PhD admissions
toolkit.

A comprehensive guide to U.S. STEM Ph.D. admissions — plus free templates, checklists, and my own application materials. I hope this helps you on your admissions journey.

For live mentorship, see my PhD admissions coaching program below — or join the upcoming PhD admissions workshop on August 12, 2026.

STEM Ph.D. Admissions Guide

Everything you need to craft a strong Ph.D. application.

Who it's for

Built for STEM applicants to U.S. doctoral programs — especially if you are first-generation, changing fields, or navigating admissions without a built-in network. If the process feels opaque and you want a clear map from program research to submit button, this is for you.

Why this guide

I wrote this guide after getting into Harvard and winning an NSF Graduate Research Fellowship, with a Princeton B.A. in mathematics behind me. It is the end-to-end playbook I wish I had: what committees actually weigh, how to find funded programs and reach out to advisors, and how to polish every piece of your file. Practical, specific, and grounded in what worked.

What's inside

  • What committees look for How admissions decisions are really made — and what separates strong files from forgettable ones.
  • Program research Where to apply, how funding works, and how to contact potential Ph.D. advisors.
  • Application timeline A month-by-month plan so nothing slips through the cracks.
  • Statement of purpose How to write a statement that tells a coherent research story.
  • Recommendation letters Who to ask, when to ask, and how to make it easy for your recommenders.
  • CV Structure and emphasis for a research-focused academic CV.
  • GPA & test scores What numbers matter, when they do not, and how to contextualize yours.
Get the guide →
Cover of STEM Ph.D. Admissions in the United States guide by Ekaterina Ivshina

Signature PhD admissions coaching program

I run my signature PhD admissions coaching program, a mentorship program built on insider guidance I wish I had when applying: what committees look for, how to research programs, funding, statements of purpose, letters, and timelines. Free templates and my application materials are below.

What Katya's mentees say

"Katya's PhD admissions mentorship program was an excellent experience that provided insider information I couldn't find anywhere else. Thanks to her guidance, I now feel I'm at a next level of preparedness for PhD applications, with a clear advantage in understanding what top programs are really looking for."

"Every single thing Katya helped me with was extremely helpful! As a first generation person of color, this is the type of advice that I would otherwise spend months trying to dig for. She made me really believe in myself and my abilities!!"

"This has probably been the best investment that I've ever made towards my future, every dollar was worth it."

"I loved how interactive this session was, you spent all your time going in depth and answering questions during your presentation and not leaving it all at the end! I enjoyed sharing our own experiences and hearing feedback"

"I loved how realistic it was, and how you pulled from actual experience. You mentioning speaking to members in departments and admissions, as well as others you know was very insightful. Additionally your own experience and advice in applying was very engaging!"

"It was a very well prepared presentation, and I liked that you spoke with honesty and shared your personal insights."

My application

CV, statement of purpose & research proposal

These are the documents I used when applying to Harvard. Use them as reference — not as templates to copy verbatim.

Feedback on my NSF application →

Application checklist

Most PhD applications require the following documents:

Required for most programs

  • Academic transcript(s)
  • Statement of purpose
  • CV
  • Letters of recommendation (usually 3)
  • Application form (mostly biographical information; each program has its own website — it is not like Common App)

Sometimes required

  • Research proposal Many programs do not require it, but fellowships do.
  • Standardized test scores Optional for most programs.
  • Diversity statement Most programs do not require it.

Email templates

Contacting potential PhD advisors

To use the template, insert relevant info instead of the X's.

Dear Professor X,

My name is X and I'm a senior majoring in X at X university. I've done research in X with Prof. X. I will be applying to X's PhD program in X this fall, and I am very interested in joining your group.

I recently read your papers on X topic, and I found interesting X. Would you be available for a call to talk more about your work? I look forward to hearing from you soon. I have also attached my CV below.

Best,
X

Asking for recommendation letters

Template 1 — if you conducted research with the professor

If you are not able to meet with your potential recommender in person, you can use the following template to request a letter via email.

Dear Professor [Last Name],

I hope you're well! I am reaching out to ask if you would be willing to write a recommendation letter to support my PhD applications.

I really enjoyed working with you on X over the past two years, and your guidance has been incredibly valuable to me, helping me find my own path in academia.

The deadline for submitting the recommendation is [Deadline Date].

If you need any additional information or materials, such as my resume or a draft of my statement of purpose, please let me know. I would be more than happy to provide anything that might assist you in writing the letter.

Thank you very much for considering my request!

Best,
X

Template 2 — if you took a class with the professor

Dear Professor X,

My name is X, and I took your class X during the X semester/year. While taking your class, I discovered my passion for [research interest] and have decided to pursue this topic further in my PhD.

I am currently applying for PhD programs in [field]. Would you be willing to write a recommendation letter to support my PhD applications?

I have attached my undergraduate and master's transcripts, as well as a copy of my CV for your consideration.

Thank you very much for considering my request! I look forward to hearing from you.

Best,
X

Contacting PhD students to learn about the labs you're applying to

To use the template, insert relevant info instead of the X's and the brackets.

Dear X,

I hope your week is going well! My name is [Your Name], and I am currently researching potential labs for my PhD studies. I came across the [Lab Name] and am very interested in your research, particularly in [specific area of research or project].

I would love to learn more about your experience in the lab. Would you be available for a quick Zoom call?

Thank you for your time, and I look forward to hearing from you!

Best,
X

More examples of statements of purpose and research statements

A curated database of NSF Graduate Research Fellowship statements of purpose and research statements from successful applicants.

Open the database →

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