offer letter for phd

• Skip to main content
• Skip to footer

Personal Finance for PhDs

Live a financially balanced life - no Real Job required

How to Read Your PhD Program Offer Letter

March 7, 2019 by Emily

Congratulations on receiving an official offer of admission to a PhD program! This is truly an exhilarating period in your academic career. After celebrating your admission and letting the giddiness wear off, whip out your magnifying glass: It’s time to take a close look at your offer letter to figure out what it actually means. Offer letters can be a bit difficult to decipher (sometimes intentionally!), but this is a vital step so that you go into your PhD program with your eyes wide open regarding your financial situation. This article covers how to discern what your program is offering you regarding your stipend/salary, out-of-pocket tuition and fees, the type of pay you receive and whether it comes with a work requirement, health insurance, “guarantees,” and how your funding package evolves as you move through your PhD program.

If your offer letter doesn’t answer all the following questions (and you’re seriously considering taking it), turn to the offering department’s administrative assistant (for official answers) and/or current graduate students (for this-is-how-things-actually-work answers).

Gross Stipend/Salary

Right away your eye might be drawn to a phrase like “Your total financial aid package is worth…” and some huge number like $50,000 or $90,000. Don’t be distracted by it! You need to know what your actual pay will be – what is usually referred to as your stipend. The letter should delineate between your stipend and the cost of the tuition and fees paid on your behalf. The important take-away is what’s going into your pocket (before taxes) as this is the money that will pay your living expenses and fund your financial goals.

Tuition and Fees (Your Responsibility)

If your offer letter includes funding, it should say that some aspect of your tuition and/or fees will be paid on your behalf. However, when determining how much money you actually get to keep at the end of the day, you have to know: Are you responsible for paying any (partial) tuition and fees out of your own pocket? For example, perhaps your tuition is being paid on your behalf, but out of your stipend you are expected to pay a relatively small fee. Don’t be impressed by huge numbers in tuition and fees being paid for you! What matters is how much you have to pay out of your own pocket; ideally $0 or close to it!

Source of Stipend

Your offer letter will likely tell you the source(s) of your stipend: an assistantship or fellowship. One of the key differences between these two types of funding is whether there is a work requirement.

Fellowships do not have “work requirements,” and to maintain them you are generally just expected to make satisfactory progress toward your degree with respect to your coursework and dissertation progress.

Assistantships do have a work requirement; you are technically an employee of your university. Research assistantships with your dissertation advisor usually allow you to combine your work requirement with your dissertation research (with some exceptions). Teaching and graduate assistantships require you to teach or perform some other kind of service for your university (most often officially capped at 20 hours/week), after which you are free to work on your coursework and/or dissertation.

It’s vital to know whether you have a work requirement in your first year or really any requirements to maintain your funding (e.g., attending a seminar series, submitting progress reports). If you don’t meet those requirements, your funding could be revoked. Your stipend offer letter should clearly state what your work requirement is or whether you need to secure one prior to the start of the school year. For example, you might be offered funding from a teaching assistantship, but it could be still up to you to actually arrange with a professor to TA a certain course.

Knowing about a work requirement will help you properly envision how you’ll spend your time during your first year in your PhD program.

Duration of Stipend

Your offer letter should tell you over what period you will be paid your stipend. Ideally, the answer is 12 months, although carefully note if the source of the stipend changes during that time. (For example, I was paid in my first 9 months of graduate school by a training grant and in the next 3 months by a research assistantship, and this was all spelled out in my offer letter.) If the offer letter says the stipend lasts any period shorter than 12 months, you need to follow up: Does that mean you actually won’t be paid (you’ll have to plan financially for that, obviously) or that you are going to have to secure other funding after the initial period?

Who Pays What for Health Insurance?

Health insurance is a huge issue for graduate students, and universities handle it differently. The key answers you need from your offer letter are:

• Will you have an opportunity to buy student health insurance through the university? (Almost certainly the answer is yes.)
• What is the yearly premium for the student health insurance?
• If you sign up for student health insurance, is the premium paid on your behalf (similar to tuition and fees) or do you pay (part of) it out of pocket?
• Are dental and vision insurance bundled along with health insurance, or would you have to buy them separately?

Even if you plan to stay on your parents’ insurance for some years at the start of your PhD, it’s important to understand what you may be paying for premiums once you switch to insurance through your university.

Is There a Guarantee?

Does the word ‘guarantee’ appear anywhere in your offer letter, e.g., is your funding guaranteed for 2 years, 5 years? A guarantee is nice to have, but it shouldn’t necessarily be a deal-breaker. If you don’t have guaranteed funding throughout your PhD (which might very well go beyond 5 years!), find out from current students whether students all pretty much stay funded or whether funding becomes tight/competitive in later years.

What Happens after the First Year?

Probably of the most important things to know about funding during your PhD is what happens in later years. A PhD is long, after all, and your offer letters might only discuss funding in the first year. Your offer letter might include hints of funding changes in the future, such as by saying you received a first-year fellowship or one-time bonus, or saying that your funding source will change starting in your second year.

You should be particularly wary of your stipend decreasing after your first year due to a one-time/first year-only bolus of money (a promotional offer, so to speak). It would be quite painful to find out at the last minute that your stipend is going down and have to scramble to adjust your living expenses. Better to build your life and budget around your ongoing stipend amount and use the first-year increase for one-time expenses or savings.

If you are seriously considering accepting an offer, you should definitely inquire about what funding looks like in the second and following years. The departmental administrative assistant may not be able to say for sure what will happen in your case, but he/she and current students can tell you the precedent.

• What will my after-tuition/fees stipend (and its term) be in my second and subsequent years (lower, higher, pretty much the same)?
• What will the source of my funding be in later years, and am I responsible for securing it? (For example, in your first year you might be funded from a training grant so you can rotate among potential advisors, but starting in your second year you must secure a research assistantship with your dissertation advisor.)
• Are yearly cost-of-living raises typical?

Don’t be dazzled by a pumped-up first-year offer if the reality behind it is a department where students compete with one another for limited funding and you’re paid the same stipend in your fifth year that you were in your first!

You can see that to properly understand your funding during your PhD you need a lot more information from your stipend offer letter than just the number that will hit your bank account each month! Again, you only need to investigate beyond the offer letter to the degree that you are considering accepting the offer (most likely based on other factors). But even if you don’t care about money at all, I strongly encourage you to find answers to these questions for the program that you ultimately accept before you commit to a lease or move.

Join Our Phinancially Distinct Community

Receive 1-2 emails per week to help you take the next step with your finances.

Success! Now check your email to confirm your subscription.

There was an error submitting your subscription. Please try again.

Reader Interactions

December 26, 2019 at 10:54 am

I got an offer letter of Ph.D. with no scholarship and no stipend. I have to pay the tuition fee and manage the living expenses myself. I do not know what to do.

March 10, 2020 at 7:12 pm

Just don’t do it. Paying for a PhD is never to be done. Tell the school that you won’t attend it without a tuition waiver and a stipend.

March 31, 2020 at 1:15 pm

You can attempt to negotiate. There are very few fields where unfunded PhDs are typical or acceptable. Even if other people do unfunded PhDs, you still have to decide for yourself if it’s worth your time and money. Unless you are already wealthy, I don’t see how it could be.

[…] Read on for a look at the different parts of a typical offer letter, or check out Emily’s website for a full description and companion worksheet! […]

[…] Further Reading: How to Read Your PhD Program Offer Letter […]

[…] Further reading: How to Read Your PhD Program Offer Letter […]

[…] Finance: How to Read Your PhD Program Offer Letter […]

[…] How to Read Your PhD Program Offer Letter […]

Sign Up for More Awesome Content

I'll send you my 2,500-word "Five Ways to Improve Your Finances TODAY as a Graduate Student or Postdoc."

Graduate Admission Offer Letters

The Admissions and Enrollment Committee of the Graduate Assembly has developed guidelines and a sample financial support offer letter for admitted applicants to promote and support consistent implementation of offer letters across graduate programs, colleges and schools. Graduate programs should follow these guidelines when developing financial support offer letters for admitted applicants.

In addition to providing a financial support offer letter, programs are encouraged to send a separate letter of admission to all admitted applicants. The offer of admission letter should be independent of an offer of financial support and should outline the specifics of the applicant’s admission to the program (semester of entry, degree level sought, deadline to accept offer of admission, etc.).

Guidelines for Graduate Admission Offer Letters

Sample graduate admission letter, guidelines for graduate financial support offer letters, sample graduate financial support offer letter for admitted applicants.

If you have questions, email    Shannon Neuse .

These resources may be updated over time, guided by feedback from students and changes in student support/benefit opportunities. The guidelines were created in response to recommendations by the Graduate Education Task Force and implemented beginning in 2021. 

The recommendations include the following:

1. All graduate students should receive an accurate estimate of what they will receive.

Graduate students should receive an accurate estimate of the stipend levels, tuition benefits, and additional fees (including health insurance, summer coverage, tuition if applicable and international student fees) they will receive in their formal offer letters from their graduate programs before they enter the university. Programs that do not already use the Office of Graduate Studies (OGS) offer template should be encouraged to do so.

2. Offer letters should outline the funding plan for each year.

Offer letters should outline the funding plan for each year of the student’s package with clarity about fees and other expenses so that students understand their financial situation before and during their time at UT Austin. All graduate students should receive clear information about academic and non-academic employment they are eligible for during their degree programs and what the levels of compensation will be for these jobs.

Templates for research scientist offer letters

In order to improve the clarity and consistency of the information contained in offer letters, the Office of Research requires use of standard templates for offer letters to research professors and research scientists. Recognizing that there is often additional employment-related information that must be conveyed to new appointees, Memorada of Understanding (MOU) — separate documents from offer letters — can be used to address these issues.

• Normal Appointments
• Term-Limited Appointments
• Regarding Joint Appointments
• Regarding Additional Characteristics of Research Faculty Appointments

• Writing an Academic Cover Letter for a PhD Application
• Applying to a PhD
• The aim of an  academic cover letter  is to convince the supervisor that you are a strong candidate for the PhD position on offer.
• Your cover letter should be  half a page to a full page  in length; it should be concise and to the point.
• Your PhD cover letter should include your  personal details , the position you’re applying for, your  motivation  for applying, what you know about the project, what  relevant experience  you have and what makes you suited for the position.

The two documents crucial to get right when  applying to a PhD  are your CV and covering letter.

In this article, we’ll set out the core guidelines you should follow to create an effective academic cover letter.

What Is An Academic Cover Letter?

An academic cover letter is a written document that accompanies your CV and application form when applying for a PhD.

It’s different from a CV as instead of being a structured summary of your skills and experience, it is a summary of why you believe you are suited for a particular PhD programme. As a result, all academic covering letters should be tailored for the specific position you are applying for and addressed to the supervisor who is overseeing the project. They also shouldn’t repeat what is already stated in your CV, but rather expand on the details most related to the position you are applying to.

Note:  An academic cover letter is sometimes referred to as a PhD application letter, but never a motivation letter. The latter is different in that it concerns the reasons as to why you want to undertake research, while a cover letter focuses on demonstrating your suitability for a programme. This is an important distinction to note.

What Is the Purpose of An Academic Cover Letter?

The aim of an academic cover letter is to convince the PhD supervisor that you are the perfect candidate for the PhD project.

Academic cover letters should complement your CV and sell you as a person – will your potential supervisor be excited to work with you after having read your cover letter?

What Should I Include in My Academic Cover Letter?

You should demonstrate that you have the skills which make you suited for research. It is essential that you recognise these skills in you and that you use them to promote yourself.

