PhD application timeline: what to do and when

Deadlines vary widely by country and programme, so this plan counts backwards from your deadline instead of naming months. Find your earliest deadline, then work out where you are on the list.

Many US PhD programmes have deadlines between December and January for a start the following autumn. UK and European programmes may recruit on rolling or project-specific timelines, and funded places often close earlier than unfunded ones. Programmes in India vary a lot. Always check each programme's page.

12 to 18 months before you start

• Decide what you want to research and why.
• Read recent papers in the area and note the research groups publishing them.
• Check whether the programmes you like need a Master's degree, test scores or a research proposal.

8 to 12 months before the deadline

• Build a shortlist of programmes and supervisors.
• Book any language or standardised tests you need. Allow time for a retake.
• Start a tracker with every deadline and requirement.

5 to 7 months before the deadline

• Write to potential supervisors where that is expected. Keep the message short, specific and clearly about their work.
• Draft your CV and your first statement of purpose.
• Collect transcripts and certificates.

3 to 4 months before the deadline

• Ask your recommenders. Give them your CV, your draft statement and the list of deadlines.
• Get feedback on your statement from a mentor, a supervisor or someone in the field.
• Check for funding and scholarship deadlines, which may be earlier.

4 to 6 weeks before the deadline

• Finish your statements and tailor each one.
• Create the accounts in each application portal.
• Confirm that your recommenders have what they need.

1 to 2 weeks before the deadline

• Submit early. Portals are slowest in the final days.
• Check that every letter has arrived.
• Save a copy of everything you submit.

After the deadline

• Prepare for interviews. Be ready to explain your past research and what you would like to do next.
• Track every offer, its funding terms and its reply date.
• Reply to offers before their deadlines, and withdraw politely from programmes you will not attend.

Put each programme's dates into the Docket Lite tracker. You can export the upcoming deadlines to your calendar with reminders a week and a day before.

• More guides
• How to track applications
• Application checklist
• Spreadsheet template