How to Write a CV and Cover Letter for Your PhD Application

Your PhD application CV and cover letter (or personal statement) are crucial documents that introduce you to admissions committees and potential supervisors. These can often be overlooked, but writing a good CV and cover letter or personal statement for your PhD application can set you apart and make a strong case for your candidacy.

This guide explains exactly how to write a CV for PhD application and compose a compelling PhD cover letter or personal statement. We will offer detailed advice, examples, and strategic insights relevant across disciplines and for both UK and international applicants. By the end, you’ll have a clear understanding of what these documents should include, how to format them, and how to present your academic story with confidence.

How Should a PhD Application CV Look Like?

The CV for your PhD application should not simply list jobs or degrees. It should act as a detailed snapshot of your educational background, research experiences, publications, presentations, and relevant competencies that demonstrate your readiness for doctoral study.

Admissions committees want to see evidence that you can undertake independent research, contribute to academic knowledge, and fit well with the research group or department. Your academic CV should therefore prioritise education history, research activities, and academic output over unrelated work experience.

Difference Between an Academic CV and a Standard CV

It’s important to understand that an academic CV differs significantly from a standard CV typically used for industry jobs.

When writing a standard CV you focus on concise summaries of employment history and skills relevant to a particular role. An academic CV instead is more detailed and research-focused. Length is also less constrained, allowing you to provide a fuller picture of your academic trajectory, including theses, teaching experience, and grants or awards if applicable.

Unlike a standard CV, which may prioritise brevity and impact, an academic CV prioritises thoroughness and relevance to scholarly work, reflecting your potential as an independent researcher and academic. It can extend beyond two pages if you have enough relevant material. However, it should remain clear, structured, and free from unnecessary detail.

How to Write an Academic CV for PhD Application

Writing a PhD application CV can feel like a job in itself, but breaking it down into sections and understanding what each should communicate helps enormously. Below is an in-depth guide to crafting each essential part.

Contact Details and Personal Profile

Start with your full name and professional contact details: your personal email address, phone number, and where appropriate, links to academic networking sites like ORCID or LinkedIn. Including a professional profile (or summary) is optional but can quickly convey your research interests and key strengths.

For example:

Recent MSc graduate in Environmental Science with a focus on climate resilience. Experienced in quantitative data analysis and field research.

Education History

This section is the core of your CV. List your degrees in reverse chronological order, including institution names, dates, degree titles, and grades or classifications. If your undergraduate dissertation or MSc thesis is particularly relevant, include the title and supervisor’s name to highlight your research experience.

Example description:

Completed MSc in Modern History at University of Glasgow with Distinction. Dissertation titled ‘Industrial Labour Movements in 19th Century Lancashire’ under supervision of Dr. Jane Brown, involving extensive archival research and qualitative analysis.

Research Experience

This section should highlight research projects, independent studies, or internships that demonstrate your ability to undertake scholarly research relevant to your PhD application. Focus on the skills you developed, such as archival research, data analysis, literature reviews, or experimental design.

Example 1: Recent Master’s Graduate

Completed a Master’s dissertation entitled “The Role of Archival Materials in Understanding 19th-Century Scottish Land Use,” involving primary source research at the National Records of Scotland. The project required extensive archival work, critical evaluation of historical documents, and synthesis of complex data to support original conclusions.

Example 2: Research Assistant/Internship Experience

Research Intern at the University of Edinburgh (Summer 2024), contributing to a project on climate adaptation strategies. Conducted archival research in national and university collections, performed qualitative coding of historical data, and assisted with drafting reports and conference presentations.

Publications, Presentations, and Academic Contributions

For candidates with publications or conference experience, this section highlights your scholarly contributions. Even if your work is not yet published, listing accepted papers, posters, or presentations signals active engagement with the academic community.

Example:

Co-authored a peer-reviewed article published in the Journal of Social History titled ‘Women’s Role in Victorian Trade Unions’ (2025). Presented related research at the Historical Association Annual Conference in Birmingham, May 2024.

Skills

Academic and research-related skills are crucial for a PhD. Describe your proficiency in relevant software, lab techniques, fieldwork, programming languages, or linguistic skills.

For example:

Proficient in qualitative data analysis using NVivo and quantitative methods with SPSS. Experienced in field survey design and data collection. Fluent in Spanish and German, enabling research with non-English primary sources.

Awards, Scholarships, and Grants

Including academic awards, scholarships, bursaries, and project placements in your CV highlights external recognition of your abilities and potential as a researcher. Be sure to specify the awarding organisation, the nature of the award, and the date received. This section demonstrates that institutions or funding bodies have invested in your academic and research promise, which can strengthen your PhD application CV considerably.

Example:

Completed an Erasmus+ placement at the University of Bologna, 2023, focusing on comparative archival methods.
Granted a small research bursary from the British Library for a project on historical document preservation, 2024.

References

If requested in the PhD application instructions, you could add names and contact information for 2–3 academic referees who can attest to your research skills and academic suitability. Always obtain permission from referees before including their details.

PhD Application CV Format and Style Tips

While the content of your PhD application CV is key, the way you present it can influence how easily reviewers engage with your achievements—especially if applying for advertised positions that use automated systems.

Use a Clear, Consistent Layout

Choose a professional font such as Arial, Calibri, or Times New Roman in 11- or 12-point size. Maintain consistent margins (usually 2–2.5 cm) and ensure there's enough white space to avoid visual clutter. Use bold for headings, bullet points for lists, and avoid unnecessary graphics, icons, or colours.

Consider ATS Compatibility for Advertised Projects

If you’re applying for a PhD post advertised through a university jobs portal (especially in the sciences or social sciences), your CV may go through an Applicant Tracking System (ATS).