1. Your Personal Details

Include your name, address, email address and phone number in the top right corner of the letter. This is so the supervisor can reach you should they have questions or require any further information.

2. The Position You’re Applying For

Help the supervisor establish exactly which PhD position you are applying for as there may be several positions being advertised at one time. If they provide a reference number as part of the project description, it would be a good idea to include it in brackets.

3. Why You’re Interested in The Position

Use this section to explain your motivations for applying to the specific PhD and where your research interests stem from. Is it related to the dissertation you produced as part of your final year undergraduate dissertation, etc?

Whatever your motivation for applying to the PhD, make sure that your enthusiasm comes across clearly. The supervisor will appreciate how great a role self-drive plays in completing PhD projects and you will want to convince them you have the level of drive required to be successful.

4. What You Understand About the Project

Besides explaining your motivations for undertaking the project, show that you possess a basic understanding of it. In doing so, make sure you reinforce each point with some level of evidence; avoid making general statements or talking loosely around the research subject. This will show the PhD supervisor that you’ve taken the time to research the background to the project.

5. What Relevant Experience You Have

In this section, briefly discuss your academic background and any relevant experience you have within the field of research. Don’t worry if you have little experience in this area as this will be the case for most applicants. If this the case, then use this section to explain how you will be committed to the PhD research project. If you have experience in conducting research, explain what your role was, the analytical methods you used and any other aspects of your work which may be relevant. Similarly, discuss any teaching experience if you happen to have it.

6. Closing Statement

Keep this short and concise. Thank the supervisor for taking the time to read your application and let them know that you’re looking forward to hearing from them.

How Long Should My Academic Cover Letter Be?

Your academic cover letter should be between half a page to one full page .

To keep it effective, make it as concise as possible and only discuss points which are either relevant to the project or the aspect of being a doctoral research student. This may feel difficult to do, especially if you have much you want to include, but keep in mind that your cover letter can also be used as evidence of your communication skills, more specifically, whether you can convey important information in a clear and logical manner. As this will be a key skill of any research candidate, the prospective supervisor will take it into account when evaluating your capabilities.

How to Format an Academic Cover Letter for A PhD Application

Your cover letter should be written in paragraph format, with bullet points only reserved for situations where a list would improve clarity. This is because a cover letter is one of the few places where you are expected to show your personality, so using too many bullet points will diminish your ability to do this. The best way to approach writing your application letter is to see it as a very short personal essay.

Use a common font like Times New Roman or Calibri, and if possible, avoid the use of highlighting, underlining and tables as they become too distracting. Keep your font size between 10 to 12 points and your margins to at least 0.5 inches around all edges. Try to match the font size, type, line spacing and margin size to your academic CV for neat and consistent presentation.

Your cover letter should be addressed to the PhD supervisor, starting with a “Dear [academic title] [surname]”, for example, “Dear Professor Williams”.

Hopefully, you now know what it takes to write a successful cover letter for a PhD application. While a strong cover letter will go a long way to helping you stand out, you will need to learn how to create an equally strong CV if you really want your application form to excel. To this effect, we recommend you next read our step-by-step guide for creating effective academic CVs .

Finding a PhD has never been this easy – search for a PhD by keyword, location or academic area of interest.

Browse PhDs Now

Join thousands of students.

Join thousands of other students and stay up to date with the latest PhD programmes, funding opportunities and advice.

/images/cornell/logo35pt_cornell_white.svg" alt="offer letter for phd"> Cornell University --> Graduate School

Respond to an offer.

On or before your decision date, you should verbally inform the employer of your decision. Follow up with a well-written confirmation letter.

Accepting an Offer

Express your enthusiasm to be joining the organization, and reiterate salary, start date, and position title. Specify when you will meet any conditions of employment, such as completing a medical exam or providing required documents.

Sample Acceptance Letter

634 Oak Avenue Ithaca, New York 14850 April 30, 2010

Peggy Hayward, Director of Marketing Associated Shops 312 Fifth Avenue New York, New York 10122

Dear Ms. Hayward:

I am pleased to confirm my acceptance of your offer to join Associated Shops as Assistant Product Manager. As we discussed in our telephone conversation yesterday, I will begin work on June 15 at an annual salary of $58,750 and will complete a medical examination before the start date. I look forward to receiving a written confirmation of the offer and benefits package.

In the event that you need to contact me before June 15, please note that I can be reached at 914-555-3210 from May 30 through June 14.

Thank you again for your consideration and help during the interview process. I greatly appreciated your informative and personal approach.

Sincerely yours,

(SIGNATURE) Marla Linsky

Declining an Offer

Thank the employer for extending you an offer. Explain that you are accepting an offer that better matches your needs or desires at this time. Keep the door open for future associations with the firm.

Sample Declining Letter

321 Buffalo Street Ithaca, New York 14850

March 28, 2010

Barry Boscone Research and Development Director Triton Industries 1234 Eastman Avenue Rochester, New York 13688

Dear Mr. Boscone:

Thank you very much for offering me the position of Researcher at Triton Industries. After considering this opportunity carefully, I have made a difficult decision not to accept your offer. I believe that at this point in my career another position I have been offered fits more closely with my career interests and goals.

It was a pleasure meeting you and members of your staff. I appreciate the time you spent with me and the consideration you extended to me.

(SIGNATURE) David Squires

Our websites may use cookies to personalize and enhance your experience. By continuing without changing your cookie settings, you agree to this collection. For more information, please see our University Websites Privacy Notice .

The Graduate School

Creating the offer letter.

Below, please find guidance around creating and extending a GA offer letter and adding the GA to grad payroll.

Appointment Dates

Appointments ordinarily are made for the nine-month period, August 23 through May 22, but may be of shorter duration for a variety of reasons. Specific dates can be found on the Stipend Listing posted by Payroll for each academic year.

Graduate assistantship appointments with either a retroactive date of hire or a retroactive increase in percentage of employment are prohibited. Appointment start dates should accurately reflect the employee's work. A non-standard start date may have implications for the GA tuition waiver, insurance eligibility, and result in a less than one semester appointment, so should the need for an appointment with a retroactive or non-standard start date arise, the department should contact The Graduate School prior   to   making an offer. While the contract allows less than one semester appointments, all appointments of less than one semester duration require advance approval from the GEU and departments must contact Employee Relations for assistance before issuing an offer letter.

The appointment start date for GAs is typically prior to the start of the semester. GAs may be expected to begin work as of the start date of their appointment and should plan to arrive by their start date. All graduate students enrolled in on-campus programs are required to arrive on campus on or before the first day of each new term, as stated in The Graduate Catalog (" Deadlines "). This policy is to ensure graduate students' academic success, as well as to prevent any financial hardships that may result for student with a graduate assistantship appointment. Late arrival for the semester requires advance approval from The Graduate School and may impact the GA's employment start date, which may cause the GA to be responsible for paying partial tuition and affect their eligibility for subsidized health insurance. If a newly admitted student is not able to arrive on campus on or before the first day of the semester, they should plan to defer their admission to a later semester.

GA Offer Letters and Supplemental Description of Duties Forms

Graduate Assistant offer letters define the terms and conditions of employment for graduate students who are invited to accept a new position or a continuation appointment as a Graduate Assistant at the University of Connecticut. There are two templates available: one to be used to appoint or reappoint a GA for the fall/spring semester or the academic year and a second template for mid-appointment (fall/spring or academic year) FTE or stipend level changes.

GA Offer Letters:

• The GA offer letter templates contain boilerplate language that   must be included , and the templates should be accessed from the Human Resources website as each new letter is created as content is subject to change. These template letters are not intended to be form letters, but the language has been vetted for compliance with relevant contractual and legal provisions. The hiring department is responsible for the personalization of names, titles, salary and other specific data. Should you need to substantially revise the standard letters, it is imperative that you contact The Graduate School before doing so.
• Please remember that the GEU contract requires the university to make offers by April 1 for incoming GAs and by June 1 for continuing GAs except in exceptional situations as outlined in by the contract. If you have any questions about this deadline and whether a scenario would qualify as exceptional, please reach out to The Graduate School.

Supplemental Description of Duties Forms:

• Hiring departments must also provide the GA with a Supplemental Description of Duties form. The provided templates of the Supplemental Description of Duties form for Teaching GAs and Research GAs can be modified by departments to more accurately reflect the GA’s duties but must include all items listed in Article 5, section 6 of the GEU-UAW contract and the language regarding international students holding a F-1 or J-1 visa not working more than 20 hours per week when classes are in session.
• The Graduate School maintains an online workflow for the Supplemental Description of Duties (SDD) form that is available for use by all departments. Either the faculty member supervising the GA or the department admin can initiate the SDD form. If initiated by the admin, it will route to the GA supervisor for approval before being sent to the GA. Departments may preview the form to see if it will meet their needs and reach out to Jack Corcoran ( [email protected] ) to request administrator access. GA supervisors do not need administrator access in order to initiate, review, or approve SDDs.

Optional GA Recruitment/Cover Letter: 

• The Graduate School has developed an " Optional GA Recruitment/Cover Letter Template " to accompany GA offer letters for incoming and continuing graduate students. This optional template highlights some of the benefits of joining UConn for incoming students and provides space for departments to list additional opportunities or support, such as a departmental fellowship.

Additional Information for Incoming GAs' Offer Letters - The April 15 Resolution

• GA offer letters for incoming graduate students must include language regarding the Council of Graduate Schools' (CGS) "Resolution Regarding Graduate Scholars, Fellows, Trainees, and Assistants," also known as the "April 15 Resolution." Because UConn is a party to the April 15 Resolution, we are obliged to allow admitted graduate students to consider all offers of financial support through April 15 .  In turn, the resolution binds students to their decisions made or held in place after April 15.  Over 325 U.S. institutions offering graduate degrees have agreed to abide by this resolution.
• The April 15 deadline applies only to acceptance of an offer of financial support such as a graduate scholarship, fellowship, traineeship, or assistantship. Departments are free to ask or require potential students to respond before April 15 if the student did not receive an offer of financial support.
• It applies only to offers of financial support for the following academic year.
• Although departments are encouraged to make offers well before the deadline, prospective students are under no obligation to respond to offers including financial support prior to April 15.
• All offers of financial support must include a copy of or link to the “ April 15 Resolution ”.
• The GA offer letter templates for "New" appointments include explanatory language regarding the April 15 Resolution and a link to the full text of the resolution. Please remember that the GEU contract requires the university to make offers to incoming GAs no later than April 1. If you have any questions about this deadline or about implementing the April 15 Resolution, please reach out to The Graduate School.

International GAs Admitted for a Spring Term 

• International students who are admitted for a spring semester may need to be show one year's proof of funding to receive their I-20. In collaboration with ISSS and Labor Relations, The Graduate School developed a letter template departments can use to confirm a calendar year of GA support and which the student may show when applying for their I-20. The department would also need to provide a spring GA offer letter using one of the standard templates for GA offers available on HR's website along with this letter, and then, closer to the fall semester, departments would issue a fall GA offer letter using the standard templates. Please reach out to [email protected] with any questions about this template or GA offer letters.

Stipend Rates

Stipend rates for graduate assistants are graduated in terms of progress toward the advanced degree and experience. Stipend rates and payroll processing deadlines can be found on the   Payroll website .

• Level B/I: for graduate assistants with at least the baccalaureate. Students active solely in a master's program as paid at Level B/I.
• Level M/II: for experienced graduate assistants in a doctoral program with at least the master's degree or its equivalent in the field of graduate study. Equivalency consists of thirty graduate level credits beyond the baccalaureate degree, together with admission to a doctoral program.
• Level P/III: for students who have passed the doctoral general examination.

