application for study leave for phd sample

WTO / Letters and Emails / Permission / Permission Letter to Study While Working (Sample Letters)

Permission Letter to Study While Working (Sample Letters)

A Permission Letter to Study While Working is an official letter written by an employee to request that their employer allow them to study while working.

The letter should include which course you are enrolled in, the maximum number of hours that will be devoted to studying, what days or hours your study sessions will be held on, and the specific date that the letter is being issued.

All full-time or part-time employees who intend to study while working must write a permission letter to seek official approval from their employer before enrolling in a given course or making any study plans. Some employers have policies that forbid employees from studying while working; thus, failing to obtain official authorization to study while working from the employer may result in an employee being reprimanded or even fired.

An application for permission to study while working provides the employer with the chance to review your request, assess whether giving you time off to study will negatively affect their day-to-day business operations, and then decide whether they will allow you or not. The letter also gives the employer the chance to seriously review you as a possible future employee, as it goes into your permanent employment record.

Employers are also more likely to hire or promote an employee interested in advancing their career who has taken the initiative by applying and getting permission to study. Writing the letter is also viewed as an act of trust and honesty on the part of the employee; thus, the employer may be willing to grant them the permission they need, even if working while studying is against the employer’s policies .

Downloadable Templates

With a template, you are sure to include all the required information to convince your employer to grant your request, and your only task will be to customize the template as per your needs, and then print it out for use. Such professional templates are available to download for free below.

How to Write a Permission Letter

This letter is an official business correspondence that goes into an employee’s permanent employment record. The letter should be written professionally, and the language used should be straightforward. The tone used should also be polite and formal, and the entire document must be professionally formatted.

The following section provides a comprehensive guide on writing effective letters of permission to study while working:

Give details of the job position you hold

It is essential to include details about your current job position in the introductory paragraph. Briefly introduce yourself by stating your full name, adding your job title, mentioning the number of hours you work, and including the name of your respective department. This will help your employer understand the role you play in their company.

State your reason for writing the letter

After providing details about yourself and the job position you hold within the organization, provide a brief explanation of your reason for writing the letter. In this context, mention that you are seeking approval to enroll in a given educational program, then briefly state why you need to study while working.

Provide details of the course of study

A well-crafted letter must contain all the details relating to the course you are planning to take. This includes the institution’s name, address, mobile phone number, and contact personnel such as the department head or administrator; the course name; anticipated date of commencement of studies; duration of the course; fees; where it will be held; and the course schedule .

Providing details about your course of study in the letter is crucial because it is the essence of the letter. It is what the employer wants to read, and they may use this information to distinguish genuine requests from those that are not.

Explain your future plans

Use one or more paragraphs to describe your plans for managing work and studies during the period you will be studying. This is a crucial part of the letter because it gives the employer a clear picture of your long-term goals. Provide sufficient details about how you will divide time between studies, your workload, and necessary days off for studying or work.

While writing this section, you should demonstrate how you will achieve a balance between schoolwork and your current job duties and responsibilities to convince the management or your employer further to permit you to study. Besides, be sure to mention that your current hours of employment will not be affected by the additional time you intend to devote to your studies.

Describe your requirements

Your letter must also contain a discussion about the number of hours you will need for study, what days of the week you will be attending classes, the time, and the number of day-offs you will need to ensure you successfully meet and complete the requirements of your course.

Make sure that your requirements are reasonable, considering your current work commitments and level of attendance at work. If you need any financial assistance from your employer to complete your studies, consider describing it in this section and providing as much detail as possible.

To make the letter more convincing for the reader, consider explaining briefly how enrolling in the study program will benefit both you and the company in terms of employee performance and increased future job opportunities with the organization.

In your letter, mention that you are a valuable employee who can achieve even more in their current position with further education.

Thank your employer for their support

Showing gratitude to your employer for their support may seem like a small gesture, but it demonstrates your thankfulness and shows that you are mindful of the employer’s support. So, briefly thank your employer for their support, even though they may not approve your request. You may also include a statement about how you will continue to be an asset to the organization and how your studies can improve your performance as a top-level employee.

Provide your contact details for a follow-up

Conclude your letter by reiterating your reason for writing it, then provide your contact information to leave the door open for a follow-up or any feedback from your employer or the management.

You may provide your reliable email address or mobile phone number and politely ask the employer to contact you if they need any further information.

Afterward, use an appropriate sign-off, such as sincerely, yours truly, etc., to end the letter and then include your signature, printed name, job position, and employment status with the company.

Template and Samples for Permission Letter for Studying While Working

Your Name Your Address Your City, State Zip Code Your Phone Number Your Email

Name Title Organization Address City, State Zip Code

Dear Mr. or Mrs. Last Name:

I am employed with your organization in the capacity of ____________ (capacity/job title). I drafted this letter to seek permission from you to pursue my ____________ (course of study). I know it is against the organizational employment policy to engage in any duty besides work.

Nonetheless, I have put in place solid measures to make up for the time that I will be away. I have already presented a plan that will see me alter my work periods to set aside ample time to pursue my studies.

The ____________ (institution applied for) asked me two things with regard to this issue. For one, they have requested that you send them an express written message directly. Then, they have also asked that you remit my annual fees (specify the exact amount) directly to them (account number).

You have to send the written letter within a fortnight from now. The other will come in later after I have already received my registration number.

Feel free to reach out to me for any clarification if need be. I sincerely hope that you won’t let me down.

Respectfully,

Signature (hard copy letter)

FirstName LastName

Sample letters

For those seeking a balance between career growth and educational pursuits, the ensuing sample letters are intended as formal requests to obtain permission for simultaneous work and study commitments. 

Dear Mr. James Anderson,

I hope this letter finds you well. I am writing to formally request your permission to pursue further studies while continuing my employment with Anderson Technologies. As a dedicated employee for the past three years, I have consistently sought ways to contribute positively to our team’s success. I believe that enrolling in a Master’s program in Software Engineering at Greenfield University will significantly enhance my skills and knowledge, directly benefiting our company’s technical team.

The course schedule is flexible and primarily online, ensuring that my work responsibilities will not be compromised. I have already devised a time management plan to balance my studies and work commitments effectively. I am confident that this advanced education will enable me to bring more innovative solutions and improved efficiency to our projects.

Thank you for considering my request. I am looking forward to a positive response and am happy to discuss any concerns or questions you may have.

Emily Carter

Software Developer

Anderson Technologies

Dear Ms. Laura Bennett,

I am writing to seek your approval to enroll in an evening MBA program at Cityscape Business School while maintaining my current position at Bennett Retail Inc. As the Assistant Manager for the last two years, I have always aimed to contribute substantially to our store’s growth and customer satisfaction.

The MBA program is designed for working professionals and will not interfere with my job responsibilities. It offers courses in the evenings and on weekends, aligning perfectly with my work schedule . By gaining deeper insights into business management, marketing strategies, and customer relations, I am confident that this academic pursuit will enhance my capabilities and directly benefit our store’s operations and sales.

I assure you of my commitment to managing my work and study schedules effectively without impacting my professional responsibilities. I am eager to discuss how this opportunity can be mutually beneficial and am available for any further discussion or clarification needed.

Thank you for considering my request. Your support in this endeavor would be greatly appreciated.

Kind regards,

Michael Thompson

Assistant Manager

Bennett Retail, Inc.

If you are still having difficulty crafting an effective letter or simply want to save time and effort writing a letter from scratch, you can consider downloading free templates to help make your work easier and more convenient. The templates are usually pre-written following the accepted standard format, with fields for keying in the relevant details and a comprehensive guideline on the type of information to provide.

The two letters seeking permission to study while working serve as useful examples of professional and effective communication due to several key technical aspects. Firstly, both letters begin with a respectful greeting, establishing a formal tone appropriate for workplace correspondence. The writers then introduce their requests clearly and concisely, demonstrating respect for the reader’s time. 

A significant strength in these letters is the inclusion of relevant personal and professional context, such as the writer’s current position and tenure with the company, which adds credibility to their requests. Importantly, both writers anticipate potential concerns about their ability to balance work and study. They address this by outlining the flexible nature of their chosen programs and their commitment to maintaining work performance, showcasing proactive thinking and responsibility. Additionally, the letters are structured logically, with each paragraph focusing on a specific aspect of the request, making them easy to follow and understand. 

The use of polite and appreciative language throughout the letters not only conveys respect but also helps in fostering goodwill. Lastly, the closing remarks are courteous, inviting further discussion and showing openness to addressing any questions or concerns, which is essential in maintaining open lines of communication. These features collectively make these letters useful for readers seeking to write similar requests in a professional setting.

Final Thoughts

If you are among the people who need to pursue higher education while still maintaining their source of income, be sure to craft a well-written and professionally formatted letter requesting your employer to allow you to study while working. Your letter must contain all the relevant details relating to your job position with the employer, the course of study you intend to take, your long-term plans for balancing work and school, and your requirements to complete the course successfully. Your letter must also demonstrate your gratitude to your employer for their support, and it must be considerate of the employer’s needs and resources as well as your own. By taking into account all these essential tips and standard practices to write a permission letter to study while working, you are sure to convince your employer to grant you permission, sign up for your course, attend classes as per your course schedule, and focus on your studies without worrying about compromising your work in any way.

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Letter Templates

application for study leave sample letter

Are you planning to take a study leave but don’t know how to write an application for it? You’re in luck! In this article, we will provide you with seven examples of application for study leave sample letters that you can edit and customize to suit your needs.

When writing an application for study leave, it’s essential to keep it brief and to the point. Your letter should explain why you’re taking a study leave, how it will benefit your organization, and when you plan to return to work. With these pointers in mind, let’s dive into our examples.

Example 1: Requesting Study Leave for a Degree Program

Dear [Manager’s Name],

I am writing to request a study leave to pursue a degree in [Field of Study]. The program will take two years to complete, and it will start in [Month and Year]. I believe that this degree will enhance my skills and knowledge, and I will be better equipped to contribute to the organization upon my return.

I plan to return to work after completing my degree, and I will be available to resume my duties from [Date]. I am confident that my colleagues will be able to handle my workload while I’m away, and I will make sure to provide them with all the necessary information before I leave.

Thank you for considering my request.

[Your Name]

Example 2: Requesting Study Leave for Professional Development

I am writing to request a study leave to participate in a professional development program in [Field of Study]. The program will take one month to complete, and it will start in [Month and Year]. I believe that this program will help me gain new skills and knowledge that will benefit the organization.

I plan to return to work after completing the program, and I will be available to resume my duties from [Date]. I am confident that my colleagues will be able to handle my workload while I’m away, and I will make sure to provide them with all the necessary information before I leave.

