How to Get Fully Funded PhD: A Powerful 10-Step Guide

The number of applicants seeking PhD positions is increasing dramatically nowadays. Among them, fully funded PhD positions are the most favorable, and “fully funded PhD in [destination]” is the most frequently searched phrase on search engines. When a financial source (e.g., assistantships, scholarships, and studentships) funds the entire journey, it is a fully funded PhD. Compared to undergraduate and master’s, PhD applicants have a higher chance of winning financial support because supervisors, universities, governments, and industries dedicate the majority of funding sources (~90%) to PhD vacancies. Herein, we share a general 10-step roadmap for the application process from the first steps to securing a fully funded PhD position. We will also mention how Applyindex tools work for applicants during this process.

Step 1. Prepare for Language Proficiency Tests

Depending on the country and the field you intend to apply to, you might need to take English, French, German, etc., language proficiency tests. However, most universities require English test scores from PhD applicants. Unless you are exempt from taking an English test (when you are a citizen of a native English-speaking country or you have recently completed a university degree in English), international students must take an English proficiency test (e.g., IELTS Academic, TOEFL iBT, PTE Academic, and Duolingo). American and Canadian universities may ask for additional English qualifications, such as GRE or GMAT, and it will depend on the student’s field of study. This step can be extended till you submit your application officially.

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Step 2. CV Strength vs PhD Funding Chances

The second step for any student applying to universities is understanding where their CV strength can take them, especially when seeking a fully funded PhD. It is crucial to know which university ranking range is suitable for their CV to win a fully funded PhD. For example, if someone has a bachelor’s GPA of 3 out of 4 with an IELTS score of 6, they should not apply to Harvard University in the US or the University of Oxford in the UK because they do not meet their minimum requirements.

Traditionally, evaluating the strength of your CV involves comparing it with those of previously successful applicants, browsing platforms like GradCafe for basic credentials of previously admitted and rejected candidates, searching university websites for minimum requirements, consulting student agencies, or seeking advice from social media bloggers. However, this approach is often time-wasting, tedious, and prone to human errors. This is where the concept of the a-index vs CV strength evaluation comes in! Read how Applyindex tools work for applicants for details. We strongly recommend focusing on universities where our AI-powered algorithms suggest your a-index has at least a 60% chance of securing fully funded PhD positions.

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Step 3. Explore Universities

Now that you know the ranking range of universities to focus on from Step 2, it is time to gather the necessary information about universities’ PhD positions, admission requirements, their faculty members, and financial aid sources (e.g., graduate assistantships, PhD scholarships, PhD studentships, or PhD fellowships). It is crucial for all applicants to thoroughly explore universities before applying for fully funded PhDs. Understanding key details like minimum GPA requirements, language proficiency test scores, the number of required recommendation letters, and application fees is essential for a successful application process. Additionally, knowing whether you need to contact potential supervisors before submitting a formal application or after receiving an admission offer can significantly impact your application strategy.

A key challenge in the application process is staying up-to-date with each university’s specific requirements. While third-party websites and external sources, such as Applyindex and FindAPhD, may provide information on application fees, deadlines, and eligibility criteria, these details can change frequently and may not always be accurate. Relying on outdated or incorrect information can waste time and money. Therefore, it is critical to always verify application details directly on the official university websites. This includes checking for changes in fees and deadlines, and whether contacting a supervisor is required. Universities regularly update their policies from one year to the next, and staying informed will help ensure your application is complete and timely.

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Step 4. Prepare a Well-Crafted CV

After gathering information from exploring targeted universities in the range obtained from step 2, preparing a Word or PDF resume file is next. It is an important application document, especially if you are applying for fully funded PhDs. You should craft a detailed CV with no more than three pages, while a maximum of two pages is optimal. To prepare your academic CV, you can get ideas from previous successful applicants’ samples, which is time-consuming. Alternatively, you may use platforms like LinkedIn, which provide a general CV format. However, Applyindex offers a more tailored approach with its automated, data-driven resume creator, specifically designed for academic purposes. Read how Applyindex tools work for applicants for details.

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Step 5. Contact Supervisors

Now that you have gathered the necessary information from universities and prepared your CV, it is time to answer the question “Should I contact supervisors at the universities pinpointed in step 2 before applying for fully funded PhD Positions?” A clear NO if applying for TA-funded PhD positions. However, if you are applying for fully funded PhD positions supported by research funding sources, you may need to contact research supervisors. Read the article on how to email professor for PhD supervision for detailed instructions.

