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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) .

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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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Crafting a Standout Application for Graduate School

Applying to graduate school is an exciting step in advancing your education and career. But amidst the excitement, the journey from application to acceptance can sometimes feel like navigating a maze of requirements and expectations.

But here’s the good news: there isn’t a one-size-fits-all “perfect” applicant. What truly sets you apart is how well you convey your unique story, ambitions, and potential contributions to your chosen program.

Here are some strategies and insights to help you craft a graduate school application that not only meets all the requirements but also stands out in a competitive applicant pool.

Understanding the admissions process

When navigating the graduate admissions process, it can be difficult to know what is most important to the review committee. However, there is no “perfect profile” for admission. A standout application authentically reflects who you are and what you aim to achieve in your chosen program.

A typical graduate application includes key components such as:

Statement of purpose
Letters of recommendation
Transcripts and GPA
Resumé or Curriculum Vitae (CV)
Writing samples or portfolios
GRE or GMAT scores (if applicable)

While these elements are important, they are just part of what makes a strong application. Successful applicants understand that graduate admissions committees take a holistic approach, looking beyond grades and test scores to assess each candidate’s unique qualities and potential contributions to the program.

“One of the most common misconceptions is that admission decisions are based solely on metrics like GPA or test scores,” says Mary McNamara, assistant dean of graduate recruitment and admissions at D’Amore-McKim School of Business. “And while these things are important, many admissions processes are holistic.”

For instance, many institutions have adopted a test-optional policy, meaning applicants may provide a test score if it will boost their application, or applicants can demonstrate their value and achievements through the other aspects of the application.

By recognizing that the admissions process is about more than just numbers, you can craft an application that highlights your strengths, experiences, and potential contributions to the program. Here are a few tips that can help you with your application when applying to graduate school.

How to stand out as a graduate school applicant

1. write a compelling statement of purpose..

The statement of purpose offers you a chance to stand out among fellow applicants. Beyond simply listing achievements and qualifications, you can present a compelling story about who you are and what motivates you.

“We really want to get to know who you are,” McNamara says. “We don’t want your personal statement to be over-engineered. We want it to be authentic, and we want you to shine through.” Your unique voice can transform your application from a collection of documents into a narrative that resonates with the admissions committee.

A strong statement of purpose should include your achievements, goals, and professional experience, but it should also reflect your motivations and how well you align with the program’s values.

“We want to see demonstrated knowledge of our program,” McNamara explains. “If you apply to our full-time MBA program, we want to know that you’ve done the research and that you think our MBA program is a particularly good fit for you.”

Tailoring your statement to each program and institution you are applying to is key, as every program has its own criteria, values, and admissions committee. As McNamara notes, “It’s important to customize your personal statement for each program and institution to increase your chances of acceptance.”

By crafting a thoughtful and genuine statement of purpose, you showcase not just your qualifications but your passion, preparation, and potential, making a strong case for why you belong in the program.

2. Secure strong letters of recommendation.

Strong letters of recommendation offer a valuable perspective on your abilities, character, and potential from people who have closely observed your work and growth. A well-written recommendation can highlight qualities that are not easily conveyed through test scores and transcripts, which is vital in a graduate school application.

To secure strong letters of recommendation , it’s essential to build and maintain meaningful relationships with your professors, supervisors, or mentors well before you need to ask for a letter.

“Ideally, you’ve been cultivating these relationships,” McNamara says. “So you should start early and give folks plenty of time to prepare a letter of recommendation for you.”

The more time your recommenders have, the better equipped they are to write thoughtful, detailed letters that genuinely reflect your strengths and accomplishments.

When selecting who to ask, choose individuals who know you well and can speak to different aspects of your abilities and character. Don’t ask someone with an impressive title if they can’t provide a personal account of your work ethic or potential.

It’s also crucial to approach potential recommenders with consideration and respect for their time.

“Give people the space to say no. If they don’t have the time or don’t feel like they can provide you with a strong letter, take that response graciously and ask someone else,” McNamara suggests.

