• Communication of Information

Fellowship Selection and Application Process

Eligibility

Evaluation Process

• Selection Procedure

Application Process and Contents

Information Contact

Appendices .

Appendix A: Sample Fellow Mentoring Plan Appendix B: Map of the Delta

Please read this solicitation carefully as there have been changes from previous announcements. 

The Delta Science Program and California Sea Grant are excited to announce the 14th round of Delta Science Fellowships, with support for the 2025-2026 academic years. This fellowship funds research projects of up to two years in duration that will advance the state of knowledge underlying high priority science issues that affect the Sacramento-San Joaquin Delta (Delta) and its management as an integrated socio-ecological system. Eligible applicants include postdoctoral researchers, Ph.D. students, and master’s students. Priority topic areas are identified below, and include research in both the biophysical and social sciences. For the purposes of this request for applications (RFA), biophysical science refers to biological, chemical, and/or physical science. The Fellows award includes a monthly stipend along with research and/or education-related expenses (including tuition and/or health benefits) up to $110,522/year for postdoctoral fellows and $94,500/year for Ph.D. and master’s fellows, including indirect costs. Fellowships include up to two years of support.  Notices of Intent to submit are due by 5:00PM PT, June 24, 2024. Applications are due by 5:00PM PT, August 26, 2024.

Delta Stewardship Council On February 3, 2010, the Sacramento-San Joaquin Delta Reform Act of 2009 took effect, creating the Delta Stewardship Council (Council) as an independent state agency. The Council’s mission is to advance the state’s coequal goals for the Delta as described in the 2009 Delta Reform Act: achievement of a more reliable statewide water supply and a healthy and protected ecosystem, both in a manner that protects and enhances the unique characteristics of the Delta as an evolving place. Under the same legislation, the Delta Science Program within the Council became the successor to the CALFED Science Program, which previously sponsored the CALFED (now “Delta”) Science Fellowship.  

Delta Science Program The mission of the Delta Science Program is to provide the best possible unbiased scientific information to inform water and environmental decision-making in the Delta. The Delta Science Program carries out its mission by funding research, synthesizing and communicating scientific information to policy and decision makers, promoting independent scientific peer review, and coordinating with Delta agencies to promote science-based adaptive management (Delta Reform Act 2009, Water Code section 85280(b)(4)). 

The Science Action Agenda The  2022-2026 Science Action Agenda (SAA) is a four-year multidisciplinary science agenda for the Delta that prioritizes and aligns science actions to respond to relevant management questions and inform management decisions. The SAA was developed through a collaborative process and provides a list of high priority science actions (e.g. research, synthesis, science communication activities) that complement goals in the  2019 Delta Science Plan , which generally seeks to achieve the vision ‘One Delta, One Science’ – an open Delta science community that works collaboratively to build a shared body of scientific knowledge with the capacity to adapt and inform future water and environmental decisions.  The 2025 Delta Science Fellowship priority topic areas are based on the 2022-2026 Science Action Agenda.

People are an influential and inextricable component of the Delta environment. The Council recognizes the important role of social science in advancing Delta management and restoration. However, social science in the Delta has received significantly less research attention than the biophysical sciences. To that end, a specific area of emphasis for the 2025 Delta Science Fellows Program is investigations that aim to better understand the human and social components of the Delta system . Proposals will be evaluated by   two separate review panels: one for social science applications and one for biophysical science applications. For more context on the growing effort to integrate social science research and management in the Delta, please see the Council's  Social Science Integration Webpage and the  Social Science Task Force Report .

California Sea Grant California Sea Grant ’s mission is to provide the information, tools, training and relationships needed to help California conserve and sustainably prosper from our coastal and marine environments. We accomplish this by collaborating with a range of local, state, regional, national, and international partners to further the acquisition and application of relevant scientific knowledge.

In partnership with agency partners, industry and other academic partners, California Sea Grant is committed to contributing to a diverse, skilled and environmentally literate workforce that can address critical local, regional and national challenges. Our long-standing collaboration with the Delta Science Program helps California Sea Grant provide training opportunities that advance education and career development in diverse facets of coastal and ocean sciences.