The most straightforward way to determine a student's level eligibility is to refer to the Report on GA Hire Eligibility and Stipend Level. This report is sent out weekly by The Graduate School to the Graduate Admins listserv. If you would like to be added to this listserv or if you have questions about this report or a student's level eligibility, please contact Megan Petsa .

Adding the GA to Grad Payroll

Core-CT Job Aids for SmartHR and payroll processing deadlines are provided by Payroll. Detailed information about adding grads to payroll for the academic year is sent to the Grad Payroll Processors listserv directly by Payroll.

"Contact The Graduate School" Error Messages in SmartHR/Core-CT If you receive an error message telling you to contact The Graduate School when you try to save and submit a payroll transaction, please contact [email protected] with the GA's name, student ID, and the reason for the error (if known) for assistance. Please note, when that error message appears, the SmartHR transaction has been automatically saved in "DRAFT" status.

This error message may appear for one of two reasons:

• Provisional Status . A student on provisional status cannot be a GA. To be removed from provisional status, the student must have a GPA above 3.0 and have completed 12+ graduate level credits here at UConn. This error will not be overridden, as the student is not eligible to be hired as a GA.
• Speech Test Not Satisfied. If the GA has not provided proof of English proficiency to be a TA (as described in UConn's English Proficiency Policy for TA's and Testing Procedures ) and been cleared to teach by UCEALI/International Teaching Assistant Services, the department must verify in writing that the GA will have no instructional contact with students (e.g., they will be doing grading work or lab set up only). If the intent is for the GA to be assigned instructional contact duties, the GA will need to work with UCAELI/International Teaching Assistant Services to provide proof of English proficiency to be a TA. If not cleared to teach by UCAELI/ITA, the GA must be reassigned to non-instructional contact duties only.

Contact Information

860-486-3617

[email protected]

The Whetten Graduate Center, Second Floor University of Connecticut 438 Whitney Road Extension, Unit-1152 Storrs, CT 06269-1152

8:30am to 4:30pm Monday through Friday

UConn Today

• CAHNR Welcomes New Faculty Members for Fall 2024
• UConn Graduate Authors Book to Aid Communication Development
• ‘Trust is Absolutely Everything’ in Health Care
• UConn Celebrates National Academies Members
• Engineering Future Success, One Student at a Time

Upcoming Defenses

• Aug 30 Doctoral Dissertation Oral Defense of Beccy Lewis 10:00 AM
• Aug 30 Master Oral Defense of Hanyu Jiang 11:00 AM
• Aug 30 Doctoral Dissertation Oral Defense of Aaron Palmer 1:00 PM
• Sep 4 Doctoral Dissertation Oral Defense of Ummul Khaira 1:00 PM

View all Upcoming Defenses

Attention! Your ePaper is waiting for publication!

By publishing your document, the content will be optimally indexed by Google via AI and sorted into the right category for over 500 million ePaper readers on YUMPU.

This will ensure high visibility and many readers!

Your ePaper is now published and live on YUMPU!

You can find your publication here:

Share your interactive ePaper on all platforms and on your website with our embed function

Sample Offer Letter of Selected Candidates for admission to Ph.D.

• gandhinagar
• confirmation
• www.iitgn.ac.in

Create successful ePaper yourself

Turn your PDF publications into a flip-book with our unique Google optimized e-Paper software.

• More documents
• Recommendations

IITGN/Acad/<strong>Ph</strong>.D/Admission/2013-14-1/ Date: 7 June 2013 To, Dear , Sub: <strong>Offer</strong> <strong>of</strong> Admission <strong>to</strong> <strong>Ph</strong>.D. Programme 2013-14 (Semester-I) We are pleased <strong>to</strong> in<strong>for</strong>m you that you have been selected <strong>for</strong> <strong>admission</strong> <strong>to</strong> the <strong>Ph</strong>.D. Programme <strong>of</strong> IIT Gandhinagar under Regular (RR) category in the …………………… discipline. This <strong>admission</strong> <strong>of</strong>fer is provisional subject <strong>to</strong> verification <strong>of</strong> original documents and satisfying the eligibility requirements as applicable. The terms and conditions <strong>of</strong> your <strong>admission</strong> are enclosed herewith <strong>for</strong> your in<strong>for</strong>mation. You are requested <strong>to</strong> send your confirmation through payment <strong>of</strong> the relevant fees by 23 rd June 2013. Please refer <strong>to</strong> the enclosed note <strong>for</strong> the details related <strong>to</strong> the fee submission. The registration <strong>of</strong> the new <strong>Ph</strong>.D entrants is scheduled on 22 nd July 2013 at 10.00 am. This will be followed by an orientation programme on the same day. In case a candidate does not report by 04.00 PM on that day, his/her <strong>admission</strong> will stand cancelled. Please send a confirmation email indicating your acceptance <strong>of</strong> this <strong>of</strong>fer <strong>to</strong> [email protected]. With best wishes, Yours sincerely, Encl.: a/a Dean (Academic Affairs)

• Page 2 and 3: INDIAN INSTITUTE OF TECHNOLOGY GAND

Extended embed settings

Inappropriate

You have already flagged this document. Thank you, for helping us keep this platform clean. The editors will have a look at it as soon as possible.

Mail this publication

Delete template.

Are you sure you want to delete your template?

DOWNLOAD ePAPER

This ePaper is currently not available for download. You can find similar magazines on this topic below under ‘Recommendations’.

Save as template?

• Help & Support
• tuxbrain.com
• ooomacros.org
• nubuntu.org
• Terms of service
• Privacy policy
• Cookie policy
• Cookie settings

Choose your language

Main languages

Further languages

• Bahasa Indonesia

Performing this action will revert the following features to their default settings:

Hooray! Your file is uploaded and ready to be published.

Saved successfully!

Ooh no, something went wrong!

Graduate School

• Resources to Prepare for Graduate School
• Adonara Mucek, Ph.D. Geology '17
• Adriana Mendoza, Ph.D. Mathematics '14
• Andrew Olsen
• Becca Maher ('21, Ph.D.)
• Bryan Lynn, Ph.D. Integrative Biology
• Celeste Frazier Barthel, Ph.D. Education '21
• Diane Brandt
• Francesca Germano, Toxicology, M.S.
• Garrett Rogers
• Jafra Thomas
• Jen Hayes, Horticulture, PhD
• Jordan Jimmie
• Jordan Spradlin, Public Health, MPH
• Kalina Fahey, Psychology, Ph.D.
• Katie Stelling, Earth, Ocean and Atmospheric Sciences, Ph.D.
• Kelsey Contreras
• Layla Ghazi
• Marie Tosa, Ph.D. Wildlife Sciences
• Sara Letton
• Tiara Walz, Ph.D. Public Health
• Glossary of Terms
• Master's Students
• Doctoral Students
• Certificate Students
• Graduate School Orientation 2024
• Graduate Teaching Orientation 2024
• Do I Qualify to Attend Graduate Summer Step?
• Orientation for Winter, Spring and Summer Terms
• Co-sponsorships
• Your Graduate Committee
• Student Resources
• Grad Research Photo Competition
• Tips for Scheduling Committee Meetings
• Program of Study
• Formatting a Thesis or Dissertation
• Pretext Pages Templates
• Commencement
• Grad Inspire
• Grievance Procedures
• Request a Workshop
• Earning Concurrent Degrees or Pursuing a Dual Major
• Career Preparation
• Grad Writing Group Challenge
• Graduate Writing Center Online
• Changing or Adding a Degree, Major or Certificate
• GRAD 420 - Graduate School Preparation
• GRAD 512 - Current Issues in Higher Education
• GRAD 513 - Professional Development in College and University Teaching
• GRAD 516 - Graduate Teaching Seminar
• GRAD 520 - Responsible Conduct of Research
• GRAD 521 - Research Data Management
• GRAD 542 - The Inclusive College Classroom
• GRAD 543 - Dialogue Facilitation in Professional Contexts: Skills and Practice for Graduate Students
• GRAD 550 - Introduction to Online Course Development and Facilitation
• GRAD 560 - Theories of Teaching and Learning
• GRAD 561 - Course Design and Methods
• GRAD 599 - Creating Happiness
• GRAD 599 - Cultivating Productive and Positive Academic Relationships for Graduate Success
• WR 599 - Graduate Writing for English Language Learners
• WR 599 - Scientific and Technical Research Writing
• WR 599 - Writing Workshop for Thesis and Dissertation Writers
• OSU Grad Advantage
• Graduate Faculty Membership
• Graduate Council Representatives
• Policy updates
• Holistic Admissions
• Defining the Graduate Mentor
• The Importance of Mentors
• Apprenticeship and Mentoring
• Mentor and Mentee Pairing
• Maintaining and Evaluating Mentoring
• Suggestions for Mentoring Programs
• Handbooks, Manuals, and Guides
• Mentoring Bibliography
• Communication Items
• Detailed Considerations for a Joint Degree Program
• MOU Outline for Creating a Joint Program
• College and Program Recruitment Representatives
• Graduate Recruitment Tips
• Helpful Recruitment Links
• Shared Graduate Recruitment Schedule
• Leave of Absence and Family Medical Leave Eligibility
• Mentor Training for Faculty
• Student Funding
• Student Progress
• Student Progress Information for Programs
• Student Registration Information
• August 2023 Newsletter
• Sept 2023 Newsletter
• October 2023 Newsletter
• November 2023 Newsletter
• April 2024 Newsletter
• Dec 2023 Newsletter
• Feb 2024 Newsletter
• Jan 2024 Newsletter
• June 2024 Newsletter
• March 2024 Newsletter
• May 2024 Newsletter
• Strategic Plan
• Request Info
• Current Students
• Faculty Resources

You are here

• Graduate Fellow Offer and Renewal Letters

Instructions for Model Letters of Offer for Graduate Fellows

Note to Academic Department, Graduate Programs, and Training Grant/Fellowship Principal Investigators

A letter of offer constitutes a notice of fellowship for eligible graduate fellows. This letter is specifically developed for graduate fellows and should not be used for other appointments. This letter does not offer admission to the University.  Conditions for renewal of this fellowship should not be stated in this letter of offer. All fellowship appointments must meet the definition of a graduate fellow , or under the requirements of the Alternatively-Funded Fellowship Program .

Please clearly articulate the total stipend to be received and the schedule and method under which the stipend will be disbursed. Stipends must be issued quarterly for OSU Foundation + college-funded fellowships. External fellowships and training grants have stipends issued on a monthly schedule.

This letter must be signed by the individual who has signature authority over the graduate fellowship, such as a dean, academic department head/chair, graduate program director (for graduate programs not administered by academic departments), or principal investigators responsible for federally sponsored fellowship programs and training grants.

Once the letter is signed/offer accepted by the student, the appointing program must the respective Graduate Fellow appointment form:

• OSU Foundation + Internal Fellow appointment form
• Training Grant + External Fellow appointment form

Route the letter and form to the required offices as noted in these instructions.

Please commit no more than a one year fellowship in this fellowship notice, which may overlap fiscal years .

Appointment Dates for Fellowships

• Fall: September 16 – December 15
• Winter: December 16 – March 15
• Spring: March 16 – June 15
• Summer: June 16 – September 15*

*If you are appointing a graduate fellow for summer session, the fellowship dates must be between June 16 and September 15.  Appointment dates outside of this timeframe will negatively affect the health insurance options made available to the graduate fellow.

