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PhD Letter of Intent Template

Showcase your dedication to your PhD aspirations by crafting an exceptional letter of intent with our easy-to-use template

Updated August 2, 2024 Written by | Reviewed by Susan Chai, Esq.

A PhD (Doctor of Philosophy) Letter of Intent , also known as a Statement of Purpose, is a pivotal document in your PhD application. It introduces you to the admissions committee, detailing your academic interests, career objectives, and motivations for pursuing a PhD in your chosen field. This letter is crucial in offering a comprehensive view of your qualifications and aspirations, helping the committee determine your fit for their program.

Research-oriented graduate programs, such as Master’s and PhD degrees, often require applicants to submit a letter of intent. This letter serves multiple purposes in the application process:

• Alignment with Program Goals: Admissions committees use the letter to assess if your academic and career goals align with the program’s objectives and the expertise of its faculty.
• Matching with Supervisors: The letter helps in pairing successful applicants with suitable supervisors whose research interests match yours.
• Showcasing Fit: It demonstrates how well you fit within the program’s academic community and how your research interests complement the department’s strengths.
• Highlighting Your Vision: Your letter provides an opportunity to outline your long-term vision and how the program will help you achieve your academic and professional aspirations.
• Demonstrating Preparation: It shows that you have researched the program thoroughly and understand how it aligns with your research interests and career goals.

How to Apply for a PhD Program

Tips for writing a phd letter of intent, phd letter of intent sample.

Applying for a PhD program involves several critical steps, each demanding careful preparation and attention to detail. Here is a detailed guide to the typical process:

Step 1 – Identify Your Research Interests and Potential Advisors 

• Define Your Research Interests: Clearly outline your specific areas of interest within your field.
• Research Potential Advisors: Investigate faculty members whose research aligns with your interests. Review their profiles, publications, and current projects.
• Contact Potential Advisors: Initiate conversations to discuss your research ideas and confirm their availability to supervise your PhD.

Step 2 – Research PhD Programs and Institutions

• Program Fit: Look for programs that support your research interests and career goals.
• Faculty Expertise: Ensure the faculty has a strong background in your area of interest.
• Research Facilities: Check the availability of necessary research facilities and resources.
• Funding Opportunities: Investigate funding options such as scholarships, assistantships, and grants.
• Program Curriculum and Academic Environment: Assess the curriculum and overall academic culture of the institution.

Step 3 – Prepare for Standardized Tests (if required) (12-18 Months Before Application Deadline)

• Verify Test Requirements: Check if the programs you’re interested in require standardized tests like the GRE .
• Test Preparation: Prepare thoroughly, focusing on sections relevant to your field.
• Schedule Tests: Book your test well in advance to ensure your scores are available by application deadlines.

ETS offers free online GRE prep resources, including webinars, two practice exams, sample questions, and section guides.

Step 4 – Gather Required Documents (9-12 Months Before Application  Deadline)

• Transcripts: Obtain official transcripts from all post-secondary institutions attended.
• Letters of Recommendation : Request letters from professors or research supervisors who can vouch for your academic and research capabilities. Provide them with ample time and necessary information.
• Curriculum Vitae (CV): Compile a detailed CV highlighting your academic achievements, research experience, publications, presentations, and relevant work experience.
• Writing Samples: Include samples of your academic writing or publications to showcase your research and writing skills.
• Draft Research Proposal: Outline your research interests and potential projects.

Step 5 – Write a PhD Letter of Intent (6-9 Months Before Application Deadline)

• Introduction: Introduce yourself and state your purpose for applying.
• Academic Background: Summarize your academic journey, emphasizing key achievements and experiences that have prepared you for a PhD.
• Research Interests: Clearly outline your research interests and their alignment with the program and potential advisors.
• Career Goals: Discuss your long-term career aspirations and how the PhD program will help you achieve them.
• Reasons for Choosing the Program: Explain your choice of the specific program and institution, mentioning the faculty members you wish to work with and how their research aligns with your interests.

Step 6 – Submit Applications (3-6 Months Before Application Deadline)

• Tailor Applications: Customize each application to highlight how your research interests align with the faculty and program strengths.
• Complete Applications: Ensure all required documents are included, and your personal information is accurate.
• Submit Applications: Use the respective school’s application portal to submit your applications.

Step 7 – Prepare for Interviews (After Submission)

• Research Presentation: Be ready to present and discuss your research interests, academic background, and career goals.
• Department Fit: Prepare to explain how your proposed research fits within the department and aligns with potential advisors’ work.
• Interview Preparation: Practice answering common interview questions and consider preparing a brief presentation of your research proposal.
• Decision and Acceptance: Await responses, prepare for possible waitlist scenarios, and finalize decisions.

1. Use Specific Metrics to Showcase Impact

When discussing your research and career goals, include specific metrics to illustrate the impact of your work. Instead of saying, “My research improved data processing efficiency,” say, “My research reduced data processing time by 35%, enabling faster data analysis and saving $50,000 annually.” This demonstrates a clear, quantifiable benefit of your work, making your contributions tangible and impressive to the admissions committee.

2. Highlight Interdisciplinary Knowledge

Emphasize any interdisciplinary knowledge or experience. For example, if your research combines computer science and biology, detail how this unique blend enhances your ability to tackle complex problems and contributes to the program’s diversity.

3. Cite Influential Works

Mention specific influential works or researchers that have inspired your proposed dissertation. This shows you are well-versed in the current literature and helps align your interests with those of potential supervisors.

4. Demonstrate Long-Term Vision

Articulate a long-term vision for your research and career beyond the Ph.D. Explain how your dissertation will lay the groundwork for future projects and how you plan to contribute to your field over the next 10-20 years.