Delta Science Fellows Program The purpose of the Delta Science Fellows   Program is to train the next generation of science leaders in the Delta by bringing together fellows with research mentors and community mentors in collaborative research, data analysis, and synthesis projects relevant to Delta policy and management. California Sea Grant will administer and manage the fellowship program on behalf of the Delta Science Program. Fellowships will be awarded based on the intellectual merit and broader impacts articulated in the application and the expected contribution of the work to the priority issues identified in the 2022-2026 SAA . Additionally, proposals will be assessed for the degree to which the proposed activity will promote high quality mentorship of the fellow by research and community mentor(s), as well as contribute to furthering diversity, equity, and inclusion (DEI) and other beneficial, broader societally-relevant impacts in the sciences.

Goals The goals of the Delta Science Fellows Program are to:

• Engage highly qualified scientific talent to help advance the state of knowledge in social and biophysical science on high priority Management Needs and Science Actions identified by the SAA. 
• Provide support for the training and development of social and biophysical scientists to work on research projects that support resource management in the Delta and contribute to DEI in Delta science; and 
• Promote scientific partnerships across research institutions, agencies, non-profit organizations, Delta communities, and multiple disciplines.

Summary of Eligibility and Requirements To be eligible, applicants  must identify at least one community mentor (more than one is acceptable) and a research mentor. A community mentor is a subject matter expert who conducts science or uses scientific information to further scientific understanding, management, or decision making in the Delta. Community mentors may work for tribal governments; state, federal, or local agencies; nonprofit or private organizations; or possibly universities. The community mentor(s) will provide guidance for the fellow's project with respect to outreach and communications, relevance to management, and the timeliness of the research questions and approach.

The research mentor, typically the fellow’s advisor or committee chair, will serve as the lead mentor for the fellow, providing broad oversight and review of the fellow’s research and products. During the fellowship, the fellow, community mentor(s), and research mentor will collaborate on the approved project, and together they will provide regular progress updates to the Delta Science Program that include information about outreach products, conference abstracts, and draft or published scholarly manuscripts. A mentoring plan between the fellow, the research mentor, and the community mentor(s) will be required within one month after the fellowship is initiated (see Appendix A). 

Applicants are encouraged to use existing data sets to the maximum extent feasible. If collection of new data is part of the proposed research, the prospective fellow should clearly explain how these new data will supplement available data and what existing data will be used as part of the project. 

Proposed fellowship projects must either be physically located in the Delta or provide a demonstrable link to the Delta and address the priority research topics identified in the 2022-2026 SAA. A link to the Delta could include hydrologic connection, tribal ancestral/spiritual connection, social/cultural connection, etc. The “Delta” means the Sacramento-San Joaquin Delta (see Appendix B) as defined in Water Code Section 12220 and the Suisun Marsh as defined in Public Resources Code Section 29101 (Water Code Section 79702[e]).

Expected Awards The Delta Science Program and partner organizations are expected to sponsor a total of approximately 5 fellows across multiple disciplinary areas. 

Award The fellowship will provide up to two (2) years of support based on scope/type of projects and contingent upon the availability of funds, for postdoctoral, Ph.D., and master’s fellows. The award includes funds for a monthly stipend and for research- and/or education-related expenses including tuition and/or health benefits. Once the successful fellows are selected, California Sea Grant will issue the award (including stipend and research-related expenses) to the university, college, or research institution that is the affiliation of the fellow and research mentor. 

Postdoctoral fellows will receive a stipend up to $66,868 per year. Ph.D. and master’s fellows will receive a stipend of up to $45,000 per year, for a maximum duration of two years. In addition, each fellow may request funds (up to $15,000 per year for postdoctoral fellows or $25,000 per year for Ph.D. and master’s fellows) for research supplies/equipment, travel, and other expenses necessary for carrying out the proposed research, as well as education-related expenses including tuition and/or health benefits. Travel may include attendance at scientific meetings either virtually or in person, including the Bay-Delta Science Conference or State of the Estuary Conference (see “Communication of Information”). 