These systems can misread columns, tables, or unconventional layouts. To avoid issues, keep the formatting simple and linear: no multiple columns, text boxes, or elaborate design elements.

For Self-Proposed Projects, Focus on Readability

When submitting a self-designed research proposal and applying for a funded position, formatting doesn’t need to cater to ATS. However, clarity and structure still matter. Academics reviewing your CV will appreciate clean, well-labelled sections and logical organisation.

Length and File Format

As a general rule, aim for two to three pages. If you are a recent Master’s graduate and have less experience, two-page length is perfectly acceptable. Only make sure to prioritise relevant, high-quality content over volume. Always save your CV for PhD applications as a PDF unless otherwise specified, to preserve formatting across devices.

How to Write a Personal Statement or Cover Letter for PhD Applications

Alongside your CV, your PhD application cover letter (or PhD personal statement) plays a vital role in your application. While the CV provides structured facts, the cover letter tells your story: your motivations, fit with the research project or supervisor, and what you aim to contribute and gain from the PhD.

Purpose and Structure

The cover letter should be concise—usually one page—and tailored specifically to the programme and supervisor. It should clearly communicate:

Opening Paragraph

Begin your PhD cover letter or PhD personal statement with a confident and concise introduction. Mention the university and supervisor, the general research area, and your academic background.

Example:

I am writing to express my interest in pursuing a PhD in Modern European History at the University of Leeds, under the supervision of Dr John Doe. My proposed project, “The Construction of Memory in Post-War Central Europe,” builds on my MA dissertation in Contemporary History at the University of Manchester, where I conducted original research using primary materials from the British Library.

Middle Paragraph(s)

Use this space to elaborate on your academic background and relevant experiences. This is where you link your skills to the research requirements. You can also mention any relevant methodological skills, software knowledge, or collaborations undertaken during your previous academic or professional experience.

Example:

During my master’s dissertation, I analysed narrative strategies in contemporary Caribbean novels, developing skills in critical theory and qualitative textual analysis. My research included extensive archival work and engagement with primary sources in multiple languages. I am confident these experiences equip me to undertake the proposed doctoral research effectively.

Why This PhD and Institution?

Explain why you are applying to this particular project or university. Research supervisors’ work and department strengths to personalise this part.

Example:

I am particularly drawn to this project due to Professor Clarke’s pioneering work on transnational identity, which closely aligns with my research interests. Additionally, the department’s interdisciplinary approach offers a stimulating environment for my academic growth.

Closing Paragraph

Finish with a confident statement of your suitability and eagerness to contribute to and benefit from the programme. Politely express your willingness to provide further information or discuss your application.

Example:

I am enthusiastic about the opportunity to contribute to and learn from the vibrant research community at York. Thank you for considering my application. I look forward to the possibility of discussing my candidacy further during the interview.

Tailoring Your Application: Strategy for Success

Generic applications rarely succeed. A strategic, tailored approach maximises your chances.

Understand the Research Context

Read the project description if you’re applying for a pre-designed PhD project, research you supervisor’s publications, and take a look at departmental research themes. Tailor both your PhD application CV and cover letter to highlight experiences and interests that align directly.

For example, if the project emphasises digital humanities skills, be sure to spotlight any relevant software experience or digital projects in your CV and cover letter.

Reflect on Your Unique Selling Points

What distinguishes you? It might be interdisciplinary skills, language proficiency, or a particular research methodology. Weave these consistently into both documents.

Adapt for Different Fields

STEM applications might focus more on technical skills, lab experience, and published research, while humanities and social sciences emphasise critical analysis, theoretical knowledge, and qualitative methods. Adjust the tone and emphasis accordingly.

Manage Limited Experience

If you’re an early-career applicant with limited research history, focus on your academic potential, motivation, relevant coursework, and transferable skills such as project management or communication.

Common Mistakes to Avoid in PhD CVs and Cover Letters

Stay organised, create a schedule, engage actively with your course, and don’t hesitate to ask for support. Consistency is more important than perfection.

Overloading with Irrelevant Information

Avoid including unrelated work experience or personal hobbies unless they directly support your academic profile. Admissions committees want to see clear evidence of your research ability.

Being Too Generic

Sending the same CV and cover letter to multiple institutions without tailoring reduces impact. Demonstrate you’ve researched the programme and understand how you fit.

Poor Formatting or Typos

Sloppy formatting or spelling mistakes convey a lack of professionalism and attention to detail. Proofread carefully and ask someone else to review your documents.

Lacking Specific Examples

Statements like “I am a motivated researcher” need supporting evidence. Use concrete examples from your studies or projects to back up claims.

Writing Too Much or Too Little

A CV should be detailed but concise. A cover letter should be focused and ideally no more than one page. Avoid rambling or omitting critical points.

Conclusion

Writing a strong PhD application CV and cover letter requires careful thought, strategic tailoring, and attention to detail. Do not underestimate the role of these documents as they are your only chance to present yourself as a serious, capable, and motivated researcher who will thrive in doctoral study.

Frequently Asked Questions About PhD Application CVs

How long should my PhD application CV be?

Ideally, 2 to 3 pages depending on your experience. Early-stage applicants may keep it to 1-2 pages; more experienced candidates can extend if justified.

Should I include work experience unrelated to academia?

Only if it demonstrates transferable skills like leadership, organisation, or communication. Otherwise, focus on academic and research experience.

Can I use the same CV and cover letter for multiple PhD applications?

It’s best to tailor both for each application to highlight relevance to the specific project and supervisor.

What’s the difference between a cover letter and a personal statement?

Often used interchangeably for PhD applications, but a personal statement tends to be more reflective and longer, while a cover letter is slightly more concise and formal.