This is a guest post by Hebron Girma Belete, written with Mahelet G. Fikru.

Last updated: October 23, 2026 · This is a living Q&A. We add new questions as students ask them.

A quick note before you read: these answers are a guide, not the final word. They come from our own experience as students, applicants, and mentors. Programs, deadlines, and scholarship rules change every year, so always check the official website of each university and scholarship before you apply.

This is Part 2 of Grad School Application 101, our three-part Q&A guide for first-time master’s and PhD applicants. The questions come from students in our monthly mentorship group. The answers are ours.

Part 1, Grad School Application 101, Part 1: How to Plan and Build Your Profile Before You Apply, covers what to do months in advance. This part covers the application itself: how to apply intentionally instead of randomly. Part 3, Grad School Application 101, Part 3: What to Do After You Apply to Grad School, covers what comes after you submit.

Have a question that is not on this list? Ask us in the comments. We respond to every comment and add new questions to this directory.

The short answer

Apply strategically, not randomly. Research each program, confirm that you meet its eligibility requirements, tailor your Statement of Purpose and CV to it, and submit a complete application, including optional materials, before the deadline.

Contents

1. Researching programs and checking eligibility

2. Deadlines: US vs. Europe and rolling admissions

3. Scholarships and admission: which do you apply for first?

4. Your Statement of Purpose and CV

5. Submitting a complete application

1. Researching programs and checking eligibility

How do I know which schools are realistic for me?

Filter programs by whether they offer your field and, if you need funding, whether they offer scholarships. Make a shortlist of strong matches, then apply strategically within that list. If you are applying in the US, Grad School Finder can help you start: it suggests a shortlist of 10 programs based on your degree, field, and profile, including those more likely to offer funding.

Once you have a potential program, reach out to students who are currently enrolled in it or have graduated recently. You can often find them on the program’s website or on LinkedIn. Ask a few short questions about funding, coursework, and what helped their application. They can tell you things the official website does not.

How do I check whether I am eligible?

Read each program’s and scholarship’s eligibility requirements before you start an application: the academic background required, minimum grades, language scores, work experience, and supporting documents. Requirements differ from one program to the next.

Work experience is a good example: Chevening asks for at least 2,800 hours, about two years of full-time work, while the Swedish government’s scholarship for global professionals asks applicants from many countries for at least 3,000 hours plus leadership experience. Other programs set no minimum work requirement at all. If you do not meet a firm requirement, you may not be able to submit the application.

What if my transcript shows courses that are unrelated to the program?

First, check the program’s specific entry requirements. If you meet them, address the change directly in your Statement of Purpose: give clear reasons for the change in direction, and show how your past experience still adds value to the field you want to study. If you do not meet the requirements but are very interested in the program, contact the admissions office and ask whether your background could qualify.

2. Deadlines: US vs. Europe and rolling admissions

What is the difference between applying to graduate programs in the US and in Europe?

US programs are more standardized. Many have fixed deadlines around the end of the year. European programs, including Erasmus programs and other international scholarship programs, have more varied timelines, and some universities admit students on a rolling basis. Scholarship and document requirements also differ, including which language tests and scores are accepted (see Part 1). Both are highly competitive, so plan well in advance.

What does “rolling admissions” mean?

The program reviews applications as they arrive, rather than waiting for a single deadline. Spots and funding can fill up before the final date, so applying early improves your chances. Programs that admit on a rolling basis usually state this on their admissions pages, so check each program and apply early.

3. Scholarships and admission: which do you apply for first?

Do I apply for the scholarship and university admission at the same time?

It depends on the program and the scholarship. This is one of the questions we are asked most often, because the order varies, and following the wrong order can cost you the scholarship. Most programs and scholarships follow one of three setups:

• One application for both. For Erasmus Mundus master’s programs, you generally apply for admission and the scholarship through the same application, submitted to the program by its deadline.

• Admission first, then the scholarship. In Sweden, you typically apply for university admission first and then submit a separate scholarship application, such as the Swedish Institute Scholarship for Global Professionals. If you miss the admission deadline, you usually cannot apply for the scholarship.

• Scholarship first, then the university. Some scholarships, often government-funded, select scholars first, and the university application comes afterward. In some cases, the scholarship program helps place you at a university.

Before you start, find out which setup applies to each program on your list. Read the scholarship’s official page and write down both deadlines, since admission and scholarship deadlines are often weeks apart. If the page is unclear, email the program or scholarship office and ask.

4. Your Statement of Purpose and CV

Can I use the same Statement of Purpose for every program?