The funds for research-related costs and benefits are subject to a maximum indirect cost rate limit of 35%, in accordance with rates determined/set by the cooperative agreement between the Delta Science Program and California Sea Grant. The maximum amount requested for the stipend plus research and/or education-related expenses (including tuition or health benefits) should not exceed $110,522/year for postdoctoral fellows and $94,500/year for Ph.D. and master’s fellows, including indirect costs.

For Ph.D. and master’s fellows, the portion of the award provided to each fellow for tuition (unless waived), health insurance, and other university fees will be determined by each university in accordance with its guidelines. The portion of the award for living expenses will be distributed as a monthly stipend, not as salaries, wages, and benefits, by the academic or research institution affiliated with the fellow. 

Continued support after the first year will be contingent on satisfactory performance and on the availability of funds. 

Mentoring Plan A formal mentoring plan must be submitted within one month after funds are awarded and the fellowship is initiated. The purpose of the mentoring plan is to ensure a quality experience for the fellow that provides a springboard to a career in scientific research or program implementation.

A sample mentoring plan is provided in Appendix A.

2025 Priority Topic Areas For 2025, the Delta Science Fellows Program is requesting research proposals that are responsive to one or more of the priority Management Needs and associated Science Action(s) identified in the draft 2022-2026 Science Action Agenda (SAA).

2022-2026 Science Action Agenda Management Needs:

Improve coordination and integration of large-scale experiments, data collection, and evaluation across regions and institutions

Enhance monitoring and model interoperability, integration, and forecasting

Expand multi-benefit approaches to managing the Delta as a social-ecological system

Build and integrate knowledge on social process and behavior of Delta communities and residents to support effective and equitable management

Acquire new knowledge and synthesize existing knowledge of interacting stressors to support species recovery

Assess and anticipate climate change impacts to support successful adaptation strategies

• Delta Science Tracker:  https://sciencetracker.deltacouncil.ca.gov  
• 2022-2026 Science Action Agenda:  https://scienceactionagenda.deltacouncil.ca.gov/  
• Social Science Task Force Report:  https://deltacouncil.ca.gov/pdf/science-program/delta-social-science-task-force/2020-04-07-task-force-final-report.pdf  
• Delta Science Plan:  https://deltacouncil.ca.gov/pdf/2019-delta-science-plan.pdf  
• The State of Bay Delta Science:  http://sbds.deltacouncil.ca.gov/

Research Mentors Fellowship applicants  must include a letter of support from the research mentor they plan to work with on the proposed effort. Research mentors must be scholars actively engaged in biophysical sciences or social sciences as the primary focus of their position, with a publication record in peer-reviewed journals. Research mentors working at academic institutions must be employed at the tenure-track level of Assistant Professor or higher (academics holding non-teaching, research faculty or extension positions are also eligible to be research mentors).

Applicants for the Ph.D. and master’s fellowships should be working with a research mentor from the academic institution at which they are enrolled. Applicants for the postdoctoral fellowship may work with mentors from any academic or research institution.

Community Mentors In addition to working with research mentors, fellows  are required to collaborate with at least one community mentor. The role of this mentor is to help guide research relevance, participate in the co-production of research, and help translate and communicate findings for non-academic audiences. Community mentors must have relevant subject matter expertise and be familiar with existing data and resource issues central to the proposed research. Current involvement with Delta programs or agencies working on Delta issues is preferred. Community mentors may be scientists, managers, engineers, scientific/technical staff, or other subject matter experts in agencies, environmental organizations, community-based groups, tribes, or stakeholder associations. 

Fellows will work closely with community mentors, sharing ideas and progress throughout the project. Fellows may also communicate their findings and request feedback from appropriate scientific/technical groups focused on the Delta system, e.g., the  Interagency Ecological Program project work teams .