5. Include Soft Skills

Don’t just focus on technical skills and achievements. Highlight soft skills such as leadership, communication, and teamwork, which are crucial for successful collaboration and project management in research.

6. Tailor to the Program’s Strengths

Customize your letter to reflect the specific strengths and resources of the program you are applying to. Mention particular labs, facilities, or faculty members whose work aligns with your interests and explain how these will support your research goals.

7. Align Your Thesis with Program Goals

Ensure that your proposed thesis aligns with the goals and research focus of the program. Explain how your research topic fits within the broader objectives of the department and contributes to ongoing projects or future initiatives. This demonstrates that you have thoughtfully considered how your work integrates with the program’s mission.

Download a template available in PDF or MS Word formats.

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Letter of Intent

PhD (School) Letter of Intent

A PhD (School) Letter of Intent is a document prepared by an applicant to express interest in joining a Doctor of Philosophy program in a given institution. It outlines the applicant’s qualifications and achievements and also mentions their passion for the particular program to which they are applying. When accompanied by a formal application, this letter can improve your chances of being selected.

A PhD letter of intent, also called a statement of purpose, is a must-have for any program applicant. Because the admissions committee will have numerous LOIs to go through, this article will help you draft yours in a way that separates you from the crowd.

What Is a PhD?

PhD, also written as Doctor of Philosophy, refers to a postgraduate doctoral degree that is awarded to a student who successfully completes the most advanced instruction in a given discipline. It is an academic degree that focuses on research, teaching, and development. In contrast, applied degrees such as law doctorates focus on practical careers.

PhD Letter of Intent Header

A PhD (School) Letter of Intent essentially follows the same mechanics of writing as a business cover letter. The goal is to introduce yourself to the admissions committee and convince them that you should be part of their doctoral program. To do this, you will need to identify yourself in the header by mentioning the date, your name, address, and contact information.

This LOI is typically addressed to the admissions committee. If you know exactly who will be handling your application, you can address the letter to them by name. If not, consider something more general like ‘dear admissions commission.’

Drafting the Body of Your LOI

It is crucial to remember that your letter of intent should not take the place of a formal application. Instead, you can use it to draw the committee’s attention to certain elements of your application or to paint a more holistic view of who you are outside your academic qualifications.

The body of your letter of intent should, therefore, include the following information:

• The name of the program you wish to join
• How you heard about it
• Why you think it is a good program
• Your qualifications, experiences, and qualities that make you a good candidate
• Your plans if chosen to join the program

PhD (School) Letter of Intent Format

{Recipient’s Name}

Admissions Committee, {Program Name}

{Institution’s Address}

{City, State, Zip Code}

Re: Intent to Join PhD Program

Dear {Mr./Mrs./Ms. Last Name},

I am writing to state my intent to join the {program name} at {institution name} of a Doctor of Philosophy degree. I learned about the program through {name of source}, and it would be an honor to join such a {positive qualities} program.

I am {mention your academic achievements}. Outside of school, I have {mention your professional experience and other achievements}. I believe all this makes me an excellent candidate for your esteemed program.

I am interested in this program because {provide reasons}. I am positive that learning with you will {positive impact} . If you require any more information, please contact me at {contact information}.

Thank you for your time and consideration.

{Your Name}

{Your Signature}

Sample PhD (School) Letter of Intent

13 April 2031

Admissions Committee

Renewable Energy PhD Program

University of Alaska

290 Indigo Road

Anchorage, AK 09096

Re: Statement of Purpose

Dear Admissions Committee,

I am writing to express my interest in joining the Renewable Energy PhD Program at the University of Alaska. I have been following the program through its official website since my undergraduate years, and I believe it is the perfect program for me.

I acquired my BSc degree in Mechanical Engineering from Cal Tech University on 12 March 2030. I also have a diploma in Sustainable Solutions from MIT. Besides my education, I am a member of the Green Energy research team, and I dedicate my time to helping companies adopt green energy solutions.

Your Renewable Energy PhD Program interests me because of the high-quality research your students publish every year. I believe I will be an excellent fit for your school.

If you require any further information, please contact me at [email protected] .

Eng. Cecilia George

PhD (School) Letter of Intent – Word Template

When drafting a PhD (School) Letter of Intent, you should ensure that the information you provide is relevant to the program for which you are applying. Most institutions will provide you with information on what to include in your letter on their University website. Follow their outline as best you can.

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How to Write a Standout Letter Of Intent For Graduate School

While not all graduate programs ask for a statement of intent, this is a requirement for many grad school applications. A letter of intent for graduate school sets the tone for your application: it introduces you as a person to the selection committee, and provides context to your academic record, qualifications, and professional experience.

Therefore, it’s essential to make your letter of intent as compelling as possible to give you the best chance of admission, especially if you’re trying to get into one of the Ivy Leagues .

Table of Contents

How to Write a Letter of Intent for Grad School

What is a letter of intent for graduate school admission.

A letter of intent is a brief statement which explains your educational background, experiences and motivations for applying to grad school. Some, though not all, graduate programs require you to submit a letter of intent as part of the application process.

A letter of intent is different from a personal statement. While a personal statement deals more with your personal background and passions, a letter of intent focuses more on academic history and professional goals.

The format and content of a letter of intent can vary widely, depending on the graduate school’s preferences. Note that the same is true for both in-person and online Masters programs .

What to Know Before You Start

Before writing a letter of intent for grad school, there are a few key things to keep in mind.

First, each grad school has their own preferences or requirements for letters of intent. Therefore, it’s critical to check the guidelines with the admissions committee before you start preparing your application. Be sure to ask them about the required format, as well as what information you should include.

