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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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PHD Application cover letter examples

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As the highest postgraduate qualification you can achieve, it’s no wonder that most PhD programs require a cover letter as part of the application process.

So, if you’re hoping to complete your doctorate, you need to brush up on your writing skills and prove why you deserve a place in the program.

To help you do that, we’ve put together this comprehensive guide, complete with PhD cover letter examples to support your application.

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PHD Application cover letter example 1

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PHD Application cover letter example 2

PHD Application cover letter example 3

The example cover letters here should give you a good general idea on how your PHD Application cover letter should be formatted and written.

The rest of this guide gives more specific guidance on how to create your own cover letter in this format, and even includes some templates you can copy and paste.

How to write a PHD Application cover letter

A simple step-by-step guide to writing your very own winning cover letter.

Write your cover letter in the body of an email/message

When writing your PHD Application cover letter, it’s best to type the content into the body of your email (or the job site messaging system) and not to attach the cover letter as a separate document.

This ensures that your cover letter gets seen as soon as a recruiter or employer opens your message.

If you attach the cover letter as a document, you’re making the reader go through an unnecessary step of opening the document before reading it.

If it’s in the body of the message itself, it will be seen instantly, which hugely increases the chances of it being read.

Start with a friendly greeting

Start you cover letter with a greeting that is professional but friendly.

This will build rapport with the recruiter whilst showing your professionalism.

Hi, hope you’re well
Hi [insert recruiter name]
Hi [insert department/team name]

Avoid overly formal greetings like “Dear sir/madam ” unless applying to very traditional companies.

How to find the contact’s name?

Addressing the recruitment contact by name is an excellent way to start building a strong relationship. If it is not listed in the job advert, try these methods to find it.

Check out the company website and look at their About page. If you see a hiring manager, HR person or internal recruiter, use their name. You could also try to figure out who would be your manager in the role and use their name.
Head to LinkedIn , search for the company and scan through the list of employees. Most professionals are on LinkedIn these days, so this is a good bet.

Identify the role you are applying for

Once you’ve opened up the cover letter with a warm greeting to start building a relationship, it is time to identify which role you want to apply for.

Recruiters are often managing multiple vacancies, so you need to ensure you apply to the correct one.

Be very specific and use a reference number if you can find one.

I am interested in applying for the position of *specialist field PHD Applicant* with your company.
I would like to apply for the role of Sales assistant (Ref: 406f57393)
I would like to express my interest in the customer service vacancy within your retail department
I saw your advert for a junior project manager on Reed and would like to apply for the role.

See also: CV examples – how to write a CV – CV profiles

Highlight your suitability

The main purpose of your cover letter is to excite recruiters and make them eager to open your CV. And you achieve this by quickly demonstrating your suitability to the job you are applying for.

Take a look at the job adverts you are applying for, and make note of the most important skills being asked for.

Then, when you write your cover letter, make your suitability the focal point.

Explain how you meet the candidate requirements fully, and why you are so well suited to carry out the job.

This will give recruiters all the encouragement they need to open your CV and consider your application.

Keep it short and sharp

A good cover letter is short and sharp, getting to the point quickly with just enough information to grab the attention of recruiters.

Ideally your cover letter should be around 4-8 sentences long – anything longer will risk losing the attention of time-strapped recruiters and hiring managers .

Essentially you need to include just enough information to persuade the reader to open up your CV, where the in-depth details will sit.

Sign off professionally

To round of your CV, you should sign off with a professional signature.

This will give your cover letter a slick appearance and also give the recruiter all of the necessary contact information they need to get in touch with you.

The information to add should include:

A friendly sign off – e.g. “Kindest regards”
Your full name
Phone number (one you can answer quickly)
Email address
Profession title
Professional social network – e.g. LinkedIn

Here is an example signature;

Warm regards,

Jill North IT Project Manager 078837437373 [email protected] LinkedIn

Quick tip: To save yourself from having to write your signature every time you send a job application, you can save it within your email drafts, or on a separate documents that you could copy in.