A hesitant recommender might not produce the compelling letter you need, so it’s better to seek out someone who is eager and able to support your application fully.

Ready to get your questions answered?

Reach out to our admissions team for personalized advice on the application process.

Get in Touch

3. Optimize your resumé/CV.

Resumés and curriculum vitae (CV) serve different purposes; carefully consider which document will best strengthen your graduate school application and increase your chances of standing out among your peers.

A resumé is typically used for business, management, and professional programs. It is a concise, one-page document that highlights your professional experience, skills, and achievements.

“For business programs, management programs, and some professional graduate programs, a resumé is typically what is expected,” McNamara notes.

A CV is often required for academic, scientific, or research-oriented programs. Unlike a resumé, a CV is more detailed and can be several pages long, providing a comprehensive overview of your academic and professional accomplishments.

“For CVs, admissions offices are looking for a comprehensive overview of your academic and professional accomplishments,” McNamara adds.

To optimize your resumé or CV, ensure it aligns with the program’s requirements. For resumés, use bullet points for clarity and prioritize relevant achievements. For CVs, detail your academic history and highlight research and significant contributions in your field. Tailor each document to fit the specific program, effectively showcasing your qualifications and potential.

4. Highlight diverse experiences.

Highlight diverse experiences in your graduate school application to stand out to admissions committees. Programs seek candidates who bring varied perspectives, skills, and backgrounds, which enrich classroom discussions, foster collaboration, and prepare students for professional challenges.

At Northeastern, diversity goes beyond just racial or ethnic background.

“We value diversity in all its forms, and we look for candidates who can contribute unique perspectives and experiences to our programs,” McNamara says.

It includes a broad spectrum of factors, such as:

Professional experience
Academic discipline
Cultural background
Unique life experiences

To effectively highlight your diverse experiences, consider how different aspects of your background have shaped your personal, academic, and professional journey. Did working in a multicultural team give you unique insights? Has your experience in a non-traditional field provided you with a fresh perspective on your chosen discipline?

Make sure to weave these elements into your application, illustrating not only what makes you unique but also how these experiences have prepared you for the challenges of graduate study and success thereafter.

5. Strategically select samples and portfolio items.

When applying to graduate school, the writing samples and portfolio items you submit can significantly impact your application. These elements provide a unique opportunity to showcase your skills, creativity, and depth of thought.

However, it’s not just about selecting your best work—it’s about strategically choosing pieces that complement the rest of your application and tell a cohesive story.

“Think about your application in its entirety,” McNamara advises. “For programs where you’re asked to provide supplemental writing samples, use that opportunity to fill a gap that otherwise is not addressed in your application.”

This means that each piece you submit should add a new dimension to your profile. If your resume emphasizes your research experience, your writing sample could highlight your analytical skills or your ability to communicate complex ideas clearly. By doing so, you ensure that every element of your application contributes to a fuller understanding of your capabilities and potential.

“You want each part of your application to uniquely contribute to your story,” McNamara continues. “And when your application is considered in its entirety, the admissions committee sees a full view of who you are.”

To achieve this, carefully consider what each writing sample or portfolio item says about you. Choose pieces that demonstrate your strengths in areas that other parts of your application may not cover as thoroughly. This might include a project that highlights your innovative thinking, a paper that showcases your deep understanding of a specific topic, or a portfolio piece that reflects your creative approach to problem-solving.

Start your graduate school application

Crafting a standout graduate school application requires thoughtful preparation and a deep understanding of what admissions committees seek. It’s not just about showcasing your academic achievements but also about highlighting your unique experiences, motivations, and potential contributions to the program.

If you are thinking about applying to graduate school, it is important to start this process early.

“Applicants should be thinking about their application at least six to 12 months before the deadline,” McNamara concludes. “It allows you the time you need for reflection and thorough preparation and can help reduce the stress in what can be a stressful process.”

By starting early and focusing on key elements you can create a well-rounded application that sets you apart.

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