Example 3: Requesting Study Leave for Research

I am writing to request a study leave to conduct research in [Field of Study]. The research will take six months to complete, and it will start in [Month and Year]. I believe that this research will help me gain new insights that will benefit the organization.

I plan to return to work after completing the research, and I will be available to resume my duties from [Date]. I am confident that my colleagues will be able to handle my workload while I’m away, and I will make sure to provide them with all the necessary information before I leave.

Example 4: Requesting Study Leave for Language Learning

I am writing to request a study leave to learn [Language]. The program will take six months to complete, and it will start in [Month and Year]. I believe that learning this language will help me communicate more effectively with our [Language] speaking clients and colleagues.

Example 5: Requesting Study Leave for Volunteer Work

I am writing to request a study leave to participate in a volunteer program in [Country]. The program will take three months to complete, and it will start in [Month and Year]. I believe that this program will help me gain new perspectives that will benefit the organization.

Example 6: Requesting Study Leave for Personal Development

I am writing to request a study leave to pursue personal development in [Field of Interest]. The program will take three months to complete, and it will start in [Month and Year]. I believe that this program will help me become a better-rounded individual, and I will be able to apply the lessons I learn to my work at the organization.

Example 7: Requesting Study Leave for Family Reasons

I am writing to request a study leave to take care of my [Family Member’s Name] who is undergoing treatment for [Illness]. The treatment will take six months to complete, and it will start in [Month and Year]. I believe that it’s essential for me to be there for my family during this difficult time.

I plan to return to work after completing my family obligations, and I will be available to resume my duties from [Date]. I am confident that my colleagues will be able to handle my workload while I’m away, and I will make sure to provide them with all the necessary information before I leave.

Tips for Writing an Application for Study Leave Sample Letter

When writing an application for study leave, there are a few things to keep in mind:

• Be clear about why you’re taking a study leave and how it will benefit the organization.
• Be specific about the program you’re participating in, including the start and end dates.
• Assure your manager that your colleagues will be able to handle your workload while you’re away.
• Provide your manager with all the necessary information before you leave.
• Express gratitude for their consideration in the matter.

Frequently Asked Questions

Can i take a study leave if i’m a new employee.

It depends on your organization’s policy. Some organizations require employees to work for a certain period before they can take a study leave, while others allow new employees to take a study leave as soon as they’re hired. Check with your HR department to know the policy.

Is a study leave paid or unpaid?

It depends on your organization’s policy. Some organizations offer paid study leaves, while others offer unpaid study leaves. Check with your HR department to know the policy.

How long can I take a study leave for?

The duration of a study leave depends on the program you’re participating in and your organization’s policy. Some programs may take a few weeks, while others may take years. Check with your manager and HR department to know the policy.

Do I need to provide proof of enrollment in the program?

Yes, you should provide proof of enrollment in the program, including the start and end dates of the program.

What happens if I don’t return to work after completing my study leave?

If you don’t return to work after completing your study leave, you may be subject to disciplinary action, including termination of employment. Make sure you have a clear understanding with your manager about your return to work date and any other obligations you have with the organization.

Can I take a study leave multiple times?

It depends on your organization’s policy. Some organizations allow employees to take multiple study leaves, while others have restrictions on the number of study leaves an employee can take. Check with your HR department to know the policy.

Writing an application for study leave can be daunting, but with our examples and tips, you should be able to create a compelling letter that will get your manager’s approval. Remember to keep it brief, clear, and to the point, and provide your manager with all the necessary information before you leave. Good luck!

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Home » Application » Application for Extension of Time for PhD – Sample Application for Requesting Extension of Time

Application for Extension of Time for PhD – Sample Application for Requesting Extension of Time

Table of Contents:

• Sample Letter

Live Editing Assistance

How to use live assistant, additional template options, download options, share via email, share via whatsapp, copy to clipboard, print letter, sample letter for extension of time for phd.

To, __________ (Receiver’s Name), __________ (Name of the University) __________ (Address)

Date: __/__/____ (Date)

Subject: Request for extension of time

Dear Sir/Madam,

With due respect, my name is __________ (Your Name) studying in department __________ (mention your department) holding roll number __________ (Mention roll number).

I am writing this letter to request for extension for __________ (Mention time duration). The reason for extension is __________ (Mention reason). I hope you accept this application. I will be highly obliged.

Yours Sincerely/ Faithfully, _________ (Signature), _________ (Name), _________ (Roll Number)

Live Preview

The Live Assistant feature is represented by a real-time preview functionality. Here’s how to use it:

• Start Typing: Enter your letter content in the "Letter Input" textarea.
• Live Preview: As you type, the content of your letter will be displayed in the "Live Preview" section below the textarea. This feature converts newline characters in the textarea into <br> tags in HTML for better readability.

The letter writing editor allows you to start with predefined templates for drafting your letters:

• Choose a Template: Click one of the template buttons ("Start with Sample Template 1", "Start with Sample Template 2", or "Start with Sample Template 3").
• Auto-Fill Textarea: The chosen template's content will automatically fill the textarea, which you can then modify or use as is.

Click the "Download Letter" button after composing your letter. This triggers a download of a file containing the content of your letter.

Click the "Share via Email" button after composing your letter. Your default email client will open a new message window with the subject "Sharing My Draft Letter" and the content of your letter in the body.

Click the "Share via WhatsApp" button after you've composed your letter. Your default browser will open a new tab prompting you to send the letter as a message to a contact on WhatsApp.

If you want to copy the text of your letter to the clipboard:

• Copy to Clipboard: Click the "Copy to Clipboard" button after composing your letter.
• Paste Anywhere: You can then paste the copied text anywhere you need, such as into another application or document.

For printing the letter directly from the browser:

• Print Letter: Click the "Print Letter" button after composing your letter.
• Print Preview: A new browser window will open showing your letter formatted for printing.
• Print: Use the print dialog in the browser to complete printing.
• It's advisable to request an extension as soon as you realize you may need one, ideally well before the original deadline. This allows sufficient time for the university to review and process your request.
• Provide a clear and valid reason for needing the extension, such as unforeseen personal circumstances, additional time required for data collection or analysis, or unexpected challenges encountered during the research process.
• Depending on the university's policies, you may be required to provide supporting documentation, such as a medical certificate or a letter explaining your circumstances. Check with your department or supervisor for specific requirements.
• If your extension request is denied, you should discuss alternative options with your supervisor or academic advisor. They may be able to provide guidance on how to manage your workload and meet the original deadline.
• While it's possible to request multiple extensions, it's important to demonstrate valid reasons for each request and to communicate openly with your supervisor or academic advisor about your progress and any challenges you may be facing.

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• Sample letter requesting a time extension for Ph.D
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Writing a Leave Application for Work (Free Templates)

Whether you're new to the workforce or a seasoned veteran, learn how to communicate your leave requests formally from work, which includes free templates, and expert tips.

Written by:

Dr. Moina Rauf

Dr. Moina Rauf, fluent in English and Dutch, is a distinguished writer and editor with a PhD in Economics and a Bachelor’s degree in English Literature and Economics. With extensive experience in both academia and industry, she excels in elucidating complex concepts about business management, human resources policies, legal documentation, employee leaves, appointments, contracts, and workplace culture. Her proficiency in analyzing and simplifying intricate documents ensures comprehensive understanding for her audience. Published in academic journals, Dr. Rauf’s authority in her field is well-established.

Whether you’re new to the workforce or a seasoned professional, understanding how to formally request leave is crucial. A well-crafted application ensures that your request is taken seriously and processed efficiently. This guide will walk you through the essentials of writing an effective leave application, provide free templates for various scenarios, and offer tips to help you navigate the process seamlessly. Additionally, it offers insights on how to tailor your communication style to fit different cultural expectations, ensuring that your leave requests are received positively and processed efficiently.

• Why Request Leave Formally?

Requesting leave formally is not just a procedural formality—it’s a sign of your professionalism. A formal request helps maintain clear communication with your employer and prevents misunderstandings arising from an informal approach. It also ensures that your leave is recorded properly in the company’s HR systems, which can be important for tracking leave entitlements and complying with labor laws.

• How to Write a Leave Application: Step-by-Step Guide

This step-by-step guide is designed to make writing a leave application easy and efficient and guide you through each essential element of a successful request.

Understand Your Company’s Leave Policy

Study the policies and procedures for requesting leave at your company before drafting your leave application. This will help you frame your request according to the policy.

Identify the Recipient

You should address your leave application to the appropriate person, typically your direct supervisor or the HR department. Use the correct salutation and ensure you have the correct contact information.

Include the Necessary Details

When writing your request for a leave of absence, keep the following points in mind: 

• You must clearly state the type of leave you are requesting, whether it’s sick leave, annual leave, or any other type specified in your company’s policy.
• Be specific about the dates you propose to be away from work. If possible, provide alternative dates in case your initial request cannot be accommodated.
• You should also briefly explain the reason for your request. Provide enough information to justify your absence without going into unnecessary detail.

Outline Coverage Plans

If applicable, outline any plans you have for covering your responsibilities during your absence. This could include delegating tasks to colleagues or providing instructions for handling your workload.

Express Willingness to Discuss Further

Remember to conclude your application with a polite request for leave to be granted. Express your willingness to discuss the matter further if needed and provide your contact information for follow-up discussions.

Proofread and Submit

You should proofread your letter before submitting it to ensure there are no errors or inconsistencies. Once you are satisfied with the content, submit your application according to your company’s procedures.

If you do not receive a response to your leave application within a reasonable timeframe, consider following up with the recipient to ensure it was received and to inquire about the status of your request.

Free Leave Application Templates

We provide free, downloadable templates designed for different leave scenarios at work to help you even more. They provide a framework that you can customize according to your specific needs.

Sick leave is designed for employees who are unable to perform their job duties due to illness or injury. The conditions and pay for sick leave can vary, but generally, it is paid leave provided by many employers. At the federal level, the Family and Medical Leave Act (FMLA) offers provisions for unpaid sick leave for serious health conditions. Additionally, various states and municipalities, including California and New York City, have enacted laws mandating paid sick leave.

Template Features

This template includes specific sections to detail the nature of the illness and the expected duration of the leave and includes a provision for attaching a doctor’s note if necessary. This ensures that the request is comprehensive and adheres to company policy. 

• The template clearly states the reason for the leave request, specifying that it is due to a sudden illness. A placeholder [mention the general nature of the illness, e.g., a viral infection] is provided to describe the health issue, which is crucial for HR or management to understand the severity and legitimacy of the leave request.
• It specifies the start and end dates of the leave with placeholders [Start Date] to [End Date] which allow precise planning and coverage during your absence.
• It includes details about how you plan to ensure continuity of work. This involves a placeholder for [list of tasks] and the name of a colleague [Name of the Colleague] who will oversee these responsibilities which ensures there is no disruption to daily operations.
• The template prompts you to attach any relevant medical documentation, such as a medical certificate, which is often required to validate sick leave requests officially.
• It mentions your intention to check emails periodically and remain available for urgent issues which shows responsibility and a commitment to assist in any urgent matters even while on leave.
• The template ends with thanks for the recipient’s understanding and support which adds a polite request for a swift response and expresses hope for a quick recovery and return to full duties.