Candidates can streamline their supervisor outreach using Applyindex’s comprehensive tools. From viewing detailed supervisor profiles to accessing information about active grants and research activities, our platform facilitates efficient connections. You can email supervisors directly, track your interactions, and organize important notes within our platform. It eliminates the need to juggle multiple websites and software such as Gmail, Gemini, and Excel. This streamlined approach saves you time and helps keep everything organized in one place. Read how Applyindex tools work for applicants for details.

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Step 6. Choose Target Universities

A set of target universities is essential before submitting formal applications. Many students waste money on application fees by applying blindly or inappropriately to numerous institutions and universities. We help you identify the right target universities for your application strategy. Several factors affect your application process to universities, especially when targeting fully funded PhD positions. These factors include, but are not limited to:

• The availability and willingness of your recommenders, and the number of recommendation letters they can provide.
• Your budget for application fees and sending official language test results to target universities (note: IELTS official reports to universities are free of charge).
• Your chances of securing full PhD funding.
• The country and type of PhD position you apply for.
• The minimum requirements of the university and department.
• Responses from potential research supervisors (if you have not skipped Step 5).

If any of these are underestimated, it can significantly reduce the number of universities you can apply to and the chance of securing a fully funded PhD. Applicants often overlook these factors until they have started the application process, only to find their options constrained. Let’s explore some practical examples to illustrate how these limitations work:

Recommendation Letter Constraints

Scenario 1: Suppose you plan to apply to North American universities, which typically require 3 recommendation letters for PhD applications. However, your recommenders have told you they are willing to provide letters of reference only for 3 applications. This means that even if you have the financial resources to apply to multiple universities, you are restricted to only 3 applications because of the recommendation letter limit.

Scenario 2: You want to apply to North American universities, but you only have 2 people who are available to write your recommendation letters. Since most North American institutions require 3 letters, you would not meet their minimum criteria. As a result, you will need to focus your efforts on applying to European universities, which generally require only 2 recommendation letters for PhD applications.

Financial Constraints

Depending on how much you can spend on application fees and language test results sending fees, you are limited to the number of positions you apply to, especially in the USA and Canada. Imagine a scenario where you have enough recommendation letters but face budget constraints. North American universities often charge high application fees and require official test scores, which can increase costs. Given these financial limitations, (i) if you limit your applications to North American universities, potentially reducing your chances of admission offers, or (ii) you may find it more practical to apply to European universities and research institutes, as many of them do not charge application fees or require formal test results during fully funded PhD application processes.

Chance of Securing Fully Funded PhDs Estimated by a-index

If you have decided to use Applyindex tools and features, be aware that the most important parameter is your a-index, a quantitative representation of your CV strength. The a-index measures how well your profile aligns with the difficulty level of universities offering fully funded PhD positions. As mentioned in step 2, we strongly recommend focusing on the university ranking range where your minimum chance of securing fully funded PhD positions is at least 60%.

Feedback from Contacted Research Supervisors

The feedback and responses you receive from supervisors throughout Step 5 can significantly shape your application strategy and influence which target universities you should ultimately consider. By establishing early contact with potential supervisors, you can gain valuable insights into available fully funded PhD vacancies and whether your research interests align with theirs, which can help you make informed decisions when finalizing your university applications.

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Step 7. Find Fully Funded PhD Positions

Remember that this step may overlap with steps 5 and 6, depending on the country or university you are applying for. So, you can work on these steps in parallel. PhD positions are generally available in the following two formats:

Format 1. PhD Programs

These include fully structured and semi-structured PhD programs offered in countries such as the USA, Canada, the UK, France, Germany, the Netherlands, Australia, Italy, and Poland. Applying to these programs typically requires completing detailed departmental application forms. It is essential to check university websites for program deadlines and minimum entry requirements. A key step in the application process is identifying the PhD assistantships, studentships, scholarships, or fellowships available through each university’s application platform and selecting the option to be considered for them. Missing these opportunities can be costly. In addition, you may also secure an external PhD scholarship or fellowship and use it to fund your chosen program.

Format 2. Individual PhDs (PhD Research Projects)

These PhD vacancies are primarily found in European non-university research institutes. They are also widespread at German universities. The individual PhDs are already funded by research funding provided by a university, a professor, a government, or a private organization. Unlike PhD program positions, each PhD research project position often has its own application form, or in some cases, you simply email your application package directly to the hiring supervisor. These application forms are shorter and easier to complete compared to program-based applications.

