How to Apply to Grad School
A Part of a Series on Deep Dives into Stuff I've Obsessed Over and Nailed (IMHO)
Are you considering graduate school but don’t know where to start?
As a first-gen PhD student, I understand how overwhelming it can be. I was the first in my immediate circle to consider doctoral studies. And without any family or close friends in academia, I felt completely lost when I decided that pursuing a PhD was the right step for me after completing my Master’s. Fortunately, mentors from my Master’s program guided me through the process, helping me navigate the otherwise obtuse nature of grad school applications. Especially the very research-intensive activity of finding the right program and lab.
I’ve observed a similar struggle among the students I mentor and teach. You have a vague ambition for attending graduate school but lack a concrete understanding of what it truly entails and how to find the right program.
That’s why I’ve created this guide—the resource I wish I’d had.
Here, I offer a six-step guide for finding the best place to study and conduct research.
While this guide focuses primarily on PhD applications, it applies to Master’s programs as well, especially in the US.
Pro-Tip: In many cases, you can earn a Master’s en route to a PhD, often at a reduced cost.
Step 1: Start Early
Give yourself at least ONE YEAR or more before your intended application date.
This may seem like a lot of time, but trust me, it’s well worth it. This journey is all about finding the perfect fit, and that takes time. Furthermore, building relationships with potential advisors requires patience. In the academic world, responses don’t always come swiftly. So, if you’re eyeing the fall 2026 application cycle, you should be getting started soon.
Starting early gives you an edge and ensures you have the time you need to make informed decisions.
Now, I understand that this process may not always be methodical. Procrastination is a universal challenge, especially in academia. However, even if you can’t adhere to a strict schedule, this structured approach will give you a better sense of deadlines and help you determine how many applications you can reasonably manage and, more importantly, which ones genuinely pique your interest.
Step 2: Define Your Boundaries
Next, let’s talk about location. Are you limited by geography, or are you open to studying anywhere?
Create a list of places you’re willing to consider, whether it’s specific universities, regions, countries, or cities.
The types of places you are even willing to consider are idiosyncratic, so take time to talk to people who know you well and think through what kinds of places you have thrived in and what places you haven’t.
I can’t reiterate enough: starting afresh in graduate school, potentially in a new city or country, can be a significant life transition. Consider your personal needs and what will help you thrive not only academically but also socially, emotionally, and mentally.
Important: Don’t narrow down your options too soon. While prestige and location matter, they’re not the only factors. Keep an open mind because the right fit might not always be at the most prestigious institution, often it is with the right advisor in a geographic location that is a good fit for you.
Step 3: Universities, Departments, and Deadlines
Now that you have your list of potential destinations, it’s time to dig deeper into the nitty gritty.
Start by visiting the websites of the universities that made it onto your list. (Obviously, if your list was just locations, then go look into the universities in that location.) Then navigate to the department links that align with your intended area of study.
Keep in mind that the academic landscape is evolving, with more interdisciplinary opportunities emerging. While this might not apply to all fields, it’s becoming increasingly common for students to explore departments beyond their undergraduate or master’s field of study.
So, in a web browser, per university, pull up all the departments (sometimes called schools) that you believe are relevant and start reading about their programs. At this stage, don’t be too hasty to eliminate departments unless you’re absolutely certain they’re not the right fit for you. Leave them in for now, as you might discover unexpected connections later in the process.
For each University you are looking at, your browser should look like this:
Once you’ve explored the departments, it’s time to uncover the nitty-gritty details of their admissions requirements. Dive into the specifics.
How many letters of recommendation are needed?
When’s the application deadline?
Are there any unique materials required, distinct from the standard Statement of Purpose (SoP)? (I can touch on SoPs in another post.)
Do they require a portfolio?
This information will be crucial for creating a strategic plan. Also, take note of universities that only allow you to apply to one department per application cycle. (This is why you looked at departments before deadlines: to not have a scarcity mindset when evaluating but to give all programs equal opportunity.)
Discovering Hidden Gems: Sometimes, prestigious universities or departments might overshadow smaller or less-known ones. However, don’t underestimate the value of exploring lesser-known programs. You might find hidden gems with exceptional faculty and research opportunities. It’s essential to base your decisions on the potential for growth and learning rather than prestige/familiarity alone.
