Motivation Letter for PhD: Format & Samples

Every year, thousands of Indian students apply for PhD programs abroad, but only a small percentage get selected (Source: TOI).  

QS World University Rankings 2024 found that PhD acceptance rates at top universities like Oxford, Harvard, and ETH Zurich range between 10-15%. With competition this high, submitting a strong motivation letter can make an impact.

But what exactly is a motivation letter for PhD? It’s a personal statement that explains why you want to pursue a PhD, what drives your research interest, and why you’re applying to that specific university.

When it’s time to write your motivation letter for PhD, you may feel stuck. How do you explain why you want to do a PhD without sounding dull or just repeating your CV?

Many students struggle with this part of the application. You might have great academic records and research experience, but if your motivation letter sounds generic or lacks a clear connection to your chosen field, it could hurt your chances.

We’ll explain how to write a motivation letter so your letter feels natural, personal, and convincing.

Motivation Letter for PhD Applications Format: What Should It Include?

A motivation letter is one of the most important parts of your PhD application. It explains

1. why you want to do a PhD
2. why you’re interested in a particular research area, and 
3. why this university is the right place for you.

Professors and admission committees want to see if you have a clear research direction, relevant experience, and the determination to complete a PhD.

If you’re applying for scholarships, the structure may differ slightly. Check out motivation letters for scholarships for more details.

Here’s what your motivation letter should include:

Motivation Letter for PhD Format & Sections

Section	Purpose	What to Include
Header	Provides basic details	Your name, contact information, recipient’s name & designation
Salutation	Keeps it professional	"Dear Professor [Last Name]" or "Dear Admissions Committee"
Introduction	Gives a brief overview	A short opening that states your research interests and reason for applying
Body Paragraphs	Explains your background and research focus	Your academic journey, research experience, relevant skills, and why this PhD program is a good fit
Conclusion	Summarizes your key points	A strong closing statement, appreciation, and next steps
Signature	Ends the letter formally	"Sincerely, [Your Name]"

How to Structure a Motivation Letter for PhD Program?

A motivation letter for PhD needs to be well-organized and to the point. 

Here’s how to structure your motivation letter for PhD:

1. Introduction: Start Strong and Get to the Point

Your introduction should be short and engaging. Instead of using generic phrases like “I am writing to apply for...”, open with a statement that shows your motivation and research interest.

What to include:

• A brief mention of your research area
• What sparked your interest in this field
• A clear connection between your background and the PhD program

Example:
"My interest in computational neuroscience began during my undergraduate research on brain-computer interfaces. I became fascinated by how machine learning can be used to decode neural signals, which led me to pursue further studies in this area. I am excited about the opportunity to continue this research at [University Name], working under the guidance of Professor [Name]."

If you’re applying for a PhD in a specialized field, such as renewable energy, check out this motivation letter guide for a master's in renewable energy for inspiration.

2. Academic Background: Show You’re Ready for a PhD

This section should highlight how your previous studies prepared you for this PhD. Focus on relevant coursework, research projects, and academic achievements rather than listing every degree you’ve earned.

What to include:

• Your most relevant degree(s)
• Research projects, thesis work, or lab experience
• Any academic awards or recognitions

Example Table for Clarity

Degree	Institution	Research Focus
MSc in Biology	[University Name]	Investigated neural pathways in motor learning
BSc in Neuroscience	[University Name]	Developed an AI model for speech recognition

Example Statement:
"During my master’s thesis, I conducted an in-depth study on neural activity during motor learning. This work gave me hands-on experience with EEG data analysis and reinforced my interest in computational approaches to neuroscience."

If you’re transitioning from a master’s to a PhD, it helps to review how to write a motivation letter for a master's program.

3. Research Experience: Demonstrate Your Skills

A PhD requires independent research skills, so this section should highlight your hands-on experience with research, experiments, or publications.

What to include:

• Research assistant roles or lab work
• Internships or industry collaborations
• Papers published or presented at conferences

Example Statement:
"As a research assistant in [Lab Name], I worked on analyzing fMRI data to study the impact of sleep on memory formation. This experience strengthened my programming skills in Python and MATLAB and deepened my understanding of neuroimaging techniques."