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Step 8. Prepare Personal Essay

Now that you have selected your target universities and PhD positions for applying, you must prepare your personal essay for their programs or individual positions. Please note that this document may go by different names depending on the country and university, such as a Statement of Purpose (SOP), Statement of Interest (SOI), Personal Statement (PS), Motivation Letter (ML), Letter of Motivation (LOM), Cover Letter (CL), or Application Letter (AL). While these documents may vary slightly in length or the questions they address, their purpose is the same—they serve as a crucial part of your fully funded PhD application process.

General Guide for Purpose and Content of Personal Essays

SOP or SOI

• Purpose: Typically used for both master’s and PhD applications.
• Content: Focuses on your academic background, research interests, career goals, and why you are interested in the specific program or institution. It should be between 1,000 and 1,200 words, not exceeding two pages.
• Common in: American and Canadian universities, less common in European and Australian institutions.

PS

• Purpose: Widely used for both master’s and PhD applications.
• Content: Offers a broader view of your personal and academic background, life experiences, and how they relate to your chosen field or program in no more than one page.
• Common in: Commonly required in American, Canadian, and Australian universities, less common in European institutions.

ML or LOM

• Purpose: Typically asked by European universities for master’s, PhD, and postdoc applications.
• Content: Covers your motivation for pursuing the program, relevant qualifications, and how you fit into the program’s objectives in no more than one page.
• Common in: European universities, less common in American, Canadian, and Australian institutions.

CL or AL

• Purpose: Used more commonly for job applications (like postdoc positions) but can sometimes be requested for master’s and PhD admissions.
• Content: Typically addresses your qualifications, interest in the program, and why you’re a suitable candidate in no more than one page.
• Common in: Less common for graduate admissions, more often seen in job applications.

Specific Guide from Universities for Personal Essays

Some universities have specific guidelines regarding the content and length of supporting documents. For instance, a few universities in the US and Canada may require an 800-word SOP and a 400-word PS, whereas European institutions often ask for a one-page LOM and a one-page CL. It is essential to closely follow the specific requirements of each university to ensure your application meets their expectations. For example, as shown in the screenshot below, the School of Integrative Plant Science at Cornell University requests both an SOP (within 1000 words) and a PS, each with detailed guidelines on structure and content. Paying attention to these precise instructions demonstrates your attention to detail and increases your chances of a successful application.

If you’d like to prepare your SOP, SOI, LOM, or CL on your own, many samples from applicants who have successfully secured fully funded PhD positions at the master’s and PhD levels are available in your Applyindex profile. These examples offer valuable guidance on how to effectively structure your document to stand out to get fully funded PhD vacancies. Each sample highlights key sections, ensuring your SOP, SOI, LOM, or CL is impactful.

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Step 9. Secure Recommendation Letters

Now that you are one step closer to uploading your documents and submitting the application form, it is time to ask for your recommendation letters from your previous or current research supervisor(s), course lecturer(s), or employer(s). Note that a recommendation letter is also called a letter of recommendation (LOR), a reference letter, or a supporting letter. A well-crafted recommendation letter should be concise, usually 1-2 pages, and tailored to the specific PhD program, emphasizing the applicant’s strengths in a compelling and structured manner. Impactful and strong recommendation letters are your secret weapons to win a fully funded PhD position.

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Step 10. Submit Your Applications

Once all the required documents, such as university degrees, academic transcripts, a CV, a personal essay, and others, are prepared, students can proceed to submit their applications. You must avoid any possible typos, grammatical errors, and missing documents to help you find a fully funded PhD that is the right fit for you. A powerful and well-prepared PhD application increases your chances of securing a fully funded PhD that matches your long-term goals. For most PhD programs, an application fee may be required before submission is possible. After applying, students typically receive an acknowledgment email from the university or research institute within a few seconds or minutes, confirming that the application has been successfully received.

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Last Words

Pursuing a fully funded PhD is a competitive yet highly rewarding path for aspiring researchers worldwide. With nearly 90% of doctoral funding directed toward PhD candidates, opportunities are abundant, but the process requires careful planning and strategic decision-making. From preparing language tests and crafting a strong CV to contacting supervisors, identifying target universities, and securing recommendation letters, every step plays a vital role in success. By following this structured 10-step roadmap, applicants can navigate the complexities of the application process with confidence. Ultimately, securing a fully funded PhD, whether in Europe, Australia, or through opportunities like a fully funded PhD in USA, eases financial pressures and opens the door to impactful academic and research achievements.

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Frequently Asked Questions (FAQs)