• If the fellowship is for the full fiscal year, please use the following dates: September 16 – September 15.
• All fellowship letters must be provided at least 30 days before the start of the fellowship.
• Please note that fellowships may have dates that overlap with a student’s ability to accept a GTA or GRA appointment, early termination may be required.
• Do not deviate from these dates in the letter unless the external fellowship/training grant has specific award date requirements.
• If you have questions regarding this model letter or the Graduate Fellow process, including eligibility, contact the Graduate School via email: [email protected] .

Graduate Fellowship Template Letters

Graduate Fellow Offer Letters

The following documents include instructions and template language to provide a Graduate Fellowship offer to a selected student.

Graduate fellow letter of offer - OSU + Foundation - 2024-2025

Graduate fellow letter of offer - External + Training - 2024-2025

Graduate fellow letter of offer - Alternatively Funded- 2024-2025

Supplementary Funding for Stipend and/or Tuition Support Letters

The following documents should be used to provide top-up funding from OSU funding sources to meet the Graduate Fellowship Policies of the Alternatively-Funded Fellowship Program .

Stipend support letter of offer 2024-2025

Tuition scholarship letter of offer 2022-2023

• Graduate Assistantships
• How Are Fellowships Different from Assistantships?
• Introduction to Graduate Fellowships
• FAQs about Graduate Fellowships
• External Fellowships
• National Science Foundation Award
• Strategies for Finding Funding
• Graduate Fellowship Policies
• Alternatively-Funded Graduate Fellowship Program
• Graduate Tuition Waiver Policy
• Graduate School Awards
• Tuition Support Programs
• Scholar Incentive Program

Contact Info

Graduate School Heckart Lodge 2900 SW Jefferson Way Oregon State University Corvallis, OR 97331-1102

Phone: 541-737-4881 Fax: 541-737-3313

• Programs - Majors, minors and certificates
• Academic Progress
• Student Success
• Faculty Support
• Staff Directory
• Graduate Catalog

• Admission Decision FAQs

Questions and answers in this category relate to the process of communicating admissions decisions and responding to those decisions.

• PhD/Master's Application Process
• Admissions - Frequently Asked Questions

Q: How and when will I receive an official decision notification about my application for admission?

You will receive a notification email when a decision is ready for you, typically in February or early March. The email will instruct you to check your Application Status Portal for an update about your application. Please note only decisions released from the Graduate School, and not from individual departments or programs, should be considered official. Decisions are only available in the Application Status Portal; Graduate Admissions staff cannot release any decisions over the phone or by email. We do not mail any hard copies of admissions decisions through the mail, but you may download and print a copy of your decision letter from your Application Status Portal.

Q: I was offered admission. How do I respond to the offer?

Please fill out the “Reply to Offer of Admission” form in your Application Status Portal.

Q: I was offered admission but have not received an Offer Letter - what should I do?

Your admissions decision will only be available on your Application Status Portal. You should print and retain a copy of this letter.

Hard copy letters are no longer printed and mailed.

Q: Where should I send my official transcript? 

You should only send an official transcript if you have accepted an offer of admission.  Incoming students should refer to our Transcript FAQs for more information. 

Q: I was not offered admission and need my materials returned. Is that possible?

Unfortunately, no. As a matter of policy, we do not return application materials to applicants. 

Q: I was not offered admission and want to re-apply next year. Does the Office of Graduate Admissions retain my application and supplemental materials?

We may retain your application year to year, but you will nevertheless need to submit a new application each time, including all required materials and the application fee.

Applicants who have been denied admission three times by the Graduate School of Arts and Sciences, whether by one or more departments, are not eligible to apply again. If a fourth application is submitted, it will not be considered and the application fee will not be refunded.

Q: I was not offered admission and want to speak to someone about this. Whom do I contact?

Departments/programs make admission recommendations to the GSAS deans, who make the final decisions concerning admitted applicants.

Decisions not to admit an applicant are almost always made at the program level.

• You might try contacting the program to which you applied.
• Please consider that the large number of applications received and the small number of places available often make for difficult decisions. 
• Admissions committees adopt a comparative perspective toward all applications received and seldom keep extensive records concerning the decision in each case. 
• Programs are not required to provide applicants explanations concerning admission decisions.

Q: I was offered admission and accepted (or declined) the offer, but now I have changed my mind. What do I do?

Please contact the Office of Graduate Admissions by emailing us at [email protected] . 

Q: Can I defer an offer of admission to a later date?

With permission from your program and the Graduate School, you may defer your enrollment for one year. To begin the process of requesting a deferral, contact the director of graduate studies (DGS) in your program. If the DGS supports your deferral request, they will seek formal approval from their assigned academic dean at the Graduate School of Arts and Sciences. Note: You must accept the offer of admission first before a deferral request can be granted.

Funding opportunities

Graduate appointments and assistantships.

Select Section

The anatomy of your offer letter

Terms of appointment.

Communications such as e-mails and verbal conversations between faculty and students do not constitute official offers of appointment. A student cannot begin any duties associated with an appointment until the business manager, or another designee, of the appointing unit issues and receives back a signed offer letter.

Incoming students should receive a recruitment financial support offer letter and upon acceptance of the offer, they should receive an appointment letter.  Please review the information below detailing what should be included in each. If offers of appointment are missing any of the items listed, please contact the appointing unit directly for written clarification.

Continuing students should receive an appointment letter each academic year or semester depending on the terms of their recruitment offer. Please review the information below detailing what should be included. If offers of appointment are missing any of the items listed, please contact the appointing unit directly for written clarification.

Recruitment Financial Support Offer Letter

Appointment term(s) (i.e., fall, spring, academic year)

Appointment level (assistant or associate) 

Compensatory stipend amount and pay period information

Tuition award benefits

Health Insurance information as applicable

Additional funding as applicable and disbursement information

Financial Support Estimate Summary

Instructions and deadline for acceptance of offer  

 Appointment Letter

Specific duties (course information for TA appointments)

Name of the faculty supervisor and form of supervision

Appointment term(s) (i.e., fall, spring, academic year)

Appointment start and end date 

Financial Aid Impacts

Information about taxes

Fees and Program Tuition

Information about required orientations or trainings including the Graduate Assistant Training (TA/RA) program English proficiency requirements as applicable

Work Limits including i nternal policies for holding appointments outside of academic unit, or holding teaching or consulting positions while enrolled

Unit, Departmental or Program-Specific Terms including a link to academic program handbook

Link to the  TA/RA Handbook

Credit Hour, Academic and GPA requirements

Voluntary Resignation and Involuntary Termination of appointment

Financial Impacts of Early Termination

• Internships
• Career Advice
• Exam Alerts
• Scholarships
• Research Proposals ✍️
• Case Studies
• Promote & Earn
• Teach & Earn
• BioTecNika Global
• 💰 Earn from BioTecNika
• 👩‍🚀 Work @ BioTecNika
• 📜 Advertise With us
• 🤙 Contact Us
• 👬 About Us

Press Release: Cabinet approves BioE3 (Biotechnology for Economy, Environment and Employment)…

IISc: Breakthrough Dye Technique Detects Superbugs Faster Than Ever!

From India with Precision: New CRISPR Enzyme Promises Better Genetic Editing

HIKE Announced under Various Career Fellowships of Department of Biotechnology

Postponement of the Joint CSIR-UGC-NET Examination June-2024

NCCS Pune Post Graduate Dissertation January 2025 Session – Applications Open

Exciting Student Internships With Assistantship at CSIR-CSMCRI! Biotech & Microbiology Apply

Govt BIRAC Regulatory/Policy Interns With Up to Rs. 50,000 pm Pay…

Quality Assurance Intern Position at Rebel Foods – Apply Now!

Join CSMCRI as a Student Intern & Get Assistantship – MSc…

Biotecnika Times Newsletter 30.08.2024 – Govt DBT Hiring, Govt CCRH Ministry…

Biotecnika Times Newsletter 29.08.2024 – Govt High Paying Jobs at NADA,…

Biotecnika Times Newsletter 28.08.2024 – Govt HPCL Project Recruitment With Rs….

Biotecnika Times Newsletter 26.08.2024 – IISc-CBR Hiring, Govt DRDO-DEBEL Biotech Graduate…

Biotecnika Times Newsletter 23.08.2024 – HBCSE-NIUS Biology 2024 Admissions, Student Internships,…

CSIR NET LIFE Science & GATE Biotech Syllabus Comparison

Genetics career Scope and Opportunities

Will AI Take Our Jobs- Should Biotech Candidates Be Worried

JCB Scholarship Notification + CSIR NET Junoon Batch – Apply Now

Breaking News : CSIR NET 2022 Latest Exam Update With PROOF

Coding for Biologists For Beginners FREE eBook Download – Journey From…

CSIR NET UNIT 5 Developmental Biology Cheat Sheet FREE Download Available…

AI ML In Biology: A Complete Beginner’s Career Guide – Download…

CSIR NET 100 DAYS Master Study Planner For June 2024 …

CSIR NET Dec 2023 Cut Off Released For JRF / LS…

• Biotech News

What You Should Do After Receiving a PhD Offer Letter ?

Here’s the scenario. You wake up one morning at the sound of your email notification and to your surprise, you jumped out of bed. Hurray! Your Ph.D. application has just been accepted.

Or your mom has probably left a letter in the kitchen saying “Hey, sweety you just got a letter from the mailman.” When you opened it, the letterhead revealed the name of your dream university. You’ve just been offered a scholarship to study Ph.D. abroad.

Well, the first thing that I can say to you is Congratulations! Your Ph.D. journey is just about to unfold. So what now?  In truth, I have received more questions regarding offer letters than how to apply for a Ph.D. degree.

It’s normal to feel a mixture of emotions. You can be excited and happy but also lonely because you’ll be leaving your family soon. Some students even complain about being confused and intimidated. Others don’t have an idea what to do because it is their first time to receive something big.

Tip 1: Celebrate your milestone!

There are many ways to celebrate. You can do a crazy dance in your own room or sing your lungs out. You can also take this opportunity to spend a decent dinner with your family and share the good news. If you’re living abroad, you can invite your friends over and drink some wine.

Tip 2: Contact your supervisor

Receiving an offer letter is just your first step for a positive start. Don’t wait for a week before cracking the good news to your supervisor. After receiving your offer letter, draft a letter for your supervisor which you can send today or the next day.

The longest time frame to contact your supervisor is three days. Before you get busy with other things, inform your supervisor that your application has been accepted by the university. Ask about the most convenient time for you to meet and set up a schedule.

Remember that students are expected to make the initiative to connect with their supervisors. If you ignore any opportunity to call them, you might not be able to catch up with each other.

Tip 3: Accept your Ph.D. offer  

To accept your Ph.D. offer, reply within the school-given timeframe. Inform the university that you have received the offer and you are going to proceed with the enrollment process.

Take note of the deadline for your approval. Most offer letters usually come with a timeframe within which you have to reply. If you can’t reply promptly, there is a high possibility that your offer will be withdrawn.

Tip 4: Confirm your start date

There is no specific date to start studying your Ph.D. degree. Normally, when you study Ph.D., you are given the option to start either on the 1st of March or 1st of April. But if you’re studying abroad, most universities will give you a specific date to start.

If the details of your Ph.D. class schedule is not given, try to connect to the school registrar or department head to confirm your start date. Knowing your schedule ahead of time helps you prepare other requirements that will be needed as you begin with your Ph.D. journey.

Tip 5: Get the ball rolling

Attend orientations at school. Don’t take for granted every orientation. Just because it seemed unimportant to you doesn’t mean that you will ignore it. Orientation is a chance to gather ideas on what you will do, meet new colleagues, and share ideas with students who are taking similar Ph.D. programs.