If you’ve done internships with research components, check out this guide on writing a motivation letter for internships.

4. Why This University? Be Specific

Many applicants make the mistake of writing generic statements like “This university has a strong research program.” Instead, show that you have researched the faculty, ongoing projects, and specific labs.

What to include:

• Professors whose research aligns with yours
• Specific lab facilities or resources you’d like to use
• Unique aspects of the program that interest you

Example Statement:
"I am particularly drawn to [University Name] because of its pioneering research in computational neuroscience. Professor [Name]’s work on deep learning models for brain signal processing aligns closely with my previous research, and I am eager to contribute to ongoing projects in this area."

If you need to write a motivation letter for university admission, refer to this motivation letter for university guide.

5. Future Goals: Show Long-Term Commitment

A PhD takes years of dedication, and admissions committees look for candidates who have a clear research direction and career goals.

What to include:

• How this PhD will contribute to your academic/professional journey
• The long-term research problems you want to explore
• Whether you see yourself in academia, industry, or policy-making

Example Statement:
"My goal is to bridge the gap between neuroscience and artificial intelligence by developing computational models that help understand human cognition. This PhD will provide me with the expertise to contribute to both academia and applied research in AI-driven healthcare."

If your long-term goal includes working in Germany, you may need a motivation letter for a German student visa.

6. Conclusion: Wrap It Up with Confidence

Your closing paragraph should be brief but impactful. Avoid repeating what you’ve already said. Instead, express appreciation and show enthusiasm for the opportunity.

What to include:

• A quick summary of why you’re a strong candidate
• A thank-you note
• A confident closing statement

Example Statement:
"With my background in neuroimaging, programming, and computational modeling, I am confident that I can contribute meaningfully to [University Name]’s research community. Thank you for your time and consideration. I look forward to the opportunity to discuss my application further."

How to Highlight Research Experience in a PhD Motivation Letter?

Your research experience is one of the most important parts of your motivation letter. It shows your ability to conduct independent research, solve problems, and contribute to academic discussions. 

Here’s how to present your research experience effectively:

1. Focus on Relevant Research Work

Not all research experience needs to be published to be valuable. If you have worked on a research project, assisted in a lab, written a thesis, or contributed to ongoing studies, include them in your letter.

What to include:

• Project title and objective – What was the research about?
• Your role – What specific tasks did you handle?
• Skills gained – Any programming, lab work, data analysis, or literature review experience?
• Impact – Did your findings contribute to further studies?

Example Table for Clarity

Research Project	Objective	Skills Developed
EEG Analysis in Sleep Studies	Investigated brain activity during sleep	Signal processing, Python, MATLAB
Neural Networks in Robotics	Developed AI models for robotic movement	Machine learning, data modeling
Climate Impact on Agriculture	Assessed long-term effects of temperature	Statistical analysis, GIS mapping

Example Statement:
"During my master’s thesis, I investigated the effects of environmental changes on soil fertility, using statistical models to analyze climate data. This experience strengthened my skills in data analysis and predictive modeling, both of which are crucial for my proposed PhD research on sustainable agriculture."

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2. Use Quantifiable Achievements

Instead of saying “I conducted experiments on X,” provide details that make your work measurable.

Example Enhancements:

• Instead of “I analyzed survey data”, say “I processed over 2,000 survey responses to identify consumer behavior trends.”
• Instead of “Worked in a microbiology lab”, say “Conducted over 50 PCR tests to identify bacterial strains in soil samples.”

Example Statement:
"As a research assistant, I worked with a team to analyze satellite images for forest conservation efforts. By processing over 10,000 images, we identified deforestation patterns, helping policymakers improve conservation strategies."

3. Show How Your Research Connects to Your PhD

Admissions panels want to see if your past research aligns with your proposed PhD topic. Draw a clear connection between what you’ve done and what you plan to explore further.

