Application for PhD
How to apply for a PhD in Germany
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Letter of application, CV, dissertation proposal: What are the requirements when it comes to applying for a doctoral position in Germany? We have outlined the basic standards.
Updated: 2024-11-12
By: Tanja Viebrock
Different doctoral positions, different requirements
The various paths to a doctorate can be quite different:
- Classic individual doctorates, potentially even in the faculty where undergraduate studies were completed. Or at a different university or research institution
- Structured doctoral programme at a graduate college (Graduiertenkolleg) or graduate school or by way of a doctoral programme
- Doctoral programme in private industry
The multitude of potential paths is reflected in the wide variety of requirements when it comes to applying for a doctoral position. In the best-case scenario, the applicant already knows their doctoral adviser from previous studies, already wrote their graduation thesis for that adviser, the pursuit of a doctorate is the next logical step, and the application is purely a formality. But even with individual doctorates, such situations are far from universal. Doctoral programmes at universities, meanwhile, generally have standardised application procedures.
Given this heterogeneity, it is difficult to provide universal guidance on assembling a successful application.
Two rules, however, are inviolable:
- Make sure that the application is complete and contains all necessary documentation and information.
- Ensure that the letter of application is completely mistake-free.
Those guidelines may sound self-evident, but they aren鈥檛. Incomplete documentation is a common reason for applications being immediately discarded.
As such, the first step is to gather precise information from the institution in question regarding the formal requirements for doctoral applications 鈥� before then submitting all documents as a single package. Complete application materials should be attached as a single PDF when applying by email. Should such an attachment exceed potential size limits for attachments, then the documents should be divided in a logical way into individual files. That might involve splitting off the dissertation proposal, which can often be quite extensive, into a separate attachment. Either way, application materials should never be sent in multiple emails if it can be avoided.
What documents are needed?
Standard requirements include the letter of application, the curriculum vitae and certificates.
Often, a motivation letter, references and a summary of one鈥檚 graduation thesis are requested. In most cases, though, the central element of any application for a doctoral position is the dissertation proposal 鈥� unless, of course, the doctoral position is part of a predetermined project, the framework of which has already been firmly established. Particularly in the natural sciences, such projects are far from a rarity.
The standards: letter of application, cv and certificates
For the letter of application, the same general rules apply as in the private sector: Applicants should express their interest in the position and outline why the institute in question would benefit from awarding them the opening. For specific position descriptions, the applicant鈥檚 primary aim should be that of establishing a clear link between the job profile and their own qualifications and experience. The applicant should explain convincingly why they are the perfect fit for the opening in question. Standardised letters of application are rarely successful. Each letter should be tailored specifically to the opening.
Anonymous salutations such as 鈥淒ear Sir or Madam鈥� should be avoided. Instead, applicants should determine who their contact person is.
As a rule, the CV (curriculum vitae) should be submitted in tabular form. All relevant career stations should be listed clearly and concisely, with relevance being partially determined by the specifics of the doctoral position being applied for. In the private sector, certain past experiences may carry more weight than in graduate schools and institutions. The section below entitled 鈥淒ifferences in applying to universities, graduate programmes and companies鈥� contains more information on these discrepancies. In general, one鈥檚 school experience prior to the highest degree earned is irrelevant.
Information about studies, awards and scholarships received, work experience and internshipsand all previous publications are important. Overall, the curriculum vitae should tell a clear story, proving that the applicant meets all requirements laid out in the position description, such as an honours degree or initial research experience on the topic in question. As such, it should be carefully aligned with the formal requirements.
Only those certificates documenting qualifications listed in the curriculum vitae should be submitted.
The heart of the application 鈥� the dissertation proposal (expos茅)
The dissertation proposal, also sometimes called the 鈥減roject proposal,鈥� is 鈥� in cases where one is requested 鈥� the decisive element of any application for a doctoral position. It is a summary of the project the applicant intends to pursue as a doctoral candidate. The goal of the proposal is to awaken the interest of those reviewing the application, provide evidence of professional skills and demonstrate a deep understanding of the topic at hand. Writing a dissertation proposal also helps the applicant define the framework for their project and can improve both planning and structure.