Step 4: Seek Guidance and Reflect on Your Research Interests
Now that you have your own mental model of the landscape of opportunity as it relates to your personal needs and research directions, you are ready to fold in other people’s feedback.
So start reaching out to professors and/or graduate students you know or have connections with (maybe they were your teacher, or they gave a lecture, etc.). Indicate your interest in pursuing graduate studies and ask for their valuable insights on four things:
What universities do you think I should look into? (And why?)
What departments do you think I should look into? (And why?)
What labs do you think I should look into? (And why?)
What researchers do you think I should look into? (And why?)
This direct approach can yield valuable recommendations and insights. Remember, anyone in your field or closely related to it can provide valuable information. As you engage in these conversations, you may find your perspectives evolving. Maybe you’ll discover a research opportunity in a location you hadn’t initially considered, or you’ll learn about a lab doing groundbreaking work that aligns with your interests.
So, don’t underestimate the power of these conversations. They can help you refine your grad school goals and, who knows, may lead you to unexpected but rewarding paths in your academic journey. And later down the road when you have a personal sense of where you want to apply, you may want to ask these same contacts for an intro to the folks they identified.
Pro-Tip: Do not forget to email the professor back and thank them for their recommendations within two business days of their reply. Thereafter, send them periodic updates (every few months) with your application journey so you stay on their radar.
Step 5: The Shortlist and Reaching Out
Now comes the exciting part.
In the departments, you have on your list, open EVERY SINGLE faculty member’s page in a tab. Dive into their bios and research interests. Per department, aim to identify two to five potential advisors. This list will serve as your starting point for reaching out. Do this for every department in every university you are interested in. (2-5 possible advisors per department is a MAXIMUM, you will find that some departments don’t have any well-aligned faculty, and that’s ok.)
Before you finalize your list, go back through your academic journey and reflect on the readings that have inspired you, the papers that have shaped your perspective, and the authors who have left a lasting impression.
Take a moment to check who wrote those pivotal papers and where they are affiliated —their universities and departments. Now with this list repeat the process of reading their bios and perhaps even explore going back and looking at other people in their departments too.
Pro-Tip: This is an iterative process, the more time you have, the more chance of making a discovery that would have been off your radar in a rush. Choosing advisors is a personal process, and there’s no one-size-fits-all approach. Consider factors like research fit, tenure status, personal identity factors, and research topics.
With your list in hand, it’s time to reach out to potential advisors.
When you contact potential advisors, express your interest in their program and mention their work that resonated with you. Show them that you’ve done your homework and genuinely connect with their research and the goals of their lab. Craft your emails carefully, striking a balance between friendly and concise. You’re essentially introducing yourself and expressing your interest in their program. Remember, academics appreciate when you’ve taken the time to engage with their work, so do actually read a few of their articles before reaching out (or at the very least their abstracts).
As you send these emails, prioritize your list of potential advisors and work your way through it (I recommend working in reverse order of excitement, building up the courage to talk to professors you really want to work with can be hard, and if you start with folks you don’t have as much stake in, you can build up your confidence in emailing professors, a kind of exposure therapy).
Don’t be disheartened by a lack of immediate responses; professors often have demanding schedules. Persistence is key. Send follow-up emails (three is a charm), and don’t forget to keep a record of your correspondence. (Staying in touch with academic advisors deserves a whole post unto itself.)
Important: This phase of connecting with faculty members is not just about getting their attention; it’s an opportunity for you to assess if their research aligns with your own. It’s a chance to evaluate whether their lab is the right fit for your academic journey. And, this is your chance to gauge their responsiveness, this qualitative interaction is likely to be demonstrative of what it will be like to work with them. (So listen to how interacting with them feels, does it work for you?)
Step 6: Finalize Your List of Universities and Advisors
After completing these steps, you'll have a clearer picture of the universities, departments, and faculty members you want to work with.
Take the time to create a final list of places you want to apply. Make sure the list reflects your research interests, academic goals, and personal preferences.
Now, you’re not just applying blindly; you’re applying with intention and confidence. You’ve done the groundwork to create a well-informed application strategy.
As you embark on this journey, remember that it’s not just about getting into grad school; it’s about finding your academic community, your mentors, and your passion. With determination, preparation, and a strategic approach, you’ll be well on your way to a successful grad school application experience.
With that, may you have the confidence of Elle Woods in your pursuits,