Make sure that you learn how things go around in the university. Most universities have websites and student email accounts, which you can check on for updates. If so, then check your email regularly, communicate with your supervisor, and do your research.

Check out the library for available resources and look for a place where you can be comfortable in writing your thesis. Basically, just get into it and enjoy your journey in getting a Ph.D.

Being accepted is definitely a major success, with or without funding. In case you have been accepted without funding, try to look for fellowship and scholarship programs that will help pay for your Ph.D. You can also check out BioTecNika’s scholarship programs for students who want to take up Ph.D. in Biology or Life Sciences. There’s never a thing too late if you just grab every opportunity.

What if you received a conditional offer letter?

I’ve been asked quite a lot of about conditional offer letters for Ph.D. Unfortunately, not all students get 100% accepted after receiving an offer letter to study Ph.D. Receiving a conditional offer means that you’ve been accepted by the university subject to the completion of other requirements such as your references, follow-up documents, and results verification.

Yes, a lot of students are caught in this situation. But don’t worry because there is a solution to every problem. If this is your case, the following are the important things that you should do.

Tip 1: Gather your references

The best thing you can do is to gather at least two references. Make sure that one must come from your previous school. It could be a colleague or your old professor from your Master’s Degree Program who can share information about your academic performance and character as a student.

Tip 2: Submit follow-up documents

Applicants for Ph.D. are basically required to submit supporting documents to complete their applications. You must provide all these documents with your application or after you have received an approval before the deadline so the university will not withdraw the offer.

These documents can include your transcript of records, proof of meeting the academic entry requirements, proof of English proficiency, and a copy of your student Visa or passport if you are studying abroad.

Your chosen university can require you to submit any other documents. Just make sure that you complete them as soon as possible. Otherwise, your offer can be withdrawn.

Tip 3: Verify your results

However, if you were not able to submit it together with your application for some acceptable reason, you need to submit it within the allotted time after you receive an offer letter.

So there you go. Receiving an offer letter from your dream university is really exciting. I hope that these suggestions will be helpful to you.

At any rate, for students who have been placed on the waiting list or have been rejected, please don’t hesitate to ask me for some insights. Good luck!

Do you have any questions regarding your offer letter to study Ph.D.? Feel free to drop some comments and I’m more than happy to personally reply to you.

Read Also :

• 10 Common Mistakes to Avoid When Getting a PhD
• How to Apply for a PhD in India / Abroad Successfully ?

RELATED ARTICLES MORE FROM AUTHOR

Govt CCRH Ministry of AYUSH Biotech Research Fellow Recruitment – Attend Walk-In

Work on Cutting-Edge Flu Vaccine Research at BRIC-NII – Biological Sciences Apply

Biotech, Life Sciences, Microbiology Purification Scientist Job at Dr Reddy’s Labs – Apply Online

WISE-SCOPE Fellowship Program By DST – Opportunity For Women Scientists & Technologists

Chevening scholarship 2025-2026 | opportunity for indians to study in the uk on a..., raman-charpak fellowship 2024 for biological, life & agricultural sciences – bonjour france.

• Privacy Policy
• Terms of Service
• Advertise on BioTecNika

• Workday Employee Help
• Faculty Senate

Candidate offer letter

Dear ________:

It is a pleasure to inform you that the Department of ____ has recommended your appointment at the rank of ____, effective ____. This recommendation has been forwarded with your credentials to the dean/chancellor of the school/college/campus of ___________, who has authorized me to inform you of the terms of the offer.

This offer is contingent upon acceptable outcomes regarding criminal background (if applicable) and sexual misconduct. [Insert language found on Sexual Misconduct Reference Check page .]

It is also contingent upon [ If required for tenured appointments by unit policy : “successful outcome of the <<College/School Council>> review and” ] approval by the University of Washington Board of Regents. Pending Board approval, you will receive a separate notification from Academic HR confirming your official appointment.

Appointment Details

The proposed annual salary is $____ ($____ per month) on a ____-month basis (____% time).

Tenure percent or indicate “non-tenure eligible”.

[For an Assistant Professor include this paragraph.]

The initial appointment of an Assistant Professor is typically for a period of three years. Renewal for a second three-year term will be considered by the department and school/college/campus during spring quarter of the second year. A mandatory review for tenure and promotion must be conducted in the sixth year of appointment (although it may be recommended earlier), [unless hired on a part-time basis].

[For an Acting Assistant Professor, pending PhD include the previous paragraph and this paragraph.]

Because the rules of the University preclude the use of the Assistant Professor title when the prospective faculty member is in the process of completing a doctorate, the department has recommended this appointment at the Acting Assistant Professor rank until you have completed your degree. Upon certification of degree completion, the department intends to recommend the change of your appointment to Assistant Professor. At such time the acting appointment will conclude, and an initial three-year Assistant Professor appointment will begin. This is, of course, contingent upon your timely completion of the degree.

As a new faculty member, you may participate in the Faculty Fellows program, which is a one-week, salaried orientation program that takes place each year before autumn quarter begins.

[For an Assistant Professor, include any information regarding school/college/campus funding, awards, or programs to enhance scholarly and teaching careers]

[Add paragraphs concerning moving expense policy as appropriate and use the Benefits at a Glance and Moving Expense pages as an enclosure.]

The general function and responsibilities of the appointment include ____________.

If you accept our offer, you should upon arrival at the University examine the sections of the Faculty Code that pertain to the responsibilities and expectations of all faculty. Particular attention should be paid to the rules of appointment and reappointment contained in Chapter 24 of the Code.

Before your appointment recommendation can be acted upon formally, we must receive your written concurrence with the proposed terms of appointment as specified above. Please provide this as soon as possible. Once you have obtained access to University computing systems you will be expected to complete some information in Workday, such as Affirmative Action data and W-4 withholding. If you need assistance with Workday, contact Employee Workday Help .

A condition of this appointment is that you resign any faculty appointment or other employment which you are holding elsewhere by the effective date of your University of Washington appointment.

[Include a statement regarding College/School council review if applicable: Because your appointment carries tenure, it must be reviewed by the ______________ College/School Council.]

All University appointments require formal action by the Board of Regents to become effective. When confirming action is taken by the Board, the president will provide you with a formal notice of appointment.

I look forward to receiving your response.

Sincerely yours,

How to Negotiate Your Funding Offer for Graduate School: An Email Template

By ProFellow Founder Dr. Vicki Johnson

If you have been accepted into one or more master’s or doctoral programs, congratulations! Now you might be wondering if you can negotiate for more financial aid or funding (or a funding offer, if you did not receive one). The answer is YES. In fact, many graduate school candidates successfully negotiate their stipends, funding packages and benefits. I’m going to show you how, including an email template for the first step in your negotiation. Here are my tips for a successful negotiation.

Key pointers before you get started

#1 rank your options, independent of funding.

Money is not the be-all, and funding should not be your only consideration. Some programs may have advantages that outweigh funding benefits – like location or proximity to jobs in your industry, reputation, format, etc. Rank your options, and remember that ties are OK!

Now you can use this ranking as a guide when you are considering the amount of funding that you need to accept those offers. For example, let’s say you get into your top school but they don’t offer quite as much funding as your next best option. How much better would the funding offer have to be from your second choice school for you to choose it over your first choice with their current funding offer? Being able to answer these questions on the frontend of the negotiation process can give you clarity on how to approach each school, because you know what you’re looking for and the kind of information you need to make your final decision.

#2 Research stipends and other benefits

There is a lot more information available about stipends and other benefits graduate schools offer than might first meet the eye, and you can use this information to your advantage! First, go to phdstipends.com and add and compare your stipend offer to the ones listed. Do a search there to determine if your offer is competitive for your university department and in your field. You can also check surrounding universities and similar departments to get a broader perspective on your offer.

Keep in mind that some schools offer many benefits beyond just a stipend and tuition remission, such as free or subsidized on-campus housing, a technology grant, or subsidized childcare. Phdstipends.com records this information for you, so be sure to read all the information about the offers available so that you understand what the amount listed includes. 

It’s also always a good idea to reach out to current students to see what other benefits are on the table and what the cost of living in the area is like.

#3 Decide on your approach for each school

Next, you need to outline your approach for each individual school. This isn’t a blanket approach because you will have different aims based on your rankings for each school and what they are currently offering. Put your potential schools into one of these categories:

• Willing to accept the offer immediately if they give ALL that I ask for
• Willing to accept the offer immediately if they give some that I ask for
• Willing to accept the offer as-is, even with better funding offers from other programs 
• Willing to still consider the offer if they give some or none of what I ask for, but may choose another program 
• Will decline offer without adequate funding offer

It’s important to keep in mind that you need to be upfront about how serious you are about accepting an offer in your communications with the schools. They may need to advocate for you and move money around to provide you what you are asking for. If you tell them that you will accept if they come up to x amount and they offer it, declining that offer after those efforts on your behalf can potentially burn a bridge. Because of this, it’s important to be discerning and honest in your ask. 

#4 Prepare an honest email

Because step #3 can feel a bit daunting when it comes to getting the wording right, I have an email template below for you to prepare in your own words. In this email, I suggest that you let the university know about your other acceptances and funding offers, if you have any. Do not exaggerate the other offers – just be clear, honest and specific.

Ask for what you really NEED to accept the offer immediately (if it’s your top choice school). Be prepared to accept it if they give you everything you ask for. They need to know how serious you are to move money around to provide you an enhanced package. Be respectful of this.

#5 Don’t be afraid to negotiate! 

Many students before you have successfully negotiated their funding packages. My friend Dr. Emily Roberts shares five success stories in this podcast. We also interviewed Jonathan Lin Davis, who found negotiated funding for his dual master’s degrees and offered several helpful tips on finding graduate school funding .

You will not be the first student to negotiate your funding offer for graduate school, and you won’t be the last. Also, remember that h ow the school responds to your inquiry can offer some indication of how supportive they will be of you and your financial needs once you are a student, so make note of that. 

An Email Template to Negotiate Your Funding Offer

This is an email template that can be used to negotiate your funding offer. Because this will be read and used by thousands of people, be sure to note the format and put it into your own words!

[Part 1: Start with a note of gratitude.] Thank you again for accepting me into the PhD OR Master’s program. I’m ecstatic and humbled to be chosen for this competitive program and appreciate the time and consideration of the selection committee. 

[Part 2: Indicate where this program ranks among all your options and what you appreciate about the program.] Your program is my first choice among the programs I have been accepted to OR I am seriously considering your offer. I appreciate what the graduate program has to offer, including the renowned faculty, the campus, and the location. Your program perfectly aligns with my criteria in selecting a graduate school. 

[Part 3: Provide specific detail about your other acceptances and funding offers.] It has also been an honor for me to be accepted to several other PhD programs, including x school with a funding offer of x and x school with a funding offer of x.

[Part 4: Make the ask. There are different opinions on this but I suggest making a specific ask so your needs are not left open to interpretation. I would caution against going overboard in your ask, keep it reasonable.] I am writing to ask if there is a possibility that the Department could provide additional support to my funding package as it would aid in my decision to ultimately attend your graduate program. Would it be possible for the Department to provide a funding package comparable to x school’s funding offer of x?

[Part 5: Provide any specifics about your personal financial burdens]. A particular financial constraint that I have is that my spouse will need to leave their job when we relocate OR we have a two-year-old and childcare costs average $x per month in the location OR I have an additional burden as an international student in travel, visa and relocation costs OR I have a private student loan of $250 per month from my master’s studies that cannot be deferred.