As part of the application, applicants must identify at least one community mentor and include a letter of support from that community mentor.  Applicants need to enlist the community mentor during the proposal development stage in order to develop the collaboration and receive the community mentor’s feedback on the proposed work. Applicants may have more than one community mentor.

When submitting the NOI form, applicants should identify if they need help identifying a community mentor, and if so, provide sufficient information in their project description to help the Delta Science Program provide resources on finding a community mentor. 

Communication of Information BAY-DELTA SCIENCE OR STATE OF THE ESTUARY CONFERENCE Fellows will be required to present the results of their research at the Bay-Delta Science Conference or the State of the Estuary Conference, either as a poster or oral presentation. The conferences are held either virtually or in-person in Sacramento and the San Francisco Bay area, respectively. Fellows should budget for travel to at least one conference in their application. Fellows are also strongly encouraged to present their research at other national and international professional meetings.

PEER-REVIEWED PUBLICATIONS Fellows are required to publish results from this fellowship in peer-reviewed, open-access journals. Fellows may choose to publish their work in any such journal, but an example of a regionally focused, open access peer-reviewed journal is San Francisco Estuary & Watershed Science.

DELTA STEWARDSHIP COUNCIL MEETINGS Fellows may be asked to give a limited number of presentations or briefings to the Delta Stewardship Council, technical groups, or agency managers virtually or in person in Sacramento, California. In these cases, California Sea Grant will fund additional travel costs, if needed.

EARLY CAREER LEADERSHIP WORKSHOP If offered during the fellowship, fellows will be expected to attend a two-to-three-day Early Career Leadership Workshop, which may include a Delta Stewardship Council meeting, during their fellowship. This workshop helps to put research in the context of management challenges, provides training in communicating science, provides advice on how to build a successful science career, and provides advice on career opportunities. Fellows are required to budget for travel to the Early Career Leadership Workshop in their application.

ANNUAL REPORTS All fellows must prepare annual progress reports to be submitted to the California Sea Grant Office, who will deliver them to the Delta Science Program. The progress report will detail the fellow’s research activities, provide retrospective and prospective revision of the research plan, and report expenditures. Additionally, a copy (may be electronic) of any poster/other professional submissions to that year’s science conference(s) or scientific journals will be required at the end of each year, as well as any available citations of research products, complete with Document Object Identifier (DOI) numbers. Additional metrics specified in the mentoring plan should be reported.

FINAL COMPLETION REPORT Each fellow must produce and submit to the California Sea Grant Office a final research report, which will be delivered to the Delta Science Program at the end of the respective fellowship agreement period. The final report will summarize results and accomplishments of the research project, including all publications since the fellowship’s inception. Additional metrics specified in the mentoring plan should be reported.

All data generated by this project is due with the Final Completion Report, and data will be posted online in an open access data portal or delivered to the California Sea Grant Office, who will deliver them to the Delta Science Program. Applicants are strongly encouraged to use reproducible workflows (e.g., script-based analyses in R; documentation of coding or QA procedures), follow FAIR (findable, accessible, interoperable, reusable) data principles, publish model code, and publish journal articles using open-access services.

Data management should be consistent with the following principles:

• Datasets are clearly labeled in a way that is understandable to general users.
• Data are interoperable (machine readable).
• Standard data and metadata formats are used for similar data types.
• Quality assurance/quality control (QA/QC) procedures are documented and followed.
• Appropriate steps have been taken to protect human subjects data (e.g., IRB review).
• Open and transparent data and metadata are accessible to the public in a reasonable time frame. All data generated and all models produced from awarded projects are required to be made publicly accessible no later than two years after the end date of the project, except where prohibited by law, regulation, or policy or security requirements, for example with human subjects data.

The DSP respects the sovereignty of Tribes and will not require disclosure of sensitive or confidential information, to the extent allowed by law. For projects based on traditional and tribal knowledges, the project team will be expected to work with the Council and/or Sea Grant to prepare and enter into a data sharing agreement that defines how project results and deliverables will be used, in alignment with the CARE (collective benefit, authority to control, responsibility, and ethics) data principles.