Casual Leave

Casual leave is generally used for short-term absences for personal reasons that are not otherwise categorized under more specific leave types, like medical or maternity leave. This leave is usually granted for a few days and is intended for personal matters requiring immediate attention. There is no specific federal regulation for such time off, as it is typically governed by employer-specific policies or through collective bargaining agreements in unionized environments.

The casual leave template offers a straightforward approach to requesting time off, with placeholders for the dates of leave and a brief explanation of the reason. This helps keep the application process simple and efficient, suitable for the informal nature of casual leave. 

• The template clearly states the purpose of the letter, which is to request a casual leave of absence, including the specific duration from [start date] to [end date] , making it easier for scheduling and approval processes.
• The template includes a placeholder for [personal reasons/family commitments/other] , allowing the employee to specify the cause of the leave. This transparency helps in understanding the necessity of the request.
• It outlines what you plan to do during the leave, enhancing clarity about your activities away from work. If comfortable, this might include a brief description of personal activities.
• It states your availability for contact during the leave via [phone number] or [email address] which helps to maintain open lines of communication for any urgent issues that may arise.
• The letter ends with a polite expression of gratitude towards the manager for considering the leave request and a closing remark that reinforces your appreciation for the manager’s understanding and support.

Annual Leave

Annual leave is scheduled time off work that employees are entitled to each year for personal rest and recovery. This leave is typically planned and agreed upon in advance between the employee and the employer. The provision of annual leave is not mandated by federal law in the US, with terms typically outlined in employment contracts or employer policies. Some state laws, however, might dictate how accrued leave is to be handled financially upon the termination of employment.

This free annual leave template provides a comprehensive format for you to specify your planned leave dates, detail any work coverage arrangements, and formally request approval. The clear structure of the template ensures all necessary information is presented, facilitating easier planning and approval by management. 

• The template clearly states the intention to request annual leave for a specified number of days, using placeholders [number of days] , [start date] to [end date] . This clarity is vital for HR or management to organize staffing and workload distribution during the absence.
• The template includes a section for a brief explanation  [brief reason for leave] , such as rest and rejuvenation, which helps justify the necessity of the leave to the recipient.
• It outlines a proactive plan to manage work responsibilities during the absence, detailing specific tasks or projects and the designated colleagues [list any specific tasks or projects and the name of the colleague who will handle them] who will take over. This reduces potential disruptions and demonstrates the applicant’s responsibility.
• The template suggests maintaining open lines of communication and offers options for contact in case of urgent issues, which helps in managing any unforeseen needs that might arise during the leave.
• It concludes with a courteous acknowledgment of the recipient’s consideration and a forward-looking statement expressing eagerness to address any further questions, fostering a positive relationship.

One-Month Medical Leave

One-month medical leave caters to employees needing extended time off for medical treatment or to recover from a serious health condition, often requiring supportive documentation from healthcare providers. This type of leave is generally covered under the FMLA, allowing eligible employees to take up to 12 weeks of unpaid leave for serious health issues.

The template assists in organizing a detailed explanation of the medical condition, the necessary treatment plan, and the expected recovery timeline. It also provides space for the required medical certification, facilitating a clear and structured application process. The template is thoughtfully designed to ensure clarity and professionalism in its approach to requesting extended leave. 

• The template features a section for a brief description of the medical condition, which provides essential context for the leave request.
• It prompts you for the inclusion of all necessary medical documents and a doctor’s letter to substantiate the leave request.
• It has placeholders to mention specific start and end dates of the leave which offers a clear timeframe for the absence.
• A placeholder is also included in the template for detailing the expected treatment, surgery, or recovery process, which informs the recipient of the recovery trajectory.
• The template ensures continuity at work by including a plan for pre-leave preparation where you can commit to updating and handing over current projects and tasks.
• You can name a designated colleague as a point of contact during the leave, with their contact information provided to handle responsibilities in the applicant’s absence.
• The template allows you to state your availability for urgent consultations via email or phone, health permitting, indicating ongoing engagement with work matters.
• The letter concludes with a polite request for understanding and support, which underscores the necessity of the time off for health recovery.

Emergency Leave for Office

Emergency leave is essential for unexpected situations such as a family crisis, a sudden illness, or other emergencies that require immediate attention. This kind of absence is not specifically covered under federal laws such as the FMLA unless the emergency relates to a serious health condition affecting the employee or an immediate family member.

 The template is designed to quickly convey the urgency of the situation, with sections to briefly explain the circumstances and the expected duration of the absence. This format ensures that the application can be processed swiftly, which is crucial in emergencies.

• The body of the letter allows for a brief explanation of the emergency, using a placeholder [brief description of the emergency] . This gives context to the urgency and nature of the request and helps the recipient understand the need for immediate leave.
• It specifies the anticipated start and return dates with placeholders [start date] and [tentative return date] , which helps in planning the absence duration and coverage.
• The template includes provisions for how ongoing work will be managed, with placeholders for detailing if you will be completely unavailable, have limited availability, or if specific arrangements (like a colleague covering) have been made.
• The template suggests attaching supporting documents such as medical certificates or police reports which reinforce the legitimacy of the emergency claim.

Half-Day Leave for Office

Half-day leave enables employees to take only a part of the day off to attend to personal matters, medical appointments, or other short-term obligations without taking a full day’s leave. No specific federal laws govern half-day leave. This type of leave is generally managed through employer policies or broader paid time off (PTO) policies.

The half-day leave template provides a concise format for requesting leave, specifying whether the morning or afternoon is needed. This assists in clear communication and smooth processing of the leave request. 

• The template clearly states the intent to request a half-day leave and specifies the exact date which is crucial for planning and approval processes.
• It outlines the specific times you plan to leave or arrive, such as [XX: XX am/pm] , ensuring transparency about the absence duration.
• It emphasizes your commitment to minimizing disruption by coordinating with a colleague [colleague’s name] who will oversee urgent tasks during the absence.
• The template also lets you express a willingness to compensate for the time off by working extra hours or completing tasks in advance which shows responsibility and consideration for team performance.

Leave for Marriage

Marriage leave is offered to employees for their weddings and related festivities. The availability and duration of this leave type can vary greatly between different employers and is not typically covered under standard leave policies. This type of leave is not mandated by federal law in the US and is generally left to the discretion of the employer, often seen in more comprehensive benefits packages.

This template allows you to clearly state your wedding date, and the duration of the leave you are requesting and includes a polite formal request for approval, making it easy for your employer to understand and process the request. 

• The purpose of the leave is immediately stated, with placeholders such as [number of days] for the duration and [start date] to [end date] for the specific dates of the leave, providing a clear timeframe and scope of the absence.
• The letter emphasizes the importance of the marriage ceremony, highlighting it as a significant milestone, thereby underlining the personal importance of the leave.
• It includes a detailed plan for delegation and task management during your absence, mentioning a placeholder [Colleague’s Name] who will cover your duties, ensuring continuity of work without disruption.
• The template mentions attaching a wedding invitation, which serves as proof of the event, lending authenticity to your application and potentially aiding in the swift processing of the leave request.
• It ends with a polite thank you and a look forward to a positive response, maintaining a cordial tone and expressing eagerness to return to work with renewed focus post-event.

Leave for Vacation

Vacation leave is used for personal rest, relaxation, and recreation. This type of leave is generally planned well in advance and is most often paid. It is one of the most common types of leave provided to employees as part of their employment benefits. There is no federal requirement in the United States mandating employers to provide vacation leave. However, company policy typically dictates the terms of vacation leave, and some state laws may influence how accrued vacation time is managed upon an employee’s termination.

The vacation leave template includes placeholders detailing the intended vacation dates, arrangements for covering responsibilities in the employee’s absence, and a section for officially requesting approval, which helps streamline the leave approval process.

• The template is structured to ensure an organized request for vacation leave, starting with a personalized greeting.
• It clearly states the purpose of requesting approval for a specific number of days off, indicated by the placeholder [Number of Days] .
• The dates for the vacation are specified with placeholders [Start Date] to [End Date] .
• The body outlines your plans during your absence which includes mentioning a colleague [Name of Colleague] who will cover duties.
• It mentions completing pending tasks and providing a detailed handover document.
• The template invites the recipient to contact the applicant for further information or forms needed for the leave process.
• At the end of the application, gratitude is expressed for considering the leave request and ends with a warm closing and includes placeholders for adding your name and contact information.

Maternity Leave

Maternity leave is specifically allocated for childbirth and the care of the newborn. This leave can vary in terms of duration and compensation, depending on both employer policies and the legal framework in place. At the Federal level, the FMLA governs maternity leave, providing up to 12 weeks of unpaid leave. Some states enhance this provision with additional benefits, including paid leave options as seen in California, New Jersey, and New York.

This template is designed to facilitate a smooth and clear communication process for requesting leave. It includes several placeholders to ensure the letter is personalized and accurately addressed.

• The template outlines a detailed plan for transitioning responsibilities, which includes a placeholder for a comprehensive handover document that maps out ongoing projects and task statuses.
• Another key placeholder is [Colleague’s Name] , designated to take over duties, ensuring continuity of work during the applicant’s absence. 
• The template also highlights the applicant’s commitment to remain accessible via email for any urgent queries, enhancing communication while away. Before the leave, there is a commitment to train another specified [Colleague’s Name] on critical tasks and processes, preparing the team for the leave period.
• The template notes the requirement to attach a medical certificate and any necessary documentation as per company policy which ensures compliance and thoroughness.
• The letter concludes with a courteous thank you note and an expression of anticipation for the approval of the leave which reflects a well-organized and considerate approach to leave planning.

Study Leave

Study leave allows employees to engage in educational pursuits that enhance their professional skills or career progression. Employers typically offer this type of leave as part of their professional development benefits, and it can be paid or unpaid depending on company policies. There is no federal mandate for study leave in the United States; however, certain state laws or industry-specific regulations may encourage or support employers in providing leave for educational purposes.

This template helps you clearly outline the educational program, its relevance to your current job, and the expected outcomes. This structured approach helps in presenting a compelling case for why such leave should be granted and ensures all necessary details are effectively communicated.

