phd grant proposal

Grant Proposals (or Give me the money!)

What this handout is about.

This handout will help you write and revise grant proposals for research funding in all academic disciplines (sciences, social sciences, humanities, and the arts). It’s targeted primarily to graduate students and faculty, although it will also be helpful to undergraduate students who are seeking funding for research (e.g. for a senior thesis).

The grant writing process

A grant proposal or application is a document or set of documents that is submitted to an organization with the explicit intent of securing funding for a research project. Grant writing varies widely across the disciplines, and research intended for epistemological purposes (philosophy or the arts) rests on very different assumptions than research intended for practical applications (medicine or social policy research). Nonetheless, this handout attempts to provide a general introduction to grant writing across the disciplines.

Before you begin writing your proposal, you need to know what kind of research you will be doing and why. You may have a topic or experiment in mind, but taking the time to define what your ultimate purpose is can be essential to convincing others to fund that project. Although some scholars in the humanities and arts may not have thought about their projects in terms of research design, hypotheses, research questions, or results, reviewers and funding agencies expect you to frame your project in these terms. You may also find that thinking about your project in these terms reveals new aspects of it to you.

Writing successful grant applications is a long process that begins with an idea. Although many people think of grant writing as a linear process (from idea to proposal to award), it is a circular process. Many people start by defining their research question or questions. What knowledge or information will be gained as a direct result of your project? Why is undertaking your research important in a broader sense? You will need to explicitly communicate this purpose to the committee reviewing your application. This is easier when you know what you plan to achieve before you begin the writing process.

Diagram 1 below provides an overview of the grant writing process and may help you plan your proposal development.

Applicants must write grant proposals, submit them, receive notice of acceptance or rejection, and then revise their proposals. Unsuccessful grant applicants must revise and resubmit their proposals during the next funding cycle. Successful grant applications and the resulting research lead to ideas for further research and new grant proposals.

Cultivating an ongoing, positive relationship with funding agencies may lead to additional grants down the road. Thus, make sure you file progress reports and final reports in a timely and professional manner. Although some successful grant applicants may fear that funding agencies will reject future proposals because they’ve already received “enough” funding, the truth is that money follows money. Individuals or projects awarded grants in the past are more competitive and thus more likely to receive funding in the future.

Some general tips

• Begin early.
• Apply early and often.
• Don’t forget to include a cover letter with your application.
• Answer all questions. (Pre-empt all unstated questions.)
• If rejected, revise your proposal and apply again.
• Give them what they want. Follow the application guidelines exactly.
• Be explicit and specific.
• Be realistic in designing the project.
• Make explicit the connections between your research questions and objectives, your objectives and methods, your methods and results, and your results and dissemination plan.
• Follow the application guidelines exactly. (We have repeated this tip because it is very, very important.)

Before you start writing

Identify your needs and focus.

First, identify your needs. Answering the following questions may help you:

• Are you undertaking preliminary or pilot research in order to develop a full-blown research agenda?
• Are you seeking funding for dissertation research? Pre-dissertation research? Postdoctoral research? Archival research? Experimental research? Fieldwork?
• Are you seeking a stipend so that you can write a dissertation or book? Polish a manuscript?
• Do you want a fellowship in residence at an institution that will offer some programmatic support or other resources to enhance your project?
• Do you want funding for a large research project that will last for several years and involve multiple staff members?

Next, think about the focus of your research/project. Answering the following questions may help you narrow it down:

• What is the topic? Why is this topic important?
• What are the research questions that you’re trying to answer? What relevance do your research questions have?
• What are your hypotheses?
• What are your research methods?
• Why is your research/project important? What is its significance?
• Do you plan on using quantitative methods? Qualitative methods? Both?
• Will you be undertaking experimental research? Clinical research?

Once you have identified your needs and focus, you can begin looking for prospective grants and funding agencies.

Finding prospective grants and funding agencies

Whether your proposal receives funding will rely in large part on whether your purpose and goals closely match the priorities of granting agencies. Locating possible grantors is a time consuming task, but in the long run it will yield the greatest benefits. Even if you have the most appealing research proposal in the world, if you don’t send it to the right institutions, then you’re unlikely to receive funding.

There are many sources of information about granting agencies and grant programs. Most universities and many schools within universities have Offices of Research, whose primary purpose is to support faculty and students in grant-seeking endeavors. These offices usually have libraries or resource centers to help people find prospective grants.

At UNC, the Research at Carolina office coordinates research support.

The Funding Information Portal offers a collection of databases and proposal development guidance.

The UNC School of Medicine and School of Public Health each have their own Office of Research.

Writing your proposal

The majority of grant programs recruit academic reviewers with knowledge of the disciplines and/or program areas of the grant. Thus, when writing your grant proposals, assume that you are addressing a colleague who is knowledgeable in the general area, but who does not necessarily know the details about your research questions.

Remember that most readers are lazy and will not respond well to a poorly organized, poorly written, or confusing proposal. Be sure to give readers what they want. Follow all the guidelines for the particular grant you are applying for. This may require you to reframe your project in a different light or language. Reframing your project to fit a specific grant’s requirements is a legitimate and necessary part of the process unless it will fundamentally change your project’s goals or outcomes.

Final decisions about which proposals are funded often come down to whether the proposal convinces the reviewer that the research project is well planned and feasible and whether the investigators are well qualified to execute it. Throughout the proposal, be as explicit as possible. Predict the questions that the reviewer may have and answer them. Przeworski and Salomon (1995) note that reviewers read with three questions in mind:

• What are we going to learn as a result of the proposed project that we do not know now? (goals, aims, and outcomes)
• Why is it worth knowing? (significance)
• How will we know that the conclusions are valid? (criteria for success) (2)

Be sure to answer these questions in your proposal. Keep in mind that reviewers may not read every word of your proposal. Your reviewer may only read the abstract, the sections on research design and methodology, the vitae, and the budget. Make these sections as clear and straightforward as possible.

The way you write your grant will tell the reviewers a lot about you (Reif-Lehrer 82). From reading your proposal, the reviewers will form an idea of who you are as a scholar, a researcher, and a person. They will decide whether you are creative, logical, analytical, up-to-date in the relevant literature of the field, and, most importantly, capable of executing the proposed project. Allow your discipline and its conventions to determine the general style of your writing, but allow your own voice and personality to come through. Be sure to clarify your project’s theoretical orientation.

Develop a general proposal and budget

Because most proposal writers seek funding from several different agencies or granting programs, it is a good idea to begin by developing a general grant proposal and budget. This general proposal is sometimes called a “white paper.” Your general proposal should explain your project to a general academic audience. Before you submit proposals to different grant programs, you will tailor a specific proposal to their guidelines and priorities.

Organizing your proposal

Although each funding agency will have its own (usually very specific) requirements, there are several elements of a proposal that are fairly standard, and they often come in the following order:

• Introduction (statement of the problem, purpose of research or goals, and significance of research)

Literature review

• Project narrative (methods, procedures, objectives, outcomes or deliverables, evaluation, and dissemination)
• Budget and budget justification

Format the proposal so that it is easy to read. Use headings to break the proposal up into sections. If it is long, include a table of contents with page numbers.

The title page usually includes a brief yet explicit title for the research project, the names of the principal investigator(s), the institutional affiliation of the applicants (the department and university), name and address of the granting agency, project dates, amount of funding requested, and signatures of university personnel authorizing the proposal (when necessary). Most funding agencies have specific requirements for the title page; make sure to follow them.

The abstract provides readers with their first impression of your project. To remind themselves of your proposal, readers may glance at your abstract when making their final recommendations, so it may also serve as their last impression of your project. The abstract should explain the key elements of your research project in the future tense. Most abstracts state: (1) the general purpose, (2) specific goals, (3) research design, (4) methods, and (5) significance (contribution and rationale). Be as explicit as possible in your abstract. Use statements such as, “The objective of this study is to …”

Introduction

The introduction should cover the key elements of your proposal, including a statement of the problem, the purpose of research, research goals or objectives, and significance of the research. The statement of problem should provide a background and rationale for the project and establish the need and relevance of the research. How is your project different from previous research on the same topic? Will you be using new methodologies or covering new theoretical territory? The research goals or objectives should identify the anticipated outcomes of the research and should match up to the needs identified in the statement of problem. List only the principle goal(s) or objective(s) of your research and save sub-objectives for the project narrative.

Many proposals require a literature review. Reviewers want to know whether you’ve done the necessary preliminary research to undertake your project. Literature reviews should be selective and critical, not exhaustive. Reviewers want to see your evaluation of pertinent works. For more information, see our handout on literature reviews .

Project narrative

The project narrative provides the meat of your proposal and may require several subsections. The project narrative should supply all the details of the project, including a detailed statement of problem, research objectives or goals, hypotheses, methods, procedures, outcomes or deliverables, and evaluation and dissemination of the research.

For the project narrative, pre-empt and/or answer all of the reviewers’ questions. Don’t leave them wondering about anything. For example, if you propose to conduct unstructured interviews with open-ended questions, be sure you’ve explained why this methodology is best suited to the specific research questions in your proposal. Or, if you’re using item response theory rather than classical test theory to verify the validity of your survey instrument, explain the advantages of this innovative methodology. Or, if you need to travel to Valdez, Alaska to access historical archives at the Valdez Museum, make it clear what documents you hope to find and why they are relevant to your historical novel on the ’98ers in the Alaskan Gold Rush.

Clearly and explicitly state the connections between your research objectives, research questions, hypotheses, methodologies, and outcomes. As the requirements for a strong project narrative vary widely by discipline, consult a discipline-specific guide to grant writing for some additional advice.

Explain staffing requirements in detail and make sure that staffing makes sense. Be very explicit about the skill sets of the personnel already in place (you will probably include their Curriculum Vitae as part of the proposal). Explain the necessary skill sets and functions of personnel you will recruit. To minimize expenses, phase out personnel who are not relevant to later phases of a project.

The budget spells out project costs and usually consists of a spreadsheet or table with the budget detailed as line items and a budget narrative (also known as a budget justification) that explains the various expenses. Even when proposal guidelines do not specifically mention a narrative, be sure to include a one or two page explanation of the budget. To see a sample budget, turn to Example #1 at the end of this handout.

Consider including an exhaustive budget for your project, even if it exceeds the normal grant size of a particular funding organization. Simply make it clear that you are seeking additional funding from other sources. This technique will make it easier for you to combine awards down the road should you have the good fortune of receiving multiple grants.

Make sure that all budget items meet the funding agency’s requirements. For example, all U.S. government agencies have strict requirements for airline travel. Be sure the cost of the airline travel in your budget meets their requirements. If a line item falls outside an agency’s requirements (e.g. some organizations will not cover equipment purchases or other capital expenses), explain in the budget justification that other grant sources will pay for the item.

Many universities require that indirect costs (overhead) be added to grants that they administer. Check with the appropriate offices to find out what the standard (or required) rates are for overhead. Pass a draft budget by the university officer in charge of grant administration for assistance with indirect costs and costs not directly associated with research (e.g. facilities use charges).

Furthermore, make sure you factor in the estimated taxes applicable for your case. Depending on the categories of expenses and your particular circumstances (whether you are a foreign national, for example), estimated tax rates may differ. You can consult respective departmental staff or university services, as well as professional tax assistants. For information on taxes on scholarships and fellowships, see https://cashier.unc.edu/student-tax-information/scholarships-fellowships/ .

Explain the timeframe for the research project in some detail. When will you begin and complete each step? It may be helpful to reviewers if you present a visual version of your timeline. For less complicated research, a table summarizing the timeline for the project will help reviewers understand and evaluate the planning and feasibility. See Example #2 at the end of this handout.

For multi-year research proposals with numerous procedures and a large staff, a time line diagram can help clarify the feasibility and planning of the study. See Example #3 at the end of this handout.

Revising your proposal

Strong grant proposals take a long time to develop. Start the process early and leave time to get feedback from several readers on different drafts. Seek out a variety of readers, both specialists in your research area and non-specialist colleagues. You may also want to request assistance from knowledgeable readers on specific areas of your proposal. For example, you may want to schedule a meeting with a statistician to help revise your methodology section. Don’t hesitate to seek out specialized assistance from the relevant research offices on your campus. At UNC, the Odum Institute provides a variety of services to graduate students and faculty in the social sciences.

In your revision and editing, ask your readers to give careful consideration to whether you’ve made explicit the connections between your research objectives and methodology. Here are some example questions:

• Have you presented a compelling case?
• Have you made your hypotheses explicit?
• Does your project seem feasible? Is it overly ambitious? Does it have other weaknesses?
• Have you stated the means that grantors can use to evaluate the success of your project after you’ve executed it?

If a granting agency lists particular criteria used for rating and evaluating proposals, be sure to share these with your own reviewers.

Example #1. Sample Budget

Jet travel $6,100 This estimate is based on the commercial high season rate for jet economy travel on Sabena Belgian Airlines. No U.S. carriers fly to Kigali, Rwanda. Sabena has student fare tickets available which will be significantly less expensive (approximately $2,000).

Maintenance allowance $22,788 Based on the Fulbright-Hays Maintenance Allowances published in the grant application guide.

Research assistant/translator $4,800 The research assistant/translator will be a native (and primary) speaker of Kinya-rwanda with at least a four-year university degree. They will accompany the primary investigator during life history interviews to provide assistance in comprehension. In addition, they will provide commentary, explanations, and observations to facilitate the primary investigator’s participant observation. During the first phase of the project in Kigali, the research assistant will work forty hours a week and occasional overtime as needed. During phases two and three in rural Rwanda, the assistant will stay with the investigator overnight in the field when necessary. The salary of $400 per month is based on the average pay rate for individuals with similar qualifications working for international NGO’s in Rwanda.

Transportation within country, phase one $1,200 The primary investigator and research assistant will need regular transportation within Kigali by bus and taxi. The average taxi fare in Kigali is $6-8 and bus fare is $.15. This figure is based on an average of $10 per day in transportation costs during the first project phase.

Transportation within country, phases two and three $12,000 Project personnel will also require regular transportation between rural field sites. If it is not possible to remain overnight, daily trips will be necessary. The average rental rate for a 4×4 vehicle in Rwanda is $130 per day. This estimate is based on an average of $50 per day in transportation costs for the second and third project phases. These costs could be reduced if an arrangement could be made with either a government ministry or international aid agency for transportation assistance.

Email $720 The rate for email service from RwandaTel (the only service provider in Rwanda) is $60 per month. Email access is vital for receiving news reports on Rwanda and the region as well as for staying in contact with dissertation committee members and advisors in the United States.

Audiocassette tapes $400 Audiocassette tapes will be necessary for recording life history interviews, musical performances, community events, story telling, and other pertinent data.

Photographic & slide film $100 Photographic and slide film will be necessary to document visual data such as landscape, environment, marriages, funerals, community events, etc.

Laptop computer $2,895 A laptop computer will be necessary for recording observations, thoughts, and analysis during research project. Price listed is a special offer to UNC students through the Carolina Computing Initiative.