It’s also important to conduct your own research into the program to determine the kind of things the selection committee will be looking for. This could include factors such as a particular faculty member, the curriculum structure, or learning content.

There’s another important consideration. That’s your academic and professional goals.

• Why are you interested in this particular program?
• What do you want to get out of it?
• How does it fit into your broader career goals?

Answer these questions to help you decide what to include in your letter of intent. This ensures authenticity in your submission. It also sets you apart from anyone else. Your specific desires are your own. They won’t mirror thousands of other applicants.

When you’re ready, daft an outline of the letter. This should cover the main points above. This is an important step to make sure your letter of intent is concise, informative, yet covers all the essential information the admission committee is looking to see.

Once you’ve done all this, you’re ready to start writing your letter of intent.

Read on to learn more about the sections to include, top tips, and letter of intent grad school samples!

Why is a letter of intent important?

If required, your letter of intent plays a vital role in your grad school application that could make the difference between rejection and moving on to the next stage. It provides context to your academic resume, transcripts, and other documentation that gives the reader an idea of who you are as a person.

This can be very compelling to the selection committee, if your letter of intent is strong enough.

It also gives you the opportunity to detail your research interests. This is very valuable if the program has a research component, as you can use your letter of intent to explain your skills and passions in this area.

Through your letter of intent, you can also tell the selection committee about your academic and career goals, helping to convince them that you’re a good fit for the program. Finally, it allows you to showcase your written communication skills, which is a vital skill set for any grad student.

Related: How to Get into Harvard

The Key Parts of a Graduate Letter of Intent

Although the exact format may differ depending on the program’s requirements, there are certain key sections that a letter of intent should typically include.

A letter of intent should generally be structured in the same way as a formal business letter. As such, it should have a header with the name and address of the recipient, usually the admissions counselor or director for the program you’re applying to.

Below this and on a separate line you should put the date that you’re printing the letter.

Directly below the header, be sure to include a formal salutation, typically “Dear…” followed by the recipient’s name. If you don’t know the name of the admissions counselor or graduate program director – find out.

This should be the person in charge of selecting candidates for that particular program. Check the program’s website, and if you can’t find the info that way, send the admissions office an email to ask!

Opening Paragraph

The opening paragraph is one of the most important parts of a letter of intent graduate school. This is your chance to capture the attention of the selection committee and encourage them to keep reading.

In the introduction, you should briefly explain why you want to apply for the program and summarize your academic experience. You can also introduce the key points that you’ll elaborate on later in the letter.

Qualifications and Educational Background

Following your introductory paragraph, you can launch straight into talking about your qualifications and background. This is the time to flesh out the information in your academic resume. You can mention important awards, and impressive academic results.

Along with your academic history, you can also describe relevant professional experience.

Although a letter of intent is mostly focused on the academic sphere, professional experience is worth mentioning if it directly relates to the field you want to study, or if you’ve been working for some years since completing your undergraduate degree.

Research or Study Projects

The next section of the letter should detail your key academic accomplishments, such as major research and study projects. You could also include your professional achievements, if you’re an experienced professional rather than a recent graduate.

You can also mention relevant prizes and awards you’ve received, either in the academic or professional sphere. Be sure to include anything that demonstrates your ability to complete the work required of graduate students.

Goals and Motivations

The previous paragraphs are designed to convince the selection committee that you’re a great fit for their program. This final section is geared towards explaining why the program is a great fit for you.

This is crucial, because admissions counselors look for candidates who are motivated and passionate about the program, rather than those who may drop out due to lack of interest.

Here, you should talk about what draws you to this grad program specifically, whether it is the unique curriculum, a renowned faculty member, flexible program structure, excellent opportunities for internships, or something else.

This is also a great time to describe your future goals, and how the program will help you to work towards them. A strong statement of intent for grad school will cover both educational goals and career goals. You could also mention personal reasons and motivations, such as a desire to increase your knowledge in a certain area, or a particular passion for the field.

Closing Paragraph

End your letter of intent with a short paragraph of around two sentences, summarizing your key points. You may also want to thank the reader for their time or note that you’re looking forward to hearing from them regarding your application.

Don’t skip over or rush your closing statement. Though brief, this is a vital part of your letter of intent: it should bring everything together and leave a strong impression that convinces the selection committee to move your application on to the next stage.

As you are following a business letter format, be sure to include a formal sign off (such as “Sincerely” or “Kind regards”) followed by your full name.

Graduate School Letter of Intent Template and Example

Grad school letter of intent template.

Fill in this template to create your own masters program letter of intent, or adapt it to create a letter to accompany your application for a doctorate or professional program:

[Name and Address of Admissions Counselor]

Dear [Name of Admissions Counselor]

Opening paragraph:

• Introduce yourself and explain why you want to apply in one sentence
• Briefly summarize your qualifications, education history, key motivations, and what you will discuss in the rest of the letter

Paragraph 1: Qualifications and Educational Background

• Detail your undergraduate studies and qualifications
• Describe your major academic accomplishments

Paragraph 2: Major Projects

• Explain your major research and/or study projects
• Cover your professional journey and describe experience relevant to the program

Paragraph 3: Goals and Motivations

• Talk about why you’re interested the program
• Mention your professional and academic goals

[Your signature]

Letter of Intent Example Grad School

Here’s a sample letter of intention for graduate school based on fictional details to show the key sections, formatting, tone, and type of content you should look to include.