In addition, the fellow will be required to enter project information to the Delta Science Tracker, a comprehensive tracking tool for science activities conducted in the Delta. The tool provides summaries and visualizations of science funding streams, collaborations, science and management topics, and many other project attributes.

This is a prestigious fellowship program, and past recipients have gone on to successful careers in agencies, universities, and other organizations. Fellows are encouraged to maintain contact with Sea Grant and the Delta Science Program during and after their fellowship so they can remain abreast of opportunities to communicate their research, participate on review panels, and participate in other activities. 

POSTDOCTORAL FELLOWSHIPS Prospective postdoctoral science fellows must have completed a Ph.D. before the starting date of the fellowship. The degree must be from a program in the environmental sciences, engineering, social sciences, human dimensions or in a related field appropriate for disciplines identified under “Fellowship Opportunities.” Any postdoctoral researcher associated with an accredited U.S. institution of higher learning for the duration of the grant may apply. Postdoctoral fellowships will not be awarded unless and until the prospective fellow has fully completed the Ph.D. degree.

PH.D. (GRADUATE DOCTORAL) FELLOWSHIPS  Prospective Ph.D. science fellows must, at the time of application, be in or have recently been admitted to a Ph.D. degree program in natural resources, environmental sciences, environmental policy and management, engineering, social sciences, human dimensions, or coastal, aquatic, or related sciences at any accredited U.S. institution of higher education. Applicants who have not yet received notice of admission agree to notify California Sea Grant of the admissions outcome at the earliest possible date, or risk non-review of their application. Candidates must remain associated with an accredited U.S. institution of higher learning for the duration of the award.

MASTERS (GRADUATE MASTER’S) FELLOWSHIPS  Prospective master’s science fellows must, at the time of application, be actively enrolled or recently been admitted to a master’s degree program in natural resources, environmental sciences, environmental policy and management, engineering, social sciences, human dimensions, or coastal, aquatic or related sciences at any accredited U.S. institution of higher education. Applicants who have not yet received notice of admission agree to notify California Sea Grant of the admissions outcome at the earliest possible date, or risk non-review of their application. Candidates must remain associated with an accredited U.S. institution of higher learning for the duration of the award.

Sea Grant and the Delta Science Program are committed to increasing the diversity of the workforce we fund and of the communities we serve. We embrace individuals of all ages, races, ethnicities, national origins, gender identities, sexual orientations, disabilities, cultures, religions, marital statuses, job classifications, veteran status types, as well as income and socioeconomic status types. Sea Grant and the Delta Science Program are committed to building inclusive research, extension, communication, and education programs that serve people with unique knowledge, backgrounds, life experiences, needs, perspectives, and ways of thinking.

Applications must be submitted to the California Sea Grant College Program Office no later than 5:00 pm Pacific Time, August 26, 2024. Applications will only be accepted from individuals who submitted a Notice of Intent by the June 24th deadline. A review panel consisting of outside, independent expert reviewers from relevant disciplines, facilitated by Delta Science Program leadership, and California Sea Grant leadership will be convened for each track (biophysical science and social science) to review and recommend finalists to the Delta Science Program Lead Scientist, using the criteria outlined below.

Applicants will be asked to indicate in their Notice of Intent form which panel they would like to review their application. Proposals which are biological, chemical, and/or physical in discipline are appropriate for the biophysical science track. Projects that are interdisciplinary in nature (incorporating elements of both biophysical and social science) may request to be co-reviewed by the Biophysical and Social Science Technical Review Panels.