Example Statement:
"My experience with EEG data analysis has shaped my interest in computational neuroscience. For my PhD, I aim to explore how machine learning can be applied to neurological disorder diagnosis."

How to Write a Motivation Letter for PhD Without Research Publications?

If you don’t have a published paper, it doesn’t mean you can’t write a strong motivation letter. Many PhD applicants apply without formal publications, especially if they are coming from a master’s or industry background.

Here’s how to build a strong case for your application:

1. Highlight Research-Oriented Coursework

If you haven’t published a research paper, focus on your coursework that involved research-based learning, thesis work, or project-based assessments.

Example Table for Clarity

Course	Skills Gained	How It Relates to PhD
Experimental Physics	Lab work, data analysis	Foundation for advanced research
Computational Biology	Python, modeling	Useful for bioinformatics research
Machine Learning for Engineers	AI models, statistics	Supports PhD in deep learning

Example Statement:
"Through my coursework in computational biology, I gained hands-on experience in Python-based simulations. This technical foundation will be valuable in my PhD research on genome sequencing."

2. Emphasize Industry or Internship Experience

If you have worked in industry, labs, or internships, highlight your role in research-related tasks.

What to include:

• Internships with research components – Did you work on a research problem during your internship?
• Technical projects – Any machine learning, engineering, or clinical trial experience?
• Problem-solving skills – How did your work involve analytical thinking?

Example Statement:
"While interning at [Company Name], I worked on a data analytics project to improve supply chain efficiency. By analyzing over 500,000 data points, we optimized logistics by 15%, demonstrating my ability to handle complex datasets—a skill crucial for my PhD research in operations management."

3. Discuss Conference Presentations or Unpublished Work

Even if your work wasn’t published in a journal, conference papers, poster presentations, or thesis findings still count as valuable research experience.

Example Statement:
"I presented my research on AI-driven protein folding at the [Conference Name], where I discussed potential applications for drug discovery. While unpublished, this work reflects my deep interest in computational biology and my readiness for PhD-level research."

4. Show Strong Research Potential

Universities are not just looking for past publications—they want students who show curiosity, critical thinking, and the ability to conduct independent research.

How to demonstrate potential:

• Mention how you approach problem-solving
• Show you understand research methodologies
• Express curiosity about new research directions

Example Statement:
"Even without formal publications, my work in neural networks and computer vision has given me strong analytical skills. I have independently implemented models based on recent research papers, demonstrating my ability to engage with advanced research topics."

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How to Write a Motivation Letter for PhD in a Different Field?

Switching fields for a PhD is acceptable, but you need to clearly explain your transition and prove that you have the necessary skills to succeed in your new research area. Your motivation letter should focus on:

1. Why you are switching fields
2. How your previous studies or work connect to the new field
3. What steps you have taken to prepare for the shift
4. How this PhD fits into your career goals

1. Explain the Transition Clearly

Avoid vague statements like “I have always been interested in...”. Instead, be direct about why you are making the switch.

Points to Cover:

Question	What to Include
Why are you changing fields?	A specific event or experience that sparked your interest
How is your past work relevant?	Transferable skills from your previous degree or job
What have you done to prepare?	Courses, research papers, independent learning

Example Statement:
"While my master’s degree was in mechanical engineering, my coursework in computational modeling led me to explore applied mathematics. My growing interest in statistical methods and my independent study of research papers on numerical simulations have prepared me for a PhD in this field."

2. Highlight Transferable Skills

Even if your degree is in a different subject, you likely developed skills that are useful for your new field.

Example Table of Transferable Skills

Previous Field	New PhD Field	Relevant Skills
Electrical Engineering	Biomedical Engineering	Signal processing, MATLAB
Business Analytics	Behavioral Economics	Statistical modeling, data analysis
Biology	Bioinformatics	Lab research, coding (Python, R)
Civil Engineering	Environmental Science	GIS mapping, sustainability studies

Example Statement:
"My background in mechanical engineering gave me experience in computational modeling, which I now want to apply to climate simulations in environmental science."