No. A generic Statement of Purpose is one of the most common mistakes we see. Tailor it to each program, each department, and even to the specific professors you want to work with (if relevant). Your statement should tell a coherent story that connects your background, research interests, and future goals.

Not sure whether a program wants a personal statement or a statement of purpose? Read Are you writing the wrong essay for your grad school application?

How specific should my Statement of Purpose be?

Fully customized. If you apply to a financial economics program, your story should center on finance. If you apply to a sustainability program, your story should emphasize your environmental and policy interests. One document cannot do both jobs.

What should my CV highlight?

Align your CV with the program’s focus. Put your relevant coursework, research experience, and skills where the committee can see them quickly. Keep it clear, concise, and uncluttered. Include only your most relevant experiences, skills, and achievements, and leave out anything that does not support your application.

If you are applying in Europe, consider preparing a Europass CV. It is a standard CV format widely used for European applications, and some universities and scholarship programs specifically require it. Not all institutions do, so always check the requirements of each program you apply to. You can create one for free with the official Europass CV editor.

How do I compete when so many international students apply?

Be realistic about the competition, and be strategic. Read the scholarship criteria carefully, apply to several programs and scholarships simultaneously, and make your materials as specific as possible. Showing genuine, specific research interest in your materials helps you stand out. Prepare and scan your documents ahead of time so you are not rushing when deadlines arrive.

Highlight your experiences in your CV and Statement of Purpose, because they are what distinguish your application from others. Learn to turn what may look like a disadvantage into a strength. Your background, challenges, and experiences give you perspectives other applicants may not have. Reflect on what they taught you, how they shaped your goals, and why they make you a strong candidate, and tell that story clearly.

5. Submitting a complete application

Should I submit optional application materials?

Yes, always. When a document is listed as optional or preferred, submitting it shows commitment and thoroughness. Optional materials are your chance to shine and to stand out from other applicants. This matters more than it may seem: when two applicants have similar achievements, the extra documents one of them submits can be what gets them selected. Never leave required documents incomplete, either. An incomplete application is a common, avoidable mistake.

Should I use AI in my college application?

You can use AI to help you, but not to write your application for you. Admissions committees read hundreds of statements, and AI-polished writing tends to sound the same: confident claims with no evidence behind them. What makes your application stand out is the part only you can provide: your own experience, reasoning, and goals.

Be aware that some programs and scholarships now ask applicants directly whether they used AI, and some screen applications for AI-generated writing.

This is one of the most common questions we get, and it deserves more than a paragraph. For more advice on how to use AI to strengthen your CV, and why it cannot replace real evidence of your skills, read our post with AI Wide Open: When Everyone Sounds Qualified, What Counts as Evidence?

How can I avoid or reduce graduate application fees?

Attend the university’s information webinars. Many programs offer application fee waivers to webinar attendees. You can also email the university directly to request a fee waiver, especially if you meet the minimum eligibility requirements.

Who should I contact with questions, and should I cold email professors?

It depends on your question.

Questions about the application process: For technical or logistical questions, such as required materials, where to submit documents, or problems with the submission portal, contact the admissions office directly.

Questions about the program: For questions about eligibility or about the program itself, such as its content, structure, or field-specific requirements, contact the department directly. Many departments have a graduate coordinator who handles these questions.

Research assistant positions: If you find a posting where a professor is hiring a research assistant (RA) and lists an email address, you can email that professor with questions about the position. To learn how to stand out when applying, read What Professors Actually Look for in a Research Assistant and How to Stand Out.

Professors whose research matches yours: If you have strong research experience related to a professor’s work, apply to the program first, then reach out to ask about positions. Professors generally will not consider you if you have not applied or are not eligible to apply, because the university has to admit you before you can work for a professor. In general, do not send generic cold emails.

Your next steps

1. Confirm that you meet all eligibility requirements before you start an application.

2. Add every deadline to your tracker, and apply early to rolling-admission programs.

3. Write a separate Statement of Purpose and CV for each program.

4. Submit all optional materials.

5. Attend university webinars and ask about application fee waivers.

Continue the series

Previous: Grad School Application 101, Part 1: How to Plan and Build Your Profile Before You Apply, on choosing your field, building your profile, language tests, and scholarships.

Next: Grad School Application 101, Part 3: What to Do After You Apply to Grad School, on tracking your application, interviews, contacting professors, and finding more funding.

If you are looking for US graduate programs, try Grad School Finder, a free tool for subscribers. It suggests programs tailored to your degree, field, and profile, including those that are likely to offer funding.