NUD*IST 4.0 software $373.00 NUD*IST, “Nonnumerical, Unstructured Data, Indexing, Searching, and Theorizing,” is necessary for cataloging, indexing, and managing field notes both during and following the field research phase. The program will assist in cataloging themes that emerge during the life history interviews.

Administrative fee $100 Fee set by Fulbright-Hays for the sponsoring institution.

Example #2: Project Timeline in Table Format

Example #3: Project Timeline in Chart Format

Some closing advice

Some of us may feel ashamed or embarrassed about asking for money or promoting ourselves. Often, these feelings have more to do with our own insecurities than with problems in the tone or style of our writing. If you’re having trouble because of these types of hang-ups, the most important thing to keep in mind is that it never hurts to ask. If you never ask for the money, they’ll never give you the money. Besides, the worst thing they can do is say no.

UNC resources for proposal writing

Research at Carolina http://research.unc.edu

The Odum Institute for Research in the Social Sciences https://odum.unc.edu/

UNC Medical School Office of Research https://www.med.unc.edu/oor

UNC School of Public Health Office of Research http://www.sph.unc.edu/research/

Works consulted

We consulted these works while writing this handout. This is not a comprehensive list of resources on the handout’s topic, and we encourage you to do your own research to find additional publications. Please do not use this list as a model for the format of your own reference list, as it may not match the citation style you are using. For guidance on formatting citations, please see the UNC Libraries citation tutorial . We revise these tips periodically and welcome feedback.

Holloway, Brian R. 2003. Proposal Writing Across the Disciplines. Upper Saddle River, New Jersey: Prentice Hall.

Levine, S. Joseph. “Guide for Writing a Funding Proposal.” http://www.learnerassociates.net/proposal/ .

Locke, Lawrence F., Waneen Wyrick Spirduso, and Stephen J. Silverman. 2014. Proposals That Work . Thousand Oaks, CA: Sage.

Przeworski, Adam, and Frank Salomon. 2012. “Some Candid Suggestions on the Art of Writing Proposals.” Social Science Research Council. https://s3.amazonaws.com/ssrc-cdn2/art-of-writing-proposals-dsd-e-56b50ef814f12.pdf .

Reif-Lehrer, Liane. 1989. Writing a Successful Grant Application . Boston: Jones and Bartlett Publishers.

Wiggins, Beverly. 2002. “Funding and Proposal Writing for Social Science Faculty and Graduate Student Research.” Chapel Hill: Howard W. Odum Institute for Research in Social Science. 2 Feb. 2004. http://www2.irss.unc.edu/irss/shortcourses/wigginshandouts/granthandout.pdf.

You may reproduce it for non-commercial use if you use the entire handout and attribute the source: The Writing Center, University of North Carolina at Chapel Hill

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How to nail your PhD proposal and get accepted

Bethany Fagan Head of Content Marketing at PandaDoc

Reviewed by:

Olga Asheychik Senior Web Analytics Manager at PandaDoc

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A good PhD research proposal may be the deciding factor between acceptance and approval into your desired program or finding yourself back at the drawing board. Being accepted for a PhD placement is no easy task, and this is why your PhD proposal needs to truly stand out among a sea of submissions.

That’s why a PhD research proposal is important: It formally outlines the intended research, including methodology, timeline, feasibility, and many other factors that need to be taken into consideration.

Here is a closer look at the PhD proposal process and what it should look like.

→DOWNLOAD NOW: FREE PHD PROPOSAL TEMPLATE

Key takeaways

• A PhD proposal summarizes the research project you intend to conduct as part of your PhD program.
• These proposals are relatively short (1000-2000 words), and should include all basic information and project goals, including the methodologies/strategies you intend to use in order to accomplish them.
• Formats are varied. You may be able to create your own formats, but your college or university may have a required document structure that you should follow.

What is a PhD proposal?

In short, a PhD research proposal is a summary of the project you intend to undertake as part of your PhD program.

It should pose a specific question or idea, make a case for the research, and explain the predicted outcomes of that research.

However, while your PhD proposal may predict expected outcomes, it won’t fully answer your questions for the reader.

Your research into the topic will provide that answer.

Usually, a PhD proposal contains the following elements:

• A clear question that you intend to answer through copious amounts of study and research.
• Your plan to answer that question, including any methodologies, frameworks, and resources required to adequately find the answer.
• Why your question or project is significant to your specific field of study.
• How your proposal impacts, challenges, or improves the existing body of knowledge around a given topic.
• Why your work is important and why you should be the one to receive this opportunity.

In terms of length when writing a PhD proposal, there isn’t a universal answer.

Some institutions will require a short, concise proposal (1000 words), while others allow for a greater amount of flexibility in the length and format of the proposal.

Fortunately, most institutions will provide some guidelines regarding the format and length of your research proposal, so you should have a strong idea of your requirements before you begin.

Benefits of a strong PhD application

While the most obvious benefit of having a strong PhD application is being accepted to the PhD program , there are other reasons to build the strongest PhD application you can:

Better funding opportunities

Many PhD programs offer funding to students , which can be used to cover tuition fees and may provide a stipend for living expenses.

The stronger your PhD application, the better your chances of being offered funding opportunities that can alleviate financial burdens and allow you to focus on your research.

Enhanced academic credentials

A strong PhD application, particularly in hot-button areas of study, can lead to better career opportunities in academics or across a variety of industries.

Opportunities for networking and research

Research proposals that are very well grounded can provide footholds to networking opportunities and mentorships that would not be otherwise available.

However, creating an incredible proposal isn’t always easy.

In fact, it’s easy to get confused by the process since it requires a lot of procedural information.

Many institutions also place a heavy emphasis on using the correct proposal structure.

That doesn’t have to be the issue, though.

Often, pre-designed templates, like the PandaDoc research proposal templates or PhD proposal templates provided by the institution of your choice, can do most of the heavy lifting for you.

Research Proposal Template

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How to write a Phd proposal with a clear structure

We know that the prospect of writing a research proposal for PhD admission may appear the stuff of nightmares. Even more so if you are new to producing a piece such as this.

But, when you get down to the nitty gritty of what it is, it really isn’t so intimidating. When writing your PhD proposal you need to show that your PhD is worth it, achievable, and that you have the ability to do it at your chosen university.

With all of that in mind, let’s take a closer look at each section of a standard PhD research proposal and the overall structure.

1. Front matter

The first pages of your PhD proposal should outline the basic information about the project. That will include each of the following:

Project title

Typically placed on the first page, your title should be engaging enough to attract attention and clear enough that readers will understand what you’re trying to achieve.

Many proposals also include a secondary headline to further (concisely) clarify the main concept.

Contact information

Depending on the instructions provided by your institution, you may need to include your basic contact information with your proposal.

Some institutions may ask for blind submissions and ask that you omit identifying information, so check the program guidelines to be sure.

Research supervisor

If you already have a supervisor for the project, you’ll typically want to list that information.

Someone who is established in the field can add credibility to your proposal, particularly if your project requires extensive funding or has special considerations.

The guidelines from your PhD program should provide some guidance regarding any other auxiliary information that you should add to the front of your proposal.

Be sure to check all documentation to ensure that everything fits into the designated format.

2. Goals, summaries, and objectives

Once you’ve added the basic information to your document, you’ll need to get into the meat of your PhD proposal.

Depending on your institution, your research proposal may need to follow a rigid format or you may have the flexibility to add various sections and fully explain your concepts.

These sections will primarily be focused on providing high-level overviews surrounding your PhD proposal, including most of the following:

Overall aims, objectives, and goals

In these sections, you’ll need to state plainly what you aim to accomplish with your PhD research.

If awarded funding, what questions will your PHd proposal seek to answer? What theories will you test? What concepts will you explore in your research?

Briefly, how would you summarize your approach to this project?

Provide high-level summaries detailing how you mean to achieve your answers, what the predicted outcomes of your PhD research might be, and precisely what you intend to test or discover.

Significance

Why does your research matter? Unlike with many other forms of academic study (such as a master’s thesis ), doctorate-level research often pushes the bounds of specific fields or contributes to a given body of work in some unique way.

How will your proposed PhD research do those things?

Background details

Because PhD research is about pushing boundaries, adding background context regarding the current state of affairs in your given field can help readers better understand why you want to pursue this research and how you arrived at this specific point of interest.

While the information here may (or may not) be broken into multiple sections, the content here is largely designed to provide a high-level overview of your PhD proposal and entice readers to dig deeper into the methodologies and angles of approach in future sections.

Because so much of this section relies on the remainder of your document, it’s sometimes better to skip this portion of the PhD proposal until the later sections are complete and then circle back to it.

That way, you can provide concise summaries that refer to fully defined research methods that you’ve already explained in subsequent areas.

3. Methodologies and plans

Unlike a master’s thesis or a similar academic document, PhD research is designed to push the boundaries of its subject matter in some way.

The idea behind doctoral research is to expand the field with new insights and viewpoints that are the culmination of years of research and study, combined with a deep familiarity of the topic at hand.

The methodologies and work plans you provide will give advisors some insights into how you plan to conduct your research.

While there is no one right way to develop this section, you’ll need to include a few key details:

Research methods

Are there specific research methods you plan to use to conduct your PhD research?

Are you conducting experiments? Conducting qualitative research? Surveying specific individuals in a given environment?

Benefits and drawbacks of your approach

Regardless of your approach to your topic, there will be upsides and downsides to that methodology.

Explain what you feel are the primary benefits to your research method, where there are potential flaws, and how you plan to account for those shortfalls.

Choice of methodology

Why did you choose a given methodology?

What makes it the best method (or collection of methods) for your research and/or specific use case?

Outline of proposed work

What work is required for PhD research to be complete?

What steps will you need to take in order to capture the appropriate information? How will you complete those steps?

Schedule of work (including timelines/deadlines)

How long will it take you to complete each stage or step of your project?

If your PhDproject will take several years, you may need to provide specifics for more immediate timelines up front while future deadlines may be flexible or estimated.

There is some flexibility here.

It’s unlikely that your advisors will expect you to have the answer for every question regarding how you plan to approach your body of research.

When trying to push the boundaries of any given topic, it’s expected that some things may not go to plan.

However, you should do your best to make timelines and schedules of work that are consistent with your listed goals.

Remember : At the end of your work, you are expected to have a body of original research that is complete within the scope and limitations of the PhD proposal you set forth.

If your advisors feel that your subject matter is too broad, they may encourage you to narrow the scope to better fit into more standardized expectations.

4. Resources and citations

No PhD research proposal is complete without a full list of the resources required to carry out the project and references to help prove and validate the research.

Here’s a closer look at what you’ll need to submit in order to explain costs and prove the validity of your proposal:

Estimated costs and resources

Most doctoral programs offer some level of funding for these projects.

To take advantage of those funds, you’ll need to submit a budget of estimated costs so that assessors can better understand the financial requirements.

This might include equipment, expenses for fieldwork or travel, and more.

Citations and bibliographies

No matter your field of study, doctoral research is built on the data and observations provided by past contributors.

Because of this, you’ll need to provide citations and sources referenced in your PhD proposal documentation.

Particularly when it comes to finances and funding, it might be tempting to downplay the cost of the project.

However, it’s best to provide a realistic estimate in terms of costs so that you have enough of a budget to cover the PhD research.

Adjustments can be made at a later date, particularly as you conduct more research and dive further into the project.

Resources are often presented in the form of a table to make things easier to track and identify.

Using PhD proposal templates

Aside from any guidelines set forth by your institution, there are no particularly strict rules when it comes to the format of PhD proposals.

Your supervisor will be more than capable of guiding you through the process.

However, since everything is so structured and formal, you might want to use a PhD proposal template to help you get started.

Templates can help you stay on track and make sure your research proposal follows a certain logic.

A lot of proposal software solutions offer templates for different types of proposals, including PhD proposals.

But, should you use Phd proposal templates? Here are some pros and cons to help you make a decision.

• Expedites the proposal process.
• Helps you jumpstart the process with a flexible document structure.
• Often provides sections with pre-filled examples.
• Looks better than your average Word document.
• May be limiting if you adhere to it too much.
• Might not be perfectly suited to your specific field of research, requiring some customization.

In our PhD research proposal template , we give you just enough direction to help you follow through but we don’t limit your creativity to a point that you can’t express yourself and all the nuances of your research.

For almost all sections, you get a few useful PhD research proposal examples to point you in the right direction.

The template provides you with a typical PhD proposal structure that’s perfect for almost all disciplines.

It can come in quite handy when you have everything planned out in your head but you’re just having trouble putting it onto the page!

Writing a PhD proposal that convinces

Writing and completing a PhD proposal might be confusing at first.

You need to follow a certain logic and share all the required information without going too long or sharing too much about the project.

And, while your supervisor will certainly be there to guide you, the brunt of the work will still fall on your shoulders.

That’s why you need to stay informed, do your research, and don’t give up until you feel comfortable with what you’ve created.

If you want to get a head start, you might want to consider our research proposal template .

It will offer you a structure to follow when writing a PhD proposal and give you an idea on what to write in each section.

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Research proposals for PhD admission: tips and advice

One of the most important tips for any piece of writing is to know your audience. The staff reviewing your PhD proposal are going through a pile of them, so you need to make sure yours stands within a few seconds of opening it.

The way to do this is by demonstrating value and impact. Academic work is often written for a niche community of researchers in one field, so you need to demonstrate why your work would be valuable to people in that area.

The people reviewing your proposal will likely be in that field. So your proposal should be a little like a sales pitch: you need to write something engaging that identifies with the “customer”, speaks to a problem they’re having, and shows them a solution.

Taking some inspiration from the former University of Chicago professor Larry McEnerney , here are some ideas to keep in mind…

• It’s common for undergraduates and even seasoned academics to write in a specific format or style to demonstrate their understanding and signal that they’re part of the academic community. Instead, you want to write in such a way that actually engages the reader.
• Identify an uncharted or underexplored knowledge gap in your field, and show the reader you have what it takes to fill in that gap.
• Challenge the status quo. Set up an idea that people in your field take for granted — maybe a famous study you think is flawed — and outline how your project could knock it down.
• This is why it’s important to understand who your audience is. You have to write your proposal in such a way that it’s valuable for reviewers. But within your proposal, you should also clearly define which community of researchers your project is for, what problems they have, and how your project is going to solve those problems.
• Every community of researchers has their own implicit “codes” and “keywords” that signal understanding. These will be very different in each field and could be very subtle. But just by reading successful PhD research proposal examples in your field, you can get a sense of what those are and decide how you want to employ them in your own work.
• In this model authors start “at the bottom of the glass” with a very narrow introduction to the idea of the paper, then “fill the glass” with a broader and broader version of the same idea.
• Instead, follow a “problem-solution” framework. Introduce a problem that’s relevant to your intended reader, then offer a solution. Since “solutions” often raise their own new problems or questions, you can rinse and repeat this framework all the way through any section of your proposal.

But how can you apply that advice? If you’re following something like our research proposal template , here are some actionable ways to get started.