The evaluation criteria include:

• The quality of the research proposal, including appropriateness of the approach to be used (25%). 
• The strength of academic performance and relevant academic achievement, experience, and the quality of applicant’s career goal statement (20%).
• The importance of the proposed research to the priority topics identified (25%). 
• The research mentor’s demonstrated abilities in the general area of methodology and/or questions addressed by the proposal (10%).
• The expected quality and strength of interaction that will be developed between the fellow and their research and community mentor(s) (10%). 
• The degree to which the proposed activity will achieve beneficial, broader societally-relevant impacts. Societally-relevant outcomes that the Delta Science Program and California Sea Grant value include, but are not limited to the following: advanced diversity, equity, and inclusion in Delta science; curriculum enhancement and educator training at any level; increased public scientific literacy and public engagement with science; enhanced equitability of public access to information and resources; increased partnerships between academia, communities, industry, and others; and enhanced infrastructure for research and education (10%). 

Selection Process We anticipate awarding a total of approximately 5 fellowships for 2025. All applicants will likely be notified of the selection decision by November 2024.

Delta Stewardship Council and California Sea Grant shall award in the rank order based on the evaluation criteria above unless the proposal is justified to be selected out of rank order based on one or more of the following factors:

• Availability of funding.
• Geographically
• By type of institution 
• By type of partners 
• By solicitation priorities 
• By project types
• By application education level
• Duplication of other projects funded or considered for funding by Delta Stewardship Council and California Sea Grant.
• Program priorities and policy factors.
• Applicant’s prior award performance.
• Partnerships with/participation of diverse groups, mentors and underrepresented communities.

Permits For scientists proposing the collection of new samples or data: The proposer must provide documentation in the proposal project narrative that any permit(s) or permissions required for the collection of those data are (or will be) in hand by the start date of the project. Permits needed may include, but are not limited to, take permits for threatened or endangered species under the federal or State Endangered Species Acts, a geophysical survey permit from the California State Lands Commission if proposing the use of acoustic generating equipment in waters of the Delta, and ethical review for human subjects research (e.g., surveys, interviews, focus groups, observations) by an Institutional Review Board (IRB). If applicable, please contact the IRB associated with your institution for more information. If no such permits are required, we ask that this be stated in the proposal text. Ensuring that all permits are properly obtained before research commences is the responsibility of the applicant. 

Timetable May 22, 2024 (10:30AM - 12:00PM PT) - RFA Informational Webinar June 24, 2024 (5:00PM PT) - Notice of Intent form due August 26, 2024 (5:00PM PT) - Applications due to California Sea Grant College Program via eSeaGrant online submission portal November 2024 (approximate) - Applicants notified of selection results Feb 2025 (approximate) – Start date: Funds awarded to the selected Delta Science Masters, Ph.D. and postdoctoral fellows Jan 2027 (approximate) – 2-year fellowship awards end. 1-year fellowships will also be considered (ending Jan 2026).   

Please note that due to the constraints inherent to the funding source, no time extensions beyond dates specified in the award will be possible.

Notice of Intent to Submit (NOI) 

NOIs are due by June 24, 2024, at 5pm PT.

Applicants are required to fill out an online form signifying their Notice of Intent to submit an application for this opportunity in order for their application to be accepted and reviewed. The NOI is not evaluated and is used to help connect applicants with community members as well as identify appropriate reviewers for the review process. For the NOI, applicants need to provide their names, contact information, tentative project title and description, research mentor name and affiliation, and community mentor(s) (if identified). Applicants should identify if they need help identifying a community mentor, and if so, provide sufficient information in their project description, including five keywords describing their proposed project, to help the Delta Science Program provide resources on finding a community mentor. Applicants also need to select whether they prefer their applications be reviewed by the social science panel, biophysical science panel or both. 

If you will need assistance in identifying community mentors, please fill out your Notice of Intent as soon as possible to provide The Delta Stewardship Council ample time in assisting you with resources.

Link to NOI Form

Full Proposal Electronic Submission 

Proposals are required to be submitted using eSeaGrant by 5:00pm PT on August 26, 2024 PDT:  http://eseagrant2.ucsd.edu . Only applicants who submitted an NOI by June 24th will be eligible to submit a full application. The contact email provided by the applicant in the NOI form will be used to provide the applicant access to eSeaGrant. 