Ask your question

This directory grows with your questions. Ask your Grad School-related questions in the comments below. We respond to every comment and add your questions here, so the next student can find them too.

These answers are a guide, not the final word. Always confirm details with the official university and scholarship websites.

About the authors

Hebron Girma Belete is an Erasmus Mundus Master’s student in Economic Policies for the Global Bifurcation, specializing in the digital economy, with experience working in international organizations

Mahelet G. Fikru is a professor of economics at Missouri S&T, with 15 years of experience teaching and mentoring students. She writes The Grad School Path, a section of her newsletter with practical advice on applying to graduate programs.

This is a guest post by Hebron Girma Belete, written with Mahelet G. Fikru.

Last updated: October 19, 2026 · This is a living Q&A. We add new questions as students ask them.

A quick note before you read: these answers are a guide, not the final word. They come from our own experience as students, applicants, and mentors. Programs, deadlines, and scholarship rules change every year, so always check the official website of each university and scholarship before you apply.

Every month, we meet with students in our mentorship group on Zoom. Many of them are applying to master’s and PhD programs in the US and Europe for the first time, and the same questions keep coming up. So we organized them into Grad School Application 101, a three-part Q&A guide that follows the application journey from start to finish:

• Part 1: Before you apply (this post): choosing your field, building your profile, standardized tests, scholarships, and getting organized

• Part 2: While you apply: Grad School Application 101, Part 2: How to Apply to Grad School Strategically

• Part 3: After you apply: Grad School Application 101, Part 3: What to Do After You Apply to Grad School

Think of this post as a directory. The questions come from students. The answers are ours. When a new question comes up, we add it here.

Have a question that is not on this list? Ask us in the comments. We respond to every comment and add new questions to this directory.

The short answer

Start months before applications open. Decide what career you want and which field leads there, then build experience that fits that field. Prepare for standardized tests, shortlist scholarships, and gather your documents early. Most application steps take a few weeks. A relevant profile takes months to build.

Contents

1. Choosing your field and programs

2. Building your profile: experience, internships, and LinkedIn

3. Standardized tests: IELTS, TOEFL, and the GRE

4. Scholarships

5. Getting organized: documents and an application tracker

1. Choosing your field and programs

Is grad school worth it for me?

Grad school is worth it when what it gives you outweighs what you give up to attend. Economists call what you give up the opportunity cost, and it is different for each person. So the real question is not “Is grad school worth it?” but “Is grad school worth it for me, right now?” Read the full answer in Is Grad School Worth It? Start With Opportunity Cost, Not the Application Essay.

How do I choose which graduate programs to apply to?

Start with your academic background, your research interests, and your career goals. Then, research programs carefully before you commit. If you studied economics, accounting, or another social science, you have more options than you think: applied economics, financial economics, development economics, energy economics, an MA in Sustainability, or an MA in Environmental Policy.

Choose programs that match the courses you took and the experience you have. Doing this research first saves you time and money.

Should I apply to many different fields to increase my chances?

No. Narrow your focus within one field, for example, financial economics or development economics. When your focus is clear, it is easier to match with the right programs and the right professors. Applying across unrelated fields makes your story confusing.

Can I get into a graduate program if my background is in a different field?

Yes, but you have to explain the transition. Use your Statement of Purpose to say why you are moving into the new field, how your prior experience is relevant, and how it supports your academic goals. A different background can even be an advantage, since many professors do interdisciplinary research that connects to other fields. For example, someone with an economics background may fit well with faculty who study finance. A non-traditional background works in your favor when you frame it well.

2. Building your profile: experience, internships, and LinkedIn

Start here early. Most application steps can be done in a few weeks, but relevant experience and a professional network take months to build.

How do I build a profile that fits the program I want?

Choose activities connected to the field you want to study. If you are interested in finance, for example, look for volunteering, internships, or other work in the financial sector. Each experience gives you concrete material to include in your CV and Statement of Purpose, and it shows the admissions committee that your interest is genuine. It also helps with scholarships, since some require a set number of years of work experience.

How should I use LinkedIn for graduate school and academic opportunities?

Build your LinkedIn profile intentionally. Post relevant content, connect with researchers and professors, and use your profile to signal your research interests and professional goals. An active, well-structured profile makes you visible to potential supervisors and collaborators.

3. Standardized tests: IELTS, TOEFL, and the GRE

Many applicants need two kinds of standardized tests. English proficiency tests (IELTS and TOEFL) show that you can study in English. The GRE is not an English test. It measures verbal reasoning, quantitative reasoning, and analytical writing, and some programs use it to compare applicants.

Do I need IELTS or TOEFL?