• Your title should be eye-catching , and signal value by speaking to either a gap in the field or challenging the status quo.
• Your abstract should speak to a problem in the field, one the reviewers will care about, and clearly outline how you’d like to solve it.
• When you list the objectives of your proposal , each one should repeat this problem-solution framework. You should concretely state what you want to achieve, and what you’re going to do to achieve it.
• While you survey your chosen field in the literature review, you should refer back to the knowledge gap or status quo that you intend to work on. This reinforces how important your proposed project is, and how valuable it would be to the community if your project was successful.
• While listing your research limitations , try to hint at new territory researchers might be able to explore off the back of your work. This illustrates that you’re proposing boundary-pushing work that will really advance knowledge of the field.
• While you’re outlining your funding requirements , be clear about why each line item is necessary and bring it back to the value of your proposed research. Every cent counts!

Frequently asked questions

How long should a phd proposal be.

There really isn’t a specific rule when it comes to the length of a PhD proposal. However, it’s generally accepted that it should be between 1,000 and 2,000 words.

It’s difficult to elaborate on such a serious project in less than 1,000 words but going over 2,000 is often overkill. You’ll lose people’s attention and water down your points.

What’s the difference between a dissertation proposal and a PhD proposal?

There seems to be some confusion over the terms “dissertation” and “PhD” and how you write proposals for each one. However, “dissertation” is just another name for your PhD research so the proposal for a dissertation would be the same since it’s quite literally the same thing.

Does a PhD proposal include budgeting?

Yes, as mentioned, you need to demonstrate the feasibility of your project within the given time frame and with the resources you need, including budgets. You don’t need to be exact, but you need to have accurate estimates for everything.

How is a PhD proposal evaluated?

This will change from one institution to another but these things will generally have a big impact on the reviewers:

• The contribution of the project to the field.
• Design and feasibility of the project.
• The validity of the methodology and objectives.
• The supervisor and their role in the field.

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Originally published June 9, 2023, updated February 6, 2024

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The Professor Is In

Guidance for all things PhD: Graduate School, Job Market and Careers

Dr. Karen’s Foolproof Grant Template

By Karen Kelsky | July 5, 2011

NOTE: An expanded and updated version of this post can now be found in Chapter  51 of my new book, The Professor Is In: The Essential Guide to Turning Your Ph.D. Into a Job. I am keeping a shortened version here, but for the complete discussion including the visual model of the Foolproof Grant Template, please do purchase the book, which compiles all my major job market posts along with 50% entirely new material.

Unveiled here:   Karen’s Famous and Foolproof Research Proposal Template.

This Research Proposal Template has won hundreds upon hundreds of thousands of dollars in grant money for multiple graduate students and scholars in the social sciences and humanities over the past 15 years.

You may share, but please credit Dr. Karen Kelsky of The Professor Is In, http://theprofessorisin.com).

Let’s walk through this step by step.

The first step is to identify what large general topic of wide interest that your specific project relates to.  These are topics that anyone, including your grandmother or someone sitting next to you on a plane, would say, “oh, yes, that’s an important topic.”  Obvious Examples include:  immigration, sustainable energy, changes in the family, curing cancer, new social technologies, environmental degradation, global warming, etc. Until you can identify a really broadly interesting theme that your project relates to, you will never be successful in applying for grants.

If you work on arcane topics or in a small field (ie, medieval French literature), don’t despair. You don’t have to relate to current events or go all presentist.  You just need to find the way in to your topic that starts at its widest possible relevance or interest, as appropriate for your field.  Don’t start at your topical micro-niche, even when you know you’re writing for others in or near that niche.  You always must show a wider import/context to your topic.

This is because your application must *excite* the readers, and the readers are likely from a range of different disciplines.  They will not all be interested in your discipline’s narrow debates.  They want to know that your work and your intellectual and scholarly vision are wide, and broad, and encompassing.

Once you have established your wide, much debated, topic, you then identify two bodies of literature relevant to your own training that dealt with this topic.

If you are an anthropologist, and your research is on Haitian communities in New York City, for example, you will start by pointing to the wide debates on immigration in America.  Then you will write, “scholars in many fields have addressed these important questions.  Within cultural anthropology, scholars such as xxx, xxx, and xxx have all explored the role of cultural beliefs in shaping immigrant communities.  Within Caribbean Studies, meanwhile, scholars such as xxx, xxx, and xxx have focused on the specific demographic and economic trends which have fueled outward migration.”

***********************************************************

This brief survey will be no more than 3 sentences long. And indeed all of the above must be done in two paragraphs and no more.   Because it is only the Introduction to the “Kicker” Sentence, the axis on which your entire appeal for funding rests. And the Kicker Sentence must be on the first page.

The Kicker is your “HOWEVER” sentence .   The “however” sentence is the crux and the anchor of your entire proposal.

It reads like this:

“However, none of these works have addressed the central question of XXXXXXXX.”

XXXXXXX in this case is YOUR view of what is most essential to an accurate understanding of the big topic, but which  has never to date been studied by anyone else.

This brings you to the  GAP IN KNOWLEDGE :  “Despite much excellent work on themes such as XXX and XXX, scholars examining the transformations in immigration in America have not yet fully explored the importance of XXXX in creating and sustaining these communities.”

Now for the  URGENCY :

[… Please refer to Chapter 51 of my book!]

Now for the HERO NARRATIVE .

The rest of the essay then provides  substantiating evidence .  In other words, concrete evidence that the project is doable, by you, according to reasonable and well thought out disciplinary methods and timeline.

SPECIFICS :  [… .]

LITERATURE REVIEW :  […]

METHODOLOGY :  […]

TIMELINE :  […]

BUDGET :  […]

All of this substantiating evidence is meant to prove, beyond a shadow of a doubt, that you will CORRECTLY UTILIZE the grant money once you receive it.

Finally, you cannot finish without a   STRONG CONCLUSION .  Even one sentence suffices, but do NOT neglect to include it.  It may read like this: […]

Do all of this, my friends, and you will walk away with generous, abundant funding for your every project.  You will have the leisure to do the best work, and the best work will in turn legitimize you for the next major grant for which you apply.  You will be on the “ GRANT GRAVY TRAIN “, and that is the key to the most successful academic careers.

Similar Posts:

• Why Are There No Elephants? A Common Grant-Writing Error
• Two Pet Peeves From the World of Grants
• The Big Issue In Your Grant Proposal
• The Foolproof Grant Template–Where Did It Come From?
• The European Project-Based Postdoc

Reader Interactions

July 25, 2011 at 7:54 am

Dear Karen,

Do you have a “foolproof” book proposal template? Or any advice re: the process of revising the dissertation into the book?

Thanks, Maria

July 25, 2011 at 1:39 pm

Maria, thanks for reading. I don’t have one written up on a one-page schematic!! But I can definitely write a blog post about that this week because it’s a HUGE topic and one that is so critical to people on the humanities and social science side of academic careers. Let me ask, what’s your field and topic? I’ll keep that in mind as I write it.

February 10, 2019 at 10:40 am

I am still waiting for it in 2019

May 7, 2024 at 6:03 am

Still waiting

May 20, 2024 at 4:24 am

I wrote this years back: https://theprofessorisin.com/2015/07/02/how-to-write-a-book-proposal/

July 25, 2011 at 8:51 pm

I work in literature, in particular 19c British.

September 23, 2011 at 4:42 pm

Where do I start? I don’t know the first thing about grants but would like to help my physics professor get one. Thanks!

April 5, 2012 at 7:18 pm

That’s not how I got my Guggenheim…..but hey, whatever works.

April 13, 2012 at 4:13 pm

There is no “Janet Gold” listed on the Guggenheim roster of fellows, nor is there one listed on your website’s bio, so I am confused by your remark.

May 15, 2012 at 9:25 pm

That’s because I don’t write comments on this site under my real name. I write more freely when I’m anonymous. There are lots of Janet Golds, many of them with web sites, but I’m not one of them. I truly received a Guggenheim, and it made a wonderful difference in my life. I’m grateful for it and have “given back” to the Foundation. A few years back I had coffee with the then-director, Ed Hirsch, at an east side club whose name I’ve forgotten. I don’t suppose any of this ‘proves’ that I received a Guggenheim, but you’ll have to take my word for it that I did. I thank the Foundation in the book published as a result of its support.

May 15, 2012 at 9:34 pm

PS I think it might have been the Lotos Club where we had our coffee…

May 16, 2012 at 10:38 am

I believe that any senior scholar who does not comment under their own name is a coward.

May 16, 2012 at 2:12 pm

Tch tch, name-calling! Au contraire: this way I have complete freedom.

May 16, 2012 at 4:37 pm

To be an asshole.

May 16, 2012 at 4:38 pm

Oh and btw, ‘Janet Gold’ will be marked as spam from today.

May 16, 2013 at 9:01 am

Are you serious? Karen, I am surprised by this thread. Just because someone got a grant without following your framework, doesn’t make them an asshole. Neither does their commenting without using their own name — this is standard on online forums. On the contrary, you are the one that looks unprofessional.

October 16, 2014 at 3:17 pm

So true, Dr. Karen! Lol. Just reading for the grant season but I can’t let a good article go without reading comments. I find it more than odd that Mr./Ms. Troll would refuse to

October 23, 2022 at 5:30 pm

Nasty Person. We don’t care how YOU “got your Guggenheim”, Gover is giving out information that is helpful to others. Use it or don’t. (I realize this is a dead-ass thread, don’t care…still the same)

June 11, 2012 at 1:28 pm

Thank you for this! I have been very successful in getting small grants for field research with a very similar organizational scheme, and it’s wonderful to have it spelled out so clearly. I’m going to post this in our grad lab so that all of us will hopefully get the funding we need.

June 12, 2012 at 11:13 pm

I love you. That is all.

July 3, 2012 at 2:25 pm

Hello Karen,

I highly appreciate your help in grant writing. I am noticing that this formula – broad scope, problem, hero narrative – is actually something that we also use in biology – and is probably used everywhere to market science. I want to point you and others (who might be interested) to the guideline on constructing a paper abstract suitable for Nature. It follows a very similar structure. http://www.cbs.umn.edu/sites/default/files/public/downloads/Annotated_Nature_abstract.pdf

For me as a fresh PhD those things are very interesting! I will use your formula for my next grant proposal!

July 11, 2012 at 8:10 am

As I graduate student, I have been starring at the same blank Microsoft Word document for days trying to remake a not winning proposal into something more successful. I read this and it is suddenly totally clear why I didn’t win before and how I should reshape to proposal. Thank you so much much for your posts!

July 22, 2012 at 3:38 am

You’re very welcome!

September 1, 2012 at 12:40 pm

Thank you for this website! I have had a winding road in academia because there are so many unspoken rules that are not written anywhere. I had to find out the hard way a few times, but now I have a process for finding the information I need in order to succeed. Anyway, I appreciate you making visible the very things that remain invisible in academia.

September 24, 2012 at 12:14 am

Thank you for your very clear description and advice on writing proposals. Like Juan B, I have been staring at my so not winning proposal for days and just despairing until I read your post. Your crystallization of the idea of grant proposal as “Hero narrative” clicked with me and now I actually ‘get’ the purpose of writing one! Thank you!

October 1, 2012 at 9:45 am

I followed this template for my proposal, and showed my Ph.D. supervisor a draft of it. He laughed and said it looked like I followed some model on the Internet – that it was a dime-a-dozen. I wonder if you have been too successful Karen, in spreading good practice 😉

October 1, 2012 at 12:16 pm

there will inevitably be backlash from those profs who want to preserve the aura of mystique and inaccessibility around academic pursuits. They are the ones who call my kind of professionalization advice “gaming the system.” But the fact is, any proposal that articulates a project clearly and concisely and answers all necessary questions is a winning proposal, and that’s what the template accomplishes with a minimum of fuss and bother.

October 31, 2012 at 8:56 pm

The grant template is a Thing of Beauty and if it has helped me obtain funding as a new TT asst. prof., think what it can do for those at earlier stages of grant-writing. There are, in fact, hoops to jump through and ‘games’ to play if you want to get a job in this harrowing, take-no-prisoners market and the advice on this blog is smart, savvy and quite literally on the money. Thank you, Dr. Karen!

November 9, 2012 at 10:14 am

Karen, thanks for providing this clear and persuasive grant model. You mention some of the broad issues that one’s research might impact: “immigration, sustainable energy, changes in the family, curing cancer, new social technologies, environmental degradation, global warming, etc.” but for much of the research in fields like mine, art history, the link to these pressing societal issues is not as direct as it might be in the social sciences or sciences. Perhaps you have some examples where you helped clients broaden the scope of the appeal of their humanities field-specific research? If you can find the time, please provide some examples of how to make humanities grant applications more relevant to broader, contemporary issues. Thanks again!

November 10, 2012 at 7:15 pm

I always tell clients (partic. in the Grant-writing Webinar) that many of us work on fairly obscure, narrow topics, and that’s ok! You don’t have to relate your work on 14th Century Aquitanian courtly poetry to global warming to make it relevant! Just make sure that you start at the most pressing and wide current question animating the field of medieval French lit, or maybe courtly poetry, so that people get intrigued by the qustion first, and then read on to your specific topic.

February 9, 2013 at 9:57 am

Thanks for a great template. If a grant application asks for a relatively brief (c. 1000 words) statement, would you suggest cutting any of these sections, and if so, which ones? Or would you advise keeping all sections and reducing the length of each?

Thanks for your help!

February 9, 2013 at 2:02 pm

Just to clarify: the grant committee asks for a separate budget and itinerary. If that’s the case, can you strike them from the statement itself?

March 2, 2013 at 7:03 am

What advice do you suggest for medievalists when spinning a “General Topic of Wide Interest.” How does one compete for grants that are also accessible to modernists who can much more easily tap into contemporary issues?

March 2, 2013 at 11:36 am

This is always a challenge in fields like yours, but just aim for something of broad scholarly thematic interest, rather than the narrow topical focus, if that makes sense. ie, a theme that is shared across temporal periods, if possible.

March 5, 2013 at 8:52 am

Thank goodness for this!!! I am a novice at writing proposals. I have no letters behind my name and want to ask for funding for a women’s help and support center. I had NO IDEA where to even start when I found this template. For someone like me and my merry band of neighborhood do gooders, do you have any more advice?? Again thank you for this template.

March 30, 2013 at 9:55 pm

I owe you a huge big “thank you” for this grant template, so commenting here to pay my dues. I followed your advice to refine my grant essay, and won a Mellon grant this year, besides a baby grant ($1000) last year 🙂 The Mellon will make life sweet indeed, since it is a total game changer. They notified me two days ago, and I am still over the moon.

Overall, I applied to 4 grants over the last year–2 Mellons (big ones), another big one, and a baby one. Won 1 Mellon and 1 baby. That’s a 50% success rate, but yep, happy enough.

Also, I used feedback from wherever I could get it. Some of the grants where I was unsuccessful applying sent along very helpful reviewer comments that helped me refine my proposal further when applying to the next ones. My university had a grants review opportunity set up. Of course I showed my advisor and some committee members. And I used the grant template here, hero narrative and all, throughout.

