how to start a phd application

Your Guide to a Strong Ph.D. Application

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Rarely is there discussion of how to prepare for doctoral programs in professional master’s programs. So when I came across a workshop on preparing Ph.D. applications by Assistant Dean for Graduate Student Development J. Alan Kendrick , I jumped right into it even though it was scheduled to be around midnight in my time zone. (Yes, graduate school remotely from Pakistan is tough and disorienting, but that is a topic for a different blog post.) Here was someone who, in addition earning a Ph.D. himself, has years of experience in selecting Ph.D. applicants, so there could not have been a better opportunity to get introduced to the process! In this piece I’ll touch upon some major points highlighted by Dr. Kendrick to explain what it means to aim for a Ph.D. program and build a solid Ph.D. application.

THe Master's Versus the Ph.D.

Starting off, it is crucial to know the difference between a master’s program and a Ph.D. program. Whereas a master’s degree will generally be more specific than an undergraduate degree and usually span one to three years, a Ph.D. program usually entails a more focused set of question(s) within a discipline and usually spans five or more years. In a Ph.D., the cost of attending is often covered through a combination of fellowships and stipends. Schools are more likely to look for applicants who secured funding from external sources, but this it is not always necessary.  So, a good yardstick to measure your readiness and commitment for a Ph.D. program is your willingness and ability to work consistently for years on the academic inquiry you wish to pursue to push the frontiers of existing human knowledge. Scholars in STEM fields such as microbiology or solid-state physics usually spend most of their time in labs, so it is essential to get to know the work environment, culture, and expectations in your prospective labs.

A Strong Application

After getting clarity on what a Ph.D. program demands, let’s get into some major elements of a strong Ph.D. application. Broadly speaking, a Ph.D. application consists of previous academic grades, competitive examination scores, work experiences, letters of recommendation, and a personal statement. For a Ph.D. program, all previous academic grades are weighted and assessed including undergraduate transcripts, while standard examination scores (i.e., the GRE) are now becoming optional at many institutions. And while top-tier grades are a great foundation, they are not decisive as each application is looked at holistically with all its elements to give a better picture. Letters of recommendation from previous academic supervisors are weighted heavily along with your personal statement.

One thing Dr. Kendrick emphasized was to not just get recommendations as mere “character profiles” but rather what he called “ strong recommendations.” Before you ask for faculty recommendations, share your résumé with them, sit down with them over a Zoom call (at least during the pandemic) and share your aspirations and objectives, and then ask for strong recommendations. Additionally, you should waive your right to review recommendation letters in your applications as doing this will indicate that the referee has been candid in your assessment for the admissions committee.

Mastering the Personal Statement

Finally, I come to the part where the ball is really in your court: the personal statement! I say this because while other elements of your application—grades and transcripts, previous work experiences, etc. are no longer alterable—the personal essay is your space to unapologetically express your true self and how you have evolved to be the person you are today. You can explain how your intellectual life has brought you to your specific academic area and where you see yourself going forward. Your statement should make it clear why you are interested in the field, the institution and program you are applying for as well as your research and career goals. Your essay should be tailored to the institution and/or program. Red flag here: if you end up with an essay where you can just replace institution names, then you haven’t met your goal. Additionally, your statement should include details about your background that can help the faculty better understand your motivation for pursuing their program. This can be anything—people, events, challenges, and achievements that have aided your growth and add to your fitness for the program. Additionally, you should address any noticeable discrepancies or gaps in your profile or transcripts that are worth mentioning.

While the personal statement is crucial to your application and speaks on your behalf in a room full of faculty who are judging your application, it is important to understand that there is no standard format or template that you should follow. This space is supposed to be personal, and it is supposed to be yours. It is also equally important to understand that the faculty judging applications are humans like us and often have diverging opinions about different profiles. Also remember that funding and positions for Ph.D.s are often limited and hence a rejected profile does not necessarily make it an incompetent or ineligible one.

In a nutshell, for a strong Ph.D. application, you need academic questions that keep you up at night and the discipline to follow the guidelines Dr. Kendrick shared, so that you can demonstrate your willingness and ability to work under supervision to answer those academic questions. This session with Dr. Kendrick brought me much-needed clarity to tackle my Ph.D. applications, and I hope this post does the same for you!

Editors’ note: You can find additional resources on preparing a strong application on The Graduate School’s website.

Soman ul Haq

Master's candidate, Environmental Management, Nicholas School of the Environment

Soman is a Fulbright Scholar from Pakistan and a first year Master of Environmental Management candidate at the Nicholas School of the Environment concentrating in Energy and Environment. He is currently focused on energy access in developing countries, sustainable development, energy transition, and behavioral changes with energy transition and access. Prior to joining Duke, Soman worked with the German International Development Cooperation (GIZ) as a technical advisor for energy access in off-grid areas and energy transition in industrial sector in Pakistan. As a mechanical engineer, he has experience consulting commercial and industrial sectors in developing energy efficient practices to achieve their sustainability goals. He tweets at @somaanulhaq

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How to prepare a strong phd application.