Dr. Rosario Ortega Northwestern University School of Professional Studies 339 East Chicago Avenue Chicago, Illinois 60611

September 12, 2023

Dear Dr. Ortega

[Opening paragraph]

Through my undergraduate studies at Brown and internship at the New York Public Library, I’ve developed a strong passion for North American literature. I’m therefore writing to apply for the Master of Arts in Literature at Northwestern University.

[Qualifications and Educational Background]

I completed my Bachelor of Arts at Brown University in 2023, with a concentration in Literary Arts, with an overall GPA of 6.0. Following graduation, I completed a three-month internship at the New York Public Library, where I worked with the archives department, assisting with a range of archiving tasks as well as completing a major project.

[Major Projects]

During my undergraduate studies, I completed a major research project into leading female African American writers of the 20th century. I received the Harriet Tillman Award in recognition for the high standard of work of my project.

As part of my internship with the New York Public Library, I was responsible for a project to provide access to African American history through the holdings of the library’s collection. Working under the guidance of one of the library’s archive specialists, I applied archival standards to process materials and make them available to researchers and the general public.

[Goals and Motivations]

I’m interested in earning my master’s degree from the School of Professional Studies because of the program’s strong faculty and emphasis on diversity. I am particularly excited to work with Dr. Margaret Hedelman, whose pioneering work on the underrepresentation of African American poets is truly inspiring. I believe that literature is a vital part of North American culture and a reflection on society and, as such, it is essential that we acknowledge authors from all communities, and promote underrepresented voices.

[Closing Paragraph]

I believe that the Master’s of Arts in Literature will best allow me to achieve my goal of becoming an archivist and educator in order to share knowledge of diverse authors and poets with the broader community. Thank you for your consideration.

Robert Garman

Related: Does GPA Matter for Grad School ?

Tips for Writing the Best Letter of Intent for University

Your statement of intent can be a crucial part of your grad school application, so it’s important to make it as strong as possible in order to stand out from the other candidates. Here are some important things to keep in mind to help you put your best foot forward.

Remember the Key Purposes of the Letter

As you write your letter of intent, it’s essential to keep in mind why you’re writing it. This will help you to stay on track and optimize your letter to make it as effective and compelling as possible.

A letter of intent has two primary purposes:

• Highlighting the most important information in your application: your key qualifications, experience, and achievements.
• Showing the selection committee who you are as a person, including your own interests and goals.

Your letter of intent should be concise and closely focused on achieving these two goals. This means that everything you share should contribute to these aims. If you find yourself writing something that doesn’t support one of these two goals, delete it! This is merely unnecessary fluff that detracts from your core message.

Related: Looking for extra flexibility with your finances? Consider this year’s best student credit cards .

Leverage Your Strengths

Though a statement of intent should generally focus on academic history and broadly follow a set  format, you can play with standard templates in order to make your letter as compelling as possible.

You may have an impressive level of professional experience that demonstrates your ability to excel at grad school, but your academic history is lackluster or outdated. In this case, it would be better to focus on your professional experience and achievements and only briefly mention your academic history.

On the other hand, if you’ve recently completed your undergraduate degree, you could focus entirely on your academic qualifications, projects, and awards.

If you feel like both your academic and professional history is lacking, talk about your personal story and why you have a passion for the subject matter.

It’s all about leveraging your strengths to present the most compelling case for why the admissions committee should accept you into their program.

Take the Opportunity to Showcase your Writing Skills

Though primarily designed to explain your abilities, experience, and interests, one of the secondary purposes of a letter of intent is to showcase your written communication skills. Written communication is a big part of any graduate program, especially programs with a thesis or dissertation component. This is your chance to show that you can write well.

Therefore, it’s important to ensure that your letter is well-written in a professional style, using proper formatting, grammar, and spelling. If writing is not your strong suit, or if you’re not accustomed to preparing format business letters, take your time to do some prep work.

Read up on the required formatting, style and flow for these kinds of letters. You may even want to practice your formal writing skills through writing exercises.

Carefully Edit your Letter of Intent

As with all aspects of your graduate school application, it’s important to carefully proofread and edit your letter of intent. Graduate programs can receive hundreds, if not thousands, of applications, and they may quickly cull applications based on a range of factors, including poor editing.

Even small errors could result in your application landing on the “discard” pile instead of moving on to the next stage.

Good editing goes much further than checking your letter for stray commas and spelling mistakes. First of all, you want to carefully review the content of the letter to make sure it is compelling, informative, and includes all key information. Then, take another pass to check for grammar, spelling, and punctuation, as well as ensuring that the writing flows well and sounds professional.

Impress with a Winning Letter of Intent

The best graduate programs are highly competitive, so it’s essential to make your application as strong as possible in order to stand out from potentially hundreds, if not thousands of applicants.

This is particularly true for your letter of intent which, if required, sets the tone for your application and can help convince the admissions committee to move you forward to the next stage.

Craft a compelling letter of intent for graduate school by keeping it concise and well-written, and focused on explaining why you’re a great fit for the program, and it’s a perfect fit for you.

While you’re preparing your winning grad school application, take a look at our guide to how to ask a professional for a letter of recommendation .

Do All Schools Require a Letter of Intent?

No – not all schools require a letter of intent. While some graduate programs ask for a letter of intent as part of the application process, others demand a personal statement instead. Always check the application requirements well in advance of the deadline, so you’ll have plenty of time to put together a strong application.

How Long Should a Letter of Intent Be?

A letter of intent for a masters program or other graduate program should be around 3-4 paragraphs long, as well as short opening and closing paragraphs, header, and sign off. Generally speaking, an ideal letter of intent is between 300 and 450 words, and no more than one page. However, each program may have its own requirements, so be sure to check with the admissions office before preparing your letter.