I’m commenting anonymously since I’m just a lowly graduate student. But just wanted to say that I’ve found many of your blog posts super helpful in cultivating a sense of what is needed in our career trajectories in general (long term as well as short term). Also, apart from this template, your CV writing post is tres helpful.

Thank you once again!

April 8, 2013 at 2:17 pm

Excellent synopsis. I have been accepted into a PhD program for fall 2013. I am so excited to pursue my PhD and glad to have found you on FB. This template also comes in very handy for me as director of sponsored research and programs at another university where I work. I will certainly give credit where credit is due when I share this with them.

Thanks so much!

May 8, 2013 at 9:03 am

Would you recommend this template for a fellowship? I will be applying for a post-doctoral fellowship for my junior sabbatical that is discipline specific and that comes with a standard package/stipend (thus the budget aspect seems less necessary). This template seems like it would work for that too with a few tweaks…

May 8, 2013 at 12:13 pm

yes it does; you can always leave off any elements that don’t work for the application. For a postdoc, the timeline is particularly important.

September 30, 2013 at 5:16 am

Hi Karen, thanks so much for this. I just have one question that I can’t seem to find an answer to anywhere: how is the “budget” section relevant to humanities scholars who don’t need anything except a good university library to complete their research? I truly have no idea what to put in “budget” besides rent, bus fare, etc., at the very limit library and photocopying fees, which seems ridiculous. The grant I’m applying for stipulates it’s not to be used for travel or conference fees. So then… what on earth might they expect a literature scholar to need? Thanks.

October 2, 2013 at 10:03 am

A research assistant is always good.

September 30, 2013 at 3:18 pm

Thank you for this valuable post! I saw somewhere else in your website that this template also works for postdoc applications, right?. If so, how should the “STATEMENT OF YOUR RESEARCH PROJECT” be changed for the postdoc appl. scenario?

Can a research statement for a postdoc application include two main (related) projects?

How should the timeline and budget be changed? Should I include them in my statement too? It occurs to me that the research group interested in hiring me will want to work with me, right? So I guess there should be a time available to do that.

Thanks again!

October 1, 2013 at 10:07 am

Thanks for this, Dr. Karen! I’m teaching a health program planning class, and students have asked me what the differences are between applying for a grant for research versus applying for a grant for a community project. I comment that the differences are not that vast–you still have to go through the steps you’ve outlined above. I have a lot of visual learners, so I think this image will really resonate with them. Thank you for sharing!

January 8, 2014 at 10:35 am

I just wanted to let you know that I had some great success recently using your template for my application to a major national fellowship foundation. Many thanks!

January 18, 2014 at 9:14 pm

I was told (by a prof) to begin a proposal with a brief attention-grabbing story or anecdote. So, for example, if the research is on drug policy, begin with a paragraph about a particular drug bust or something like that – I think the idea was to make the first paragraph dynamic and colorful. What do you think of this advice?

January 19, 2014 at 8:54 pm

I disagree.

January 19, 2014 at 11:27 pm

After applying for several grants and getting rejected every time, a friend pointed me toward your website. I used your template for grant applications and have received two grants for my dissertation ($15,000 and $5,000). This funding has allowed me to conduct the fieldwork necessary for my research. I shared this link with my program in hopes that other students will enjoy similar success. Thanks!

March 18, 2014 at 9:17 am

Hi, I have just found this and am currently (deadline Friday!) putting together a phd proposal for a studentship. This is simple and easy to follow and i will be using this as my framework. My proposal however is only allowed to be 250-500 words!! Eeek. So I will be using a slim down version of it. Just wanted to say thank you and wish me luck!

March 27, 2014 at 11:52 am

Dear Karen, Would you recommend including a cover letter for any grant application, even if it isn’t required by the committee? The fellowship I am applying for asks for a 1-2 page project description, CV and recommendation so I hesitate to include all the factual information (accomplishments, etc.) in the description. Thanks so much! Ines

April 26, 2014 at 6:01 am

Thank you so much for the invaluable post. This provides a whole lot of insights into the “mysteries” of grant-writing.

May 1, 2014 at 9:10 am

Dear Karen, I’m now familiarizing myself with your advice, and this one is particularly good! I received a very competitive grant last year (success rate 5%) using exactly this narrative – I hit upon it without knowing your idea of the hero narrative, but it works wonders. I would advice everyone to follow this advice. It’s obviously not foolproof in the sense that you will def. land a grant, but, as they say, a good research may be hidden in a poor proposal, and they funders just don’t have the time to find out what it is. You need to make the text maximally appealing and fluent to read, without sacrificing accuracy and scholarliness (but many people think scholarly & accuracy mean boring. Boring is deadly for grant proposals)

August 21, 2014 at 4:55 am

Dear Karen, I plan to apply for a postdoc fellowship in order to prepare my dissertation for publishing. Therefore,I wanted to ask you should I emphasize that at the beginning of my research proposal, or at the end, as a conclusion?

October 20, 2014 at 6:49 am

Dr. Karen, you have guided me through constructing my CV and cover letter, and now this Research Statement. Just wanted to say thank you for your wisdom and insight. Don’t know what I would’ve done without you!

November 19, 2014 at 4:40 pm

Dear Dr. Karen,

Do you think the Gap in the Knowledge argument applies for all fields? I’m curious because in several grant proposal workshops I have attended in the past year, facilitators stressed that it was not enough. Thanks,

November 20, 2014 at 9:40 am

it’s not enough if the entirety of your argument is: nobody has studied X before. Just because somebody hasn’t studied it, does NOT make it worthy of study. However the grant template devotes the preceding sentences to establishing a compelling and timely topic, so that when the gap comes, it is problematic and needs filling. See my post, Why Are There No Elephants? for more on this.

December 12, 2014 at 4:15 am

Dear Dr Karen,

thank you so much for the grant template, it just got me my own postdoc research project for the next 3 years! I will for sure keep using it in the future.

Thanks again, Nina

December 12, 2014 at 2:32 pm

yay! congrats!

July 23, 2015 at 8:29 pm

I never post comments, but this time I had to because this is one of the most helpful websites I have ever come across. I’m so grateful for all the work you have done to make this information accessible. Thank you Karen!!!

July 26, 2015 at 8:54 am

I’m so glad you think so! Thanks for commenting!

July 27, 2015 at 1:34 am

Just writing to let you know that this template has helped me to secure four grants, including a Fulbright! I applied for three of those grants the previous year, before coming across your site, and was unsuccessful. The content of those previous grant applications remained the same but your template helped me to reorganise it drastically. Thank you so much. It really is foolproof! I have started blogging so I hope it’s ok if I share this page with my readers? I will give you full credit of course. Your conference application tips also helped my proposals being accepted by two peer reviewed panels. I’m now trying to get published in a peer reviewed journal so I will definitely check out your Publishing Issues section. Thanks again!

July 30, 2015 at 2:37 pm

absolutely! Congratulations!

July 31, 2015 at 7:29 am

wow! Karen I am loving this and can’t wait to get started with my phd research proposal. Thanks for being a blessing.

August 9, 2015 at 4:26 am

This template is fantastically useful. I have been using it to work on my postdoc proposal. Your musings on Academia in general are also fantastic…and entirely recognisable on this side of the Atlantic!

September 7, 2015 at 1:16 pm

Dear Karen, I prepared my documents for postdoc fellowship, but I dont know how much words, between 150 – 250,or more is enough in my application – research proposals? What is based? Thanks a lot

November 21, 2015 at 8:34 am

A follow-up question re: the Specifics and Background section outlined in the Research Proposal template. I am reading your book alongside, but am looking for clarification on what you mean here. Background on the research accomplished thus far? Or of the project overall? Do you have an example of a successful version of this?

January 4, 2016 at 4:11 pm

I second the question (and I too have bought the book). A third – albeit least likely – possibility is that this refers to “specifics and background” of the problem addressed in the project. A clarification would be welcome. In any case, a big “thank you” to Dr. Karen, our guide across the river of academic distress (more like a delta).

January 5, 2016 at 11:10 am

Fei, you are correct. What i wrote above is:

What this means is background about the topic. NOT background on research accomplished so far. So, it provides more of the who what when where why of the topic. If you say you’re going to study contemporary student protests in Nigeria, for example, then in this section you’d sketch the recent history of student protests and the larger political/economic/social context they arise from on universities and more broadly. This section is hard to write because of course it could be a book in its own right, but it must be no more than about 2 paragraphs. But this is critical to show us the larger CONTEXT of the proposed topic, so that we see the proposed new research on that topic as being something both legitimate and interesting.

And thanks for the kind words!

January 5, 2016 at 11:09 am

August 18, 2016 at 12:12 pm

As always, thank you for this advice (and the material in your book), which has proven helpful for obtaining a range of different fellowships and prizes.

I wanted to ask about what to do when there is a stricter than usual limit for a postdoc proposal that is for five years duration (1000 words, which includes the works cited). In this case, after the first two usual paragraphs, and a brief third which surveys book project #1, can one skip the literature review altogether (since some scholarship was already cited in paragraph 1) and move straight to the term-by-term breakdown of the research and writing agenda?

Thanks for your time and help.

November 24, 2016 at 11:02 pm

I am using your extraordinarily helpful book to guide my current job search/proposal writing, etc. and am following the examples given in your book quite closely. I am struggling with the grant template in the following respects:

-Is the task of thesis revision considered the first early career research project (i.e. the methodologies/literatures for which should be described in any proposal for early career research positions)?

-What if the proposal is for a lengthy fellowship that should include a second research project…should the focus of the proposal fall on describing the first or the second research project? (It seems odd to devote the majority of the proposal to describing research that has already been done and simply needs to be revised for publication).

I hope that makes sense. I am not totally clear on the difference between a 3-year early career research fellowship and a 3-year postdoc as it seems these terms are used interchangeably.

Thanks for your wonderful blog–clearly you know how much it is needed by lost postgraduate students.

December 1, 2016 at 3:06 pm

Thank you so much for this! I’m under a super-strict (read: stingy) word constraint, so I will have to tweak it a bit, but this is a LIFE SAVER. I’m having a hard time putting any sort of proposal together for my application and I love fill in the blank templates like this to use to get started. <3 <3 Thanks so much!

December 7, 2016 at 1:16 pm

you’re very welcome! You can always work with us to edit your proposals as well–email me at [email protected] to learn about that, if you’re interested.

March 15, 2017 at 6:41 am

This is very useful information, thank you! I have developed a lot of stress knots on my back from trying to write a persuasive and interesting grant proposal. You have made it easier than I have ever thought. Can you please explain what it is a “hero narrative”? Thank you so much again!

July 16, 2017 at 8:28 pm

Hi Karen, I have a basic question… should the post-doc research be an extension of the current PhD thesis or can it be a research on its own with some relevance to the PhD thesis?

October 17, 2017 at 12:34 pm

Hi! Dr.Karen, Do you have Research statement template for Postdoc applicants? Dissertation publication + future research that in 2 pages only?!

Thank you, Surena

October 20, 2017 at 9:29 am

This template works for postdoc apps; you can do it! The first two paragraphs remain as I explain here; the rest is a quick background paragraph, very short lit review paragraph, timeline paragraph, and tailoring to the institution paragraph. It can be done!

July 9, 2019 at 9:05 am

Thank you Karen for this excellent resource!

I submitted two postdoc research fellowship applications since completing my PhD earlier this year. I wrote the first before discovering your site and wasn’t shortlisted. I wrote the second based on your template, was shortlisted, interviewed, and then phoned with a job offer within an hour of the interview’s conclusion – I was still driving home!!

Your template played a big part in this success, not just structuring my ideas on the page, but helping me to better understand the shape of my proposed project. This clarity gave me confidence to neither downplay nor apologise for the unconventional scope and methods of my research, and allowed me to be completely open, frank and relaxed in the interview, which was very enjoyable and ended up feeling more like a kind of project planning meeting.

I had no careers advice of any kind from my PhD supervisors at an ivy league university so the insight in your resources is a revelation. Thank you a hundred times for all your tireless work. Your book will be among the first on the shelves of my new office!!

July 9, 2019 at 10:33 am

I’m so pleased! Congrats! (and remember if you need individual help ever, that’s available too!) Thanks for writing to let us know.

August 4, 2019 at 12:06 pm

Hi Karen, Do you have any further advice about how to structure a research proposal for a post-doc that is specifically meant for revising and developing the dissertation into a book manuscript? There are two main issues: I’m currently halfway finished with my dissertation writing, but given how application cycles work, I am already applying for post-docs that will start in a year. So I have to anticipate what revisions or research I’ll want to do to finish the book before I’ve even written the dissertation. Also, I’m having trouble distinguishing between the initial fieldwork grant template (your scheme would seem to work well for a new and interesting research project) but what I really need is just time, money, and office space to do the kind of work I really want to do. Yes, might do a bit more archival work, etc, but.. Should I posit this as a “new” project, or a deepening of certain aspects that might actually appear as obscure to application readers given that they don’t really know the ins-and-outs of the project as it is? Thank you!!!

February 22, 2020 at 12:36 am

can someone help me out with the contacts of some of these grant-giving bodies?

March 15, 2020 at 1:28 pm

My case is a little special here – different from typical applicants who stay in academia all the time, currently I have been working in industry for 3 years after postdoc but now consider to transit back to academia, e.g. apply faculty jobs.

I wonder what difference should I do/consider to prepare these application materials other than what is covered in your book?

Thanks Paul

February 20, 2021 at 10:49 am

Does anyone know if a works cited page or footnotes are preferred if there is no direction otherwise? I’m applying for a humanities postdoc.

February 22, 2021 at 10:17 am

Use a works cited page so as not to take up your limited page length with notes.

February 22, 2022 at 11:59 am

Hi Karen, I would like to use this grant template in my upcoming textbook “Interior Design Research Methods” –I think you responded to Edie Weinberg, the art editor for Bloomsbury/Fairchild Books. I have your book with the update template on p. 339, but was wondering if you could send me the original high resolution file. Please let me know! As you know I’m a huge fan of yours!

February 22, 2022 at 12:07 pm

I think maybe your editor contacted me? Pls email me at [email protected] !