• The template clearly states the intention to request leave for educational purposes, including the specifics of the program [Type of Educational Program] at [Institution’s Name] . This not only justifies the leave but also aligns it with personal and professional growth.
• The leave period is clearly defined with placeholders for [Start Date] to [End Date] , which are crucial for planning coverage during the applicant’s absence.
• The template highlights how the education will benefit you and the organization, making a case for the leave’s value beyond the individual’s personal growth.
• It outlines steps taken to minimize impact on workplace operations, including coordination with colleagues [Name of Colleague(s)] who will cover responsibilities, preparation of detailed instructions, and completion of all time-sensitive tasks.
• It is also mentioned that you can attach necessary documentation from the educational institution, such as the course outline and acceptance letter, which supports the application and assists in its approval.
• It also emphasizes your dedication to resuming your duties post-study, showing a strong commitment to your role and the organization’s success.
• The template encourages open communication and invites the recipient to request further information or discuss any necessary arrangements, demonstrating your proactive approach to their professional responsibilities.
• It concludes with a polite thank you and an expression of hope for a favorable response which helps to maintain a positive and respectful dialogue.
• Navigating Cultural Differences in Multinational Firms Regarding Leave Policies

In today’s globalized workplace, understanding and respecting cultural differences are essential, especially when it comes to requesting leave. This section explores the nuances of navigating multicultural dynamics in professional leave applications and how you can approach this:

• Learn about the cultural norms of your colleagues and supervisors, especially regarding leave requests. Some cultures value directness, while others prefer more formal or indirect approaches.
• Tailor your communication style to fit the cultural expectations of your audience. This might mean adjusting the level of formality in your leave application or the way you discuss your leave in person.
• Don’t hesitate to ask for advice from HR or colleagues who share your cultural background or have experience with the company’s cultural dynamics. They can provide valuable insights on how to effectively navigate the leave application process.

A well-crafted application ensures clear communication and efficient processing of your request. This guide has provided a step-by-step approach to writing an effective leave application, along with free templates for various leave scenarios. Whether you’re requesting vacation, sick leave, study leave, or other types of absence, these templates are available in DOCX, ODS, DOTX, and Google Docs formats to suit your needs. By following these guidelines and using the provided templates, you can navigate the leave application process with confidence and professionalism.

How far in advance should I submit my leave application?

It’s advisable to submit your leave application as early as possible, especially for planned leaves. This allows your employer to plan for your absence and ensures a smoother transition of responsibilities.

Can I take leave without pay if I have exhausted my annual leave balance?

This depends on your company’s policy. Some companies allow employees to take unpaid leave in certain circumstances, while others may not. Check your company’s leave policy or consult with HR for clarification.

Can I combine my annual leave with other types of leave, such as study leave or maternity leave?

This depends on your company’s policy. Some companies allow employees to combine different types of leave, while others may have restrictions. Check with your HR department for clarification.

Is it possible to cancel my approved leave application?

Yes, you can usually cancel your approved leave application, but you should do so as soon as possible and follow your company’s procedures for canceling leave. Inform your supervisor or HR department promptly and provide a valid reason for the cancellation if required.

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10+ Study Leave Approval Letter Templates( Pdf+ Doc)

If your firm or organization has formal study leave guidelines, you are going to be required to file an application for permission from your superiors.

The letter will be intended to start the departure procedure, but it will additionally indicate how soon you anticipate heading out and how soon you anticipate coming back. 😄

In some situations, particularly with federal agencies, you may be compelled to execute an agreement stating your promise that you are going to return after a certain length of time; in addition, you will continue to work for the federal government for a predetermined amount of period. 

If you want to apply for academic leave, see the suggestions for how to draft a study leave application below. 💪

What to Write in a Study Leave Approval Letter

Drafting a study leave approval letter requires a lot of intricate details. The letter should adhere to the guidelines of the organization for it to get approved. You should be very particular about the details of the leave and leave no room for doubt or confusion.

Go through the below-mentioned points to understand the necessary things to mention in your study leave application letter. ⤵️

• Mention a time frame for your study leave and assure your head that you will be back on the mentioned date. ⏳
• If you are preparing for an exam that your head or boss might not be aware of, then mention a bit about the exam and why you are preparing for it. 🧑‍🎓
• If you are already registered for the exam and then applying for the study, leave, then attach yours admit card details along with the letter. 🪪
• Mention the date of the exam. 📅
• Explain how will the study leave benefit you and how cracking the examination can also help the firm you are working in. 📈
• If you are applying for a study program abroad, mention the country’s name and university. 🌏
• Positively mention the course for which you are applying the study leave. 📚
• While concluding your letter, mention your name and also your position in the firm. 📛

How to Write a Study Leave Approval Letter (Tips)

Here are a few pointers to keep in mind while writing a study leave approval letter. 👇

Be polite in your approach and mention how you feel privileged to work in this firm. Mention how this examination will help you to grow as an individual. 😄

Don’t keep it short

State the required facts and make sure to highlight the important facts. Mention all the details of the study program or the exam in detail. 🎯

Be confident

You have to convince your boss to grant you the leave, so make sure you sound confident. 😎

Maintain clarity

Always be clear about the details of the examination. Mention the important dates and the requirements of your leave clearly. There should be no room for doubts in the letter. 🔍

Attach important documents

To make your leave application letter much more convincing, attach the required documents for your records. It helps to build trust and maintain goodwill with the firm and your boss. 📄

Letter Template: 1

Study Leave Approval Letter

[Designation]

[Company name]

Subject: 

Respected Sir/Madam,

I am (mention your name) writing this letter to inform you that your study leaves application has been accepted by the company’s management [mention company name].

As per the company norms, you will get an official leave for (mention days), and in that duration, there will not be any pay cut from your salary. You will get the full payment as you used to get. 

Everyone knows how hardworking you are and how much effort you put into your work. You do everything well at the right time.

So, do your best in exams with your hard work and knowledge. But before you go, the tasks that have been assigned to you will be completed, and for future work make sure to complete all the necessary things which will be needed before leaving.

We hope you will rejoin our company after upgrading your skills. Once you back to the office, the company’s management will take up your promotion.

 We wish you all the very best for your bright future. If you have any doubt, please let me know. For further information, you can reach me anytime at (mention phone number) or through an email (mention email address). You can directly come to our office also.

All the best for your exams!

[Sender Name]

Download Template : ( pdf, docs, ODT, RTF, txt, HTML, Epub, Etc )

Letter Template: 2

[Name of the sender]

[Insert the Sender’s Designation]

[Name of the company]

 [Contact details and address of the sender]

[Insert the Date of sending the letter]

[Insert the Receiver’s Name]

[Designation of the receiver]

[Insert the Receiver’s Address]

[Contact details of the Receiver]

Sub: Letter of approval for study leave

Dear [Name of the recipient],

I am writing this letter on behalf of our company (mention the name of the company) to inform you that, your application for the study leave of (mention the time) years has been accepted by our higher authority of the company.

You can now move ahead to get your high education to enhance your skill and knowledge to a great extent.

You will be very happy to know that, the company will pay (mention the amount in percentage) of the total tuition fees of your study and you will have to bear just the remaining part of the cost of your education.

We hope that you will again join our company with your enhanced knowledge after completing your studies. Once you are back after completing your studies with great success, the higher authority of the company will think about the matters regarding your promotion. 

You are requested to send a letter of acceptance to our company. We wish for your successful future and the best experiences in your studies.

Hope you work with you again in the near future.

Thanking you.

With regards,

Letter Template: 3

I am writing this letter to make you aware of the good news that our company (mention the name and details of the company) has accepted your application for study leave for (mention the time period) years.

You will get (mention the amount) percent of your salary every month and some other wages to support the cost of your higher studies for those (mention the time) years according to the terms and conditions of our company.

We all know that you have been a very dedicated and hard-working employee of our company for the past () years. Hence, we wish you great success in your higher studies. We hope that you will join our company again in the future after completing your studies.

You are requested to complete all the pending things before leaving for your studies. After you join the company again, our management will seriously think about your promotion.

We wish you all the best and success in your future. You can contact us at any time in any kind of need.

All the best for your promising career.

Thank you very much.

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One year leave application for research work.

One Year Leave Application for Research Work Sample . This letter is for those people who are currently doing a job and they want to take one year leave for doing thesis or project work. You can change according to your requirement.

One Year Leave Application for Thesis Work

The Managing Director, Mi Casa Association. India

Subject:  Leave Application for Thesis Work

I have been working at your organization for the last 4 years as customer affairs officer and my past record shows how much punctual, hardworking and dedicate I am. I have also been awarded as the best and most hardworking employee of the year twice. I have made a huge contribution in the success of this company and I will be working for this company in the long term.

Currently, I have a thesis work for my postgraduate work and I request you to allow me leave for one year so that I can complete my thesis work. I will be continuing my job right after my thesis submission in my university. I have to go abroad for my thesis work and this is my compulsory project submission so it is very important for me to go and complete my thesis.

I assure you that there will be no late re-joining date for my job and I will continue the job with even more dedication and hard work and I will be covering all my work.

I will be highly grateful to you for this kindness and I will be waiting for your quick response so that I can start with my thesis work and I assure you that I will come back as soon as I am done with my thesis and I assure you that I will come back as soon as I am done with my thesis and will be continuing my job right away.

Thanking you,

Hari Singh. Mumbai India

One year Leave Application for Research Work

[Your Name] [Your Address] [City, State, ZIP Code] [Your Email Address] [Your Phone Number] [Date]

[Supervisor’s Name] [Institution/University Name] [Department/Division Name] [Institution Address] [City, State, ZIP Code]

Subject: Request for One-Year Leave of Absence for Research Work

Dear [Supervisor’s Name],

I hope this message finds you well. I am writing to formally request a one-year leave of absence from my position as [Your Current Position] in order to pursue an important research project.

The scope and scale of this research project require my full dedication and the ability to work without the constraints of my current work responsibilities. Therefore, I am seeking a one-year leave of absence, starting from [Start Date] and concluding on [End Date].

During my leave of absence, I am committed to:

• Conducting rigorous research in [Research Area].
• Publishing research findings in reputable journals.
• Collaborating with experts in the field.
• Representing [Institution/University Name] in academic conferences and seminars.

I will take every effort to ensure that my responsibilities are managed in my absence. I am prepared to provide guidance and support to my colleagues during the transition. Additionally, I will remain reachable via email and phone for any matters requiring my immediate attention.

I believe that the knowledge and experience I gain during this period will not only benefit my personal growth but also contribute positively to the reputation of [Institution/University Name].

If there are any formal procedures or documentation required to process this leave request, please inform me, and I will complete them promptly.

Thank you for considering my request. I am eager to embark on this research journey and return to [Institution/University Name] with valuable insights and contributions.