Most programs taught in English require proof of English proficiency, and many accept either the IELTS or the TOEFL. Check each program’s page for the tests it accepts, the minimum overall score, and any minimum section scores.

Can I apply without IELTS or TOEFL if my degree was taught in English?

Sometimes. Some programs accept a Medium of Instruction (MOI) certificate. This is an official letter from your university confirming that your undergraduate degree was taught in English. Depending on the program, you may be able to apply without taking IELTS or TOEFL. If a program does not mention MOI, you can contact the admissions office to request a waiver. Even so, we recommend taking the test if you can. A strong score helps your application stand out.

Do I need the GRE?

It depends on the program. Many fully funded US programs, especially in economics and STEM fields, ask for GRE scores, while some have made the GRE optional. Most European master’s programs do not require it, but some do. Check each program’s requirements before you register.

When should I take these tests?

Early. Book your test date so your scores are ready well before your first deadline, with enough time to retake the test if you need a higher score.

4. Scholarships

Which scholarships should I look at for a master’s or PhD abroad?

There are many scholarships for graduate study abroad. Below are a few examples of well-known programs, listed to show the range of options, not as recommendations. Each has its own eligibility rules, priorities, and deadlines, and some funds only support master’s studies, so read the official criteria and decide which ones fit you.

For example:

• Erasmus Mundus Joint Masters: joint master’s programs taught at universities in several countries

• Chevening Scholarships: one-year master’s study in the UK

• DAAD Scholarships: master’s and PhD study in Germany

• Mastercard Foundation Scholars Program: offered through partner universities, for young Africans

• France Excellence Eiffel Scholarship Program: master’s and PhD studies in France; the French university nominates candidates

• Swedish Institute Scholarships for Global Professionals: master’s studies in Sweden, for citizens of eligible countries

• Commonwealth Scholarships: master’s and PhD study in the UK, for residents of eligible Commonwealth countries

This is not a complete list, a ranking, or a recommendation. Some European universities also run their own scholarship programs with their own deadlines and rules.

How do I know which scholarship is the best fit for me?

Look for programs whose priorities match your academic background and research interests. Some of these scholarships may focus on education and align with the UN Sustainable Development Goals (SDGs) or development more broadly. If your interests are in development or SDG-related topics, frame your profile and research interests around that. Relevance to the program’s goals is a key selection criterion.

Some programs also weigh social impact heavily. For example, the Mastercard Foundation Scholars Program and the Swedish Institute Scholarships for Global Professionals both describe social impact as part of their goals.

As a student from a developing country, how can I position myself for programs at Western universities?

Be intentional and confident. Many funding bodies prioritize research relevant to developing countries and the Global South, so connect your research interests to that context when it fits. Present your experience clearly, and do not undersell yourself. Imposter syndrome is real, but your profile deserves to be presented with confidence.

5. Getting organized: documents and an application tracker

What documents should I prepare in advance?

Gather and scan the documents most programs ask for: transcripts, degree certificates, your passport, test scores, and an up-to-date CV. Ask your recommenders early, so they have time to write strong letters. Having everything ready means you are not rushing when deadlines arrive.

How do I keep track of my applications?

Create a spreadsheet in Excel or Google Sheets with one row per program. Track the university, program, deadline, requirements (tests, documents, work experience), scholarship options, application fee or fee waiver, and the status of your application. Update it as you complete each step. You will keep using it after you apply.

Your next steps

1. Write down the career you want and the field that leads there.

2. Pick one or two activities that build experience in that field.

3. Update your LinkedIn profile and connect with researchers in your field.

4. Book your IELTS or TOEFL date, and the GRE if your programs require it.

5. Shortlist scholarships and note their requirements.

6. Start your application tracker and scan your documents.

Continue the series

Next: Grad School Application 101, Part 2: How to Apply to Grad School Strategically, on checking eligibility, meeting deadlines, and tailoring your Statement of Purpose and CV.

Then: Grad School Application 101, Part 3: What to Do After You Apply to Grad School, on tracking your application, interviews, contacting professors, and finding more funding.

If you are looking for US graduate programs, try Grad School Finder, a free tool for subscribers. It suggests programs tailored to your degree, field, and profile, including those that are likely to offer funding.

Ask your question

This directory grows with your questions. Ask your Grad School-related questions in the comments below. We respond to every comment and add your questions here, so the next student can find them too.

These answers are a guide, not the final word. Always confirm details with the official university and scholarship websites.