[…] is another Special Request Post.  This one is from Maria, who asks, do I have a template (like my Foolproof Grant Template) for turning a dissertation into a […]

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[…] of online resources helpful for staying on track. One I already mentioned, but bears repeating, is Dr. Karen’s Foolproof Grant Template, by Dr. Karen Kelsky of The Professor Is In ( http://theprofessorisin.com ). Another, too obvious for […]

[…]  For more general information about how to structure grant applications, take a look at “Dr. Karen’s Foolproof Grant Template” on the same […]

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[…] http://theprofessorisin.com/2011/07/05/dr-karens-foolproof-grant-template/ […]

[…] and even recommendation letters. Here are some nice pieces on how to write scientific papers, and one for grants. Checklists […]

[…] the Foolproof Grant Template I ask for an opening sentence or two that quickly engages the reader on the “big topic” […]

[…] you really admire. Related to that is some of the best advice I’ve seen for grant writing: ‘The Hero Narrative’ by Dr Karen Kelsky […]

[…] English). Grant applications in Germany differ from proposals in the US, this template is gold! – Foolproof Grant Template If you are a multilingual writer, what other website or book do you consult before/while […]

[…] Non-Sciences disciplines seem to share a lot of information on grant writing. Here’s a thought-provoking template approach that, with minor modifications, could be readily applicable to ARC-type schemes. http://theprofessorisin.com/2011/07/05/dr-karens-foolproof-grant-template/ […]

[…] memorized Dr. Karen’s Foolproof Grant Template and put it to good use. So far, this one resource has netted me a lot of money. I haven’t been […]

[…] also talked about “Dr. Karen Kelsky’s Foolproof Grant Template” at http://theprofessorisin.com The structure of the proposal is clear, concise, and very […]

[…] proposals on the spot, while others refined documents they had already been working on. We used Dr. Karen’s Foolproof Grant Template, focusing on the transition between the initial “large general topic of wide interest” […]

[…] As we pursue various funding schemes, it’s important that we learn how to clearly discuss one’s project to digital humanities scholars and laypersons. They suggested look at Karen Kelsky’s grant template from The Professor is In. […]

[…] The Professor is In: Dr. Karen’s Foolproof Grant Template […]

[…] that it’s down to the grant writing template that Dr Karen Kelsky created. It can be found here. (I find this entire site fantastic – from CV tips to conference proposals, it has it all). The […]

[…] most of it here. The resources that I used most when putting together my applications were The Professor is In (on grant proposals, but this US-focused site is generally very helpful) Steve Joy (on cover […]

[…] website author, Dr Karen Kelsky, has produced a grant proposal template and you can see that here. I would suggest that before you get too bogged down in funder guidance or drafting the application […]

[…] Sethi can show you a tried and true technique for landing thousands of dollars in scholarship cash. Here’s the template for how I landed thousands of dollars in grant funding as a PhD student—enough to fund my dissertation research and cover a lot of my conference fees. You have to do […]

[…] Dr. Karen’s Foolproof Grant Template […]

[…] August—November: For college students, preparations for summer actually begin in the fall because this is when the majority of graduate scholarships, fellowships, and grants have application deadlines. Since I’ve spent way too many weekends slamming out grant applications, I recommend you write your applications in short, focused sessions—half an hour to two hours—that take place at a scheduled time each week. (Don’t know how to successfully write for grants? Here’s a basic template I used to get started as a PhD student. Using this template along with consistent action is how I funded my PhD [https://theprofessorisin.com/2011/07/05/dr-karens-foolproof-grant-template/]). […]

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• How to Write a Great PhD Research Proposal | FindAPhD.com

How to Write a Great PhD Research Proposal

Written by Mark Bennett

You'll need to write a research proposal if you're submitting your own project plan as part of a PhD application. A good PhD proposal outlines the scope and significance of your topic and explains how you plan to research it.

It's helpful to think about the proposal like this: if the rest of your application explains your ability to do a PhD, the proposal demonstrates the actual PhD you plan to do. Of course, being able to effectively plan and explain a research project is one of the key qualifications for being able to complete one, which is why the proposal is such an important part of the PhD application process.

Thankfully, the secret to writing a good research proposal isn't complicated. It's simply a case of understanding what the proposal is for, what it needs to do and how it needs to be put together.

On this page

What is a phd research proposal.

First things first, do you need a research proposal for your PhD? It depends on the kind of project you want to do:

• If your PhD is advertised by a university, you probably won't need to submit a research proposal for it. The broad aims and objectives for your PhD will already be defined: you just need to prove you're the right person to do it.
• But, if you're proposing your own research topic to research within a university's PhD programme, you will need to write a proposal for it (the clue is in the word "proposing")

As a rule, advertised PhDs are very common in STEM subjects, whereas Arts, Humanities and Social Science students are more likely to propose their own PhDs.

Some PhD programmes actually wait and ask students to develop their research proposal during the degree (usually after they've completed some initial training). This is normal in the USA , but it's becoming more common for some UKRI-funded UK PhDs.

For the purposes of this guide we're going to assume that you do need to write a good research proposal for your PhD application. So let's explore what's involved in that.

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What should a research proposal for PhD admission include?

It's natural to be a little intimidated at the thought of structuring a PhD proposal, particularly if you've never written anything like this before.

But here's the thing: a research proposal isn't a fiendish test designed to catch you out and stop you ever doing a PhD. It's actually much more boring than that.

All a research proposal really is is a document that demonstrates three things:

• Your PhD is worthwhile
• Your PhD is feasible
• You are capable of completing it at this university

Or to put it even more simply: the PhD is worth doing, it's doable and you can do it.

Demonstrate your PhD is worthwhile (the what and the why)

A successful PhD project has to make a significant original contribution to knowledge. If it doesn't, it won't meet the criteria for a doctoral degree and will probably fail the viva exam .

Your PhD proposal itself doesn't have to meet those criteria (or pass a viva!) but it does need to indicate that your PhD project eventually will.

It does that by first demonstrating that your research topic is original. That means nobody else has studied this same topic (or one very similar) before.

There are all sorts of ways a PhD can be original. You might examine new data or primary sources, to look at existing material from a fresh perspective, or deal with the impact of new events. It doesn't matter how your project is original, so long as your proposal is really specific about what makes it original.

You also need to explain why your proposed research will be academically significant. To do this properly, you'll need to acknowledge relevant existing scholarship and explain how your research will relate to it. You don't need to be exhaustive at this point, but you should be able to show how your PhD will contribute to its field and – ideally – indicate some of the gaps in knowledge it will aim to fill.

The final step in demonstrating your PhD is worthwhile is to suggest what will become possible as a result of your research. How could other researchers use or build upon your results? What might closing those gaps in academic knowledge mean for audiences outside the unviversity?

Demonstrate your PhD is feasible (the how)

It isn't enough just to show that your research is worth doing; it also needs to actually be doable.

The length of a full-time PhD is around three to four years in most countries (it's longer in for a PhD in the USA , but you don't spend all that time doing research).

Three years may seem like a long time, but researching a PhD is a lot of work and you'll probably spend at least some of your time on other activities like teaching, conference presentations or even publication.

So, one of the things your proposal needs to do is demonstrate that your project is feasible: that it fits within the scope of a PhD.

The most important criteria for this is to be clear about what you plan to do. It should be obvious from your proposal what the scope of your project is – what is and isn't included within it.

You also need to outline how you plan to go about your research. Where will you start and what order do you expect to proceed in? Is the logic for that obvious? If not, it's probably a good idea to explain it.

Finally, you need to explain the methodology you plan to use. This could include techniques for collecting data and sources, theoretical perspectives for analysing them – or both. You may also need to detail specific equipment you expect to use or fieldwork you'll need to undertake (including trips to archives or other external resources).

None of this needs to be exact or completely final. The key word here is 'plan' – but you do need to have one.

Demonstrate that you can complete it at this university (the who and the where)

So far we've thought about the project itself: what makes it worth doing and how it's going to get done. But your proposal also needs to address the who and the where: why are you the right person to carry out this research, and why do you want to do it at this particular university?

The first part of this is easier than it probably looks. Writing a good research proposal demonstrates enthusiasm for your project much more convincingly than simply saying you're very interested in it (a classic case of 'show, don't tell').

You also don't need to repeat your grades and academic achievements (other parts of your PhD application will cover those). Instead, try to underline experiences that relate to this project. Has a particular module or Masters dissertation topic prepared you with useful subject knowledge or methodological skills? If so, highlight it.

It's also fine, within reason, to be honest about the skills you don't have and to identify your training needs. This shows you're being practical about your project and thinking seriously about what it will require. Just make sure you can realistically acquire the skills and training you need within the time available (this goes back to the feasibility).

Showing your project is a good fit for the university is also relatively simple. There should already be some reasons why you've chosen this university for your PhD so make sure you explain what they are. Perhaps there's a particular supervisor you'd like to work with , or facilities and resources your research could use. The key is to emphasise the fit between the project and the university – so don't just say you want to research there because it's highly ranked .

PhD research proposal structure

Hopefully the above sections have given you a few ideas for the things your proposal needs to include. Let's be honest though, the scariest thing about a proposal isn't deciding what to include: it's actually writing it.

But, if we flip that on its head, we remember that all a research proposal really is is a piece of writing that follows a pretty standard format. And that's a lot less scary.

Research proposal structure

Because proposals for PhD all have to do the same things, they mostly follow a similar structure. Yours will probably go something like this:

• Title – Keep it simple and descriptive: the clever alliteration and quotes can come later when you write up your thesis. For now, you just want the person reading this to know exactly what your research is about and, perhaps, which prospective supervisor to send it to.
• Overview – Start by defining your research question (the what) and explaining how it contributes to current work in your field (the why). This is also a good place to reference one or two pieces of scholarship: the full literature review can wait until your PhD begins, but you should show that you have some understanding of relevant academic research.
• Methodology – Make sure the reader understands the practical and / or theoretical approaches you'll take to your research. What data will you collect, how will you collect it and how will you analyse it? Ideally refer to relevant research methods and models. It's also a good idea to provide some sort of roadmap for how you'll go about things. Don't worry, you can change it later (and you will).
• Outcomes and impact – What will exist as a result of your research (other than just another PhD on a library shelf) and what will it make possible? You don't need to identify every specific outcome from your project (blue sky research is fine) but you should think about what some potential outcomes might be.

You probably won't need to include a specific conclusion - it should be obvious, by now, what your project is doing, how you're going to do it and why that matters. A quick summary sentence is fine though, if you think it will help.

Writing tips

Being able to effectively communicate academic concepts, ideas and results is a key skill for PhD research in all subjects . Think of your proposal as a chance to demonstrate this.

The good news is that the key principles of good proposal writing aren't that different from other work you've probably done as a Bachelors or Masters student:

• Be clear – The person reading your research proposal should know exactly what it is you're proposing to research, with no room for ambiguity and confusion. This is important on a practical level (they need to know where to send it) but it's also important to the success of your application: a confusing proposal suggests a confused project. Try having a friend read it and ask them "do you know what it is I'm proposing to do here?" (even if they don't understand the details).
• Be concise – You will have more ideas than you can include in your proposal. That's fine. Choose the best ones and leave the others for your interview .
• be coherent – Follow something like the structure above. Don't start with your methodology, then say what it is you want to research.

How long should a PhD research proposal be?

Honestly? As long as the university asks for it to be. Most will have guidelines and you should follow them closely if so.

If you honestly can't find a suggested word count for your proposal, then consider asking a prospective supervisor . If you still aren't sure, aim for somewhere between 1,000-2,000 words .

As a very general rule, Arts, Humanities and Social Sciences are a bit longer than STEM proposals (and a lot of STEM students don't have to write one anyway, as we've explained).

Research proposal for PhD admission - dos and don'ts

Research proposals are a popular topic over on the FindAPhD blog , where we've shared stories of how students wrote theirs , along with mistakes to avoid and a counter-intuitive look at the things a PhD proposal doesn't actually need to do .

Here are a few general tips and mistakes to avoid:

#1 Give yourself enough time to do a good job

Preparing to write a PhD proposal takes time and effort. None of this is wasted as the process of evaluating and framing your ideas for a proposal will improve your project plan immensely. So will the need to decide which ideas to include.

But you need time and space to do that, so make sure you get it. How long it will take to write your PhD proposal is heavily dependent on your personal working style, but you'll likely need to give yourself at least a few weeks to do a good job.

#2 Set out to impress

A good proposal isn't a begging letter. You're approaching the university with a great idea that's going to contribute to and enhance their research. Be honest, be realistic, but don't be unnecessarily humble. They should want you and your project.

#3 Demonstrate original thinking!

You may not need to present original research findings yet, but your proposal does need to present original ideas – and it should be clear why and how those ideas are original.

Make sure you indicate how your project is going to expand, enhance or even correct existing work in your field. Remember that making an "original contribution to knowledge" is a key part of what a PhD is .

#1 Send the same proposal to several universities

A good proposal needs to explain why you want to do your research at a particular university. That's a big part of the feasibility (the fit between project, person and place) and methodology (how are you going to use this university's equipment and archives; when and where will you need to travel).

It's OK to apply to more than one university in parallel, but, in that case, you're writing research proposals .

#2 Use online proposal templates (without evaluating them first!)

It can be tempting to search for PhD proposal samples on the internet, but make sure you evaluate what you find. Some websites may host old proposals from previous PhD students, but there's no way of knowing how relevant these are to your subject and university – or if they were even successful! More 'generic' research proposal examples can offer guidance, but they won't be tailored to your specific project.

The best place to look for a PhD proposal sample is your university. Consider asking your supervisor if they can share a good proposal from a previous student in your subject – or put you in touch with a current student you can ask.

#3 Confuse the proposal with the PhD

We've covered this on the blog , but it's simple enough to include here too.

You're setting out to do a PhD, but you (probably!) haven't done one yet. So you don't need to include research findings, in-depth analysis or a comprehesive literature review. You need to make a case for the research and analysis you want to do.

#4 Ignore your university's help and guidance

The advice on this page is necessarily quite general. We're considering adding guides to writing PhD proposals in specific subjects in future but, for now, the best place to get specific advice for your academic field is probably the university you're applying to.

See if you can get some subject-specific tips by contacting a supervisor , or just checking with the admissions team for your department.

And remember: if they give you a structure and a word count, stick to it.

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Getting ready to apply for a PhD? Our guides explain research proposals, references and entry tests for doctoral programmes.

Our guide explains how to contact a potential PhD supervisor to discuss your proposal or ideas with them before applying.

A checklist of the things you'll need to do when making an international PhD application, from meeting the entry requirements to sorting out your visa.

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Educational resources and simple solutions for your research journey

How to Write a Successful Research Grant Proposal: An Overview

Writing a research grant proposal can be a challenging task, especially for those who are new to the process. However, a well-written proposal can increase the chances of receiving the necessary funding for your research.

This guide discusses the key criteria to consider when writing a grant proposal and what to include in each section.  

Table of Contents

Key criteria to consider  

When writing a grant proposal, there are five main criteria that you need to consider. These are:  

• Significance  
• Innovation  
• Investigators  
• Environment  

The funding body will look for these criteria throughout your statement, so it’s important to tailor what you say and how you say it accordingly.  

1. Significance  

Significance refers to the value of the research you are proposing. It should address an important research problem and be significant in your field or for society. Think about what you are hoping to find and how it could be valuable in the industry or area you are working in. What does success look like? What could follow-on work lead to?  

2. Approach  

Approach refers to the methods and techniques you plan to use. The funding body will be looking at how well-developed and integrated your framework, design, methods, and analysis are. They will also want to know if you have considered any problem areas and alternative approaches. Experimental design, data collection and processing, and ethical considerations all fall under this group.  

3. Innovation  

Innovation means that you are proposing something new and original. Your aims should be original and innovative, or your proposed methods and approaches should be new and novel . Ideally both would be true. Your project should also challenge existing paradigms or develop new methodologies or technologies.  

4. Investigators  

Investigators here refer to you and your team, or proposed team. The funding body will want to know if you are well-trained and have the right qualifications and experience to conduct the research . This is important as it shows you have the ability to undertake the research successfully. One part of this evaluation will be, have you been awarded grants in the past. This is one reason to start early in your career with grant applications to smaller funds to build up a track record.  