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3. Show That You Have Prepared for the Shift

Universities need to see that you have taken the initiative to bridge the knowledge gap.

How to Demonstrate Your Preparation

Preparation Method	Example
Online Courses	Completed “Introduction to Neuroscience” on Coursera
Research Papers Read	Studied recent publications on deep learning in biology
Side Projects	Built a small AI model for protein structure prediction
Internship or Work Experience	Assisted in a project on economic modeling using Python

Example Statement:
"To prepare for this shift, I completed an online course on neuroscience fundamentals and analyzed research papers on neuroimaging techniques. This has strengthened my foundation for a PhD in cognitive science."

4. Connect Your Past Research to Your PhD Topic

Your past research may not match your new field exactly, but the methods and thought processes might still be relevant.

Example Table Connecting Research Areas

Previous Research Area	New PhD Focus	Common Ground
AI in Business Forecasting	AI in Healthcare	Machine learning models
Renewable Energy Systems	Climate Science	Data modeling techniques
Structural Engineering	Earthquake Prediction	Simulation & analysis
Organic Chemistry	Drug Discovery	Molecular interactions

Example Statement:
"My research in structural engineering involved analyzing stress patterns, which uses similar computational methods as earthquake modeling. This experience will help me transition into geophysics research."

5. Show Long-Term Commitment to the New Field

Universities don’t want students who experiment with different fields—they prefer applicants who have a clear research vision.

Career Vision Table

PhD Field	Long-Term Career Goal
Data Science	AI applications in healthcare
Environmental Science	Climate change policy research
Neuroscience	Brain-computer interface development
Bioinformatics	Genomic data analysis for disease prevention

Example Statement:
"A PhD in computational biology will allow me to apply my statistical modeling experience to genomics, contributing to the growing field of precision medicine."

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How to Mention Faculty & Research Groups in a PhD Motivation Letter?

Admissions committees want to see evidence that you have researched the faculty and labs in their department. Mentioning specific professors, labs, and projects makes your letter stronger.

1. Identify Faculty Members & Their Research

Avoid generic statements like “This university has great research in machine learning.” Instead, be specific about who you want to work with and why.

How to Structure Faculty Mentions

Professor	Research Focus	Why You Are Interested
Prof. [Name]	Quantum Machine Learning	Aligns with my experience in computational physics
Dr. [Name]	AI for Medical Imaging	Matches my work in deep learning models
Prof. [Name]	Climate Change Simulations	Supports my background in environmental modeling
Dr. [Name]	Behavioral Neuroscience	Connects with my interest in neuroplasticity

Example Statement:
"I am particularly interested in Professor [Name]’s research on AI applications in medical diagnostics. Their recent paper on deep learning for tumor detection aligns with my work in medical imaging, and I am eager to contribute to their ongoing projects."

2. Mention Research Groups & Labs

Most universities have dedicated research groups working on specialized topics. If you can, mention a lab that aligns with your PhD goals.

Example Table for Research Groups

Research Group/Lab	Focus Area	Relevance to Your Work
AI & Ethics Lab	Bias in machine learning models	Connects to my interest in fair AI
Computational Biology Group	Genomic data analysis	Matches my research in bioinformatics
Climate Simulation Center	Weather modeling & forecasting	Supports my interest in environmental data science

Example Statement:
"The [Neuroscience & AI Lab] at [University] is conducting groundbreaking work on brain-machine interfaces. Given my background in cognitive science, I am particularly interested in their work on neural signal processing."

3. Show How You Fit Into the Research Community

Faculty members want students who can contribute, not just those who admire their work. Show how your skills and experience make you a valuable addition to the team.

Example Statement:
"With my experience in machine learning for medical imaging, I can contribute to the [AI & Healthcare Lab] by developing improved diagnostic models for neurodegenerative diseases."

How to Justify Applying for a PhD in a Specific Country?

Universities want to know why you chose their country for your PhD. A vague answer like “because it has a strong education system” won’t be convincing. Instead, provide clear, research-backed reasons.

