Research Proposal for PhD Scholarships: Structure, Template and Common Mistakes

A research proposal is the document that convinces a professor or a selection panel that you have a question worth studying and a workable way to answer it. PhD scholarships such as the Swiss Government Excellence Scholarships, the Hong Kong PhD Fellowship, CAS-ANSO and Commonwealth PhD awards all ask for one. This guide explains the structure, how to write each part, and gives a template you can copy.

What reviewers look for

• A clear question: one main problem, stated simply.
• Originality: what is new compared with existing work.
• A sound method: how you will collect and analyse data, and why that method fits.
• Feasibility: a plan that can be finished in the time and with the resources available.
• Fit: a clear link to the supervisor, group or institution.

Several scholarships name these points in their own criteria. The Swiss Government scholarship, for example, assesses the originality and methodological soundness of the project.

The structure of a research proposal

1. Title: specific and under about 15 words.
2. Summary: the whole project in 150 to 200 words.
3. Background and problem: what is known, what is missing and why it matters.
4. Research questions or objectives: one main question and two or three sub-questions.
5. Literature review: the key studies and the gap your project fills.
6. Methodology: design, data or materials, methods of analysis and any ethical issues.
7. Timeline: what you will do in each period.
8. Expected results and impact: what you hope to find and who will benefit.
9. References: the sources you cite, in one consistent style.

Length depends on the scholarship. Many ask for two to five pages. Follow the limit or template you are given.

Copy-paste research proposal template

Working with a supervisor

Where a scholarship requires a supervisor, share a one-page outline first and ask for comments before you write the full proposal. A supervisor may suggest a topic that fits their funded projects, which improves your chances. Our guide on how to email professors has a template for that first message.

Common mistakes to avoid

• A topic so broad that it could fill ten theses.
• A long background and a short method. It should be the other way round.
• No mention of how the data will be analysed.
• A timeline longer than the scholarship.
• Claims of originality with no reference to existing work.
• Copied text. Proposals are checked, and copied work ends an application.
• Missing or inconsistent references.

From a broad topic to a research question

Most first drafts fail because the topic is too wide. Narrow it in four steps.

1. Topic: water pollution.
2. Problem: arsenic in groundwater in southern Punjab.
3. Gap: studies exist for large cities, but not for rural hand pumps.
4. Question: how much arsenic do rural hand pumps in three tehsils deliver, and which low-cost filter reduces it most?

A good question is specific, can be answered with the time and tools of a PhD, and matters to someone other than you.

How to write the literature review part

• Use 10 to 20 recent, relevant sources. Quality matters more than number.
• Group them by idea, not one by one: what is known, what is debated and what is missing.
• End the section with one clear sentence that states the gap your project fills.
• Cite the work of your proposed supervisor only where it truly connects to your question.

Methods: the part reviewers read most carefully

State what data you need, how you will get it, and how you will analyse it. Then show that it is possible.

A timeline that reviewers believe

Year 1  Coursework if required; literature review; refine methods; pilot study
Year 2  Main data collection; first analysis; one conference presentation
Year 3  Complete analysis; write papers and thesis chapters
Final 6 months  Revise, submit and defend the thesis

Match the timeline to the length of the scholarship. If the funding lasts three years, do not present a five-year plan.

Expected results and impact

Do not promise specific findings. Say what kind of result you expect and who can use it: a dataset, a tested method, a policy recommendation or a prototype. Scholarships with development aims want to see how the work could help your home country. Commonwealth Scholarships, for example, consider the potential impact on the development of the candidate’s home country.

Before you send it to a supervisor

• Is the research question stated in one or two sentences on the first page?
• Does every section help to answer that question?
• Is the length within the limit of the scholarship or university?
• Are all sources cited in one style, with a reference list?
• Has someone outside your field read the summary and understood it?

Some scholarships also need written support from a supervisor. Commonwealth PhD Scholarships, for example, ask for a supporting statement from a proposed UK supervisor. Send your proposal early enough for the supervisor to read it and reply.

Resources and budget, if the form asks

Some universities and scholarships ask what your project needs. Keep this section short and realistic.

• Equipment and software: say what the host department already has, and what you would need access to.
• Fieldwork: where, for how long, and a rough cost for travel and data collection.
• Data: whether it is open, needs permission, or must be collected.
• Training: any course you need in the first year, such as statistics or a laboratory technique.

A project that needs expensive equipment the university does not have is unlikely to be funded. Check the department’s facilities page before you design your methods.

Frequently asked questions

How long should a research proposal be?

Follow the limit set by the university or scholarship. If none is given, 1,500 to 2,500 words is common for a first proposal, plus references.

Can I change my topic after I start?

Yes, proposals often develop in the first year with your supervisor. The proposal shows that you can design research. It is not a contract for every detail.

Do I need preliminary results?

No, but mention any pilot work or thesis results that support the idea.

Should I write it before contacting a professor?

Prepare a short outline first. Write the full version after you know the group’s interests.

Next steps

Use your proposal with our research CV template. Then see the guides for the Swiss Government Excellence Scholarships, the Hong Kong PhD Fellowship and the CAS-ANSO Scholarship.