5. Environment  

Environment refers to the scientific environment in which the work will be done. The funding body will want to know if the scientific environment will contribute to the overall probability of success. This could include your institution, the building or lab you will be working in, and any collaborative arrangements you have in place. Any similar research work conducted in your institution in the past will show that your environment is likely to be appropriate.  

Writing the grant proposal  

It’s almost impossible to generalize across funders, since each has its own highly specific format for applications, but most applications have the following sections in common.  

1. Abstract  

The abstract is a summary of your research proposal. It should be around 150 to 200 words and summarize your aims, the gap in literature, the methods you plan to use, and how long you might take.  

2. Literature Review  

The literature review is a review of the literature related to your field. It should summarize the research within your field, speaking about the top research papers and review papers. You should mention any existing knowledge about your topic and any preliminary data you have. If you have any hypotheses, you can add them at the end of the literature review.  

The aims section needs to be very clear about what your aims are for the project. You should have a couple of aims if you are looking for funding for two or three years. State your aims clearly using strong action words.  

4. Significance  

In this section, you should sell the significance of your research. Explain why your research is important and why you deserve the funding.  

Defining Your Research Questions  

It’s essential to identify the research questions you want to answer when writing a grant proposal. It’s also crucial to determine the potential impact of your research and narrow your focus.  

1.Innovation and Originality  

Innovation is critical in demonstrating that your research is original and has a unique approach compared to existing research. In this section, it’s essential to highlight the importance of the problem you’re addressing, any critical barriers to progress in the field, and how your project will improve scientific knowledge and technical capabilities. You should also demonstrate whether your methods, technologies, and approach are unique.  

2. Research approach and methodology  

Your research approach and methodology are crucial components of your grant proposal. In the approach section, you should outline your research methodology, starting with an overview that summarizes your aims and hypotheses. You should also introduce your research team and justify their involvement in the project, highlighting their academic background and experience. Additionally, you should describe their roles within the team. It’s also important to include a timeline that breaks down your research plan into different stages, each with specific goals.  

In the methodology section, detail your research methods, anticipated results, and limitations. Be sure to consider the potential limitations that could occur and provide solutions to overcome them. Remember, never give a limitation without providing a solution.  

Common reasons for grant failure  

Knowing the common reasons why grant proposals fail can help you avoid making these mistakes. The five key reasons for grant failure are:  

• Poor science – The quality of the research is not high enough.  
• Poor organization – The proposal is not organized in a clear way.  
• Poor integration – The proposal lacks clear integration between different sections.  
• Contradiction – The proposal contradicts itself.  
• Lack of qualifications or experienc e – The researcher lacks the necessary qualifications or experience to conduct the research.  

By avoiding these pitfalls, you will increase your chances of receiving the funding you need to carry out your research successfully.  

Tips for writing a strong grant proposal  

Writing a successful grant proposal requires careful planning and execution. Here are some tips to help you create a strong grant proposal:  

• Begin writing your proposal early. Grant proposals take time and effort to write. Start as early as possible to give yourself enough time to refine your ideas and address any issues that arise.  
• Read the guidelines carefully . Make sure to read the guidelines thoroughly before you start writing. This will help you understand the requirements and expectations of the funding agency.  
• Use clear, concise language . Avoid using technical jargon and complex language. Write in a way that is easy to understand and conveys your ideas clearly. It’s important to note that grant reviewers are not likely to be domain experts in your field.  
• Show, don’t tell . Use specific examples and evidence to support your claims. This will help to make your grant proposal more convincing.  
• Get feedback . Ask colleagues, mentors, or other experts to review your proposal and provide feedback. This will help you identify any weaknesses or areas for improvement.  

Conclusion  

Writing a successful grant proposal is an important skill for any researcher. By following the key criteria and tips outlined in this guide, you can increase your chances of securing funding for your research. Remember to be clear, concise, and innovative in your writing, and to address any potential weaknesses in your proposal. With a well-written grant proposal, you can make your research goals a reality.  

If you are looking for help with your grant application, come talk to us at GrantDesk. We have grant experts who are ready to help you get the research funding you need.  

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Preparing a Proposal

A well-written and skillfully prepared research proposal is crucial to the success of an application for research funding and to the efficient set-up and management of an award. Early planning, and when needed, consultation with [email protected] is encouraged.

• Common Proposal Elements
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• Sponsor Set up

Cross Lifecycle Topics

Research agreements.

There are several types of research-related agreements that researchers, faculty, and administrators may encounter. They vary by the goal and nature of the engagement, as well as the identity of the other party.... Read more about

Data/Document Retention

A set of basic principles to guide the retention and maintenance of research records by Harvard faculty and staff.  

Equipment Management

Preparing a proposal.

Harvard defines equipment as an item that costs over $5,000 and has an expected useful life of more than one year. A proposal requires special attention if it includes equipment.... Read more about

F&A, Fringe Rates

• F&A Rates - Federal Sponsors  
• F&A Rates - Non-federal Sponsors F&A Rates - Non-federal Sponsors: Indirect costs rates and bases for awards to Harvard within the last 5 years are available in  GMAS  on the “Recent overhead rates” section of each sponsor’s Organization page.  
• F&A Rate Agreements After World War II when the federal government initiated a close partnership with universities in pursuit of the research enterprise, recognition was given to the infrastructure costs needed to support this expensive endeavor.  
• Fringe Benefits Rates Fringe benefits (FB) are employee associated costs such as health plan expenses, pension plan expenses and workman's compensation expenses, among others.

Stipend & Fellowships

Stipends are payments made to individuals for subsistence support or to defray expenses during a period of academic appointment. Stipend payments are not compensation for services rendered and, therefore, are not allowable on federal awards unless the purpose of the agreement is to provide training to selected participants and the charge is approved by the sponsoring agency (OMB Circular Uniform Guidance, Subpart E). The most common type of federal awards that include stipends are fellowships and training grants. Additional information is available in the...

Harvard Global

Harvard Global Research and Support Services, Inc. was established in February 2012 and is dedicated to providing operational support for Harvard University’s international activities. Harvard Global follows Harvard University’s institutional policies and is a 501(c)(3) corporation.

Departments or faculty who are either requesting to submit a proposal to one of the below Harvard Global sponsors or are receiving funds from these sponsors should reach out to the Harvard Global Grants and Contracts Specialist at OSP,...

Sub-Recipient Monitoring

Harvard University is responsible for monitoring the programmatic and financial activities of its subrecipients to ensure proper stewardship of sponsor funds. The PI is primarily responsible for ensuring that the subrecipient is meeting the programmatic objectives of the project. The PI and Department/Local Level Managing Unit provide administrative and financial oversight of the subrecipient to confirm that the subrecipient invoices align with the project deliverables. 

For subawards under federal prime awards, Harvard must comply with OMB Uniform Administrative Requirements...

The Award Lifecycle

A well-written and skillfully prepared proposal is crucial to the success of an application for research funding

Setting up an Award

Steps must be taken to set up accounts or authorize pre-award spending before spending begins

Managing an Award

Ensure compliance while maintaining public trust in research results and outcomes

Closing out an Award

Timely closeout of sponsored awards is essential to Harvard's compliance with sponsor requirements and University policies

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Write Your Proposal

Learning to write an grant proposal at the dissertation stage has implications that go well beyond the process itself; it is  a skill that will be essential to you throughout your professional or academic career.

Proposal Elements

Although each funding agency will have its own (usually very specific) requirements, there are several  elements of a proposal that are fairly standard . While these elements are commonly requested in proposals, it is imperative to follow the request for proposals (RFP) precise proposal requirements

Project Summary

Title.  Make it clear, accurate, and succinct. This is the first thing the reviewers will see. Make a good impression.

Abstract.  Probably the most important part of the grant proposal. It should be absolutely clear to any reviewer reading it, regardless of his/her specific expertise. Write this last.

Some tips for writing the project summary:

• capture reviewers attention
• present a new, original, and compelling idea
• use engaging language

Project Description

Introduction/The ”Hook”.  Immediately capture the reviewer’s attention. There are many ways to represent the same idea, however, the HOOK tailors the description of the idea to the interest of a particular funder. This is a critical element of your proposal. It will likely determine whether a reviewer reads your proposal with interest or decides to skim it.

Background/Literature Review.  Reviewers want to know whether you’ve done the necessary preliminary research to undertake your project. Literature reviews should be selective and critical, not exhaustive. Be sure to provide enough background in your argument so both generalists and specialists understand your proposal. It is wise to avoid jargon and unnecessary technical terms.

Research Plan.  Describe, as specifically as possible, all components of the research methodology, expressed in relation to the specific aims/priorities/grant criteria of the funding agency, i.e., study population, type of data to be used, how data will be collected, how data will be analyzed, and a timetable for the research project (start/end dates, schedule of activities, and projected outcomes). Final decisions about which proposals are funded often come down to whether the proposal convinces the reviewer that the research project is well planned and feasible and whether the investigators are well qualified to execute it.

Some tips for writing the project description:

• follow the instructions precisely, i.e., answer all of the questions and stick to the format (font, margin, and page limits) requirements
• present well-organized, focused project plan
• align your plan with the specific aims/priorities/grant criteria of sponsor
• avoid being too ambitious or unrealistic

Remember your application will be reviewed by real people not by a monolithic agency. Reviewers are extraordinarily busy people with full-time commitments to their jobs, communities, and families. Make sure your proposal includes absolutely everything they need to evaluate your research project quickly and efficiently!

Make it easy for the reviwers by following the order of the RFP, even use the same headings. The RFP contains most of the essential information you will need to write a competitive proposal, fully responsive to the agency’s funding objectives and review criteria. Convince the reviewer that your project is important and that you are the right person for the job. “Agencies will not fund an idea not embedded in a convincing pattern of narrative detail and performance specificity tightly mapped to funding agency objectives” ( Cronan, 2007 ).

Personal Statement/ Biographical Narrative

Budget/Justification

Include a reasonable and accurate budget that meets the sponsor’s requirements. Clearly explain the costs of the research project (e.g. personnel, travel, equipment, supplies, etc.), sometimes offer a budget narrative/justification, if requested.

Support Materials

• Sample instruments
• Letters of recommendation
• Faculty sponsorship

Never forget, grant writing is a competition. There is intense competition for a limited amount of research funds.

Writing a grant proposal is not the same as writing a dissertation proposal!

Although there are many similarities between writing a grant proposal and writing a dissertation proposal, there are also  significant differences . Consider this:

Proofread Entire Proposal

Make sure there are ABSOLUTELY no typos, spelling, or grammatical errors. Speling and gramatticle erors wil sink an otherwise competitive propsal.

Avoid jargon.

Review Submission Checklist

Make sure your proposal sticks to requirements:

• Did you answer ALL the questions?
• Did you stick to the format (font, margin, spacing, and page limits) and structure requirements?

Submit Proposal on Time

ANNOTATED SAMPLE GRANT PROPOSALS

How to Use Annotated Sample Grants

Are these real grants written by real students.

Yes! While each proposal represents a successfully funded application, there are two things to keep in mind: 1) The proposals below are  final products;  no student started out with a polished proposal. The proposal writing process requires stages of editing while a student formulates their project and works on best representing that project in writing. 2) The samples reflect a wide range of project types, but  they are not exhaustive . URGs can be on any topic in any field, but all must make a successful argument for why their project should be done/can be done by the person proposing to do it.  See our proposal writing guides for more advice. The best way to utilize these proposals is to pay attention to the  proposal strengths  and  areas for improvement  on each cover page to guide your reading.

How do I decide which sample grants to read?

When students first look through the database, they are usually compelled to read an example from their major (Therefore, we often hear complaints that there is not a sample proposal for every major). However, this is not the best approach because there can be many different kinds of methodologies within a single subject area, and similar research methods can be used across fields.

• Read through the Methodology Definitions and Proposal Features  to identify which methodolog(ies) are most similar to your proposed project. 
• Use the Annotated Sample Grant Database ( scroll below the definitions and features) filters or search for this methodology to identify relevant proposals and begin reading!

It does not matter whether the samples you read are summer grants (SURGs) or academic year grants (AYURGs).  The main difference between the two grant types is that academic year proposals (AYURG) require a budget to explain how the $1,000 will be used towards research materials, while summer proposals (SURG) do not require a budget (the money is a living stipend that goes directly to the student awardee) and SURGs have a bigger project scope since they reflect a project that will take 8 weeks of full time research to complete.  The overall format and style is the same across both grant cycles, so they are relevant examples for you to review, regardless of which grant cycle you are planning to apply.  

How do I get my proposal to look like these sample grants?

Do not submit a first draft:  These sample proposals went through multiple rounds of revisions with feedback from both Office of Undergraduate Research advisors and the student’s faculty mentor. First, it helps to learn about grant structure and proposal writing techniques before you get started. Then, when you begin drafting, it’s normal to make lots of changes as the grant evolves. You will learn a lot about your project during the editing and revision process, and you typically end up with a better project by working through several drafts of a proposal.

Work with an advisor:  Students who work with an Office of Undergraduate Research Advisor have higher success rates than students who do not. We encourage students to meet with advisors well in advance of the deadline (and feel free to send us drafts of your proposal prior to our advising appointment, no matter how rough your draft is!), so we can help you polish and refine your proposal.

Review final proposal checklists prior to submission:  the expectation is a two-page, single-spaced research grant proposal (1″ margins, Times New Roman 12 or Arial 11), and proposals that do not meet these formatting expectations will not be considered by the review committee.  Your bibliography does not count towards this page limit.

Academic Year URG Submission Checklist

Summer URG Application Checklist

METHODOLOGY DEFINITIONS & PROPOSAL FEATURES

Research methodologies.

The proposed project involves collecting primary sources held in archives, a Special Collections library, or other repository. Archival sources might include manuscripts, documents, records, objects, sound and audiovisual materials, etc. If a student proposes a trip to collect such sources, the student should address a clear plan of what will be collected from which archives, and should address availability and access (ie these sources are not available online, and the student has permission to access the archive).

Computational/Mathematical Modeling

The proposed project involves developing models to numerically study the behavior of system(s), often through computer simulation. Students should specify what modeling tool they will be using (i.e., an off-the-shelf product, a lab-specific codebase), what experience they have with it, and what resources they have when they get stuck with the tool (especially if the advisor is not a modeler). Models often involve iterations of improvements, so much like a Design/Build project, the proposal should clearly define parameters for a “successful” model with indication of how the student will assess if the model meets these minimum qualifications.

Creative Output

The proposed project has a creative output such playwriting, play production, documentary, music composition, poetry, creative writing, or other art. Just like all other proposals, the project centers on an answerable question, and the student must show the question and method associated with the research and generation of that project. The artist also must justify their work and make an argument for why this art is needed and/or how it will add to important conversations .

Design/Build

The proposed project’s output centers around a final product or tool. The student clearly defines parameters for a “successful” project with indication of how they will assess if the product meets these minimum qualifications.

