PhD Application Checklist 2026: Everything Indian Students Need

1. 1Finalize your research area — narrow it to 2-3 subfields, not broad disciplines. "Machine Learning" is not specific enough; "sparse attention mechanisms for long-document NLP" is.
2. 2Identify target countries and program structures — US (5-6 year funded PhD), UK (3-4 year structured PhD), Canada (4-5 year), Europe (varies: Germany/Netherlands often 3 years with salary). Each has different funding models.
3. 3Research 25-30 potential universities — rank, program fit, faculty, funding rates. Shortlist to 15-20 for serious consideration.
4. 4Begin or deepen research experience — if you don't have a publication or substantial project, the next 6 months are your window. Approach professors at your institution or apply for research internships.
5. 5Check English proficiency requirements — if you need IELTS/TOEFL, schedule your test for 9-10 months before the deadline.
6. 6Check GRE requirements per program — many programs no longer require it, but some still do. Don't assume.

1. 1Read recent papers from target faculty — at least 2 papers per professor you plan to contact. Take notes on their methodology and open problems.
2. 2Build your professor shortlist — 2-3 target faculty per university. Verify each is still active (recent publications in the last 2 years, not on sabbatical or emeritus).
3. 3Draft your research statement (early version) — a 500-word description of the research problem you want to pursue and why. This will evolve, but having it early focuses everything else.
4. 4Identify your 3 recommenders — choose people who supervised your research directly, not just course instructors. Brief them on your plans now, even if you won't formally ask until later.
5. 5Take or retake English proficiency tests — IELTS (academic module) or TOEFL iBT. Most programs require minimum scores around IELTS 7.0 or TOEFL 100.
6. 6Take GRE if required — budget 2-3 months of preparation. General test is more widely accepted than subject tests.

1. 1Email target professors — personalized emails referencing specific papers. Ask if they're recruiting PhD students this cycle. Track responses in your PhD tracker.
2. 2Formally ask recommenders — give them a document outlining: your target programs, deadlines per program, the research you did with them (so they can reference specific contributions), and how to submit letters to each school's system.
3. 3Write SOP draft 1 — research statement + your background + why this program. Open with the research problem, not your childhood. Aim for 1000-1200 words.
4. 4Update your CV to academic format — research experience, publications (even if in submission), conference presentations, academic honors. Remove internship descriptions that aren't research-relevant.
5. 5Begin transcript requests — Indian universities can take 4-8 weeks to issue official transcripts. Start early. Some programs need both official printed transcripts and uploaded PDFs.
6. 6Check application portals for each program — create accounts, note what's required (some ask for separate diversity statements, research proposals, or writing samples).

1. 1SOP revisions (2-3 rounds) — get feedback from a mentor, current PhD students in your field, or online communities (r/gradadmissions). Each revision should improve specificity about your research question and fit with the target faculty.
2. 2Follow up on professor emails — if no response after 2 weeks, send one follow-up. If still no response, apply anyway and mention the professor in your SOP.
3. 3Confirm recommender submission timelines — remind recommenders 6 weeks, 3 weeks, and 1 week before each deadline. Give them specific submission links per program.
4. 4Write program-specific SOP variations — your core SOP should be adapted per program to reference the specific faculty, lab, and research opportunities at each school.
5. 5Prepare writing sample if required — some Social Science and Humanities programs ask for a 10-20 page writing sample. Use your best research paper or thesis chapter.
6. 6Request official transcripts (again, if needed) — confirm each program's transcript policy: some want sealed physical transcripts, others accept digital transcripts through specific systems.

1. 1Complete application portal data entry — personal information, academic history, test scores. Don't wait until the last week.
2. 2Upload documents — SOP, CV, transcripts, English test scores, GRE scores (if required). Verify file format requirements (PDF vs Word, file size limits).
3. 3Chase recommenders who haven't submitted — email them directly and remind them of the deadline. Offer to resend the submission link.
4. 4Pay application fees — US programs typically charge $50-150 per application. Budget ₹30,000-75,000 for 10-15 applications. Some programs waive fees for financial hardship — check each school's policy.
5. 5Final SOP read-through — read it aloud. Check that the opening paragraph immediately communicates your research focus. Verify that each program's SOP correctly names their faculty.
6. 6Submit early — at least 1 week before the deadline. Servers crash on deadline day. Some programs have earlier internal review cycles for fellowship consideration.

1. 1Confirm submission receipt — most portals send a confirmation email. Save it.
2. 2Track LOR submissions — most portals show whether recommenders have submitted. Follow up on any outstanding letters.
3. 3Monitor email (including spam) — interview invitations and admission offers sometimes land in spam. Check daily from December through March.
4. 4Prepare for interviews — if shortlisted for an interview, research the professor's recent work in detail. Be ready to discuss your research plans, why this lab, and what you'll contribute.
5. 5Update your PhD tracker with outcomes — rejections, waitlists, acceptances, and any funding details. This helps you make the final decision when offers come in.
6. 6Compare funding offers carefully — stipend amount, tuition coverage, health insurance, and any teaching/research assistant obligations vary widely between programs and countries.

Documents you'll need for most PhD applications:

• Statement of Purpose / Research Statement (program-specific variation per school)
• CV / Resume (academic format, no photo for US/Canada)
• 3 Letters of Recommendation (submitted by recommenders directly)
• Official transcripts from all universities attended
• IELTS Academic (7.0+) or TOEFL iBT (100+) — unless waived
• GRE General Test scores — check each program individually
• Writing sample — required by some Social Science and Humanities programs
• Diversity/personal statement — required by some US programs
• Research proposal — required by many UK and European PhD programs
• Passport copy — for international student forms