About the authors

Hebron Girma Belete is an Erasmus Mundus Master’s student in Economic Policies for the Global Bifurcation, specializing in the digital economy, with experience working in international organizations

Mahelet G. Fikru is a professor of economics at Missouri S&T, with 15 years of experience teaching and mentoring students. She writes The Grad School Path, a section of her newsletter with practical advice on applying to graduate programs.

The Finder is free for subscribers. If you are not subscribed yet, subscribe for free and request access with the same email.

Disclaimer: The Finder is only an initial step in your search. It is not an admission decision, an approval, or a recommendation of any program.

Why I built the Grad School Finder

Every application cycle, students ask me the same first question: Where should I even apply? Most start with rankings, open dozens of tabs, and spend weeks on schools that were never a realistic fit for their background. Application fees add up quickly when that happens.

In my last post, Is Grad School Worth It?, I argued that the decision to go to grad school starts with opportunity cost, not the essay. The Finder is the practical next step. It draws on several public data sources to give you a starting list built around your degree, grades, and experience, so your time and money go toward universities that match your background.

Who is the Grad School Finder for?

Students in any country who plan to apply to a master's or PhD program in the United States, including those switching fields. It is most useful at the start of your search, before you spend money on application fees.

What students are saying

Beckham Berhanu, one of the first students to use it, put it simply:

"The grad school finder saves a lot of time."

He also gave me two suggestions I am taking seriously: link directly to the specific program or scholarship page instead of the general university website, and add a Go/No-Go recommendation based on an applicant's needs, such as funding, standardized tests, and years of experience.

Kibreab Wudu Zegeye, who read the opportunity cost post, tried it soon after:

“I checked on it and it works perfect. The matching is truly great.”

He also asked whether it could cover Europe and Australia, since U.S. requirements like the GRE and IELTS hold many applicants back.

How do I get access to the Grad School Finder?

1. For subscribers, enter your email at gradfinder-mgfikru.netlify.app.

2. Wait for approval. I check each request against the subscriber list and approve it within 24 hours.

3. Sign in with the code sent to your email.

Each approval gives you 7 days of access, starting from your first search, and up to 10 searches a week. When your 7 days are up, you can ask for another 7 days from the same screen.

What information do I need to enter?

Have these ready before you start:

• Where you live: your country.

• Your bachelor's degree: your major, the year you graduated (or expect to), your CGPA out of 4.0, and whether the degree was taught in English.

• Your master's degree, if you have one.

• Work experience: organization and dates. Leave the end date empty if it is your current job.

• What you want: degree level (master's or PhD), the field you want to study, and where in the United States. The field is filled in from your major. Change it if you are switching fields.

Then click Show my programs.

How do I read my results?

You will see three things:

1. Every U.S. university that awards your degree. Schools are sorted into three groups based on how your CGPA and experience compare with each university. Within each group, the tool also shows which schools are more likely to offer funding, based on estimates derived from several public data sources.

2. A shortlist of 10. These are the universities that best match your background, and the ones to look into first. For each one, you will see its admission fit, funding chance, and links to the university website.

3. An application checklist. For each item, you tell the tool where you are, so you can see what is still missing.

If you are switching fields, the tool will remind you that many programs accept career changers but expect prerequisite courses, especially in math or statistics. If no university reported awarding your degree at that level, try turning on related programs or choosing a broader field.

What doesn't the Grad School Finder do?

The Finder is an initial check, not advice or a prediction of admission or funding. It works only from what you enter and from public data. Before you apply, read the program's page, confirm the deadline, and check what the application requires.

Two reminders from my own experience:

• Apply first, then reach out to professors. Once your application is in, a brief, direct email to a faculty member whose work fits yours is appropriate. I explain what professors look for in What Professors Actually Look for in a Research Assistant.

• For international applicants: after admission, you will need to demonstrate that you can cover any costs not covered by your funding to obtain your I-20 for the student visa. Plan for this early.

Where to go next

Your shortlist is the starting point. For the next steps, these posts go deeper:

• Deciding whether to go: Is Grad School Worth It? Start With Opportunity Cost, Not the Application Essay

• Writing your essay: Are You Writing the Wrong Essay for Your Grad School Application? explains the difference between a personal statement and a statement of purpose.

• Working with professors: What Professors Actually Look for in a Research Assistant and How to Stand Out

Frequently asked questions

Is the Grad School Finder free?

Yes. It is free for M G Fikru newsletter subscribers, and subscribing is free. Not a subscriber yet? Subscribe first, then request access.

Does it cover master's and PhD programs?

Yes. You choose the degree level when you enter your profile.

Does it cover universities outside the United States?

No. It covers only U.S. programs, but you can use it from any country.