The project takes place in a lab or research group environment, though the methodology within the lab or research group vary widely by field. The project often fits within the larger goals/or project of the research group, but the proposal still has a clearly identified research question that the student is working independently to answer.

Literary/Composition Analysis

The project studies, evaluates, and interprets literature or composition. The methods are likely influenced by theory within the field of study. In the proposal, the student has clearly defined which pieces will be studied and will justify why these pieces were selected. Context will be given that provides a framework for how the pieces will be analyzed or interpreted.

Qualitative Data Analysis

The project proposes to analyze data from non-numeric information such as interview transcripts, notes, video and audio recordings, images, and text documents. The proposal clearly defines how the student will examine and interpret patterns and themes in the data and how this methodology will help to answer the defined research question.

Quantitative Data Analysis

The project proposes to analyze data from numeric sources. The proposal clearly defines variables to be compared and provides insight as to the kinds of statistical tests that will be used to evaluate the significance of the data.

The proposed project will collect data through survey(s). The proposal should clearly defined who will be asked to complete the survey, how these participants will be recruited, and/or proof of support from contacts. The proposal should include the survey(s) in an appendix. The proposal should articulate how the results from these survey(s) will be analyzed.

The proposed project will use theoretical frameworks within their proposed area of research to explain, predict, and/or challenge and extend existing knowledge. The conceptual framework serves as a lens through which the student will evaluate the research project and research question(s); it will likely contain a set of assumptions and concepts that form the basis of this lens.

Proposal Features

Group project.

A group project is proposed by two or more students; these proposals receive one additional page for each additional student beyond the two page maximum. Group projects must clearly articulate the unique role of each student researcher. While the uploaded grant proposal is the same, each student researcher must submit their own application into the system for the review.

International Travel

Projects may take place internationally. If the proposed country is not the student’s place of permanent residence, the student can additionally apply for funding to cover half the cost of an international plane ticket. Proposals with international travel should likely include travel itineraries and/or proof of support from in-country contacts in the appendix.

Non-English Language Proficiency

Projects may be conducted in a non-English language. If you have proficiency in the proposed language, you should include context (such as bilingual, heritage speaker, or by referencing coursework etc.) If you are not proficient and the project requires language proficiency, you should include a plan for translation or proof of contacts in the country who can support your research in English.

DATABASE OF ANNOTATED SAMPLE GRANTS

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• Knowledge Base
• Starting the research process
• How to Write a Research Proposal | Examples & Templates

How to Write a Research Proposal | Examples & Templates

Published on October 12, 2022 by Shona McCombes and Tegan George. Revised on November 21, 2023.

A research proposal describes what you will investigate, why it’s important, and how you will conduct your research.

The format of a research proposal varies between fields, but most proposals will contain at least these elements:

Introduction

Literature review.

• Research design

Reference list

While the sections may vary, the overall objective is always the same. A research proposal serves as a blueprint and guide for your research plan, helping you get organized and feel confident in the path forward you choose to take.

Table of contents

Research proposal purpose, research proposal examples, research design and methods, contribution to knowledge, research schedule, other interesting articles, frequently asked questions about research proposals.

Academics often have to write research proposals to get funding for their projects. As a student, you might have to write a research proposal as part of a grad school application , or prior to starting your thesis or dissertation .

In addition to helping you figure out what your research can look like, a proposal can also serve to demonstrate why your project is worth pursuing to a funder, educational institution, or supervisor.

Research proposal length

The length of a research proposal can vary quite a bit. A bachelor’s or master’s thesis proposal can be just a few pages, while proposals for PhD dissertations or research funding are usually much longer and more detailed. Your supervisor can help you determine the best length for your work.

One trick to get started is to think of your proposal’s structure as a shorter version of your thesis or dissertation , only without the results , conclusion and discussion sections.

Download our research proposal template

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See an example

Writing a research proposal can be quite challenging, but a good starting point could be to look at some examples. We’ve included a few for you below.

• Example research proposal #1: “A Conceptual Framework for Scheduling Constraint Management”
• Example research proposal #2: “Medical Students as Mediators of Change in Tobacco Use”

Like your dissertation or thesis, the proposal will usually have a title page that includes:

• The proposed title of your project
• Your supervisor’s name
• Your institution and department

The first part of your proposal is the initial pitch for your project. Make sure it succinctly explains what you want to do and why.

Your introduction should:

• Introduce your topic
• Give necessary background and context
• Outline your  problem statement  and research questions

To guide your introduction , include information about:

• Who could have an interest in the topic (e.g., scientists, policymakers)
• How much is already known about the topic
• What is missing from this current knowledge
• What new insights your research will contribute
• Why you believe this research is worth doing

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As you get started, it’s important to demonstrate that you’re familiar with the most important research on your topic. A strong literature review  shows your reader that your project has a solid foundation in existing knowledge or theory. It also shows that you’re not simply repeating what other people have already done or said, but rather using existing research as a jumping-off point for your own.

In this section, share exactly how your project will contribute to ongoing conversations in the field by:

• Comparing and contrasting the main theories, methods, and debates
• Examining the strengths and weaknesses of different approaches
• Explaining how will you build on, challenge, or synthesize prior scholarship

Following the literature review, restate your main  objectives . This brings the focus back to your own project. Next, your research design or methodology section will describe your overall approach, and the practical steps you will take to answer your research questions.

To finish your proposal on a strong note, explore the potential implications of your research for your field. Emphasize again what you aim to contribute and why it matters.

For example, your results might have implications for:

• Improving best practices
• Informing policymaking decisions
• Strengthening a theory or model
• Challenging popular or scientific beliefs
• Creating a basis for future research

Last but not least, your research proposal must include correct citations for every source you have used, compiled in a reference list . To create citations quickly and easily, you can use our free APA citation generator .

Some institutions or funders require a detailed timeline of the project, asking you to forecast what you will do at each stage and how long it may take. While not always required, be sure to check the requirements of your project.

Here’s an example schedule to help you get started. You can also download a template at the button below.

Download our research schedule template

If you are applying for research funding, chances are you will have to include a detailed budget. This shows your estimates of how much each part of your project will cost.

Make sure to check what type of costs the funding body will agree to cover. For each item, include:

• Cost : exactly how much money do you need?
• Justification : why is this cost necessary to complete the research?
• Source : how did you calculate the amount?

To determine your budget, think about:

• Travel costs : do you need to go somewhere to collect your data? How will you get there, and how much time will you need? What will you do there (e.g., interviews, archival research)?
• Materials : do you need access to any tools or technologies?
• Help : do you need to hire any research assistants for the project? What will they do, and how much will you pay them?

If you want to know more about the research process , methodology , research bias , or statistics , make sure to check out some of our other articles with explanations and examples.

Methodology

• Sampling methods
• Simple random sampling
• Stratified sampling
• Cluster sampling
• Likert scales
• Reproducibility

 Statistics

• Null hypothesis
• Statistical power
• Probability distribution
• Effect size
• Poisson distribution

Research bias

• Optimism bias
• Cognitive bias
• Implicit bias
• Hawthorne effect
• Anchoring bias
• Explicit bias

Once you’ve decided on your research objectives , you need to explain them in your paper, at the end of your problem statement .

Keep your research objectives clear and concise, and use appropriate verbs to accurately convey the work that you will carry out for each one.

I will compare …

A research aim is a broad statement indicating the general purpose of your research project. It should appear in your introduction at the end of your problem statement , before your research objectives.

Research objectives are more specific than your research aim. They indicate the specific ways you’ll address the overarching aim.

A PhD, which is short for philosophiae doctor (doctor of philosophy in Latin), is the highest university degree that can be obtained. In a PhD, students spend 3–5 years writing a dissertation , which aims to make a significant, original contribution to current knowledge.

A PhD is intended to prepare students for a career as a researcher, whether that be in academia, the public sector, or the private sector.

A master’s is a 1- or 2-year graduate degree that can prepare you for a variety of careers.

All master’s involve graduate-level coursework. Some are research-intensive and intend to prepare students for further study in a PhD; these usually require their students to write a master’s thesis . Others focus on professional training for a specific career.

Critical thinking refers to the ability to evaluate information and to be aware of biases or assumptions, including your own.

Like information literacy , it involves evaluating arguments, identifying and solving problems in an objective and systematic way, and clearly communicating your ideas.

The best way to remember the difference between a research plan and a research proposal is that they have fundamentally different audiences. A research plan helps you, the researcher, organize your thoughts. On the other hand, a dissertation proposal or research proposal aims to convince others (e.g., a supervisor, a funding body, or a dissertation committee) that your research topic is relevant and worthy of being conducted.

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How to Write a PhD Research Proposal

• Applying to a PhD
• A research proposal summarises your intended research.
• Your research proposal is used to confirm you understand the topic, and that the university has the expertise to support your study.
• The length of a research proposal varies. It is usually specified by either the programme requirements or the supervisor upon request. 1500 to 3500 words is common.
• The typical research proposal structure consists of: Title, Abstract, Background and Rationale, Research Aims and Objectives, Research Design and Methodology, Timetable, and a Bibliography.

What is a Research Proposal?

A research proposal is a supporting document that may be required when applying to a research degree. It summarises your intended research by outlining what your research questions are, why they’re important to your field and what knowledge gaps surround your topic. It also outlines your research in terms of your aims, methods and proposed timetable .

What Is It Used for and Why Is It Important?

A research proposal will be used to:

• Confirm whether you understand the topic and can communicate complex ideas.
• Confirm whether the university has adequate expertise to support you in your research topic.
• Apply for funding or research grants to external bodies.

How Long Should a PhD Research Proposal Be?

Some universities will specify a word count all students will need to adhere to. You will typically find these in the description of the PhD listing. If they haven’t stated a word count limit, you should contact the potential supervisor to clarify whether there are any requirements. If not, aim for 1500 to 3500 words (3 to 7 pages).

Your title should indicate clearly what your research question is. It needs to be simple and to the point; if the reader needs to read further into your proposal to understand your question, your working title isn’t clear enough.

Directly below your title, state the topic your research question relates to. Whether you include this information at the top of your proposal or insert a dedicated title page is your choice and will come down to personal preference.

2. Abstract

If your research proposal is over 2000 words, consider providing an abstract. Your abstract should summarise your question, why it’s important to your field and how you intend to answer it; in other words, explain your research context.

Only include crucial information in this section – 250 words should be sufficient to get across your main points.

3. Background & Rationale

First, specify which subject area your research problem falls in. This will help set the context of your study and will help the reader anticipate the direction of your proposed research.

Following this, include a literature review . A literature review summarises the existing knowledge which surrounds your research topic. This should include a discussion of the theories, models and bodies of text which directly relate to your research problem. As well as discussing the information available, discuss those which aren’t. In other words, identify what the current gaps in knowledge are and discuss how this will influence your research. Your aim here is to convince the potential supervisor and funding providers of why your intended research is worth investing time and money into.

Last, discuss the key debates and developments currently at the centre of your research area.

4. Research Aims & Objectives

Identify the aims and objectives of your research. The aims are the problems your project intends to solve; the objectives are the measurable steps and outcomes required to achieve the aim.

In outlining your aims and objectives, you will need to explain why your proposed research is worth exploring. Consider these aspects:

• Will your research solve a problem?
• Will your research address a current gap in knowledge?
• Will your research have any social or practical benefits?

If you fail to address the above questions, it’s unlikely they will accept your proposal – all PhD research projects must show originality and value to be considered.

5. Research Design and Methodology

The following structure is recommended when discussing your research design:

• Sample/Population – Discuss your sample size, target populations, specimen types etc.
• Methods – What research methods have you considered, how did you evaluate them and how did you decide on your chosen one?
• Data Collection – How are you going to collect and validate your data? Are there any limitations?
• Data Analysis – How are you going to interpret your results and obtain a meaningful conclusion from them?
• Ethical Considerations – Are there any potential implications associated with your research approach? This could either be to research participants or to your field as a whole on the outcome of your findings (i.e. if you’re researching a particularly controversial area). How are you going to monitor for these implications and what types of preventive steps will you need to put into place?

6. Timetable

We’ve outlined the various stages of a PhD and the approximate duration of a PhD programme which you can refer to when designing your own research study.

7. Bibliography

Plagiarism is taken seriously across all academic levels, but even more so for doctorates. Therefore, ensure you reference the existing literature you have used in writing your PhD proposal. Besides this, try to adopt the same referencing style as the University you’re applying to uses. You can easily find this information in the PhD Thesis formatting guidelines published on the University’s website.

Finding a PhD has never been this easy – search for a PhD by keyword, location or academic area of interest.

Questions & Answers

Here are answers to some of the most common questions we’re asked about the Research Proposal:

Can You Change a Research Proposal?

Yes, your PhD research proposal outlines the start of your project only. It’s well accepted that the direction of your research will develop with time, therefore, you can revise it at later dates.

Can the Potential Supervisor Review My Draft Proposal?

Whether the potential supervisor will review your draft will depend on the individual. However, it is highly advisable that you at least attempt to discuss your draft with them. Even if they can’t review it, they may provide you with useful information regarding their department’s expertise which could help shape your PhD proposal. For example, you may amend your methodology should you come to learn that their laboratory is better equipped for an alternative method.

How Should I Structure and Format My Proposal?

Ensure you follow the same order as the headings given above. This is the most logical structure and will be the order your proposed supervisor will expect.

Most universities don’t provide formatting requirements for research proposals on the basis that they are a supporting document only, however, we recommend that you follow the same format they require for their PhD thesis submissions. This will give your reader familiarity and their guidelines should be readily available on their website.

Last, try to have someone within the same academic field or discipline area to review your proposal. The key is to confirm that they understand the importance of your work and how you intend to execute it. If they don’t, it’s likely a sign you need to rewrite some of your sections to be more coherent.

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How to write a good application - ESRC

The content and quality of the application you submit to us will determine whether you are successful. Therefore, it is vital that you have a full understanding of what is required, as well as knowing the various stages of the application process, so that you maximise your chances of being funded.

These notes are intended to assist you in the preparation of applications to the ESRC responsive mode: research grants funding opportunity  and should be read in conjunction with the ESRC research funding guide .

They provide informal guidance on points for applicants to remember when drafting applications.

You may also find this information helpful if you’re applying to another funding opportunity although you should take care to follow any funding opportunity-specific guidance provided.

Careful attention will help you to avoid some of the basic pitfalls and improve the funding chances of your research idea.

Our guidance for writing a good research grant application

Allow yourself time.

Preparing a draft application and consulting on it, preparing the project costings and getting advice on these, as well as reading the regulations of the funding opportunity to learn what is and what is not permissible, are all time-consuming parts of the process of application.

The key guidance for applicants applying to our research grants scheme is:

• the funding opportunity guidance
• ESRC guidance for applicants
• ESRC research funding guide

Study your funding source

All funding agencies will have their own criteria for deciding on allocation of their resources. It is worthwhile taking time to familiarise yourself with these and ensuring that your application clearly addresses your targeted source of support.