How Should You Format a Letter of Intent?

Some programs require specific formatting, so be sure to ask the admissions office if they have any specific requirements for the letter of intent. If they don’t, you should standard formatting for a business letter: a header with the recipient’s name and address, the date, formal greeting, opening paragraph, body with 3-4 paragraphs describing your history, achievements, and interest in the program, a short closing paragraph, and a formal sign off. Be sure to use a professional font, size, spacing, and margins, in line with a business letter.

Lisa Marlin

Lisa is a full-time writer specializing in career advice, further education, and personal development. She works from all over the world, and when not writing you'll find her hiking, practicing yoga, or enjoying a glass of Malbec.

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How To Write a Graduate School Letter of Intent

Reviewed by David Krug David Krug is a seasoned expert with 20 years in educational technology (EdTech). His career spans the pivotal years of technology integration in education, where he has played a key role in advancing student-centric learning solutions. David's expertise lies in marrying technological innovation with pedagogical effectiveness, making him a valuable asset in transforming educational experiences. As an advisor for enrollment startups, David provides strategic guidance, helping these companies navigate the complexities of the education sector. His insights are crucial in developing impactful and sustainable enrollment strategies.

Updated: May 31, 2024 , Reading time: 24 minutes

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With the rise of graduate school admissions , we can conclude that thousands of letters of intent have been written by applicants and reviewed by admissions officers! The importance of a well-written grad school letter of intent cannot be overemphasized because, indeed, first impressions matter. 

At its core, every letter of intent is a formal cover letter that declares your goal of applying for admission into a graduate program . You’re also providing the proper context for your application, including the documents and related information.

Think of it like an in-person interview combined with an elevator pitch, and you will realize its critical importance in your acceptance into your desired program. 

Writing the best grad school letter of intent can be challenging even when you have excellent communication skills because there has to be a balance between humility and marketability. But with ample time, careful choice of words, and sufficient editing, you can make it! 

Letter of Intent as Proof of Your Self-advocacy 

Your letter of intent should follow its form and function conventions while also being proof of your self-advocacy, a document that contains an argument in your favor. You must express your suitability for the program in clear yet concise terms, including your intention of upholding its academic excellence and research relevance through your achievements in these areas. 

Tips for Writing the Best Grad School Letter of Intent

Keep in mind that the best letter of intent is the one you’re writing on your behalf as a form of self-advocacy! While there are plenty of templates and writing services, the best place to start is within yourself!

Your letter of intent for graduate school should reflect your in-depth knowledge of the graduate programs, academic achievements, professional skills, research skills, and future interests, a successful previous research project, and future goals concerning the program’s curriculum, career goals, mission, and status. 

Begin Through Genuine Self-reflection

Embarking on a personal reflection means taking the time to think about specific motivations, goals, and attitudes that will impact your future. This is critical in writing your letter of intent because you have a clear idea of what you can contribute to the program and what the program can do for your career goals.

Your final letter of intent becomes a clear, concise, and compelling argument for your 100% compatibility with the program. 

• Make a list of your academic achievements, research papers and interests, work experience, and community involvement, including relevant volunteer activities. These aspects of your life will be included in your letter of intent for graduate school, so it’s good to list and organize them for future reference. You will also find that your motivations for pursuing a graduate degree—as challenging in terms of time, effort, and money as they may be—become clearer through self-reflection. Your letter of intent will also state your primary motivations – gaining specialized knowledge, achieving a lifelong goal, or advancing your career. Thus, it is important to list them first.
• During your self-reflection, keep your professional goals in mind since these will influence your career milestones, from earning a master’s degree to getting a promotion. Your final choice in a graduate school and program will also be influenced by your career goals, such as choosing a general MBA program over a master’s management engineering program. 
• Reflect on your lifestyle, including your current financial condition and obligations. While online master’s degree programs have the benefits of flexibility, quality, and affordability, not all of them will fit your lifestyle! By listing down the important aspects of your lifestyle that will be affected by your plans to pursue a master’s degree, you can be better prepared for its demands. 

With your comprehensive list, you have a sound basis for writing your letter of intent, particularly the part where your achievements are highlighted to increase your chances of acceptance. 

Do Your Homework About the Program

Perhaps a fail-proof tip is customizing your letter of intent for each program. Admissions officers know a generic letter of intent when they see one, and if you give a similar letter of intent to several programs, it doesn’t speak well of your character and academic intentions. 

Don’t even think about just changing the program director’s name, date and details of the program while letting the rest of your letter of intent remain unchanged! Every program has its unique vision, mission and learning outcomes, and, thus, it’s crucial to tailor your letter to these aspects. 

• Check out the graduate school program’s website for information about the curriculum . Learn about course descriptions and prerequisites, and perhaps ask for more information through emails and brochures. You can then assess the program’s suitability for your career goals and lifestyle and your eligibility for admission. You can set realistic expectations about the cost of attendance, duration of stay and graduation requirements. 
• Research the credentials of faculty members in the program . These credentials include educational attainments, published works, including research papers, and current research projects, and the information will be useful in determining which faculty member you wish to work with in the case of acceptance. Many programs ask for the name of the faculty member and your reasons for your choice, thus, the research. Contact your preferred faculty members, too, if possible, so that you can establish a connection early on and get more information. 
• Talk to graduate school students, alumni and admissions advisors . This way, you can learn from their on-the-ground experiences while in the program. Ask about their likes and dislikes about its components, including academic advising and career guidance, student community, faculty performance, internships, and cost of attendance. 

Not only will the information you gathered influence your decision to apply for the program, but it’s valuable intel for your letter of intent! You will be able to make notes about the program’s components that align with your strengths and aspirations, which should be stated in your letter.  