Where does the data come from?

The list of universities comes from College Navigator, the U.S. Department of Education's college search website. The funding chance is calculated from several other public data sources.

How many searches can I run?

Up to 10 a week, during each 7-day access period.

How long does approval take?

Usually within 24 hours. I check each request against the subscriber list.

Is the Finder a recommendation or an admission decision?

No. It is an initial step to help you build a starting list. Always confirm details on each program's own page.

Try it and tell me what you find

Open the Grad School Finder, run your first search, and tell me in the comments what surprised you in your shortlist. Suggestions from students are how this tool can get better.

If you know someone applying to grad school this cycle, send them this post. A good shortlist early in the process saves weeks of searching and a lot of application fees.

I am Mahelet G. Fikru, a professor at Missouri S&T with more than 15 years of experience teaching and mentoring students. I write The Grad School Path to share practical advice on applying to master's and PhD programs.

Last updated: October 18, 2026.

The question behind the question

Many students come to me with the same question: How do I stand out in my grad school application? The first thing that comes to my mind is a different question. Are you ready for it? Do you want it? Have you thought it through? Or does it simply sound like the natural next step because you have all A's?

Many students assume that strong grades lead naturally to graduate school. They do not. Good grades show you can succeed in coursework. They do not show that you want two to six more years of study, or that you are motivated by research. Those are separate decisions, and they deserve separate thinking.

Are you sending mixed signals?

Most students I meet are trying to do both at once after graduation. They turn on the "Open to Work" sign on LinkedIn while also preparing graduate applications. I understand the instinct to keep options open, but it often sends mixed signals. Which one is it: a job until you are admitted, or graduate school until you find a good job?

Graduate programs want students who are eager to be there, especially those motivated toward research. Employers also want the full you, not a split version who spends half the workday searching for graduate program openings. Both sides can usually tell the difference.

What is opportunity cost, and why is yours unique?

Opportunity cost is the value of the best alternative you give up when you make a choice. For graduate school, it includes the salary you would have earned, the work experience you would have gained, and the years themselves. Tuition is only part of the cost.

That cost varies from person to person. A student with a strong job offer in a field that rewards experience gives up a lot by enrolling. A student whose career goal requires a research degree, such as a university faculty position, gives up much less because the job path itself runs through the degree.

The benefits vary too. In a study of U.S. graduates, Altonji and Zhong (2021, Journal of Labor Economics) find that earnings gains from advanced degrees differ widely across fields and even depend on a person's undergraduate major. In their estimates, a few master's fields show negative rates of return. The same degree can be a strong investment for one person and a weak one for another.

Three questions to ask before you apply

1. What specific goal requires this degree? If you cannot name one, pause.

2. What would I give up by enrolling now? List the job, the salary, and the experience.

3. Would I still choose it if no one were watching? Choose it for your goals, not for the signal it sends.

If you answer these honestly, the application essay becomes easier to write, because you will know exactly why you are applying. For the essay itself, see my earlier post, Are you writing the wrong essay for your grad school application?, and for research roles, What Professors Actually Look for in a Research Assistant.

A free tool for your next step

If you have thought it through and decided graduate school is right for you, I built a free tool to help with what comes next. Grad School Finder lists the U.S. universities that award the master’s or PhD you want, and suggests a shortlist of 10 to look into first, with an application checklist.

It is designed for students planning to apply to master's or PhD programs in the United States, and it is free for subscribers to this newsletter. Try Grad School Finder here.

Grad School Finder is an initial check, not advice. Always confirm requirements, funding, and deadlines on each university’s website.

If you are weighing this decision right now, tell me in the comments what you are deciding between.

Know someone applying to grad school? Share this post with them. If it resonated, please like and restack it so it reaches more students weighing the same decision.

Read more on grad school and research careers:

• Are you writing the wrong essay for your grad school application?

• What Professors Actually Look for in a Research Assistant

• How to Better Guide Student Researchers in the AI Age

Short answer: A statement of purpose looks forward: your academic background, skills, and study plan. A personal statement looks back: your journey, values, and what shaped you. My rule of thumb is that an SOP is 80–90% professional and 10–20% personal, and the personal statement flips that ratio.

If you’re applying to grad school, confused about personal statements and statements of purpose, and English isn’t your first language, this post is for you.

I often get emails from undergrads, asking exactly this. Most want a second look at their personal statement or statement of purpose.

Students applying to multiple schools get confused fast. A personal statement. A statement of purpose. What’s the difference? And why do schools even ask for this? Isn’t a transcript enough?