With the dissertation proposal as well, requirements depend on the institution to which the application is being sent. If there are specific requirements listed regarding content and length, applicants would be well-advised to observe them. In general, the proposal should clearly and comprehensibly present the research question, the approach to be taken and the ultimate objective of the project. It is a scientific document, but it should also be understandable to a reviewer who may not be an expert in the field. Application committees are frequently interdisciplinary in nature. Broadly speaking, proposals should be between five and 15 pages, with 20 being the absolute maximum.
The dissertation proposal should include the following elements:
- Abstract or topic: What is the project鈥檚 broad objective? Why should the topic be researched and how? This element should be a brief, concise summary of the topic.
- Concrete research question: More precise explanations of the questions to be addressed, where there are gaps in the existing research and which hypotheses need to be tested.
- Current state of research: Positioning the topic at hand within the current state of research. One鈥檚 own work on the topic can be mentioned here. It is, however, important to delimit the doctoral project from the current state of research.
- Objective: A more precise elucidation of the project鈥檚 objective. What is to be achieved and how might the results be useful?
- Approach and methodology: How exactly will the proposed project answer the research question? Why does the chosen methodology make sense?
- If applicable, workflow and timeline: When might the project reach completion and how comprehensive will the dissertation ultimately be? Specific intermediate targets and benchmarks can be outlined here.
- If applicable, materials needed: Does the project require special access or materials? How can these be procured? Are there extra costs involved?
- Bibliography: An overview of all relevant publications on the topic at hand. At the very least, all sources previously mentioned should be listed here.
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Additional documentation 鈥� references and motivation letter
In some instances, applicants are asked to include a letter of recommendation or an expert evaluation from a professor. Graduation thesis advisers make for good references, but letters of recommendation from other professors can also be useful if their focus aligns with the doctoral position in question.
Motivation letters often play a particularly important role in applications for doctoral positions at graduate colleges. They may also be required for applications to doctoral positions in the private sector or to university programmes. Such letters give applicants an opportunity to describe what drives them, where their specific research interests lie and why they are interested pursuing this specific project on the road to a doctorate.
Motivation letters also allow applicants to go into more detail about their qualifications than is possible in the curriculum vitae or letter of application. In addition, it provides the opportunity to give the application a personal touch or explain possible gaps in the curriculum vitae.
Differences in applying to universities, graduate programmes and companies
In general, practical experience is valued far more highly in the private sector than in academia (exception: universities of applied sciences). At universities and graduate schools, previous marks and academic success are considered more important. This should be kept in mind when assembling applications to doctoral positions.
For applications to academic institutions, the applicant鈥檚 academic achievements to that point should be highlighted and presented in detail. That includes marks earned and a list of all publications. Special distinctions, such as prizes for smaller research projects or outstanding academic achievements, should also be listed. A brief summary of completed academic works, such as the master鈥檚 thesis, may be appropriate. Teaching experience may also be relevant, in contrast to graduate schools and the private sector.
At graduate schools and colleges, on the other hand, the dissertation topic itself can be the decisive factor for the success of an application. It must be consistent with the focus of the respective institution or programme. Given the funding involved, graduate schools and colleges place significant emphasis on high levels of motivation and demonstrated perseverance. It is also generally important to such institutions that doctoral candidates fit in well with existing research groups and are in a position to make active contributions. As such, the motivation letter is often of decisive importance.
Language and admissions tests
No matter what kind of doctoral program an applicant applies to, proof of language skills is generally required. In many cases, candidates need to demonstrate solid command of both English and German, though in recent years, the focus has shifted decisively toward English for many courses of study.