Follow the Rules of Form

Now that you have done your self-reflection and conducted thorough research about the graduate school program, your next step is to determine the recommended format for the letter of intent.

Many programs provide guidelines for the letter of intent, including the specific format, minimum and maximum word count, and other stylistic suggestions. The letter of intent may also include academic citations and links to your published research papers, as the program requires. 

These specific format requirements must be followed to the letter because they demonstrate your ability to follow instructions. However, you can be more creative and expressive when presenting your academic and research achievements and suitability for the program. 

But when there are no specific guidelines for the format, you must keep these rules of form in mind. 

• Use long, regular white computer paper for your letter of intent! Personalized stationery isn’t a good idea since it’s a professional document that may make or break your acceptance.
• Use a regular black font color, too. The use of gray and colors of the rainbow on any part of the letter isn’t acceptable, even for creative art programs.
• Stick to a neutral font and size, such as Times New Roman, Tahoma, Calibri, or Arial in 11- or 12-point. While eye-catching fonts like Chiller and Comic Sans seem fun, these are inappropriate for a formal document. Since there’s no need to squeeze in your life story and every career milestone, the 12-point font is the best choice.
• Use single-inch margins for all sides of the document. You may adjust it to as little as 0.7-inch, but if only space is an issue. 
• Use the single-space text format since block paragraphs are used in a letter of intent. There’s no need to use the “tab” button for this reason.
• Insert a blank line in every paragraph transition, from the salutation to the introduction.
• Use the “align-left” margin, starting from the date and addressing the opening salutation, body, and closing salutation. (The justification function isn’t recommended as it may insert weird spacing between words)
• Use transitions to mark the flow between paragraphs. These transitory statements connect experiences and ideas and, thus, increase readability. 

Most importantly, keep your letter of intent for graduate school between one and two typed pages only or between 400 and 800 words! This can include a brief reference list on the second page. Limit your letter to 4-5 paragraphs in the body, too, since readability is crucial. 

Make It a Letter for Self-advocacy

Again, your letter of intent is a self-advocacy letter that contains your strong arguments in favor of your admission into the program . Create an excellent first impression and put your best foot – or words – forward! Here are useful tips that will transform your long list of accomplishments into a set of compelling arguments in a clear and concise format. 

• Write straightforwardly without gimmicks, contrivances, and cliches. While your introductory sentence must grab attention, it’s best to avoid using quotes, broad or vague statements, and platitudes. Remember: your admissions officers are more interested in your insights and experiences, so that borrowing quotes may demonstrate intellectual laziness.
• Introduce your central points early so that the admissions officers’ attention will be sustained until the end. The first introductory paragraph is the best place for these central points, which can be briefly elaborated on in succeeding paragraphs.
• Practice using the active voice over the passive voice. You should be proud of your accomplishments, and the best way to present this is through an active voice.
• Emphasize your strengths but don’t be afraid to explain a weakness in your resume. You may also convert a weakness into a strength in disguise, but avoid going into deeper detail. You can also briefly explain anomalies, such as gaps in your work experience, but only if it’s relevant to your application. 
• Use examples to explain your strengths when needed. Assume that the admissions officers will not understand everything in your letter, so brief explanations of your research projects may be necessary. 

But avoid being too technical in your letter of intent, too, with nothing in it but a dry summary of facts. You have a certain creative leeway by using an engaging narrative of your experiences and achievements for graduate school. Tell your story in a professional, on-point manner and complement it with proof of your skills.  

You must also use a professional, polite, and positive tone in the entirety of your letter of intent! Use upbeat words, such as “excited” or “pleased,” to show enthusiasm. Avoid casual phrases, slang and other unprofessional words. It’s better to be too formal than casual in a professional document! Thank your readers, too, but make it only once to avoid wasting valuable space on your letter. 

Finding the right balance between marketability and humility is a challenge, but it’s possible! While highlighting your achievements, you can temper them by sticking to the facts and their relevance to your application. 

Write, Proofread, and Edit – and Sit on It For a While 

With the above-mentioned tips in mind, you can start writing your letter of intent for graduate school ! Start with a general outline of your most impactful achievements and their examples and your central points, including your reasons for applying and suitability. Avoid being stressed about the initial outline since you’re still in the process of arranging your central points logically. 

Tip: Read through your resume first and note the achievements that you’ve already mentioned and detailed in it. You can either write a brief description or completely remove the achievements described in your resume from your letter of intent. You’re not just avoiding redundancy in these documents, but you’re also giving more space in your letter of intent for other matters. 

Stick to short and simple sentences. While lengthy and complicated sentences are acceptable in research papers, these are inappropriate for a letter of intent since readability is key. 

In your initial outline, use your genuine voice while also using a neutral tone. Follow the rules of grammar, context, and construction while also checking the spelling, coherence, and clarity of thought. You’re less likely to make mistakes in the first and final drafts if you’re already conscious of these aspects. 

Then, write your first draft. It doesn’t have to be application-ready, but it should have your initial ideas on paper and more emphasis on substance and content, not yet on style. It doesn’t need to be within the recommended word count since you’re still cutting it down with every revision. 

Afterward, you can start on your initial edits, perhaps 2-3 edits, until you’re satisfied. Be sure that these central points are stated in your letter of intent early on: 

• Your accomplishments, strengths and qualifications concerning the program’s focus and learning outcomes 
• Your professional and research interests 
• Your reasons for applying

With every edit, you must go over the form and substance of your letter of intent. Use an app, if necessary, to check for grammar, spelling and composition errors. 