[Part 6: Indicate your commitment to accepting the offer if your request is met. Offer something of value to them in return.] If a comparable funding package is possible, I would be honored to immediately accept this offer to complete my graduate studies. I am happy to discuss this further with you if you need more information from me. It is my aim to be an involved and successful student and will do whatever I can to pay-it-forward to the next class of candidates. 

[Part 7: Humbly acknowledge that any funding offer is a privilege and that they will be making an effort to meet your request as best they can. If you need to know by a certain date, politely request this at the end.] I am aware that the Department is working hard to distribute limited resources and I would like to express my sincere gratitude for your time and consideration. I value your efforts. Because I am under some time constraints to respond to my offers, I would appreciate it if you could please let me know by x date.

Negotiation is a natural part of the graduate school application process. There’s no reason to feel like you have to accept the first offer you receive, and it never hurts to at least ask. With some thoughtful planning and a little finesse, you might be surprised at what schools are willing to offer you! Good luck!

Would you like to receive the full list of more than 1000+ fully funded programs in 60 disciplines?  Download the FREE Directory of Fully Funded Graduate Programs and Full Funding Awards !

Dr. Vicki Johnson is Founder and CEO of ProFellow, the world’s leading online resource for professional and academic fellowships. She is a four-time fellow, top Ph.D. scholar, Fulbright recipient and an award-winning social entrepreneur. She is the Creator and Director of  Fully Funded , her signature online course and mentorship program for graduate school applicants seeking to find and win full funding. 

© Victoria Johnson / ProFellow, LLC 2021, all rights reserved

Related Posts:

• I Got Accepted to Grad School! Now, Where Can I Find Funding?
• What is the Key to Success? My Number 1 Answer
• How To Apply to Grad School: 5 Tips For Getting Started 
• How to Fund Your Graduate Studies in the UK
• Can I Still Find Graduate Funding for Fall 2024?

Dr. Vicki Johnson , Fully Funded , Fully Funded PhD Programs

Fully Funded MA and MFA in Graphic Design

3 creative ways to improve your resume as a recent graduate, find and win paid, competitive fellowships.

Be alerted about new fellowship calls for applications, get insider application tips, and learn about fully funded PhD and graduate programs

Fellowship Resources

• Calls for Applications
• Upcoming Fellowship Deadlines
• Fellowships Database
• Interviews with Fellows
• International Fellows Network
• Graduate Funding Directory

Fellowship Tips

• What is a Fellowship?
• Fully Funded Course
• Graduate School Funding
• Fellowship Application Tips
• Fulbright Application Tips
• Fellowship Application Guide
• Our Mission, History & Values
• ProFellow Winner Testimonials
• Fully Funded Course Testimonials
• Fellowship Industry Report
• Advertise With Us
• Terms & Privacy

ProFellow is the go-to source for information on professional and academic fellowships, created by fellows for aspiring fellows.

©2011-2024 ProFellow, LLC. All rights reserved.

• How to Write a Cover Letter for PhD Applications

Written by Chris Banyard

An PhD cover letter is one of the documents you may be required to submit as part of a PhD application . It should complement your academic CV and explain why you are applying. PhD cover letters offer you the chance to write with greater flexibility and personality than in other parts of the PhD application. This page will take you through what a PhD cover letter actually is and how to write one, along with some top tips on what to include (and what not to!).

Pick the right programme for you

There are lots of choices, let us help you to make the right one. Sign up to our weekly newsletter for the latest advice and guidance from our team of experts.

On this page

What is a cover letter for a phd application.

A PhD cover letter is a counterpart to a CV submitted as part of an application for a PhD programme. It is a short essay addressed to a specific individual and written in prose. It should explain your PhD application in your own words, demonstrating what you can offer and why you should be selected.

What is an academic cover letter for?

There are several reasons why the PhD cover letter is important for university admission. It is an opportunity to:

• Clarify any gaps in the CV and explain certain aspects in further detail. This doesn't mean you should repeat information on your CV (the letter will probably be read in parallel). Rather, it’s a chance to expand on the story that the CV tells and demonstrate your knowledge.
• Further tailor your PhD application to the project specification. Here, you can address and match your skills and experiences to those asked for by the university or supervisor.
• Show professional communication skills and enthusiasm . These are important qualities for a postgraduate applicant, but they can be quite hard to show in a CV or application form. Here, you can write in your own words and present your research interests and passion.

Do I need a cover letter for a PhD application?

Many universities require an academic cover letter as part of the PhD application. It is therefore highly likely that you'll have to write at least one. If you're applying for multiple PhD projects then you will need to make sure you tailor your cover letter for each application.

Cover letters vs personal statements for a PhD application

Although there are similarities between a motivation or cover letter and a personal statement , they are different. A cover letter is more functional - it unites and presents your application. A personal statement is more useful for providing detail on your experience, interests and ambitions. If you are submitting both, you may need to keep this in mind and adjust the detail in each.

What if I don’t have research experience?

Although a PhD cover letter is a good place to expand on any research experience and publications you may have, as Bachelors or Masters students you will not be expected to have lots of this.

It’s more important to write with enthusiasm and show your commitment for research. Fortunately, the academic covering letter is an ideal place to show this!

What to include in a cover letter for a PhD application

The first thing you should include in your cover or motivation letter is a few introductory sentences . Outline who you are, what you are currently doing, whether it be a Masters or a job, and what PhD position you’re applying for. Make sure to include the PhD project reference number if one is provided in the description.

Next, you’re going to want to explain why you are applying for the PhD position. It’s a good idea to put your best, most compelling, or most relevant argument first. The earlier that you can make an impact, the more likely the addressee will read further.

Make sure you’re to the point and concise. An academic cover letter may be there to help illustrate your personality and passion but academics do not have the time to read elongated essays.

After detailing why you want to apply for the project, you need to explain why you’re eligible . Present you relevant skills and achievements in a brief and precise manner. Additionally, make sure to back up your claims with evidence.

An important tip is to demonstrate that you have done your research about the PhD project, supervisor and department. Be specific about why you would be a good fit for the this project in particular .

You should also detail clear understanding of the potential research impact the PhD project could have, and your enthusiasm for it. But, make sure your passion is routed in some research. Just discovering the unknown or novel may not be a compelling reason to research your subject.

Overall, the academic cover letter should show a clear identity and personality, while remaining professional. You need to demonstrate why you are a better and more interesting candidate than other applicants for a PhD.

What to avoid in a cover letter for a PhD application

The academic cover letter will accompany the CV , and therefore should not repeat anything on it. You should refer to information but not reiterate it.

You should also avoid listing all of your achievements, experience etc. It is better to focus on the best aspects of your PhD application.

There should be no statements presented without evidence. A PhD supervisor will see through this straight away.

Also, an ideal motivation letter should avoid offering too much information. This includes technical information, jargon and abbreviations. Focus on being clear and concise instead.

Lastly, you should avoid any vagueness, arrogance, or negativity. And make sure there are no typos or grammatical mistakes.

Formatting a cover letter for a PhD application

The formatting rules for an academic covering letter are very similar to those for a CV. Ensure there is correct spelling and grammar throughout, use consistent and clear font, and get the tone right – this should be enthusiastic and assertive without arrogance.

How long should a cover letter be?

The cover/motivation letter for a PhD application should be approximately one A4 page in length, or around 500 words. If necessary, it can be a little longer but should not be longer than two pages.

Organisation

An academic cover letter should have a beginning, middle and end.

The introduction should explain who you are, what you are applying for and how you started this application (i.e. where you heard about the PhD project, or if you have previously met the supervisor). You can also give a brief background about yourself and your research interests.

The main body should cover your skills and achievements as a counterpart to the CV. This should present your convincing argument as to why you should be accepted for a PhD position. You can also present your ideas for your future research.

Finally, the conclusion should explain why you want to study the PhD project and why you are a perfect fit. It should summarise your application as a whole. It can end with a respectful request to take the application further, such as an interview.

Who should a PhD cover letter be addressed to?

A cover letter should be addressed to a named person i.e. “Dear Professor Smith”. For a PhD application, this will usually be the PhD supervisor, but may be a specific person in charge of recruitment.

If you are still unsure who to address the cover letter to, it should be directed to the Head of Department.

Check that you have the correct title for the addressee.

How to end an academic cover letter?

Because the cover letter should be addressed to a named individual, it should be signed off with either “Yours sincerely” or “Kind regards”. Prior to this, it may be worth adding a polite prompt to reply, such as “I look forward to hearing from you”.

Still searching for a Phd?

Browse PhD listings and filter by topic, location, funding and more.

Our postgrad newsletter shares courses, funding news, stories and advice

You may also like....

We've answered some of the most frequently asked questions about PhDs, covering course types, applications, funding and the benefits of further study.

Getting ready to apply for a PhD? Our guides explain research proposals, references and entry tests for doctoral programmes.

Understand what a successful PhD research proposal needs to include and how to go about writing one for your project application.

Our guide explains how to contact a potential PhD supervisor to discuss your proposal or ideas with them before applying.

FindAPhD. Copyright 2005-2024 All rights reserved.

Unknown    ( change )

Have you got time to answer some quick questions about PhD study?

Select your nearest city

You haven’t completed your profile yet. To get the most out of FindAPhD, finish your profile and receive these benefits:

• Monthly chance to win one of ten £10 Amazon vouchers ; winners will be notified every month.*
• The latest PhD projects delivered straight to your inbox
• Access to our £6,000 scholarship competition
• Weekly newsletter with funding opportunities, research proposal tips and much more
• Early access to our physical and virtual postgraduate study fairs

Or begin browsing FindAPhD.com

or begin browsing FindAPhD.com

*Offer only available for the duration of your active subscription, and subject to change. You MUST claim your prize within 72 hours, if not we will redraw.

Do you want hassle-free information and advice?

Create your FindAPhD account and sign up to our newsletter:

• Find out about funding opportunities and application tips
• Receive weekly advice, student stories and the latest PhD news
• Hear about our upcoming study fairs
• Save your favourite projects, track enquiries and get personalised subject updates

Create your account

Looking to list your PhD opportunities? Log in here .

Graduate College

Appendix a: offer letter templates and related resources.

CGS Resolution Regarding Graduate Scholars, Fellows, Trainees, and Assistants

Sample Fiscal Year Graduate Appointment Letter 2024-25 (RA)

Sample Academic Year Graduate Appointment Letter 2024-25 (TA)

Sample Academic Year Graduate Appointment Letter 2024-25 (RA)

Sample Academic Year Graduate Appointment Letter 2024-25 (TA) (CLAS)

Sample Academic Year Graduate Appointment Letter 2024-25 (RA) (CLAS)

Sample Summer Graduate Appointment Letter 2024 (TA-RA) (CLAS)

Graduate Division

Promoting Graduate Education

Accepting Your Offer

Congratulations on being admitted! Please make sure to follow the below instructions to assist you finalizing your acceptance and all other requirements to begin your first quarter here at UC Riverside.

• Statement of Intent to Register (SIR)
• Submit Verification of Support & Certificate of Eligiblity Form (International Only)
• Important Information for New Graduate Students
• Submit Statement of Legal Residence (SLR)
• Graduate Financial Aid
• Enrollment and Paying Fees
• New Student Orientations

Verbal and email confirmation of acceptance given to your graduate program isn’t enough. Please make sure to log into the graduate online application system and accept your offer prior to the response deadline noted on your offer letter. If a non-refundable SIR deposit is required, it will be noted in your offer letter and your acceptance page.

If your response deadline has passed, please contact your graduate program for assistance. MyUCR is the undergraduate online application system , and is not available to graduate applicants. If you decide not to attend, we would appreciate you letting us know. This will allow us to offer admission to another qualified applicant as spacing is limited for some programs.

