Grad school application checklist for Master's and PhD programmes

Requirements differ between countries, universities and even programmes, so always confirm the list on each programme's own page. Use this as a starting point and cross off what applies to you.

Documents most programmes ask for

• CV or resume, kept to the length the programme asks for.
• Statement of purpose or personal statement. Tailor it to each programme instead of reusing one version.
• Transcripts from every institution you attended. Order official copies early, as they can take weeks.
• Degree certificates, or proof that your degree is in progress.
• Two to three recommendation letters. Some programmes ask for more or fewer.
• Language test scores if you need them, such as IELTS, TOEFL or similar. Check which tests the programme accepts and how recent the score must be.
• Standardised test scores such as the GRE, only where the programme still requires or recommends them. Many do not.
• Application fee, or a fee waiver request if one is available.

Often required for PhD and research degrees

• Research proposal or research statement, common for UK and European programmes.
• Contact with a potential supervisor. In many countries you are expected to find one before applying. Keep a note of who you contacted and when.
• Writing sample, publications or a portfolio, depending on the field.
• Funding or scholarship forms, which often have separate and earlier deadlines.

Before you submit each application

• The deadline and its time zone are confirmed.
• Every required document is uploaded and opens correctly.
• Your name, programme and university are correct in every document, especially in a reused statement.
• All recommenders have submitted their letters, or you know exactly when they will.
• The fee is paid, or the waiver is approved.
• You have saved a copy of the submitted application and the confirmation email.

After you submit

• Update the status in your tracker.
• Check the portal for missing items a few days later.
• Note interview dates and any decision dates you were given.
• Keep acceptance and funding deadlines separate from application deadlines.

To keep all of this in one place with deadlines and notes for each application, use the free Docket Lite tracker. It tracks recommendation letters for every application and warns you when a deadline is close.

• More guides
• How to track applications
• PhD application timeline
• Spreadsheet template