With your workable draft, you can start asking for feedback from your family, friends, and even mentors, and the more input you gather, the better your letter of intent will be. If several people give similar feedback, you’re well-advised to consider it during your final edits. 

You can start making final edits to your letter of intent from the multiple feedback. You may want to get more feedback afterward since you may miss some things. 

But don’t be too pressured about the feedback, either! You must own your letter because it’s your self-advocacy letter! While a second opinion is helpful, it shouldn’t be the reason for rewriting several times, much less for letting others write it for you. Besides, you must be ready to answer the questions during the admissions interview. These questions will be based on the letter of intent. 

With the lengthy process from self-reflection to the final edit, you have to start working on your letter of intent as early as possible! You should also allot about six months for your application since it will involve gathering your application documents and meeting the deadline. Your letter of intent should read like it’s part of an entire package and a summary of your story so far, not a disparate document. 

Purpose of a Letter of Intent for Graduate School

Aside from being the cover letter of your application packet, your graduate letter of intent demonstrates crucial attributes to your possible success as a graduate student. 

• Your compliance with the guidelines shows your ability to follow instructions, particularly as your letter of intent is the first document in your application packet. You’re also showing your respect for the admissions process by following directions, and it’s a great start to your application. 
• The ability for self-advocacy must be evident in your letter of content because it summarizes your best argument for your credentials and, thus, suitability. 
• Attention to detail demonstrates that your letter of intent has a solid basis in research. With a well-crafted and customized letter, your thorough research into the program’s focus, learning outcomes and faculty members is displayed. The absence of mistakes in its contents is also proof of the meticulous care you apply to your work.
• Excellent writing skills are a must in graduate school, and your letter of intent is likely the first impression the admissions officers will have of it. The hallmarks of an exceptional graduate student’s written work are clear and concise prose, professional tone, and correct format.
• The ability to identify, plan and achieve goals can also be concluded from the achievements described in your letter of intent. The fact that your letter of intent catches the attention of the admissions officers is also a testament to your goal-oriented personality.
• Your letter of intent can also demonstrate motivation underlined by hard work, particularly when you state your reasons for pursuing graduate work and choosing the program. By using an upbeat tone, you’re also demonstrating emotional intelligence, a vital trait with as much importance as academic intelligence.
• Passion for discovery in general and the research interests, in particular, may also be expressly stated or implied in the letter of intent. You should also consider giving concrete examples of your committed passion for your research interests, such as the titles of your published thesis. 

With this purpose in mind, your letter of intent should zoom in on these three types of information in the summarized form: 

• Your background through a brief introduction of your intent to apply, your area of study, and your motivations for pursuing graduate study. You’re giving the admissions officer an idea of who you are as a unique individual.
• In your letter of intent, your academic and professional achievements are a brief showcase of your milestone achievements. You’re advocating for your suitability for the graduate school’s program’ s vision, so be sure to highlight your relevant achievements, keeping your letter to the recommended word count. 
• Your research interests through a short description are also a must-have in your letter of intent, especially if you’re applying to a research-intensive program. You’re also setting the stage for future collaborations with faculty members based on your expressed research interests. 

Be as specific as possible when highlighting these components! You don’t want the admissions officers to second-guess your choices, so a brief explanation may be necessary for your critical information. 

Standard Contents of a Letter of Intent 

Again, if the program you’re applying to has a recommended format, follow its guidelines! However, since it’s rare for a graduate school program to provide specific guidelines, you should follow the standard format for a letter of intent for aspiring graduate students. 

Header  

The header contains the following information: 

Your full name 

Mailing address 

Contact information (Phone number and active email address) 

Be sure to use a line break between each element in the header. 

With a single blank space after the header, enter the date when you’re planning on submitting or mailing the letter of intent as part of your application packet. You can use either the month-day-year format (e.g., April 16, 2022) or the day-month-year format (e.g., 16 April 2022). 

Addressee Information

Leave a single blank space after the date stamp before typing the addressee’s information, as follows: 

Full name of the recipient, complete with their official title within the university or program 

Address of the university or department 

This is where your thorough research before writing your letter of intent comes in. You must have a specific name, title, and address on your letter of intent – unless, of course, the instructions provided on the program’s website say otherwise. You’re well-advised to ask for these details since it means you’re mindful of hierarchy and respect the process. 

Note that for graduate school admission, the common recipient is either the head of the department, the head of the program, or the head of the admissions committee. Again, ask! 

Opening Salutation 

Start the body of your letter of intent with a brief, formal greeting to your recipient. Keep it simple, too, such as “Dear Dr. John Smith,” followed by either a colon or a comma. (A colon is considered more formal, but a comma is also acceptable) 

Opening Paragraph

Your opening statement should be direct to the point, including a statement of the program where you’re seeking admission and your specific reasons for applying. You can also briefly introduce yourself and your motivations for applying in a couple of sentences. 

Main Paragraphs 

In 2-3 paragraphs, you must make your case for admission into the program, and it’s the best way to showcase your ability for self-advocacy. There are two primary ways that the main paragraphs can be constructed depending on your goal: 

• Highlight the specific components of your application packet, such as your academic achievements, published research papers, and exceptional work experience. This is the best approach if you’re applying with an impressive resume and a high GPA and GRE/GMAT scores. 
• Add a more personalized aspect to your letter of intent to give its readers a more holistic view of your individuality beyond your undergraduate studies GPAs, GRE/GMAT scores, and work experiences. Your goal is to establish what sets you apart and why you’re suitable for the program.  