Furthermore, it is common for specialised area and linguistic studies programmes to ask for knowledge of other languages relevant to the course of study. Some graduate schools may simply accept documentation that verifies the applicant鈥檚 high school education in the respective language. More frequently, however, the schools will ask the applicants for standardised language and admissions tests scores.
Even if a candidate speaks the language in question well, preparation should be meticulous. Success is frequently determined not merely by a candidate鈥檚 skills, but by his or her familiarity with the test format. Most exams are computer-based and will subject candidates to a series of stress tests that will almost certainly negatively affect test scores without adequate preparation. Applicants should inform themselves about the specific language requirements of the institution where they are applying.
TOEFL: The Test of English as a Foreign Language is the exam that graduate schools around the world require most frequently. The four core competencies tested in the TOEFL (which adheres to U.S. English) are reading, listening, writing and speaking. The biggest advantage of the TOEFL is the infrastructure provided by the test administrator ETS, which offers more than 50 dates every year and delivers results quickly. There are dozens of testing centres in Germany and 4,500 worldwide. Moreover, there are many different ways to prepare for the TOEFL, both online and through extensive preparation programmes. The test itself usually takes between four and four and a half hours to complete, making it the longest of all comparable examinations. Most doctoral programmes require a score between 80 and 100 out of 120 possible points for the so-called TOEFL ibT 鈥� the internet-based version of the test, which is the only version still offered in Germany. The test in Germany costs $265, the equivalent of around 240 euros.
IELTS: The International English Language Testing System represents British English in the global testing realm. It is administered by the nonprofit British Council, which offers both a general (IELTS General Training) and an academic version (IELTS Academic). Just like the TOEFL, the IELTS tests the four core competencies of reading, listening, writing and speaking. Substantively, the three-hour IELTS exam is comparable to the TOEFL. However, someone with a background in British English might feel more comfortable in the IELTS listening section. The biggest difference between the TOEFL and IELTS exams is the speaking section: The score to this section of the IELTS exam is determined by a face-to-face personal interview, unlike the TOEFL, which requires candidates to speak into a microphone during the speaking section of the exam. Most doctoral programmes in Germany require an IELTS score between 5.0 and 7.0 of nine possible points. The IELTS costs between 240 and 250 euros.
GRE: The Graduate Record Examination is a standardised admissions test that nearly all American graduate schools require for application. It has various specialised editions, which test particular fields of study relevant for specific graduate programmes, and one general version, the GRE General Test. The latter, which is most frequently requested by schools, has three components: analytical, which requires test takers to argue a point persuasively; quantitative, an advanced math exam; and verbal, which tests for the candidate鈥檚 knowledge of academic English vocabulary. It should be noted that the skill level required for the GRE is much higher than for the TOEFL or IELTS exams, and even native English speakers often prepare for several months before taking the GRE. However, the GRE is a much less common component of application packages in Germany. Taking the GRE costs $220, with additional fees for changing test appointments and additional results.
TestDaF: To study at a German university, foreign applicants usually prove their working knowledge of the German language with the Test Deutsch als Fremdsprache (鈥淕erman as a Foreign Language Test鈥�). The TestDaF is offered in almost 100 countries around the world, which ensures that applicants can usually take the test in their respective home countries, much like TOEFL or IELTS. However, there are only a finite number of test dates offered each year (11 in 2024) and the deadline to sign up is often set several weeks before the actual test date. Thus, one should prepare for the test well in advance. Generally, TestDaF level 4 will qualify candidates for acceptance into a German university, although some graduate schools require level 5 for admission. Depending on the test location, the TestDaF costs between 195 and 220 euros.
Visa requirements
Residents of European Union member states and those from Switzerland, Liechtenstein, Norway and Iceland do not require a visa to work, study or live in Germany. Residents of other countries should, however, look into the requirements that apply to them. In general, those interested in pursuing a doctorate in Germany must first be accepted to a programme before applying for a visa. Additional information can be found here.