[Your Name]

Application for Leaving University Permanently

[Your Name] [Your Student ID Number] [Your Address] [Your Email Address] [Your Phone Number] [Date]

[University Name] [University Address] [City, State, ZIP Code]

Subject: Application for Leaving University Permanently

Dear University Registrar,

I hope this letter finds you well. I am writing to formally request to leave [University Name] permanently. After careful consideration and personal reflection, I have made the difficult decision to discontinue my studies and pursue a different path in my life.

I have had valuable experiences during my time at [University Name], and I appreciate the education and opportunities I have received here.

I would like to officially withdraw from all courses and programs at [University Name]. I understand that there may be administrative processes and formalities to complete for this request, and I am prepared to comply with all such requirements.

Please guide me on the necessary steps and paperwork required to formalize my departure from the university. I am available for any meetings or discussions if needed to facilitate a smooth transition.

Thank you for your understanding and assistance in this matter. I wish [University Name] continued success and hope that my decision will not impact the positive relationship I have had with the institution.

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Study leave

If you are going to study away from UCL to conduct research you must apply for study leave. The kind of application you make depends on how long you plan to be away.

This information is for postgraduate research students.

Study leave for research students

If you are conducting research away from UCL for more than 4 weeks you must make an application for study leave.

You must comply with UCL’s Guidance for Fieldwork .

Eligibility

To apply for study leave you must:

• be in regular attendance at UCL for a minimum of nine months full-time study (or the equivalent in part-time study) during your period of research
• not be away for more than two calendar years
• not be in the first 3 or final 3 months of your programme

You will be expected to keep in regular contact with your supervisor during your study leave.

You will be liable for fees at a reduced rate during the period of study leave.

Download a study leave application form

Related content

• Study abroad
• Interrupting your studies
• Doctoral School

Leave Application for Further Study

Application for study leave with pay. Study leave letter sample pdf. Request for study leave letter examplesStudy leave letter without pay. Study leave application for teachers. Study leave approval letter from employer. Sample leave application letter to boss. Application for study leave for phd.

Higher Education Commission, Pakistan has recently offered free three-month study program of France for the candidates fulfilling the criteria. For government, and private servants, it is pre-requisite to get approval from relevant department.  Sir, I fulfill the criteria of this study program. I believe it is a golden opportunity for me to translate my long cherished dream of studying abroad into reality.

Sir, I am committed to continue my services for the department after getting higher education in France. Therefore, I shall be very grateful to you for approving my leave application for the study program.

Thanking you in anticipation.

Yours faithfully,

Management Company, USA

Dear Sir/Madam,

I am working in this company as project manager for last one year. I would like to state that my father lives in Manchester, London. He has called me to London for further studies there. There are great universities in London which is offering one year MS degree in Management sciences. Due to which I need leave from my job for one year for further studies in London.

Kindly grant me leave for one year. Also let me know if you need any documentation for further processing.

Thank You for your time.

Alexandra Niles

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Study Leave

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1. Sender’s Information

• University/Organization Name
• City, State, Zip Code
• Phone Number

3. Recipient’s Information

4. salutation.

• Dear [Recipient’s Name],
• Purpose of Leave
• Duration of Leave
• Course/Program Details
• Supporting Information
• Thank You Note

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It Pays to Be Accomplished

Step 1: review your organization’s standards, step 2: be clear with your objectives, step 3: introduce the plan, step 4: close with a hopeful note, step 5: prepare for possible delays and setbacks.

• Full-time Study Leave : Employees take a break from work to study full-time, often for a semester or academic year.
• Part-time Study Leave : Allows employees to attend classes part-time while still fulfilling some work duties.
• Paid Study Leave : The employer continues to pay the employee’s salary during their study leave.
• Unpaid Study Leave : Employees take time off without pay to pursue their studies.
• Short-term Study Leave : Typically for short courses or workshops that last from a few days to a few weeks. You may also see  Maternity Leaves

• Eligibility Criteria : Employees must meet certain criteria, such as tenure and performance, to qualify for study leave.
• Leave Form Submission : Employees must submit a detailed Sick Leave Plan  specifying the duration and purpose of the leave.
• Approval Process : The leave must be approved by the relevant authorities within the organization.
• Return to Work : Employees must return to work immediately after the study leave ends, with no extensions unless approved.
• Financial Obligations : Any financial support provided by the employer may need to be repaid if the employee leaves the organization shortly after the leave. You may also see  Forced and Mandatory Leave
• Resource Management : Finding temporary replacements for employees on study leave can be difficult.
• Financial Impact : Paid study leaves can be a significant financial burden on the organization.
• Disruption of Workflow : The absence of key employees can disrupt normal business operations.
• Commitment Issues : Employees may not return to the organization after their study leave, leading to potential losses.
• Policy Enforcement : Ensuring that all employees adhere to the rules and regulations can be challenging for HR departments. You may also see  Unpaid Leaves
• Personal Reasons : Employees may need time off for personal matters that require their full attention.
• Medical Reasons : Sick leave email  are a common form of leave of absence for health-related issues.
• Educational Pursuits : Employees may take a leave of absence to pursue further education, such as Annual Leave Plan .
• Family Responsibilities : Time off may be needed to care for a family member or deal with family-related issues.
• Other Reasons : This can include any other valid reason agreed upon by the employer and employee. You may also see  Paternity Leave

• Personal Development : Employees can gain new skills and knowledge, contributing to their personal and professional growth.
• Career Advancement : Acquiring additional qualifications can lead to promotions and better job opportunities within the organization.
• Increased Productivity : Well-educated employees are more efficient and can bring innovative solutions to the workplace.
• Employee Satisfaction : Offering study leave can improve job satisfaction and employee morale, leading to higher retention rates.
• Competitive Advantage : Organizations benefit from having a more skilled workforce, enhancing their competitive position in the market. You may also see  Leave of Absence

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How to write application letter for study leave for GES + Sample

Applying for study leave can be a crucial step in advancing your career as an educator. Whether you’re looking to pursue a new degree, attend a professional development program, or conduct research, obtaining study leave from the Ghana Education Service (GES) is essential.

With the right approach and a persuasive letter, you can increase your chances of getting approval for your study leave and taking the next step in your educational journey.

Writing an effective application letter for study leave can be challenging. In this article, we will guide you through the process and provide you with a sample application letter to help you write a successful study leave application letter.

Requirements needed for GES Study Leave

• You must have served at least three years after completing the College of Education.
• Applicants who are serving the GES in deprived districts or schools are eligible.
• All qualified applicants must pursue an approved courses as determined by the director of GES.
• GES staff who are pursuing second or third-degree do not qualify for the study leave.
• Principle Superintendents who obtained their rank through a sandwich programme do not qualify
• GES staff who are 55 years and above do not qualify for the study leave

Documents needed for GES study leave

• Updated Personal Record Form with a passport picture.
• First appointment letter
• Confirmation letter
• Certificates (BECE, WASSCE & DBE)
• Birth Certificate

How to write an application letter for study leave for GES

1. addressing the letter.

Begin your application letter by addressing it to the appropriate authority within the GES. This could be the Director-General, Regional Directors, or your immediate supervisor, depending on the organization’s structure.

2. Introduce Yourself

In the first paragraph, introduce yourself and provide relevant details about your current role within the GES. Mention your department, position, and the number of years you have been serving in the organization.

3. State the Purpose

Clearly articulate the purpose of your study leave request. Specify the course or program you intend to pursue and explain how it aligns with your professional goals and the needs of the GES.

4. Justify the Need for Study Leave

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Highlight the significance and relevance of the course or program you plan to undertake. Explain how it will enhance your current job performance, equip you with new methodologies or strategies, and enable you to contribute more effectively to the GES.

5. Outline Study Plan

Provide a detailed study plan that outlines the duration of your study leave, including any specific dates or timelines. Mention the location of the program or institution you will be attending, along with any supporting documentation such as admission letters or registration forms.

6. Describe the Financial Implications

Acknowledge the financial implications of your study leave and demonstrate that you have considered the associated costs. Outline any financial arrangements you have made, such as scholarships, sponsorships, or personal funding.

7. Highlight Return on Investment

Convince the authorities of the long-term value and return on investment that your study leave will bring to the GES. Explain how the knowledge and skills you acquire will directly contribute to the growth and development of the organization.

8. Express Gratitude and Professionalism

Conclude by expressing your gratitude for considering your application and assure the authorities of your continued dedication to the GES.

Sample Letter for GES Study Leave

Your address

District address

Dear Madam,

NOTICE OF ADMISSION FOR FURTHER STUDIES

NAME: STAFF ID: REGD NO: RANK:

I am writing to apply for study leave in accordance with the study leave policy of the Ghana Education Service. I believe that pursuing further studies will significantly contribute to my professional growth as an educator and benefit the GES as an institution.

I am planning to enroll in a Master’s program in Educational Leadership and Administration at [ Name of Institution ].

This program is designed to equip educators with advanced leadership skills, educational management strategies, and policy implementation techniques. The duration of the program is two years, starting from [ Start Date ] to [ End Date ].

By undertaking this program, I aim to enhance my knowledge and skills in educational leadership, develop a deeper understanding of effective school management, and acquire the expertise required to lead and inspire a diverse student body.

I firmly believe that the insights gained from this program will enable me to make significant contributions to the GES’s vision of providing quality education to all Ghanaian students.

During my study leave, I understand the challenges that may arise in managing my responsibilities.

To address this concern, I am willing to collaborate with my fellow educators and devise a plan to ensure a smooth transition and continuity of the teaching and learning process.

I am open to providing guidance and support to my colleagues, even remotely, to maintain the high standards of education we strive for at the GES.

I have attached a copy of my admission letter. I count on your usual cooperation. Thank you.

Yours Faithfully,

Mobile Number

The Headteacher – Name of School

Writing an application letter for study leave is a crucial step in securing the opportunity to further your education and professional development as an educator. By following the guidelines provided in this article, you can increase your chances of success in obtaining study leave from the GES.

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Email: [email protected]

When it comes to tech, very few ladies are involved and this is something I would want to change. I am fascinated by the Internet of Things and blockchain technology. Currently, I am studying Civil Engineering at KNUST.

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Flawless Statement Of Purpose For PhD: Samples & Tips

As an aspiring PhD student, you’ve probably heard it time and time again – your statement of purpose (SOP) is one of the most important elements of your application. In just a few short pages, the admissions committee needs to understand your research interests, fit for the program, and long-term career goals. It’s no small feat to efficiently and powerfully convey all this within the character limit restrictions. That’s why we are here to walk you through everything you need to know to create the perfect SOP and bolster your chances of admissions success. In this post, we’ll unpack the anatomy of a compelling SOP, including essential components and structure. We’ll also share statement of purpose for PhD samples from both real and fictional but effective essays to give you a sense of the different styles and tones you can take.Finally, we’ll provide my top writing and editing tips to help you put your best foot forward and craft the type of polished, punchy statement that makes admissions officers eager to admit you into their program. Let’s dive in and get started on building your application’s most pivotal piece.

