Free grad application tracker spreadsheet template

If you prefer a spreadsheet, here is a simple template. It is a plain CSV file that opens in Excel, Google Sheets, Numbers and LibreOffice. It is free, with no sign-up.

Download the template (CSV)

What the columns mean

• Institution and Programme. Use the full names.
• Type. Master's, PhD, Postdoc, Job, Fellowship or Scholarship.
• Deadline. Write dates as YYYY-MM-DD, such as 2027-01-15, so they sort correctly.
• Status. Interested, Preparing, Submitted, Interview, Offer, Accepted, Rejected or Withdrawn.
• Letters. No letters needed, Not asked yet, Asked or Received.
• Notes. Anything you want to remember, such as a supervisor's name or funding details.

How to use it well

1. Delete the two example rows and add your own.
2. Sort by the Deadline column so the next deadline is always at the top.
3. Add a conditional formatting rule to highlight deadlines within 14 days. In Google Sheets or Excel, apply a custom formula to the Deadline column, for example =AND($D2<>"",$D2-TODAY()<=14,$D2>=TODAY()). This assumes your deadlines are real dates in column D.
4. Keep a copy of the file somewhere safe, such as a cloud drive.

When a spreadsheet stops being enough

A spreadsheet does not warn you about a deadline unless you set up formulas, it is awkward on a phone, and notes get hard to read in a narrow cell. When you have more than a few applications, a dedicated tracker is easier to manage.

The columns above match what Docket Lite can import. In Docket Lite, open Import from a spreadsheet, paste or upload your file and check the preview before importing. Everything stays in your browser.

• More guides
• How to track applications
• Application checklist
• PhD application timeline