A good PhD proposal is one that gives an account of a real research problem and outlines a viable approach to it, detailing the relevant theoretical framework and methodology to be employed and providing an outline of the proposed structure and an indicative bibliography. In short, the PhD proposal should establish that the project you are presenting is both feasible and achievable. It is additionally important in the PhD proposal process to determine the aim of your research. The proposal is thus not entirely binding and the outlined approach or the directions of your findings can and should be adjusted as your research progresses.

Universities and institutions place importance on the PhD proposal for a number of reasons. It helps them assess whether your level of knowledge is appropriate for the proposed research, it allows them to determine how well thought out the proposed research project is and further aids the institution in allocating an appropriate supervisor for the project. Most universities require the proposal to be anywhere from 1,000 to 3,000 words in length and the format specified for the submission of a proposal differs from institution to institution. If the programme of your choice is funded by an organization, such as a foundation or research council, additional format and length specifications may apply. It is essential that you get in touch with the university of your choice beforehand to inquire about length and style of a PhD proposal for the individual programme.

The required components of a proposal are typically comprised of the following sections:

• An overview of the proposed research project. What is it you are planning to investigate and why have you chosen the proposed research?

• A (critical) outline of the existing literature in the proposed research field and what it covers. This section should demonstrate that you are aware of the key texts in your research area and establish the background against which you suggest to conduct your research. It is by identifying crucial literature that you can highlight any gaps in the field.

• A delineation of the methodology and line of enquiry you intend to pursue in your research. This section requires a brief synopsis of your investigation techniques through which you propose to arrive at your findings. This section is an important element in demonstrating that the project is well thought out and has the potential to be viable, whether the suggested methodologies are qualitative or quantitative or a mix of both.

• A summary of why your research will present a significant contribution to the field. It is helpful here to highlight the novel aspects of your approach or topic.

• An outline bibliography

The points above represent the core structural elements of a good PhD proposal. It is sometimes also required that an applicant submit a suggested timeline with the proposal, which can help the department assess how well the research project has been thought out at the initial proposal stage.

Before starting with the proposal writing, it is key to formulate a research question or topic that is clear, concise and achievable and upon which a solid case for the research project can be built. Whether the proposal is a one-page document or a 3,000-word outline, it is vital that it is well structured. Lengthy documents should commonly have subheadings for each section, all of which should connect in a logical manner. As with any other piece of academic writing, the proposal should be eloquent, interesting to read, clear, grammatically correct and without spelling mistakes.

The PhD proposal is either conceived by the student alone and then later adjusted by a prospective supervisor, or it is developed by the student in tandem with his or her supervising professor. Whether the former or the latter applies again depends not only on the country and institution, but also on the academic field within which the research topic falls. In the UK, for example, it is generally more likely that a student of the social sciences or humanities is required to demonstrate a greater level of independence in finding and formulating a research question than a student of mathematics or engineering. Prevailing interests in the department or faculty applied to often govern research topics in the hard sciences to a much greater extent than in other disciplines and assistance in shaping the precise topic may be available to prospective PhD applicants.

But whether the topic is formulated with relative independence or in line with departmental interest, it is crucial that you talk to the respective department of the university or universities of interest before starting your proposal. An informal chat with a key person in the department not only helps you identify whether an appropriate supervisor is available for your proposed project, but it will be invaluable in aligning your research project with the interests of a supervisor, thus providing a solid basis for a successful project. Getting in touch with the relevant person in the department is relatively easy – an increasing number of universities offer online directories of their research interests and the expertise of their academic members of staff. Many professors will be more than happy to talk to a prospective student, and if you have no concrete name, you can just email the department with a brief synopsis of your proposed topic and they will be able to direct your query to the relevant professor.

Lastly, if you get stuck in the proposal writing process, don’t hesitate to ask for help. Your former or current professors and other academics in the field will be able to point you in the right direction, or help you find sources for your field of future study. Make sure you give yourself sufficient time for the PhD proposal. In order to deliver a successful proposal, you will likely need to have a number of revisions and changes until you arrive at a convincing case. This process may well take two or three months, but admission to the programme of your choice will make it well worth the investment of time.