What to include in your PHD Application cover letter

Here’s what kind of content you should include in your PHD Application cover letter…

The exact info will obviously depend on your industry and experience level, but these are the essentials.

Your relevant experience – Where have you worked and what type of jobs have you held?
Your qualifications – Let recruiters know about your highest level of qualification to show them you have the credentials for the job.
The impact you have made – Show how your actions have made a positive impact on previous employers; perhaps you’ve saved them money or helped them to acquire new customers?
Your reasons for moving – Hiring managers will want to know why you are leaving your current or previous role, so give them a brief explanation.
Your availability – When can you start a new job ? Recruiters will want to know how soon they can get you on board.

Don’t forget to tailor these points to the requirements of the job advert for best results.

PHD Application cover letter templates

Copy and paste these PHD Application cover letter templates to get a head start on your own.

Dear Admissions Committee

I am writing to express my strong interest in the Ph.D. in Physics programme at the University of London. As a highly motivated and dedicated individual with a deep fascination with the fundamental principles of physics, I am eager to contribute my academic background and research experience to your faculty.

I hold an MSc in Physics from the University of Birmingham, where I achieved distinctions for quantum mechanics, thermodynamics, and atomic & molecular physics. During this period, I was involved in evaluating quantum phenomena using computational methods, which honed my analytical skills and provided insights into the intricate nature of quantum systems. My passion for research has also led me to publish two peer-reviewed papers in reputable journals.

I am enthusiastic about continuing my journey in addressing challenges in the field of physics and have previously collaborated with renowned experts in securing £10M in funding to support projects, as well as improving experimental efficiency by 40% through implementing state-of-the-art quantum optics equipment. I have also delivered presentations to share research on condensed matter systems.

I am thrilled at the possibility of joining your institution. Thank you for considering me for the programme.

Kind regards

Matt Turner

I am writing to you concerning the Ph.D. program in Chemical Engineering at the University of Oxford. I possess a profound passion for advanced research and innovation in chemical engineering, with an eagerness to contribute my academic background and problem-solving abilities to your institution.

I hold an MSc in Chemical Engineering from Imperial College London and had the opportunity to delve into cutting-edge projects alongside esteemed experts. We focused on sustainable practices in chemical manufacturing, as well as the efficient production, transformation, and transportation of various products. I helped design and conduct experiments to improve chemical operations and reduce environmental impacts, where my findings were published in two peer-reviewed journals.

Some key accomplishments during master’s studies include, obtaining research funding worth £2M to conduct experiments in catalysis and reaction engineering, and playing a role in improving industrial processes by 50%. In addition, I delivered five oral presentations at international conferences to share information on driving sustainable practices.

Thank you for considering my application, and I am available at your convenience for further discussions.

Sable Norris

Dear Members of the Graduate Admissions Committee

I am writing to express my interest in the Ph.D. programme in Archaeology at the University of Cambridge. I possess a profound fascination for uncovering the mysteries of the past, and I am focused on contributing my academic background, fieldwork experience, and research skills to your institution.

I obtained a master’s degree in Archaeology from the University of Manchester, where I had the privilege of working closely with esteemed faculty and engaged in research that ignited my passion for understanding the Sumerian civilisation.

During my studies I conducted original research on the excavation and analysis of burial sites to shed light on their ancient practices and cultural beliefs, completing 95 excavation seasons, which was 30+ more than any other student, co-authoring two research papers published in reputable journals, and securing £500K from the UK government to conduct a 3-month research trip in the Middle East.

My experience coupled with advanced coursework in archaeological methodologies and artefact analysis have equipped me with the skills to excel in the programme. Thank you for considering my application.

Dominic Ferdinand

Writing an impressive cover letter is a crucial step in landing a place on a PHD, so taking the time to perfect it is well worth while.

By following the tips and examples above you will be able to create an eye-catching cover letter that will wow recruiters and ensure your CV gets read – leading to more job interviews for you.

Good luck with your job search!