Within these 2-3 paragraphs, you should include the following elements: 

• Your background and professional credentials, such as your experiences, served as motivation and foundation for your graduate studies and career plans. You may also describe the main driver for your interest in the field and your plans for your master’s degree. 
• Your undergraduate studies, including your major and specialization, and a brief insight into its role in your decision to pursue the field of study covered by the master’s degree program. 
• To establish your graduate work preparedness, you must incorporate your milestone academic accomplishments (e.g., Latin honors) and specific learning experiences. Examples include independent study courses, teaching and research assistantships, laboratory experiences, published work, research conference presentations, and study abroad experiences. 

Think of a business-oriented cover letter as a guide for your graduate letter of intent, and you’re set! 

But what if your accomplishments aren’t as stellar as you want them to be in the eyes of the admissions committee? This is where the second approach will work in your favor! You can provide a personal story – but keep it brief and to the point, not a sob story – and other elements that will give your accomplishments more context. You may highlight your keen interest in your research interest, too.  

Closing Paragraphs

In the closing paragraph, you can summarize your suitability for the graduate school program, including your relevant skills, experiences, and interests. But don’t repeat what you’ve already said in the main paragraphs since redundancy is a red flag! Stick to a couple of sentences, and you will be just fine. 

Then, thank your reader for their time. This can be followed by a list of the enclosed documents in the application packet. This list can be separated by commas or in bulleted form. Be sure to organize the enclosed documents in the order these were listed, and these can include your resume, statement of purpose, official transcripts, and letters of recommendation. Better yet, check the required order of documents provided by the program. 

Closing Greeting

The last part is a polite and professional closing salutation, and it’s best to keep it simple. We suggest “Respectfully yours “since it evokes professional respect. 

Then, insert a blank space after the closing salutation before typing your full name. You may also use 3-4 blank spaces between the closing greeting and your name to make way for your signature. But if you’re short on space, a single blank space will do but make sure your signature doesn’t cover the closing salutation. 

What’s The Difference Between a Letter of Intent and a Statement of Purpose?

The main difference is that a letter of intent is a general outline in essay form, while a statement of purpose provides more detailed information. The former is a sales pitch that the applicant uses to showcase their skills and potential that, in turn, the admissions committee will use to determine suitability for the next phase of the process. The latter creates a stronger connection between your past achievements and your plans in the program. 

There’s also the word count difference. While a letter of intent is usually under 1,000 words in length, a statement of purpose can be longer. But in both documents, clarity of intent or purpose, professional and positive tone, and self-advocacy must run through every paragraph. 

Frequently Asked Questions

Should you include a letter of intent for a graduate program even when it isn’t required .

Generally speaking, there’s no need to submit a grad school letter of intent with your application packet unless it’s expressly required for your application to be considered. This is true for programs that use an online application system where your personal information must be provided in the required fields. Some programs require a statement of purpose, meaning a letter of intent isn’t necessary. 

But if you’re submitting your application packet for a graduate program by mail, you should consider including a letter of intent as an introduction and a cover letter in one. You can also keep it shorter than usual if you already have a statement of purpose in your application packet. 

What are the qualities that graduate schools look for in graduate program applicants? 

While there’s no standard mold for the ideal graduate student, the strongest applicants have the following qualities highlighted in the letter of intent. These traits are in addition to the above-mentioned traits discussed in the Purpose of Graduate Letter of Intent section. 

• Research and professional interests that align with the grad school program’s learning outcomes, curriculum and focus of study 
• Relevant work experience that demonstrates a consistent career trajectory that supports a keen interest in the field of study 
• Proven track record of academic success and the potential for academic success in grad school
• SMART goals 

What are the common documents requested in applications? 

First, the official transcripts from all colleges and universities attended for undergraduate studies and graduate programs are a common requirement. These documents contain information about the major field of study and minor, academic performance, and prerequisites are taken. 

Second, standardized test scores like GRE and GMAT with specific minimum requirements for section scores are also common tools for evaluating academic performance in graduate school. Many programs make these scores optional, meaning you can submit them to boost your chances for admission in case of average GPAs. 

Your current resume must contain detailed information about your background, career goals, work experiences, volunteer and community activities, and organization membership. Your letters of recommendation should be from professionals who have first-hand experience with your academic performance and work ethic. You may need to submit a professional portfolio of work, usually when applying to an arts-centric program.

When should you send your application packet? 

On or before the deadline, of course! Allow ample time for the components of your application packet. Thus, the minimum 6-month recommendation before the deadline. You may even extend it to 12 months, so you don’t have to panic about transcripts or letters of recommendation getting lost in the mail. 

What to do if you’re rejected for admission? 

Don’t take it as a personal affront, for starters! Remember that the graduate program admissions committee has a difficult task – choosing the most suitable students from a large pool of applicants for a limited number of slots. You can always apply for the next admission cycle and hope for the best! 

But before that, you should consider taking these steps: 

• Check your grad school letter of intent and other application documents again. You may have missed putting in a crucial detail that could increase your chances of admission. 
• Call an admissions officer and ask for feedback, but be sure to do so respectfully instead of being accusatory, defensive, or desperate. Take note of the feedback so you can make the appropriate changes in your next application. 
• Write a thank-you note to the signatory on your notification letter. 

And take heart – this is a temporary setback! You have plenty of opportunities ahead, whether in the same graduate program or another. 

Key Takeaways

• Your grad school letter of intent is a cover letter, a sales pitch, and a self-advocacy letter, so it’s best to make a great first impression !
• Be sure to follow the form rules and write a professional, positive, and persuasive letter reflecting your desire for a graduate degree. Edit multiple times, but make it your own.

Additional Resources:

• Best Grad Schools in the U.S.
• Best State University Graduate Schools in America
• Most Prestigious Graduate Schools in The World

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