This post provides a short guide on what grad schools actually want from each essay and how to write both without sounding like everyone else.

1. What actually separates a personal statement from a statement of purpose?

2. Why do schools ask for them?

3. What are the dos and don’ts?

What’s the difference between a personal statement and a statement of purpose?

A Statement of Purpose (SOP) covers your academic background, your technical skills, and your study plan. What’s your end goal? Why this program? How does it fit your background? It looks forward. Most research-based programs ask for one. In short, it answers two questions: what do you want to do, and how do you plan to do it?

Cornell is a good example. Their guidance on writing an SOP is specific.

Include your research experience — the project, your exact role, and what you learned. Include relevant professional or internship experience. Explain why you’re applying. Name your academic interests and the skills you bring.

They also want you to name specific faculty whose work overlaps with yours. That tells them how closely you’ve actually researched the program, not just the field.

A Personal Statement is more personal, as the name suggests. It’s your journey. Your passion. Your interests. And why did you choose this specific path? This is the part of your story no one else can duplicate — even someone with your exact GPA and your exact skills. It looks back, not forward. Your identity, your values, how you got here. This is the most common ask for scholarship and graduate applications in the UK, and it’s becoming more common across continental Europe too.

Cornell requires both documents for most graduate programs. They’re explicit that the two should complement, not repeat, each other. The personal statement covers your background and what shaped you. The SOP stays focused on your academic interests and professional goals.

UCLA works the same way. Most departments ask for both a Statement of Purpose and a personal statement. UCLA’s official prompt asks you to describe educational, personal, cultural, economic, or social experiences relevant to your academic journey. Any challenges? Any opportunities?

Separately, it asks you to describe how your background contributes to the university’s mission of community outreach, volunteer work, or research that addresses inequality. In short: the ways you’ve shown up for something bigger than your own résumé.

There’s overlap between the two, of course.

My rule of thumb: think of the SOP as roughly 80-90% professional — your background, your skills, your goals — and 10-20% personal. The personal statement flips that ratio.

Not every school asks for both. Some ask for only one. Don’t assume you need to write both — read the instructions carefully first.

Why do grad schools ask for this?

For the SOP, schools need proof that you have the appropriate training and skills. Not just to do the program, but to succeed in it.

Cornell says this directly: they use the SOP to understand your academic goals and judge whether you’re a fit for that specific program. A great GPA or test score only proves you can handle the coursework. It doesn’t prove that your goals align with what the program is actually trying to do. That alignment is what the SOP is testing.

For the personal statement, schools want to know you have the drive to make it through. Whatever shaped your path — that’s what they’re trying to measure. Grades measure aptitude. This essay measures something grades can’t show.

A quick checklist for both

✅ Do:

• Read the exact term in the application instructions. A statement of purpose and a personal statement are not interchangeable. Schools notice when you’ve reused one for the other

• Check for specific prompts. Address each one directly, point by point

• Say something new — information not already covered elsewhere in your application

• Write your own first draft. Not AI

• Read the program’s AI policy before you use AI for any part of the essay. More programs have explicit rules now. If AI is allowed, use it to check grammar and consistency after your own draft is done

• Once you have a first draft, try this prompt in ChatGPT or your favorite AI to refine it without losing your voice:

Without changing my voice, my content, or my substance, edit this personal statement (or statement of purpose) for my graduate school application. You may correct grammar, spelling, and inconsistencies directly. Do not rewrite my sentences, change my tone, or add any experience, detail, or claim I did not write myself. I’ll give you the application instructions. Check that I’ve addressed everything the university asked for, point by point. If something required is missing, or if there’s a major issue with structure or content, flag it for me to fix myself. Do not fix it yourself — just tell me what’s wrong and where.

• Stick close to the word count. Asked for 1,200 words? Aim for 1,150–1,200. Not 800. Not 1,300

• Ask someone you trust to read it. Ask for honest feedback, not a polite “looks good”

❌ Don’t:

• Don’t repeat the same idea in different words just to fill space

• Don’t exceed the word or page limit

• Don’t make things up

• Don’t submit something mostly written by AI. Schools can increasingly tell — and it defeats the purpose of the essay

• Don’t write generic or vague statements; mention specific items or instances

• Don’t send the same essay to every school; customize for each

• Don’t use big quotes or fancy vocabulary if it is not natural to you

Final thoughts

If you’re applying to grad school and want a second pair of eyes or just honest, genuine feedback, like this post and drop a comment below. I read and respond to every comment.