It may take 2-3 business days for your SIR to be recorded in our campus student system. This is required before you are able to setup your student account, which includes R'Mail.

In order for an I-20 or DS-2019 form to be prepared by the International Students and Scholars office (ISS),  you will need to meet the minimum verification of support for your first year. Verification of support is for the student alone, additional verification of support is required for each dependent. Your offer letter provides you with more details regarding how much proof is required and access to the Graduate I-20  form with requirements what is acceptable verification of support. Once your verification of support has been received and verified, ISS will provide you with important information regarding your required visa.

• International Students and Scholars Office

Your final admission letter will confirm your acceptance as well as provide important information that you will need to take care of before starting your graduate program at UCR. This letter will contain your student identification number, UCR NetID, and instructions in setting up your R'Mail account. Any registration holds for final transcripts and degree certificates or test scores will also be indicated here. Campus resources such as Housing, immunization requirements for incoming graduate students will also be provided.

• Student Health Services
• Campus Housing
• Information Technology Services (ITS)

All new graduate students are required to fill out and submit the Statement of Legal Residence (SLR) form. Information on accessing this form is provided in your final admission letter. This form assists the Office of the Registrar in determining the assessment of Non-Resident Supplemental Tuition. The form is available in April and should be submitted by July 1st to ensure correct fees are posted to your student account in August.

• Office of the Registrar
• Understanding Residency - Graduate

For those interested in applying for student loans through federal financial aid, visit How to Apply for Financial Aid . Make sure you are on the Graduate Student tab for further instructions. If you applied for financial aid you will receive an email from the Financial Aid Office once your award letter is ready to view in your R'Web account. If you have additional questions related to federal financial aid, please contact [email protected] .

Your graduate program will provide you with more details regarding enrollment for your first quarter at UCR. Registration for incoming graduate students begins in mid-August. You will also receive important information from other campus departments through your UCR email account (R’Mail), so please make sure to set up your account as soon as you receive your final admission letter from the Graduate Admissions office. This letter will have all your student information needed to access the UCR student portal (R’Web) and other campus resources.

• Contact Graduate Program
• Registering for Classes

In September, Graduate Division, and International Students and Scholars (ISS) host orientations to not only welcome new students but also to provide important information about campus resources you will need throughout your program. Graduate programs also provide orientations or information on starting your new graduate program.

• International Students and Scholars
• More information about the Fall 2023 orientation will be sent to your R'Mail account once the course is published and students can begin viewing it.

Accepting Your Offer of Admission

Let us know you're coming.

If you receive an offer of graduate admission to UC Berkeley, you must complete these steps before you can enroll.

Let Us Know You’re Coming

Congratulations on your admission, and welcome to Cal! The next step is to login to your application status page and complete the “Reply to Offer of Admission” form to let us know if you’re coming.

• To accept your offer of admission: please complete the “Reply to Offer of Admission” form to formally accept admission.
• Read next steps on preparing to enroll below.

To decline your offer of admission, we still kindly ask you to complete the form and follow-up questions so that we may learn about your decision.

Ready for Berkeley?

• Getting Started
• New Graduate Student Orientation
• Graduate Student Resource Guide

Prepare to Enroll

After you accept our offer of admission, you will receive an email within 48-72 hours with your Student ID number and a temporary password to create a CalNet ID to access UC Berkeley’s student portal CalCentral to start the onboarding process.

Onboarding is a communication tool in CalCentral that provides important information for newly admitted graduate and professional students to orient them to campus and take the necessary steps to prepare for their arrival. Please review the onboarding messages and checklist items under “Tasks” on My Dashboard that you will need to complete in order to register.

For all Fall students, enrollment will begin in July. Please check your CalCentral “Academic” tab for your enrollment time slot. For Summer students, please reference section below.

Final Official Transcripts

While we accepted unofficial copies of your academic records as part of your application, you are now required to to submit your official academic records (ie, transcripts, degree certificates/diplomas, and/or applicable translations). Your official academic records must show that your undergraduate degree conferral date. The deadline to submit official documents is October 1.

All records submitted to our office become the property of the University, and we cannot return them to you. If you want to retain your original documents, please bring the original academic records and a copy for the admissions staff to certify.

Note : Students with a UC Berkeley undergraduate degree do not have to submit official transcripts.

How to submit your records:

• Recommended: Send official e-transcripts from United States institutions via a secure transcript provider (ie, Parchment or National Student Clearinghouse) directly to “ University of California, Berkeley – Graduate Admissions ,” by the issuing school.  If we are not listed as an option in the service provider’s drop-down menu, enter our information manually: University of California, Berkeley – Graduate Admissions, [email protected]
• If you do not need your academic records returned to you, please submit them via the drop box or tray in front of 318 Sproul Hall. Please attach the form provided to your academic records. 
• If you need your academic records returned to you, please visit us during open office hours on Tuesday, Wednesday, and Thursday from 9am-12pm and 1-4pm. Please bring your original academic records and a copy for the admissions staff to certify. This may take 15-20 minutes depending on availability.
• Mail your academic records in a sealed envelope bearing the institution’s stamp or seal to:

University of California, Berkeley Graduate Admissions Office 318 Sproul Hall #5900 Berkeley, CA 94720-5900

If we have not received official documents by October 1, you will not be able to register for courses in your second term. 

Enrolling in Summer Term

If your program begins in the Summer term, you will be able to enroll in Summer courses via CalCentral. Eligible Summer start programs are listed below:

• Education (MA/Cred program)
• Education (EdD)
• Master of Advanced Study in Engineering (MAS-E)
• Master of Biotechnology (MBT)
• Master of Information Data Science (MIDS)
• Master of Information and Cyber Security (MICS)
• Master of Public Affairs
• Master of Public Health 11-month program
• Real Estate Development & Design
• Urban Design

All other new Graduate students who wish to enroll in the summer prior to their first Fall term must enroll as a Non-degree Visiting Student through the Summer Session Application process. Information can be found at summer.berkeley.edu

Important Actions to Take

Submit the statement of legal residence form (slr).

This form is required of all new students and enables the Office of the Registrar to determine the fees you will be assessed; it must be submitted by June 1 to ensure the correct assessment of your fees. Use your CalNet ID and passphrase to access CalCentral . The link to the Statement of Legal Residence Form can be found under “Tasks” on My Dashboard. Questions regarding the completion of the SLR form should be addressed to the Residency Office .

Complete the Free Application for Federal Student Aid (FAFSA)

The FAFSA and California Dream Act Application are used to determine aid eligibility for the specific academic year (fall, spring, and summer term) for which the application is completed. The FAFSA application needs to be completed for each academic year that you wish to apply for aid.)

U.S. citizens and permanent residents are required to complete the Free Application for Federal Student Aid (FAFSA).

Submit the Non-Immigrant Information Form (NIF) for International Students

The Berkeley International Office (BIO) is responsible for issuing visa documents for international students who will study at UC Berkeley with F-1 or J-1 student visas.

If you are coming to UC Berkeley as a F-1 or J-1 student, use the online NIF , which you can find under “Tasks” on My Dashboard, to request the I-20 (F-1) or DS-2019 (J-1) documents you will need to apply for a visa.

If you are currently NOT a U.S. citizen or permanent resident (“green card” holder), complete the first page of the online NIF to notify Berkeley International Office of your status.

Due to processing and embassy wait times, submit your NIF as soon as possible. If you are unable to access the online NIF, contact the Berkeley International Office . The Berkeley International Office also provides useful information about obtaining the visa, orientations, and life at UC Berkeley as an international student.

Oral English Proficiency Requirement for Graduate Student Instructor (GSI) Appointments

Once admitted, graduate students who do not speak English as a native language must satisfy the oral English proficiency requirement before they can be appointed to teach. Please note that the oral English proficiency level required for GSI positions is higher than for admissions. Consult the Language Proficiency Program for information regarding this requirement.

How to Write a Great Graduate School Acceptance Letter

• Admissions Essays
• Choosing a Graduate Program
• Tips & Advice
• Recommendation Letters
• Medical School Admissions
• Homework Help
• Private School
• College Admissions
• College Life
• Business School
• Distance Learning
• Ph.D., Developmental Psychology, Fordham University
• M.A., Developmental Psychology, Fordham University

You've  applied to graduate schools , and lo and behold, you've been accepted to the program of your dreams. You may think you're all set and you need only pack your bags, book a flight or load your car, and head out to grad school. But, you need to take one more step to ensure your position at the school will be open and ready for you when you arrive: You'll need to write an acceptance letter. Admissions officers have to be sure that you are ready to attend; otherwise, they will likely give your spot to another candidate.

Before Writing Your Letter or Email

Your graduate school applications were just the first step. Maybe you received several  offers of admission , maybe not. Either way, remember to share the good news with friends and family first. Don't forget to thank your mentors and people who wrote recommendation letters on your behalf. You want to maintain your educational and professional contacts as your academic career progresses.

Writing Your Reply

Most grad programs notify applicants of their acceptance—or rejection—by email or phone, although a few still send formal letters by mail. Regardless of how you're notified, don't immediately say yes. This is especially important if the good news comes in a phone call.

Thank the caller, likely a professor, and explain that you will reply soon. Don't worry: You won't suddenly have your acceptance revoked if you briefly delay. Most programs give accepted students a window of a few days—or even up to a week or two—to decide.

Once you've had a chance to digest the good news and consider your options, it's time to write your graduate school acceptance letter. You can respond via a letter that you send through the mail or you can reply by email. In either case, your response should be short, respectful, and clearly indicate your decision.

Sample Acceptance Letter or Email

Feel free to use the sample letter or email below. Simply replace the name of the professor, admissions officer, or admissions committee of the school as appropriate:

Dear Dr. Smith (or Admissions Committee ):

I am writing to accept your offer to enroll in the X program at [graduate university]. Thank you, and I appreciate your time and consideration during the admissions process. I look forward to attending your program this fall and am excited by the opportunities that await.

Rebecca R. Student

Though your correspondence seemingly states the obvious, it is very important that you make it clear that you intend to enroll in the graduate program. And, being polite—such as saying "thank you"—is always important in any official correspondence.

Before You Send the Letter or Email

As you would with any important correspondence, take the time to reread your letter or email before you send it. Ensure that it doesn't have any misspellings or grammatical errors. Once you're satisfied with your acceptance letter, send it.

If you've been accepted into more than one grad program, you've still got some homework to do. You'll need to write a letter declining an offer of admissions  to each of the programs you rejected. As with your acceptance letter, make it short, direct, and respectful.

• Writing a Graduate School Rejection Letter
• Applying to Graduate School: What You Need to Know
• Can I Reapply to a Graduate Program After Being Rejected?
• Graduate Admissions Essay Dos and Don'ts
• How to Write the Graduate Admissions Essay
• How to Write a Successful Personal Statement for Graduate School
• How Do You Deal with a Grad School Rejection?
• Getting Research Experience Before Graduate School
• How to Write Your Graduate School Admissions Essay
• Common Topics for Graduate School Admissions Essays
• Graduate School Admissions Exams
• Self Assessment and Writing a Graduate Admissions Essay
• Taking Time Off Before Applying to Graduate School
• Why Grad Schools Require Your Undergraduate Transcript
• FAQs About Writing Your Graduate Admissions Essay
• Timeline for Applying to Graduate School

Stack Exchange Network

Stack Exchange network consists of 183 Q&A communities including Stack Overflow , the largest, most trusted online community for developers to learn, share their knowledge, and build their careers.

Q&A for work

Connect and share knowledge within a single location that is structured and easy to search.

At what point is an offer official?