Understand the purpose

A statement of purpose for a PhD program is more than just a formal requirement for the application process; it is a critical component that helps the admission committee understand your academic journey, your research interests, and your fit into the program. The SOP serves a dual purpose- it demonstrates your ability to articulate complex ideas clearly and concisely, reflecting your communication skills, and it outlines your intellectual curiosity and dedication to your field of study. The committee uses the SOP to gauge whether your research interests align with those of the faculty, whether you have the potential to contribute significantly to the field, and whether you have the resilience and dedication to withstand the rigors of a PhD program. Essentially, the SOP is your opportunity to convince the committee that you are a compatible candidate for the program and that you have the ambition, curiosity, and academic prowess to succeed.

What your statement of purpose should not do

While your statement of purpose should provide a comprehensive picture of your academic journey, it should not merely rehash what can already be found on your resume or CV. The resume primarily lists your qualifications, the courses you’ve taken, the projects you’ve completed, and the positions you’ve held. Simply repeating these details in your statement does not add any value to your application and can be redundant.

As demonstrated in the statement of purpose for PhD samples below, the aim of the essay is to provide context, explain the motivations behind your academic and professional decisions, and to outline your future research goals and aspirations. Rehashing your resume wastes valuable space that could be used to highlight your research interests, demonstrate your analytical thinking, and elucidate your understanding of the academic field. Moreover, it reflects a lack of creativity and an inability to think critically, traits that are extremely important for a successful PhD candidate. Therefore, it’s crucial to ensure that your SOP goes beyond your resume, offering a deeper insight into your intellectual journey and your commitment to your chosen field of study.

Here is an illustration of how your statement of purpose can provide a comprehensive account of your academic journey without simply echoing your resume or CV:

“As an undergraduate, I was drawn to the complexities and intricacies of molecular biology, a fascination that was kindled during my sophomore year project on DNA replication. This wasn’t simply a course requirement for me, but a thrilling dive into the minuscule yet mighty world of cells and DNA. The project led me to identify my research interest and, subsequently, to choose an internship in a lab specializing in gene editing techniques. This experience allowed me to work with renowned professionals and gain hands-on experience, igniting a desire to contribute meaningfully to this field. My decision to apply for a PhD program in molecular biology stems from this inquisitiveness and the profound desire to delve deeper into the mysteries of genetic codes. If granted the opportunity, my aim is to focus on gene therapy research to combat genetic disorders, a pursuit that I believe can change countless lives. This is not merely an academic endeavor for me; it is my commitment to contribute to a field that holds immense potential for human health.”

Know your audience

Understanding your audience is central to crafting a compelling statement of purpose for a PhD program. When preparing your SOP, consider the specifics of the program and department you’re applying to — what are their research focus areas, what methodologies do they frequently employ, who are the key faculty members, and what are their contributions to the field? Incorporating these details into your SOP will demonstrate that you’ve done your homework and that you’re genuinely interested in the program.

It’s not about pandering to the department; rather, it’s about showing that you’ve taken the time to understand their objectives and that you see a genuine alignment between their work and your research interests. For instance, if the department is known for its focus on quantitative methods, you might want to highlight your experience with these methods and how you plan to utilize them in your research. Similarly, if a faculty member in the department is doing groundbreaking work in your area of interest, mentioning this work and how it aligns with your research goals could work in your favor.

Remember, the SOP is not just about selling your skills and achievements; it’s about weaving a narrative that shows a deep understanding of the program, a clear vision of your research journey, and a firm belief in your compatibility with the department’s goals and values. Among the statement of purpose for PhD samples provided in this blog post, the following one demonstrates how to do just that:

“As an aspiring PhD candidate, I am drawn to the University of XYZ’s Department of Neuroscience due to its renowned focus on neurodegenerative diseases. I have a particular interest in the methodologies that Dr. Jane Doe employs in her groundbreaking research on Parkinson’s disease. Having utilized quantitative methods extensively during my master’s thesis, I plan to further refine these skills to contribute to this field’s evolving discourse. I am particularly impressed by the department’s innovative approach to integrating molecular biology and computational modeling . This aligns closely with my own vision of utilizing a multi-disciplinary approach to understand the complexities of neurodegenerative disorders. My past research endeavors along with my desire to delve deeper into this particular field have equipped me with a unique perspective and a steadfast determination. I firmly believe that the application of my skills and the alignment of our research interests will significantly contribute to the department’s ongoing projects and overarching goals.”

Focus on your research experience

In your statement of purpose, the articulation of past experiences forms a pivotal part. It lays a foundational layer that demonstrates your abilities, commitment, and growth. Each experience that you narrate should be a reflection of your intellectual curiosity, research acumen, and dedication to your chosen field.

This does not mean that you just sequentially list your experiences. Instead, it is essential to focus on those that had a significant impact on your academic journey or shaped your research interests. Discuss your learnings, illustrate how challenges were addressed and remember to underline your contribution to each experience shared.

The idea is to paint a picture of your capabilities, showcasing not just your technical skills, but also your problem-solving ability, perseverance, and team spirit. When an admissions committee member reads your SOP, they should not only grasp your past experiences but also see your potential to effect meaningful change in the future.

As such, your SOP should be a blend of your present and future – a snapshot of who you have been, who you are, and who you aspire to become. Therefore, invest the time to reflect, compose, and meticulously proofread your SOP, as it serves as a powerful tool that can impress the admissions committee, setting you apart from other candidates.

“During my undergraduate studies, I had the opportunity to be a part of a research team working on nano-sensor technology. This experience ignited my passion for nanotechnology and sensor systems, as I found the potential of these technologies in addressing some of the pressing environmental issues remarkable. I contributed to this project by identifying a novel approach for enhancing the sensor’s sensitivity, which was an outcome of my methodical problem-solving approach and rigorous testing. This experience was not without its challenges, and it was during these trying times that my perseverance shone through. There were instances when our team hit roadblocks, but we resolved them collaboratively, highlighting my ability to work effectively in a team. The knowledge and skills that I gained from this experience have significantly influenced my academic path and future aspirations. Now, I aim to delve deeper into this domain in my graduate studies, with the ultimate goal of developing innovative solutions for environmental challenges. I believe that my dedication, combined with my problem-solving skills and team spirit, will enable me to contribute significantly to the ongoing projects at your esteemed institution.”

Highlight your research interests

As shown in the statement of purpose for PhD samples below, general statements about being interested in a broad field, such as ‘molecular biology’ or ‘international relations,’ will not make you stand out. Instead, delve into the intricate aspects of your area of interest, demonstrating your profound understanding and passion for the subject.

For instance, if your research interest lies in the domain of molecular biology, you might specify that you are particularly intrigued by the role of microRNAs in gene regulation and its implications for cancer treatment. If international relations is your field, you might express a keen interest in the interplay of economic sanctions and nuclear disarmament, using specific case studies such as North Korea or Iran.

Back your assertions with evidence of your knowledge and skills – refer to relevant research you’ve done, courses you’ve taken, or seminal literature you’ve read. Tying your research interests to current debates and pressing issues in the field will further underscore your commitment and preparedness for PhD-level work. You also need to mention potential research questions you wish to explore, thereby showcasing your ability to conceptualize and execute research.

Remember, your research interests are the cornerstone of your PhD journey, and the statement of purpose is an opportunity to demonstrate that these interests are informed, well-articulated, and aligned with the department’s expertise.

“My fascination with molecular biology is deeply rooted in the complex world of microRNAs and their potential in gene regulation. I am particularly captivated by the implications this has for cancer treatment, a connection I have explored in my undergraduate research examining the role of microRNA-155 in breast cancer progression. This research, coupled with my advanced coursework in cellular biology and genetics, has equipped me with a robust understanding of the molecular mechanisms driving disease. Furthermore, my keen interest extends to pressing debates in the field, as I am actively engaged in studying the potential of microRNAs as therapeutic targets. Looking forward, I wish to delve deeper into this area during my PhD, with an initial research question centered around understanding the differential expression patterns of microRNAs in various cancer types. I am confident that the department’s expertise in molecular biology, notably the groundbreaking work on microRNA-based therapies, aligns perfectly with my research interests, and I am excited about the possibility of contributing to this pioneering field.”

Emphasize your motivation

Your motivation is the driving force behind your aspiration to pursue a PhD, and it is crucial to articulate this effectively in your statement of purpose . It is not enough to merely state that you are passionate about your subject; you need to demonstrate your commitment and dedication through tangible examples and anecdotes.

For instance, you might talk about a seminal moment or experience that sparked your interest in the field – perhaps a particular course you took or a paper you read that opened up a new perspective. You might recount how you pursued this interest, undertaking independent reading, engaging in research projects, or seeking out mentors in your field. You might discuss how these experiences fueled your passion further, inciting an insatiable curiosity and a determination to contribute to the field.

Convey how your subject has influenced your worldview, shaped your career goals, and ingrained a sense of purpose and direction in your life. This passion should seep into every facet of your statement of purpose, presenting a compelling narrative that resonates with the admissions committee. Ultimately, your motivation should underscore your willingness to embrace the rigors of a PhD program, your readiness to delve deeper into your field, and your ambition to make a profound impact on it.

“My fascination with neurobiology was truly sparked when I took an introductory course in my sophomore year of undergraduate studies. The intricate workings of the human brain and how it influences behavior captivated me. I sought to dive deeper into this subject, undertaking independent reading beyond the scope of my coursework. I also volunteered for a research project under the guidance of a respected professor in the field. This hands-on experience introduced me to the thrill of discovery and the satisfaction of contributing to scientific knowledge. These experiences reinforced my passion for neurobiology, instilling an insatiable curiosity and a determination to delve deeper. Today, this subject has evolved from merely an academic interest to a defining aspect of my life, shaping my career aspirations and directing my purpose. My motivation to pursue a PhD stems from this profound desire to deepen my understanding, participate in groundbreaking research, and ultimately contribute significantly to our understanding of the human brain.”

Discuss your qualifications

Your qualifications form a significant part of your application and should be highlighted effectively in your statement of purpose. Start by discussing your academic background, emphasizing the relevance of your degrees, courses, and thesis projects to your proposed area of study.

For example, if you’re applying for a PhD in psychology, you might mention your bachelor’s and master’s degrees in the same field, the psychology courses you’ve mastered, and the dissertation you’ve completed on a related topic.

Next, delve into relevant work experiences, internships, or research projects you’ve partaken in, explaining the insights and skills you’ve gleaned from these opportunities. Be specific about your roles and responsibilities, the methodologies you’ve used, the challenges you’ve overcome, and the results you’ve achieved.