For similar topics, see:

• What Professors Actually Look for in a Research Assistant and How to Stand Out

• How to Better Guide Student Researchers in the AI Age

This post is for prospective graduate students applying for research assistantship (RA) positions. It covers what research professors prioritize when selecting RAs, how to reach out effectively, which soft skills matter most, and what to expect in a research assistant interview.

Key takeaways: What professors look for in a research assistant

• Apply to the program first, then reach out to faculty, briefly and directly

• Skip the long email summarizing the professor’s work; clarity of purpose matters more

• Articulate your current skills, what you want to learn, and how the RA fits your goals

• Generic or AI-generated statements are easy to spot and rarely persuasive

• Soft skills, motivation, communication, and reliability matter as much as grades

• Trainability matters more than expertise

• Strong grades help, but curiosity and the ability to take feedback are what distinguish strong RAs

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What is a research assistantship?

Research assistantships are paid positions designed to support faculty research. In this post, I focus specifically on RA positions funded through externally supported research grants. The scope of work is defined by the professor and governed by university-wide policies, funding rules, and project timelines.

Many students applying to graduate school are also thinking about RA opportunities. From the perspective of the research professor, I would like to clarify which qualities matter most when considering incoming students for research assistantships.

How should I contact a professor about a research assistantship?

One common mistake prospective students make is sending long, elaborate emails that summarize the professor’s research in detail, attach a CV, and ask whether they should apply. This approach is rarely effective. The first step is to formally apply for admission to the degree program. Only after that should students reach out to a research professor, and then in a concise and targeted manner. Unless explicitly requested, unsolicited CVs and lengthy summaries do not strengthen an application.

What does matter is clarity of purpose. Professors look for students who can articulate their current skills, what they hope to gain from a research assistantship, and how the position aligns with their longer-term academic or professional goals. Generic or AI-generated statements are easy to identify and rarely persuasive. Originality, reflection, and alignment with the research agenda matter far more than polished but impersonal language.

What skills and qualities do professors look for in a research assistant?

Soft skills are critical. A long list of certificates alone is not sufficient. Faculty look for evidence of motivation, communication skills, reliability, and the ability to work in a team. Equally important is trainability. Students are not expected to arrive as experts, but they must be willing to learn, accept guidance, and revise their work repeatedly. Research is inherently iterative, and resilience matters. It is, after all, research, and so students should be prepared to engage fully with the “re” in research: to refine, redo, and revisit their work as part of the process.

Strong grades are important, but they do not define an excellent researcher. What distinguishes strong RAs is curiosity, the ability to take feedback seriously, and a willingness to learn even when outcomes are imperfect.

What questions do professors ask in a research assistant interview?

After covering basic background information, prior experience, and introductory questions, I typically ask questions to help me understand how students learn and how they approach research work. For example, I ask, “What is the best way you learn new concepts outside of a formal classroom setting?” and “When faced with a challenging task, how do you typically approach it?”

For candidates who advance to a second round, I ask them to read a short academic paper and present it in a subsequent meeting for approximately 15 to 20 minutes. I ask them to summarize the key message, discuss what they found challenging, identify what they learned, and note what remained unclear. The goal is not to test or quiz the student, but to understand how they engage with new material and where their attention naturally focuses.

Research assistantships are professional relationships built on trust, effort, and mutual commitment. Students who approach them with clarity, curiosity, and a willingness to grow consistently stand out more than those who rely solely on a perfect transcript or polished language.

Frequently asked questions

Should I email a professor before I apply to the program?

No. Apply for admission to the degree program first. Then reach out to the professor in a concise and targeted way.

Should I attach my CV to my first email?

Only if the professor asks for it. Unsolicited CVs and lengthy summaries of the professor’s research do not strengthen an application.

Do I need research experience to become a research assistant?

No. Students are not expected to arrive as experts. Professors look for students who are willing to learn, accept guidance, and revise their work repeatedly.

Do grades matter for research assistant positions?

Strong grades help, but they do not define an excellent researcher. Curiosity and the ability to take feedback seriously are what distinguish strong RAs.

Can I use AI to write my email or statement?

Generic or AI-generated statements are easy to identify and rarely persuasive. Originality, reflection, and alignment with the professor’s research agenda matter far more than polished language.

Where to go next

• Finding programs that match your background: How to Use the Grad School Finder

• Deciding whether to go: Is Grad School Worth It? Start With Opportunity Cost, Not the Application Essay

• Writing your essay: Are You Writing the Wrong Essay for Your Grad School Application?

• For faculty: How to Better Guide Student Researchers in the AI Age

I am a professor with more than 15 years of experience teaching and mentoring students, including graduate research assistants. Last updated: October 2026.