Doctoral candidates and departmental coordinators at the Wharton School outline a few tips to help you navigate the PhD application process.

It’s no secret the application process can be intimidating. Where do you start? What exactly are schools looking for on your application? What materials do you need to submit? Doctoral candidates and departmental coordinators at the Wharton School have outlined a few tips to help you navigate the process.

Don’t Delay the Process

A successful PhD applicant starts thinking about their application months or even years before the deadlines. For Alejandro Lopez Lira , a third year student in Finance, the application process began a year before he actually submitted the paperwork. He said, “I spoke to my advisors way before, like one year before, about my letters of recommendation, where to apply, everything involved in the process.”

Each program has different requirements, which can make for a tedious process. Karren Knowlton , a third year in Management, said, “I took a little while to draft a personal statement. I had my mom, who teaches creative writing, and a few other people that I trust just read over it. Then you have to tweak it for different schools because they want slightly different things.”

Taking time to prepare your application is critical. Starting the process sooner rather than later gives you several advantages:

• It allows your letter of recommendation writers enough time in advance to thoughtfully prepare a letter that speaks to who you are as a PhD candidate.
• It gives you more time to review your materials, fix any errors, and proofread, proofread, proofread.
• Finally, it means a lot less stress when the deadline starts rapidly approaching. By planning ahead, you’ll have a much smoother process applying.

Get Letters of Recommendation

Prof. Matthew Bidwell , who previously served as the doctoral coordinator for the Management program , said a common mistake he sees are letters of recommendations from employers. Although he said it is impressive to see work experience, having an employer write a letter is not the best choice.

“We don’t pay very much attention to those because rightly or wrongly, we worry that they’re not looking for the kinds of things that we’re looking for,” he said. “If you have one, it’s not a disaster, but when you see people with two or three — most of their recommendations coming from their work — that kind of heightens our concern. You’re committing to a fairly specialized career, do you really know what that career entails?”

Instead, he suggests getting to know an academic who will be able to write a recommendation attesting to your ability to manage doctoral-level research and work.

Include Research/Work Experience in Your Field

Each program has a unique set of criteria to evaluate applicants, but several doctoral coordinators agree that some research and work experience in your field of interest will strengthen your application overall.

Prof. Fernando Ferreira , doctoral coordinator for the Business Economics and Public Policy and Real Estate programs, thinks work experience can be useful in demonstrating an applicant’s abilities. He said, “Any work experience after undergraduate school is important. If that experience is more related to research it’s even better, but work experience in general is always good.”

Prof. Guy David , doctoral coordinator for the Health Care Management & Economics program , thinks that work experience benefits applicants in terms of giving them a broader view of business. “Work experience creates retrospection about how the world works, how organizations make decisions, and how people function in various situations,” he said.

However, he warns that spending too much time away from an academic setting can have its drawbacks too. “It may lead people to start their PhD later when they are not in the habit of immersing themselves in rigorous studies and have a shorter horizons to develop a name for themselves,” he said.

Although having both research and work experience can strengthen your application, you will not be denied entry because you are lacking either.

Prof. Bidwell said, “I think research experience does give us some confidence that people have some idea about what it is that we do. In terms of work experience, I think we don’t have a strong view. We quite like work experience, but we also take people straight out of undergrad.”

Prepare for the Standardized Tests

Most PhD programs require students to take the Graduate Record Examinations (GRE). Having high test scores is a key part of an application as it tests skills learned over the course of many years in school. Quantitative skills are especially important when applying to doctoral programs in business areas. Much like any other standardized test, the GRE requires preparation.

Karren, who took the GRE twice to ensure her scores were high enough, offered advice to those who may be struggling. “I would absolutely recommend practicing the writing beforehand. Look up examples and have your outline structured,” she said. “So much of it is just getting the right structure and how you formulate your arguments so knowing what they’re looking for is key.”

Test prep can be time-consuming, but like anything else, practice makes perfect. There are multiple text books and online sites to help you prepare for the exam. Karren aimed to improve her math scores the second time she took the GRE and recommended this site to help strengthen math skills.

Taking advantage of resources to help you study can limit the number of times you need to take the GRE while ensuring you score high enough to remain in the applicant pool.

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Posted: August 4, 2017

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Doctoral Programs

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Whether you’re just starting your research on PhD programs or you’re ready to apply, we’ll walk you through the steps to take to become a successful PhD candidate.

Deciding to get a PhD

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Is an Academic Career for You ? What Makes a Successful PhD Student

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The skills, relationships, and knowledge you need to prepare yourself for a career in academics.

How the PhD Program Works How to Become a Successful PhD Applicant

Choosing the right program

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What to Consider When Choosing a Doctoral Program What Differentiates R1 Universities?

Starting an application

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