Remember, each aspect of your qualifications should align with your research interests and underscore your readiness for the PhD program.

Show how you can contribute

In the conclusion of your statement of purpose, it’s essential to clearly articulate how you can contribute to the PhD program and the broader academic community. This involves showing how your unique perspectives, experiences, skills, and aspirations can enrich the learning environment, push the boundaries of your field, and address pertinent societal issues.

For example, you might highlight how your innovative research methodology can fill existing gaps in knowledge, how your commitment to mentorship can foster a supportive academic culture, or how your interdisciplinary approach can facilitate collaborations and yield groundbreaking insights.

Be sure to also touch on your long-term career goals, such as becoming a professor, a policy-maker, or a consultant, and explain how these align with the objectives of the PhD program and the institution’s mission. This gives the admissions committee a clear vision of your future trajectory and reassures them of your determination and potential to succeed.

Remember, your conclusion is your final chance to leave a lasting impression, so ensure it’s compelling, coherent, and reflective of your passion, readiness, and potential to excel in the PhD program.

“To conclude, I am keen to join your esteemed PhD program as I see it as a platform where my experiences, skills, and aspirations can have a significant impact. With my in-depth background in environmental science and a passion for data analytics, I intend to explore innovative methodologies that address the pressing issue of climate change. This interdisciplinary approach, I believe, can fill gaps in current research and provide novel insights that could potentially lead to impactful solutions. I am equally committed to fostering a supportive academic culture through active mentorship in the X program, leveraging my experience as a TA during my master’s in Y activities. Looking ahead, my ultimate career goal is to work as a policy consultant, leveraging research to shape powerful environmental policies. I am confident that this aligns with the mission of your institution and the objectives of the PhD program. In summary, I am eager to contribute to the academic community and believe that with my passion, readiness, and potential, I will be a valuable addition to your program.”

Express clearly and concisely

As demonstrated in the statement of purpose for PhD samples above, writing an essay that is clear and concise necessitates a logical structure and a succinct, yet compelling language.

Use simple, direct language, focusing on precision and clarity. Be mindful of wordiness and redundancy, as these can dilute your message and confuse the reader. It’s crucial to use strong, active verbs and to avoid jargon, ensuring that your SOP is accessible and engaging. Breaking down complex ideas into simpler terms not only demonstrates your understanding of the subject but also makes your SOP easier to read.

Each paragraph should flow seamlessly into the next, maintaining a logical progression of ideas. Providing relevant examples and conveying them succinctly can further enhance the clarity and impact of your SOP. Moreover, a well-structured, concise SOP reflects your ability to communicate effectively, a skill integral to any academic pursuit. Whether you’re describing your research interests, academic achievements, or future plans, make every word count.

Remember, your goal is to convince the admissions committee that you are a promising candidate who will contribute positively to their program.

Show, don’t just tell

One of the most persuasive techniques in writing a compelling SOP is to employ a ‘show, don’t tell’ approach. This involves illustrating your claims with vivid examples and stories that demonstrate your qualifications and passion, rather than merely stating them.

For instance, instead of claiming that you have strong research skills, you might describe a complex project that you successfully managed, explaining the strategies you used and the challenges you overcame. You could bring your academic interests to life by detailing the precise moment when you realized your passion for your field of study, whether it was a fascinating lecture, a thought-provoking book, or a groundbreaking research paper.

You can also substantiate your career aspirations by recounting relevant experiences, such as internships, workshops, or leadership roles, that shaped your career goals and prepared you for the future. These narratives not only provide concrete evidence of your attributes but also make your SOP more engaging and memorable.

Be sure to use vibrant language to paint a clear picture and evoke emotions, making your experiences resonate with the reader. Incorporating a personal touch — your unique perspective, insights, or reflections — can give your SOP a distinct voice that stands apart from others.

Through compelling storytelling, you can transform your SOP into a captivating narrative that leaves a lasting impression on the admissions committee.

Warning: The purpose of statement of purpose for PhD samples

When it comes to crafting an impactful statement of purpose, samples can serve as invaluable tools. They offer a glimpse into the structure, content, and tone expected in a well-curated SOP. More than mere templates to be copied, statement of purpose for PhD samples should be viewed as guides for understanding how to articulate your academic and career aspirations effectively. They showcase successful attempts at conveying passion for a field, highlighting academic achievements, and outlining future goals within the constraints of a limited word count.

Despite the benefits of statement of purpose for PhD samples, it’s critical to remember that each SOP is unique and personal. Simply copying a sample would undermine the primary purpose of the SOP: to provide a distinct and authentic narrative of your journey and aspirations. The correct way to utilize these statement of purpose for PhD samples is by analyzing the writing strategies used, deriving inspiration, and then creating an original piece of work that reflects the applicant’s unique story. This approach ensures that the SOP not only meets the formal requirements set forth by the academic institution but also captures the individuality of the applicant, thus making a lasting impression on the admissions committee.

The high stakes of your statement of purpose

Your SOP is much more than a mere component of your application; it is a crucial determinant of your acceptance. This document breathes life into your application, rendering a vivid picture of your past, present, and future aspirations to the admissions committee. Its weight is such that a well-crafted SOP can elevate an otherwise average application, while a poorly constructed one can diminish the impact of an exceptional academic record.

Think of it as a double-edged sword, capable of either bolstering your chances of admission or, alternatively, significantly undermining them. The smallest of errors — be it a grammatical faux pas, a lack of coherence, or a failure to aptly convey your passion — can be detrimental, casting doubt on your abilities and commitment.

On the other hand, a compelling, polished SOP that succinctly encapsulates your journey, goals, and potential can resonate profoundly with the committee, positioning you as a desirable candidate. The stakes, then, are undeniably high. It’s a daunting task to undertake alone, and the margin for error is slim. Assessing your work objectively can be challenging, and subtle nuances may escape your notice. Seeking feedback in this critical endeavor may prove invaluable in ensuring your SOP is not just good, but exceptional.

Let’s recap. As demonstrated through our statement of purpose for your PhD samples, the SOP is one of the most important elements of the application process and needs to distinctly capture your research interests, fit for the program and future aspirations in its few pages. We have provided you with helpful information about components and structure, given real samples to emulate, and shared tips on writing and editing to ensure you submit a top-notch statement that will leave a favorable impression. Now that you know how to write an effective SOP for your PhD application confidently, what are you waiting for? Put your newfound knowledge into action and get started on creating an outstanding SOP that truly speaks for itself. And if you find yourself struggling or needing a bit of guidance along this journey, we offer statement of purpose services – whether it be helping you write your SOP from scratch or providing personalized feedback. Make sure to check them out!

With a Master’s from McGill University and a Ph.D. from New York University, Dr. Philippe Barr is the founder of The Admit Lab . As a tenure-track professor, Dr. Barr spent a decade teaching and serving on several graduate admission committees at UNC-Chapel Hill before turning to full-time consulting. With more than seven years of experience as a graduate school admissions consultant, Dr. Barr has stewarded the candidate journey across multiple master’s programs and helped hundreds of students get admitted to top-tier graduate programs all over the world .

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Cover Letter for PhD Application: Guide for Writing One & Example From a Real PhD Student

• Klara Cervenanska , 
• Updated March 27, 2023 9 min read

When applying for a PhD research position, you usually need to submit certain documents, including an academic CV and a cover letter for PhD application .

A PhD cover letter, also referred to as an academic cover letter, should be carefully crafted, well-formatted, and contain specific sections.

We'll show you how to do exactly that, along with a sample of an academic cover letter from a real person admitted to a PhD program at Lyon University in France.

And if you're not sure how to go about writing your PhD CV, check out this article: CV for PhD Application: How to Write One Like a True Scholar (+CV Example) .

Table of Contents

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What is an academic cover letter?

What to include in a cover letter for phd application, how to write a cover letter for phd application, how to format an academic cover letter, phd cover letter sample.

An academic cover letter is a document that PhD candidates submit alongside their academic CV when applying for a PhD. 

Essentially, it's a cover letter for a PhD application.

It's not exactly the same as your regular business cover letter. Nor is it the same as a personal statement or a motivation letter .

The purpose of a cover letter for PhD application is to explain to the reader, who's likely a researcher or a professor, what you can contribute to their institution and/or field.

Moreover, in a PhD application cover letter, you should explain why you're a good match for the research position on the program.

Differences between academic cover letter and business cover letter

Both these documents serve different purposes and people use them in different settings:

• Academic cover letter is used when applying for positions in academia — most often for a PhD. More emphasis should be on education, research background and scholarly accomplishments. Moreover, it should explain what your contribution to the institution or field could be. It should also point the reader to your academic CV.
• Regular (business) cover letter is normally used when applying for any kind of job . Hence, more emphasis should be on skills and past experience while being tailored to a specific job position. You should also explain why you're a good fit for the position at the given company. It should point the reader to your resume.

There are also other documents people often mistake for an academic cover letter. These include:

• Motivation letter is especially relevant for fresh graduates when applying to a university, a non-profit organization, or voluntary work. A motivation letter focuses more on your interests and motives for applying.
• Personal statement. Also used in an academic setting. It's always written by an applicant, often a prospective student, applying to college, university, or graduate school. You explain why you've chosen a particular course and why you'd be good at it. Other names include a statement of purpose or a letter of intent .

Like every cover letter, an academic one also needs to include specific elements and content sections. These are:

• Header. Here, provide your contact information, such as your name, address, phone number, and email in the header of the document.
• Formal salutation. In an official letter like this one, you should address the reader in a professional and formal way. If you know who'll be reading your cover letter, go with Dear Dr. [Surname] or Dear Professor [Surname] . If you don't, go with Dear Sir/Madam .
• The specific PhD program or position. Clearly state in your letter which research position you're applying for or the name of the PhD program. A cover letter is usually read before a CV, so you need to make sure everything is clear.
• Your motivation. Explain why you're interested in the specific PhD position — it's one of the key elements you should include.
• Your academic background. Now, we don't mean you should list in detail every single university course you ever took. Instead, focus on the most relevant course for the PhD and describe in detail what you learned, any projects you worked on, why it was interesting (and optionally, what knowledge gap you identified). In this way, you also show a certain level of understanding of the field.
• Your ambition. Briefly mention what your ambitions, intentions, and plans are regarding your contribution to the field when securing your PhD position. How is your research going to enrich the field? How will the institution benefit from it?
• Conclusion. Keep the conclusion short. Contrary to a regular cover letter ending , there's no place for reiterating everything here. Simply thank the reader for your consideration and prompt them to read your academic CV.
• Formal sign-off. Just pick from the usual: Sincerely, Respectfully, Regards... Then throw in your full name in the following line.

And that's all you need to include!

Now, let's take a look at how to write your cover letter step-by-step.