Reason	What to Highlight	Example
Research & Academic Excellence	The country has leading universities and research institutions in your field.	“According to the QS World University Rankings 2024, Switzerland has three universities in the top 10 for climate science research. My PhD proposal on glacier melt aligns with the expertise available in Swiss research centers.”
Research Funding & Scholarships	Government-backed PhD scholarships and research grants.	“The DAAD scholarship in Germany provides full funding for PhD students in AI ethics, making it an attractive destination for my research in bias detection in machine learning models.”
Industry & Research Collaboration	Strong ties between academia and industry, allowing practical applications.	“Canada’s AI sector has grown by 28% since 2021, with research institutes like the Vector Institute offering strong industry collaborations. This makes it an ideal location for my PhD in AI-driven healthcare solutions.”
Career Opportunities After PhD	The country offers post-PhD work visas and has a growing job market.	“The UK’s Global Talent Visa allows PhD graduates to stay and work in the country for three years, which aligns with my long-term goal of contributing to policy research in behavioral economics.”
Research Culture & Work Environment	Open, collaborative research culture with structured PhD programs.	“The Netherlands ranks among the top three European countries for PhD student satisfaction, according to a 2023 Eurodoc survey. The structured PhD programs and emphasis on interdisciplinary collaboration make it the right fit for my research style.”

Do’s & Don’ts When Writing a Motivation Letter for PhD

A well-structured motivation letter improves your chances of selection, while common mistakes can lead to rejection. Keep your letter focused, research-driven, and specific.

Table: Do’s & Don’ts for a PhD Motivation Letter

Do’s	Don’ts
Mention specific faculty and research labs.	Use generic statements like “Your university is well-known.”
Connect your past research to your PhD proposal.	Repeat your CV instead of explaining research motivation.
Show why the country and university fit your research goals.	Apply to multiple universities with the same generic letter.
Keep the letter focused (500-900 words max).	Write more than 2 pages—professors don’t have time for long letters.
Use data and statistics where relevant.	Make claims without research backing.
End with a clear, confident closing paragraph.	Leave the letter vague or without a strong conclusion.

Example of a Strong Statement (Do’s):
"Professor [Name]’s work in computational neuroscience at [University] aligns with my research in brain-computer interfaces. Their recent paper on neural signal decoding provides a strong foundation for my proposed research in real-time brain activity mapping."

Example of a Weak Statement (Don’ts):
"I am applying to your university because it has a strong PhD program and good research facilities." (Too vague, lacks specific details)

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How Long Should a PhD Motivation Letter Be?

A motivation letter should be long enough to cover your research background, reasons for applying, and future goals—but short enough to keep the reader engaged. Most universities have guidelines on length.

Table: Recommended Length Based on Subject Area

Field of Study	Word Count	Page Length
STEM (Science, Technology, Engineering, Math)	500–700 words	1–1.5 pages
Social Sciences & Humanities	700–900 words	1.5–2 pages
PhD with Funding Application	800–1,000 words	2 pages max

Example of a Concise, Effective Statement:

"During my master’s research, I worked on deep learning for medical imaging, which shaped my interest in AI-driven diagnostics. A PhD at [University] would allow me to refine these techniques under Professor [Name]’s guidance, contributing to their research on AI-assisted radiology."

Example of an Overly Long & Unfocused Statement:

"I have always been interested in artificial intelligence and its applications in healthcare. My undergraduate degree exposed me to machine learning concepts, and later, during my master’s, I had the opportunity to explore this field further. I worked on multiple projects related to image recognition and deep learning, which led me to medical imaging applications. I now want to continue this research at your university because I believe it will provide me with the right environment and resources to grow in this field." (Too long, repetitive, and lacks specific details)

How upGrad Abroad Can Help You Write a Winning PhD Motivation Letter

upGrad Abroad helps you write a clear, strong letter that shows why you’re the right fit for your dream university.

Our experts guide you through what to say, how to structure it, and what universities look for—so your letter stands out. Whether you need feedback, real examples, or help refining your draft, we make the process simple.

Want to make your application stronger? Get expert help today!