You will need to register for an account (click on the banner labeled “Register”) in eSeaGrant if you have not done so in the past year. You can change the randomly generated password once you log in successfully into the website. 

To start an application in eSeaGrant, or revisit/edit an existing application, click on “Current Tasks” in your eSeaGrant dashboard. To start a new application, click on “Add Fellowship Application” under “Fellowship Applications: “2025 Delta Science Fellowship”. If you have already started an application and wish to edit it, click on the hyperlink for that application instead.

In order to submit a proposal, you must work through sections in order (“Title Page” through “Submission Preview”) listed on the left side of the proposal window. eSeaGrant provides sections to upload required forms. 

We advise not to wait until the last minute to submit your application; when eSeaGrant experiences high user traffic, you may experience page loading delays.  It is the applicant’s responsibility to get all required materials submitted before the deadline, and the submission deadline will not be extended.

For questions regarding use of eSeaGrant, please contact California Sea Grant Fellowship Programs Coordinator, Delanie Medina; email:  [email protected] . 

Contents of a Complete Application Listed below are the requirements for a complete application package. Please use this checklist to aid you in preparing the application. Note: Only applicants who submitted an NOI by the deadline will be eligible to submit a full application.

1) Title or Cover Page  A signed title page must be included with the proposal. A blank copy downloadable in Excel format, labeled “DSF-2025.Cover-Page”, can be found on eSeaGrant. Please provide all requested information and obtain the required signatures. If you are applying from an academic institution, send your original proposal to your campus research office for local campus approval. The completed and signed title page must be converted to a PDF and uploaded. 

2) Project Summary  (1-page limit, using 12-pt font and 1” margins) The Project Summary is fillable on-line in eSeaGrant. Applicants will need to prepare separate, brief sections for objectives, methodology and rationale (referring to relevance to high priority Delta Science Actions) to complete the Project Summary form. The project summary presents a concise description of the proposed research in a form useful for a variety of purposes such as informational websites and outreach products. The project summary is the most widely consulted description of your project. 

3) Project Narrative The Project Narrative will be a single PDF file including multiple components. The format may vary; however, applications should include the information listed below. The Proposed Research section (3a) of the Project Narrative file  MUST not exceed 12 pages  (INCLUDING illustrations, charts, tables, and figures, BUT NOT including literature citations). The other components of the Project Narrative listed below as 3b, 3c, and 3d do not count towards your 12-page limit. 

3a)  Proposed Research  (12-page limit, not including literature citations, using 12-pt font and 1” margins).  The format is flexible but please address the following:

• Introduction/Question/Objectives: What is the question/problem being addressed? What are the goals and objectives of the proposed research? These should be well-defined and clearly stated.
• Approach/Plan of Work: What is the anticipated approach to the proposed research? The application should present evidence that there has been thoughtful consideration of the approach to the question(s) under study, with a timeline for meeting objectives during the requested period of support. Sufficient detail of the methodologies should be provided to facilitate an assessment of the adequacy of the approach to achieve the stated objectives.
• Benefits and Broader Impacts: What are the anticipated benefits of this fellowship to the fellow, research mentor, and community mentor(s)? What is the relevance of the research to Delta communities, policy, or management of the Delta? Discuss how the project team and proposed work will advance diversity, equity, and inclusion in Delta science and work to achieve other beneficial, broader societally-relevant impacts as described in selection criterion F.
• Anticipated Outputs and Products: What outputs and products can be expected after year 1, and after year 2? Please describe anticipated outputs/products per year.
• Literature Citations: Should be included but will not be counted toward the 12-page limit for the proposed research.

3b)  Explain which overarching Management Need and specific Science Action within it are most related to the project and how the proposed work will address them.  If applicable, discuss how the work relates to up to two additional Science Actions. Please be specific, as relevance to the 2022-2026 SAA is one of the criteria used to evaluate projects (1-page limit). 

3c)  Personal Statement from the fellowship candidate that describes how this project fits into the fellow’s career plans and summarizes experiences that specifically prepared the applicant for this project. Please address how this project will promote interactions with your research and community mentors that will benefit your professional development (2-page limit). 