Every research job/position I've ever had, I have had some sort of "informal" (verbal, via email) offer, followed by me showing up the first day of work to sign the contract and start. This is in Europe, where salaries for such positions are regulated and public knowledge so there was nothing to negotiate.

However, in conversations with people outside of academia, they view this as highly irregular. So I was wondering at what point an offer becomes "official"? At what point would you start thanking your references, rejecting other offers, looking for a new apartment, ..? When you get the "informal" offer, when you get a "formal" offer letter, when you sign the contract?

For me, the moment there's an offer ("we would like to offer you the position") and an acceptance (regardless of the form), it's "official" and I will start the process of notifying everyone and making arrangements if a move is necessary. Is this naive?

PS: I'm posting here rather than over at the Workplace StackExchange because I think this is an area where academia might differ from other jobs. If working in industry, I would never consider anything official until a contract has been signed.

• research-assistantship

• academia.stackexchange.com/questions/99663/… –  Anonymous Physicist Commented Jan 10, 2022 at 1:56
• 3 To me, this seems very irregular in the academic setting, too. Nodody that I know would reject other offers before an official and legally binding contract is signed. The same is true vice versa - no academic institute would settle the candidate search before a contract has been signed. I am writing this from a central Europe perspective (Germany, Netherlands, Austria) - apparently there are differences across regions and maybe even disciplines. –  LuckyPal Commented Jan 10, 2022 at 8:20
• @LuckyPal I had a German university already listing what courses I'd be teaching on their website at a moment where I hadn't signed anything yet. As a postdoc in the UK, I didn't sign anything that really looked like an employment contract to me during my 4 year position. –  Arno Commented Jan 10, 2022 at 14:49
• @Arno interesting. This confirms that there are large differences. My experience is mainly with medical universities. At my current institution it is not possible to start working within ~4 weeks after signing the initial contract, as you need a medical examination and a confirmation from the staff council (which you are only eligible for with a signed contract :) ) before you receive an email account, network access, etc. Of course, informally, people may already start writing grants, preparing teaching material, etc. but in now way does this guarantee that they will actually get the job. –  LuckyPal Commented Jan 10, 2022 at 16:23
• @Arno anecdotally, I was also listed at a institution's website as their statistician before the contract was signed. Then, the start of the position got actually delayed by 6 months due to some adminstrative issues. If I would have trusted the oral agreement, I would have been screwed! Probably, the listing on their website is kind of a legally binding job offer, but I highly doubt it is fun to sue an academic institute for the equivalent of a few months salary. –  LuckyPal Commented Jan 10, 2022 at 16:34

2 Answers 2

This is essentially a legal question, relating to when binding legal relations exist between an employer and a prospective employee. If you would like to understand this well, you should have a look into the basics of contract law, particularly in the context of workplace law. Contract law generally recognises a legally-binding contract to exist once there has been an offer and acceptance , even if this has not yet been formalised in a written "contract". So as a general rule, if they have verbally offered you a position and you have said yes, that is a legally binding contract.** Often the communication of an offer/acceptance is done by email, in which case there is also documented evidence of offer/acceptance. The purpose of a formal document is to set out the relevant terms of employment, and to act as evidence of the agreement and its terms.

So, your general position that it is "official" once there is an offer and acceptance is correct. The only potentially naive part about this is to consider whether you have evidence of the offer/agreement, whether the other party will be honest about this in the event of a dispute, and whether the terms of the agreement are sufficiently specified to avoid too much wriggle-room on the other end. If there is a dispute over the agreement, and it was purely verbal, are they going to admit that an offer was made? Will they characterise it accurately? Will they assert that it was conditional on anything? Can you prove your asserted position? For that reason, when I am dealing with these things, I will generally ask them to send me an email with their offer and I will email back with acceptance; that is enough to ensure that there is a binding agreement that I can prove .

You should also bear in mind that some offer of employment come subject to various conditions (e.g., background checks, probationary period, etc.) and their verbal/email offer might refer generally to conditions that are not yet fully specified until you see the formal "contract". For this reason, it is generally a good idea to wait until you see this formal document, to ensure that you are in agreement with them about any required conditions, etc., for your employment. If you are unsure of the legal status of your agreement, contact an employment lawyer and they can assist you.

** Even before this, if the employer has led you to believe you have a position with them, and then you don't get it, they can sometimes be liable for misleading or deceptive conduct.

• While the first two paragraphs seem factually correct, only the third paragraph is actually relevant to academic practice. –  Anonymous Physicist Commented Jan 10, 2022 at 15:46

In universities, if you do not have a contract signed by yourself and the appropriate university official, you do not have a job.

This is more consistent in academia than it is in "industry" because "industry" includes the informal economy where contracts are not written.

• 4 Oddly enough, my experience is the exact opposite. I suspect that your answer is not widely applicable and would benefit from more context: Legally, a written, signed and countersigned contract is ironclad. In Europe, a verbal contract (or acceptance of an email offer) is as binding, even if the employer's representative can't extend the offer (but the candidate may reasonably assume they can). Verbal is harder to prove, so whether the point is worth litigating is another topic entirely. This is likely to depend on the local legal framework. Which will affect the incidence of withdrawn offers. –  MvZ Commented Jan 10, 2022 at 10:03
• @MvZ My answer is about academic customs, not law. Legally, a verbal contract is binding in most cases, but that's not relevant because academia does not do that. –  Anonymous Physicist Commented Jan 10, 2022 at 15:44
• 1 In your answers, you sometimes make sweeping generalizations that may not apply to the complex variety of the academic world. For instance, for this one, I don't have a contract signed by myself, but this notwithstanding I have had a permanent position for 22 years now, receiving regular salary. How is this possible? Because I've been hired by a so called rectoral decree which does not require the signature of a contract. This has somehow the unpleasant consequence that when I have to hire an apartment, if I have to go abroad for long periods, I don't have anything to show that I have a job! –  Massimo Ortolano Commented Jan 10, 2022 at 16:11
• 1 @AnonymousPhysicist What I'm suggesting is that you simply modify your answer to sound less as "it's like this and it's universally set in stone". Adding the corner of the world of your experience, or using adverbs like frequently , typically , in many cases etc. would help a lot smoothing certain claims. –  Massimo Ortolano Commented Jan 10, 2022 at 16:17
• 2 @MassimoOrtolano To some extent, this is also true as a civil servant in Germany (i.e. professors in most German states): As a civil servant, you get appointed, rather than signing a contract. Nevertheless, you do get an appointment certificate, which you can show whenever you would show your contract otherwise. –  user151413 Commented Jan 11, 2022 at 22:40

You must log in to answer this question.

Not the answer you're looking for browse other questions tagged phd postdocs research-assistantship contract ..

• Featured on Meta
• Bringing clarity to status tag usage on meta sites
• We've made changes to our Terms of Service & Privacy Policy - July 2024
• Announcing a change to the data-dump process

Hot Network Questions

• Ring Buffer Implementation in C++
• Why does flow separation cause an increase in pressure drag?
• Command-line script that strips out all comments in given source files
• Why is "on " the optimal preposition in this case?
• Is the spectrum of Hawking radiation identical to that of thermal radiation?
• Large file manipulation
• How can judicial independence be jeopardised by politicians' criticism?
• Why does Jesus give an action of Yahweh as an example of evil?
• about flag changes in 16-bit calculations on the MC6800
• I overstayed 90 days in Switzerland. I have EU residency and never got any stamps in passport. Can I exit/enter at airport without trouble?
• Using \tl_put_right with grouping from latex3 explsyntax
• Is it possible to have a planet that's gaslike in some areas and rocky in others?
• Where to donate foreign-language academic books?
• What is the difference between a "Complaint for Civil Protection Order" and a "Motion for Civil Protection Order"?
• Why is Legion helping you whilst geth are fighting you?
• How do eradicated diseases make a comeback?
• How can I prove the existence of multiplicative inverses for the complex number system
• Has a tire ever exploded inside the Wheel Well?
• What prevents a browser from saving and tracking passwords entered to a site?
• Does Vexing Bauble counter taxed 0 mana spells?
• A short story about a boy who was the son of a "normal" woman and a vaguely human denizen of the deep
• How does the summoned monster know who is my enemy?
• "TSA regulations state that travellers are allowed one personal item and one carry on"?
• How did Oswald Mosley escape treason charges?

• Prospective Students
• Current Students
• Postdoctoral Fellows
• Faculty and Staff
• Make a Gift

Respond to the Offer

Accept or decline the offer of admission.

• Conditional Admission

Deferring Admission

If the graduate program recommends you for admission, Rackham will review your application to ensure Rackham’s minimum requirements are met. You will be notified by Rackham after admission has been finalized.

Once you have decided whether to accept or decline the offer of admission, login to Wolverine Access > Students tab > New and Prospective Student Business to enter your decision. If you have not created a Friend account, see Create a Friend Account for Guest Access to U-M Computing Resources on the U-M Information and Technology Services website.

Offers with Financial Support

The Rackham Graduate School abides by the Council of Graduate Schools Resolution Regarding Graduate Scholars, Fellows, Trainees, and Assistants . When a prospective or current student accepts an offer of financial support (such as a graduate scholarship, fellowship, traineeship, or assistantship) for the next academic year, the student enters an agreement that both the student and graduate program are expected to keep. Students are not committed to respond to offers of financial support prior to April 15. Withdrawing an acceptance of financial support after April 15 commits the student to secure a written release from the program before accepting an offer from another program or institution. See the Resolution for additional conditions influencing the offer.

International Students

After you accept the offer of admission in Wolverine Access, follow the steps to receive an F-1 or J-1 visa .

Submit the Official Final Transcript

Admitted students must submit one official final transcript/academic record from the institution where they have earned or will earn a bachelor’s degree. Students who received their degree from an institution outside of the United States should review Required Academic Credentials from Non-U.S. Institutions for transcript/academic record requirements by country or region.

The official final transcript/academic record must reach us by the end of your first term. Failure to provide the official final transcript/academic record will prevent progress in your degree program until it has been received by Rackham Admissions. Academic action may include: am official cancellation of your admission, delay in reaching candidacy, or delay in the approval for graduation.

To view if we have already received your official final transcript/academic record and posted the degree, you will need to accept the offer of admission and then create your Wolverine Access Student Business account. In Wolverine Access , select the U-M Transcript link and scroll down to the “Academic Previous Experience” section at the end of the U-M transcript. You should see the school name and address, degree name (B.A., B.S., D.D.S., etc.) and the conferral date of the degree. If you do not see the degree name and degree date, contact [email protected] for assistance.

Graduate programs may grant deferred admission for up to one year following the original term of application. Send your deferral request to the graduate program . You must include the reason for deferral in your request. Decisions to approve deferral requests are made carefully, and not all requests may be approved.

Circumstances for Deferral

In rare situations, unforeseen, extenuating circumstances occur that affect an applicant’s ability to enroll. These situations may include a medical emergency (pandemic), family emergency, delay or denial of a visa to study in the United States, or natural disaster (earthquake, hurricane). When these types of circumstances occur, an admitted student may request to defer enrollment (referred to as deferred admission) for up to one year following the original term of application. A new application and application fee are not required.

Typically, circumstances such as employment, enrollment at another institution, funding, or indecisiveness regarding enrollment are not appropriate justifications for requesting deferred enrollment.

Deferral Beyond One Year

Consideration beyond one year requires submission of a new application, application fee, and required documentation.

When an applicant commits to serve in the military or provide public or government service such as Teach for America, Peace Corps, or AmeriCorps, prior to enrollment, a two year deferral of enrollment may be approved by the graduate program. However, if the request is approved by the graduate program, a new application form and application fee is required.