Applying for a PhD will be a lot less stressful if you follow these tips on how to write a cover letter for a research position:

Consider researching the background of the organization, department, ongoing research projects, and their past and current projects. All that before you start writing your cover letter. Knowing these things will help you tailor your letter to the specific PhD opening.

Before you actually start writing, try to sit down and take a moment to think first. Assess how your past experiences helped you prepare for the PhD position and scribble down those that are most relevant and significant for the specific program. These include any research experiences, research projects, courses, or internships.

In the first few sentences of your letter, you need to convey some basic information about yourself and what specific position you're applying for. The opening should also state firmly why you're a strong candidate for the position/program, by using a persuasive and convincing wording. Here's an example: "As an MChem Chemistry graduate with a narrow focus on the sustainable synthesis of biologically active molecules from the University of Dundee, I am excited to apply to a "Synthesis Of Small Molecule Inhibitors Using Enzymes" PhD programme at an institution with such a strong foundation and numerous research groups in this field."

This is the place where you may explore more extensively on the educational journey that brought you here. Set the foundation for demonstrating how your Master's degree and research experience seamlessly translate into the next phase — the PhD program. Emphasize how your thesis contributes to the field's body of knowledge. Mention any other publications that support your thesis. And, if you can, identify any knowledge gaps or topics that can be explored further.

This paragraph provides the opportunity to neatly tie in together everything the reader has learned about you so far. You can show how your previous experience, coupled with what you'll learn during the PhD program, will come together to produce something novel to enrich the field. First, identify the courses or topics within the PhD program that interest you the most and how they relate to you developing your research further. Second, introduce your future research aspirations and goals. Third, point out how this future work will enrich the field and what will the intellectual merit be.

When ending your PhD cover letter, briefly refer your reader to your academic CV and encourage them to examine all of the remaining projects, courses, publications, or references . Finally, thank the reader for their time and consideration and let them know you look forward to hearing from them. Sign off.

Put the letter in a drawer and don't think about it for a day or two. Then, when you read it again, you'll have a fresh pair of eyes to see the cover letter in a new light. Maybe you decide some things are redundant, or you think of something that's more relevant. Or you know, find a typo here and there.

Just like an academic cover letter needs to contain certain content components, the formatting should also align with the structural expectations for this type of document.

How long should a cover letter be? How to finish a cover letter? And what about the cover letter font and spacing?

Here's a recommended academic cover letter format:

• Length. While STEM PhD candidates should aim for half a page to one page, humanities candidates can do 1–2 pages.
• Font. Use one of the classics: Times New Roman, Calibri, or Arial. Just no Comic Sans, we beg you. Keep the size between 10–12 points. Also remember to keep the text clean — no underlining, no bolding, and no color. However, you can use italics if appropriate.
• Spacing. Cover letter spacing isn't complicated. Just single-space your text, make sure there's a space between each paragraph, and leave a space between the concluding paragraph and your formal sign-off.
• Margins. The only rule here is that the margins on your cover letter should match those on your CV.
• Consistence with your CV. Your academic cover letter should match your academic CV in all formatting aspects — including the cover letter font and spacing. For example, Kickresume lets you choose a matching template for your CV and your cover letter, so no need to worry about this.

If the institution provided any instructions for formatting your academic cover letter, don’t get creative and follow their guidelines.

Finally, to help you tie everything we talked about together, here's a cover letter sample from a real person admitted to a PhD program at Lyon University in France.

These things ensured Herrera's cover letter was successful:

• She clearly states her motivation in the opening. In the first two paragraphs, Herrera introduces herself and her motivation to apply for the given PhD program.
• She describes educational and research background thoroughly. The main body of the letter is dedicated to describing Herrera's educational background, research projects, internships, and skills acquired throughout the way.
• She presents research aspirations in the letter. Herrera writes: "I have a history of proven results and profound findings. Given opportunity, I’m confident in my abilities to earn similar ground-breaking results while being part of your team."

Even though this example lacks some of the key elements, such as mentioning the specific PhD program or identifying the topics within the PhD program that interest her the most, this PhD cover letter still managed to impress the University of Lyon.

Lyon University PhD Student Cover Letter Sample

Klara graduated from the University of St Andrews in Scotland. After having written resumes for many of her fellow students, she began writing full-time for Kickresume. Klara is our go-to person for all things related to student or 'no experience resumes'. At the same time, she has written some of the most popular resume advice articles on this blog. Her pieces were featured in multiple CNBC articles. When she's not writing, you'll probably find her chasing dogs or people-watching while sipping on a cup of coffee.

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How to Write a PhD Motivation Letter

• Applying to a PhD

A PhD motivation letter is a document that describes your personal motivation and competence for a particular research project. It is usually submitted together with your academic CV to provide admissions staff with more information about you as an individual, to help them decide whether or not you are the ideal candidate for a research project.

A motivation letter has many similarities to a cover letter and a personal statement, and institutions will not ask you to submit all of these. However, it is a unique document and you should treat it as such. In the context of supporting a PhD application, the difference is nuanced; all three documents outline your suitability for PhD study. However, compared to a cover letter and personal statement, a motivation letter places more emphasis on your motivation for wanting to pursue the particular PhD position you are applying for.

Academic cover letters are more common in UK universities, while motivation letters are more common abroad.

A motivation letter can play a key part in the application process . It allows the admission committee to review a group of PhD applicants with similar academic backgrounds and select the ideal candidate based on their motivations for applying.

For admission staff, academic qualifications alone are not enough to indicate whether a student will be successful in their doctorate. In this sense, a motivational letter will allow them to judge your passion for the field of study, commitment to research and suitability for the programme, all of which better enables them to evaluate your potential.

How Should I Structure My Motivation Letter?

A strong motivation letter for PhD applications will include:

• A concise introduction stating which programme you are applying for,
• Your academic background and professional work experience,
• Any key skills you possess and what makes you the ideal candidate,
• Your interest and motivation for applying,
• Concluding remarks and thanks.

This is a simplistic breakdown of what can be a very complicated document.

However, writing to the above structure will ensure you keep your letter of motivation concise and relevant to the position you are applying for. Remember, the aim of your letter is to show your enthusiasm and that you’re committed and well suited for the programme.

To help you write a motivation letter for a PhD application, we have outlined what to include in the start, main body, and closing sections.

How to Start a Motivation Letter

Introduction: Start with a brief introduction in which you clearly state your intention to apply for a particular programme. Think of this as describing what the document is to a stranger.

Education: State what you have studied and where. Your higher education will be your most important educational experience, so focus on this. Highlight any relevant modules you undertook as part of your studies that are relevant to the programme you are applying for. You should also mention how your studies have influenced your decision to pursue a PhD project, especially if it is in the same field you are currently applying to.

Work experience: Next summarise your professional work experience. Remember, you will likely be asked to submit your academic CV along with your motivation letter, so keep this section brief to avoid any unnecessary repetition. Include any other relevant experiences, such as teaching roles, non-academic experience, or charity work which demonstrates skills or shows your suitability for the research project and in becoming a PhD student.

Key skills: Outline your key skills. Remember the admissions committee is considering your suitability for the specific programme you are applying for, so mention skills relevant to the PhD course.

Motivation for applying: Show your enthusiasm and passion for the subject, and describe your long-term aspirations. Start with how you first became interested in the field, and how your interest has grown since. You should also mention anything else you have done which helps demonstrate your interest in your proposed research topic, for example:

• Have you attended any workshops or seminars?
• Do you have any research experience?
• Have you taught yourself any aspects of the subject?
• Have you read any literature within the research area?

Finally, describe what has convinced you to dedicate the next 3-4 years (assuming you are to study full time) of your life to research.

How to End a Motivation Letter

Concluding the motivation letter is where most people struggle. Typically, people can easily describe their academic background and why they want to study, but convincing the reader they are the best candidate for the PhD programme is often more challenging.

The concluding remarks of your motivation letter should highlight the impacts of your proposed research, in particular: the new contributions it will make to your field, the benefits it will have on society and how it fits in with your aspirations.

With this, conclude with your career goals. For example, do you want to pursue an academic career or become a researcher for a private organisation? Doing so will show you have put a lot of thought into your decision.

Remember, admissions into a PhD degree is very competitive, and supervisors invest a lot of time into mentoring their students. Therefore, supervisors naturally favour those who show the most dedication. Your conclusion should remind the reader that you are not only passionate about the research project, but that the university will benefit from having you.

Finally, thank the reader for considering your application.

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Motivation Letter Format

There are some basic rules to follow when writing a successful motivation letter. These will mimic the standard format for report writing that the supervisor will be familiar with:

• Use a sans serif font (e.g. Arial or Times New Roman),
• Use a standard font size (e.g. 12pt) and black font colour,
• Keep your writing professional throughout and avoid the use of informal language,
• Write in the first person,
• Address your motivation letter to a named person such as the project supervisor, however, this could also be the person in charge of research admissions,
• Structure your letter into paragraphs using the guidance above, such as introduction, academic history, motivation for research, and concluding remarks.

How Long Should a Motivation Letter Be?

A good rule of thumb for PhD motivation letters is to keep it to around one side of A4. A little longer than one page is acceptable, but two pages is generally considered too long. This equates to approximately 400-600 words.

Things to Avoid when Writing Your Motivational Letter

Your motivational letter will only be one of the several documents you’ll be asked to submit as part of your PhD application. You will almost certainly be asked to submit an Academic CV as well. Therefore, be careful not to duplicate any of the information.

It is acceptable to repeat the key points, such as what and where you have studied. However, while your CV should outline your academic background, your motivation letter should bring context to it by explaining why you have studied what you have, and where you hope to go with it. The simplest way to do this is to refer to the information in your CV and explain how it has led you to become interested in research.

Don’t try to include everything. A motivation letter should be short, so focus on the information most relevant to the programme and which best illustrates your passion for it. Remember, the academic committee will need to be critical in order to do their jobs effectively , so they will likely interpret an unnecessarily long letter as in indication that you have poor written skills and cannot communicate effectively.

You must be able to back up all of your statements with evidence, so don’t fabricate experiences or overstate your skills. This isn’t only unethical but is likely to be picked up by your proposed PhD supervisor or the admissions committee.

Whilst it is good to show you have an understanding of the field, don’t try to impress the reader with excessive use of technical terms or abbreviations.

PhD Motivation Letter Samples – A Word of Caution

There are many templates and samples of motivation letters for PhDs available online. A word of caution regarding these – although they can prove to be a great source of inspiration, you should refrain from using them as a template for your own motivation letter.

While there are no rules against them, supervisors will likely have seen a similar letter submitted to them in the past. This will not only prevent your application from standing out, but it will also reflect poorly on you by suggesting that you have put minimal effort into your application.

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