3d)  CVs from the fellowship applicant, research mentor(s), and community mentor(s) (2-page limit for each CV). This does not count towards the Project Narrative 12-page limit.

4) Budget and Budget Justification  Pay careful attention to the annual budget limits noted above (see section titled Fellowship Program – Award). Budget worksheets will need to be created in eSeaGrant. A budget workbook available to download in eSeaGrant (called DSF-2025.Budget) may help in planning your budget. However, please remember that your budget submission and justification must be completed using the online form in eSeaGrant. Do not submit the Excel file as your final budget. In eSeaGrant, the fellow’s stipend should be listed under “Section G-Other costs” and not under salaries and wages. Also, as applicable, indicate expected costs for expendable supplies, publication costs, and travel (please clearly identify any travel proposed outside of California or international travel). Fellows are required to include travel funds in their budget for the 3-day Early Career Leadership Workshop jointly-hosted by California Sea Grant and The Delta Stewardship Council in Sacramento. Delta Science Fellows will abide by their campus and/or the award travel policy, whichever is more strict.  This fellowship does not require matching funds so “Grantee Mos. Effort” and “Grantee Share” should be left blank. The funds for research-related costs and benefits are subject to a maximum indirect cost rate of 35%, in accordance with rates determined/set by the cooperative agreement between Delta Science Program and California Sea Grant. All budget sections will require justification. The budget justification should explain all budget items in sufficient detail to enable reviewers to evaluate the appropriateness of the research-related funds being requested. 

For any questions regarding your budget, please contact Chief Administrative Officer Christine Griffin at California Sea Grant at [email protected].

5) Letters of Support The fellowship application requires that letters of support be included from each community and research mentor. These should be collected, converted to a PDF, and uploaded to eSeaGrant. 

5a)  Letter of support from prospective community mentor(s)  (1-2 pages): A community mentor must be identified and contacted early in the project development phase and a letter of support from the community mentor(s) must be included. In the letter, the community mentor(s) should briefly address their plan for mentorship and professional development of the prospective fellow. For questions regarding community mentors, please contact California Sea Grant at [email protected] and/or indicate in the NOI that you would like assistance in identifying community mentors. 

5b)  Letter of support from the research mentor : The application must include a letter from the research mentor indicating a willingness to be a mentor for the applicant and expressing support of the proposed research project (2-page limit). In the letter, the research mentor should briefly address their plan for mentorship and professional development of the prospective fellow. If the fellow is selected, a formal mentoring plan similar to the sample in Appendix A will be required within a month of starting the fellowship. 

6) Two letters of academic recommendation (in addition to the letters of support described above) : It is the responsibility of the prospective fellow to arrange to have two letters of recommendation sent directly to Sea Grant by the application deadline. Referees should address the academic qualifications and performance of the candidate. A letter of academic recommendation can come from your research mentor; however, the content should address the candidate’s academic qualifications and not duplicate material from the letter of support committing to serve as a research mentor. Please identify the two referees that will be submitting a letter of academic recommendation in eSeaGrant. Letters should be sent via eSeaGrant using the link applicants will send to their referees.

IMPORTANT:  To maintain confidentiality, letters of recommendation should be submitted directly from the referee to eSeaGrant and must be submitted by the application deadline to be considered. 

7) Copies of graduate and undergraduate transcripts  (undergraduate transcripts are required from Ph.D. and master’s fellowship applicants only): Transcripts are required and should be uploaded as PDFs into eSeaGrant. Unofficial transcripts are acceptable. 

Additional information about the fellowship or eSeaGrant may be obtained from:

Delanie Medina Fellowship Programs Coordinator California Sea Grant mailto:[email protected]

Application Resources

Cover Page Budget Worksheet Appendix A: The Delta (map) Appendix B: Delta Science Fellows 2017 Priority Research Topics Appendix C: The Delta Watershed (map) Appendix D: Sample Fellow Mentoring Plan

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