We are an agency funded by the government and its mission is “to promote and support by any means, high quality, basic, strategic and applied research and related postgraduate training in the social sciences; to advance knowledge and provide trained social scientists which meets the needs of users and beneficiaries, thereby contributing to the economic competitiveness of the UK, the effectiveness of public services and policy, and the quality of life; and, to provide advice on, and disseminate knowledge and promote public understanding of, the social sciences”.

All successful ESRC research grants demonstrate four characteristics. They must:

• promise excellent research
• be of value to potential users outside or within the research community
• convince of the ability to deliver research
• demonstrate value for money (not necessarily the same as cheapness).

Further information relating to how applications are peer reviewed and the standards against which you will be judged are provided within ESRC’s guidance for reviewers and ESRC’s peer reviewer training tool – this is an online course which takes around an hour to complete, although it is possible to dip in and out as well.

Read the guidance documents

You should read the funding opportunity guidance which is designed to help you through the process. This cannot be overstressed; familiarising yourself with the content of the research funding guide may seem tedious but will help you to avoid basic mistakes which at best will require clarification with office staff and at worst may prejudice chances of success. Please abide by the rules, since they are there to ensure a level playing field for all applicants, and applications which break the rules will be rejected. Make sure you are using the current versions of guidance as rules and regulations are subject to change. If in doubt, check with the named ESRC contact for the funding opportunity.

Discuss your application

You should discuss your application with peer groups, colleagues and, if you are a relatively new researcher, with senior and more experienced researchers. Experienced collaboration or mentoring rarely goes amiss. If you have never sent in an application to us before, try to get the advice of someone who has already been successful.

Talk to your research office and draw on the support that they can give you in putting together your application and calculating your costings.

Justify your costings

When you justify your costings, they should be considered with care and close reference to our research funding guide.

Be realistic – lavish costings are unlikely to find favour with panel members and an application which promises the earth at remarkably low expense will be regarded with caution.

Panels take a very dim view of applications where the costings have been padded to reach the lower financial threshold for the funding opportunity, and if potential cuts would take the overall cost of the application below the threshold the application will not be funded.

You need to provide clear and convincing justification of your costings and should think carefully about the time and resources needed to complete the research successfully within the specified period.

Grants will be based on the eligible costings included in applications and will be subject to standard indexation and be cash limited at the time of announcement, so it is important to get costings right when applying.

A well thought out financial plan helps to create confidence in the application generally. Give as detailed a breakdown of costs as possible so that the panel can properly assess the application.

Do make sure that what you are asking for is allowed within the regulations. Bear in mind that ESRC is looking for value for money, and that applications which offer poor value for money will be scored down by panels, even when the science may be excellent.

Content and presentation

The research application is the means by which you will be trying to convince the panel that your application is worth funding so think carefully about what information you are going to give and how it is presented.

Make sure you think your project plan through and cover all stages of the research lifecycle. The project lifecycle includes the planning and research design stage, the period of funding for the project, and all activities that relate to the project up to and including the time when funding has ended.

The research lifecycle therefore also includes knowledge exchange and impact realisation activities, the dissemination process including reporting and publication and the archiving, future use, sharing, and linking of data.

Many applications are unsuccessful not because they lack interesting or important research ideas, but because they fail to communicate adequately how these research ideas will be explored and translated into an achievable plan of action.

It is vital that you have a full understanding of what is required, as well as knowing the various stages of the application process, so that you maximise your chances of gaining an award.

Convey to the panel your genuine interest, understanding and enthusiasm for the work.

The vision and approach section is the core of your application. It is also important to make sure that you devote enough space in the application to describing the research you intend to conduct and the research design and methods – the panels find it very frustrating when applicants devote pages to explaining why their proposed research is exciting but then provide only a short and inadequate explanation of how they propose to explore this in practice.

Write in plain English. Your application is likely to be seen by many people, including some who will not be familiar with your particular specialism. Detail and specification may necessitate the use of disciplinary or technical terminology and this will be clear to peer reviewers, but the ideas you wish to convey and your reasons for doing so should be apparent to a wide audience.

Peer reviewers and panel members do not welcome dense blocks of text which have not been broken down into paragraphs and sub sections. By the same token, do take the trouble to check spelling, grammar and punctuation. These are all part of the quality of presentation and presentation matters.

Knowledge exchange and impact

Our mission places emphasis on ensuring that researchers engage as fully as possible with the users of research outcomes. These may be:

• other academics
• government departments
• public bodies
• voluntary organisations
• other interested parties

Try to consult with and involve people who could make a valuable contribution to the research and who could provide support and interest. Involving stakeholders and users in the planning stages can be highly beneficial.

In line with the common position on excellence with Impact adopted by research councils, we expect that the researchers we fund will have considered the potential scientific, societal and economic impacts of their research.

You should actively consider how these can be maximised and developed throughout your application. Consideration of the potential economic and social impact of your proposed research will form part of the peer review and assessment process of your application. You are expected to take impact seriously. If you believe that your research project is purely theoretical or methodological and will only have impacts within academia you should consider your impact strategy to justify your belief.

Opportunities for making an impact may arise, and should be taken, at any stage during the lifecourse of the research. It is important that researchers have in place a robust strategy for maximising the likelihood of such opportunities arising and their own capacity for taking advantage of these.

Further information on impact, innovation and interdisciplinarity.

Check the details

Once you have completed the application make sure that all the required information is provided. Some of the most common issues are:

• an unrealistic start date
• vision and approach section exceeding the specified length
• no additional details provided of revisions made to an application in the case of invited resubmissions

What happens next?

For the esrc responsive mode: research grants funding opportunity.

Applications receiving sufficiently supportive comments from external academic reviewers are forwarded to the panel members (introducers) for a funding recommendation. This is primarily informed by the average expert reviewer score. The minimum threshold score for progressing to the panel is determined on an individual funding opportunity basis.

Applications receiving an average expert reviewer score below the minimum threshold are rejected as not meeting the requisite scientific standard.

At the full panel meetings a proportion of applications will be recommended for funding. Unsuccessful applications fall into two categories – those which are unsuccessful due to lack of funds, and those which do not meet the requisite scientific standard.

A ranked list of recommendations is then considered by the grants delivery group for a final funding decision.

We accept only invited resubmissions. We do not allow the resubmission of any previously unsuccessful applications (including applications previously submitted to another research council), unless applicants have been specifically invited to do so.

In the majority of cases funding decisions are made around six months from the submission of your application, so please bear this in mind when applying.

If your research is time-critical you will need to allow enough time from submission for the application to go through the full application process, and the post-award checks/contracting process which takes an additional two months, on average.

If you are successful

Congratulations, and we hope your project goes well.

However, if difficulties arise such as delays in recruitment, staff illness, replacements, or changes to the work plan then please let us know immediately via your research office.

Under our research funding guide rules you will not need to notify us of virements of funds between headings and no supplementation will be allowed.

Last updated: 16 February 2024

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Tips for Writing Graduate Student Grant Proposals

• Make sure your proposal is original, well-written and can be understood by an educated layperson. Ask a friend from outside of your department to read your proposal and explain its significance.
• Choose a project of limited scope. For example, ask for a grant to fund the data collection phase of your dis­sertation; don’t ask for $1,000 toward the total expenses of your entire thesis or dissertation work. If your project has a large budget, identify a specific element that can be funded within the limits of this program and that will allow you to move forward with your work.
• In the first paragraph, state your project’s basic idea or problem, its relationship to your research (thesis, dis­sertation, and creative work), the amount of funding you are requesting, and what the funds will be used for.
• Describe the relevance of your project to research in your field or your own creative development. What is unique about your research or creative project; how will it contribute to your field?
• Describe the methodology you will use to conduct your study.
• Comment on your own individual skills and experience (such as foreign language skills, if relevant) and how they will contribute to your project.
• If your project involves access to special collections or interviews with specific people, state that you have received permission to use the collections or to conduct the interviews.
• If you request funds for conference travel, state how the conference travel will contribute to your re­search or creative work. Grants are not awarded to present findings of research that has already been completed. Grants are generally not awarded to students who are not presenting their work at the confer­ence or completing a specific element of their research by attending the conference.
• Use the full two pages to describe your project. Use section heads to organize your proposal rather than writing two pages of straight narrative.
• Your advisor’s letter of support is very important. Be sure to give him/her enough time and information to write a strong letter. Please make sure your recommenders are aware of your request so they may prepare properly. Support letters must be submitted by the deadline.
• Reviewers scrutinize the budget page; itemize your expenses and quote specific prices.
• If you request funds to cover only a portion of your budget, please explain other sources of funding. (Make it clear that your project will be able to be completed.)
• You may add narrative to your budget page to explain or justify items in your request.
• Please note :  equipment purchased with a Graduate Student Grant becomes the property of the univer­sity.

Be sure to read and follow submission procedures. The Graduate School cannot accept proposals that are submitted in an incorrect format . In addition, the Graduate School cannot accept proposals from students who do not meet all eligibility requirements at the time of the deadline.

Do not  include additional materials beyond items described by the application format guidelines . All figures and tables included in the proposal must remain within the page limit for the project description.

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Undergraduate or graduate students who are citizens, nationals or permanent residents of the United States are eligible to apply.

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Applications are typically due in the spring or early summer of each year. Learn more about the program and how to apply on the CISE Graduate Fellowships page.

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Some of NSF's programs offer grants to doctoral students, allowing them to undertake significant data-gathering projects and conduct field research in settings away from their campus.

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Doctoral students enrolled in U.S. institutions of higher education who are conducting scientific research are eligible to apply. Applicants do not need to be U.S. citizens.

These proposals are submitted to NSF through regular organizational channels by the doctoral student's dissertation advisor, with the student serving as the co-principal investigator on the proposal.

Visit NSF's  Funding Search  to see the list of programs that currently accept DDRIG proposals. Deadlines vary by program: some accept proposals at any time while others have annual or semi-annual deadlines.

Note: Information on the NSF-funded Law and Science Dissertation Grant (LSDG) can be found on the LSDG website .

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Graduate students funded by the program receive, at minimum, 12-month-long stipends that support their participation in the program's training activities, which can include courses, workshops and research projects.

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Current postdoctoral fellowship opportunities can be found on NSF's  Funding Search .

Deadlines vary by program: some accept proposals at any time while others have annual deadlines.

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Advisor is using my ideas as grant proposal

I am having a hard time deciding what to do or feel so I wanted to ask this question here.

For background, I am a PhD student and am doing pretty well overall. I also happen to have a fellowship that covers my tuition and stipend for the next two years. At this point, I have a very clear and novel research agenda that I will most likely work on for the rest of my career and that I have presented at different venues.

My advisor has recently watched a talk I gave and told me that she would like me to write a grant proposal based on the ideas in my talk. Now, I feel uncomfortable doing this because I feel like she had absolutely zero contribution in the development of any of these ideas in this talk, and, if she gets the grant based on these ideas, I would lose "authority" over my own research agenda.

During my time in the Ph.D., my advisor has contributed very little intellectually to my work, (although I admit he has been a great editor). When it came to publications, I never had an issue regarding this because I would always be the first author, and it was clear that I was the expert on the topic (giving talks, etc...). However, if I understand correctly this grant proposal will only have his name on it, and it would not mention that the ideas developed in the grant belong to me (other than references to our past work).

Am I right to worry? What can I do?

• 1 Would you enjoy collaborating with the professor long-term? If an idea is good enough, there are often many pieces of it that require work. I always have more ideas than time to fundraise, do paperwork, manage students, and write. –  Dawn Commented Jul 13, 2022 at 1:02
• 4 Relevant PhD-Comic Not 100% true, not 100% your situation, but close enough. –  Sabine Commented Jul 13, 2022 at 14:37
• 3 Are you sure advisor isn't indirectly trying to teach you how to write grant proposals? Did you ask them why they need YOU to write a grant proposal? Are you sure this grant proposal will be submitted? –  Mindwin Remember Monica Commented Jul 14, 2022 at 18:07
• "However, if I understand correctly this grant proposal will only have his name on it" --> can you confirm that you indeed understand this correctly? I know of different countries (e.g. UK, the Netherlands), which do allow including Named Researchers in the proposals (e.g. naming the postdoc -- presumably you -- who would work on the project), and even allow Research Co-Investigators (you) to be included as the proposal authors. –  penelope Commented Aug 8, 2022 at 15:27

10 Answers 10

Here are two simple reasons why you should encourage your advisor to write the research grant with your idea:

• In your own words:

I admit she has been a great editor

Editing a scientific manuscript seems like a trivial thing, but depending on the context sometimes it is the task that requires the most effort. This is not something that you can ignore.

• Your advisor asking you to write a grant proposal means that she finds your ideas valuable enough to convince a funding source.

Since you are a member of the project, this is a great opportunity for you. At the end of the day, the funds will not be spent on your advisor's personal purchases. It will be your travel money, conference registration fee, research visit compensation, etc.

I do not believe that the ambition of getting the credit that you think you deserve is a feasible goal here. In the best case, she will say "OK then, I won't write a grant based on your idea." And then what? You are back to square one.

In the future, you will have many brilliant ideas, and most of them will be way better compared to the one that you have today. So, the best course for you (I think) is writing the proposal, and enjoying the grant both by putting an item in your CV and spending the money to travel around.

• 13 +1 but be alert "At the end of the day, the funds will not be spent on your advisor's personal purchases. It will be your travel money, conference registration fee, reseearch visit compensation, etc." Do not take this for granted . Maybe these funds would cover just one year of a PhD position, but then the work promised in the grant will need two years of a PhD position ... but professor&dept head would be happy to show the university board "look, we got $$funds$$ for a PhD for one year!" –  EarlGrey Commented Jul 13, 2022 at 9:19
• 1 Is it in the US the same that: you cannot use grant money for your own salary, meaning yes while a phd student could apply for a grant they could only use it to fund equipment and other people. So practically a person on the payroll of the uni basically has to be the person applying. –  lalala Commented Jul 14, 2022 at 6:18

I understand your concern, but you have a couple of things backwards.

While, in theory, when it comes to papers, you could write these yourself and you don't need your supervisor*, when it comes to grants, however, it's a completely different story. I'm speaking from a UK perspective and terminology here, but I assume similar practices apply elsewhere.

Unfortunately, in practical terms, there is absolutely no way for you to apply for a traditional grant as a PI at your stage, and are unlikely to for a long time. This is because funding bodies tend to have strict eligibility criteria, of which the most common is "permanent academic position in a recognised higher institution", closely followed by the often unstated criterion "demonstrates experience and an established presence in the field, and is the most suitable permanent post academic to lead this particular proposal"

In other words, it is probably not possible for you to be writing a grant at this stage. Which means, your best bet of actually continuing this line of research that you're banking the rest of your entire career on, may in fact well be to convince someone grantworthy to apply for a grant on the basis of your ideas, for you to continue working with them. Otherwise, once you're out of the phd and looking for a job, your most likely route is that you'll have to join a project based on a grant that someone else proposed, which is unlikely to be your particular niche topic that you so love. And this doesn't even address the whole "even if you apply for a grant yourself to resurrect this line of research once you've made permanent, say, 7 years down the line, this research may no longer be grantable, based on current trends and buzzwords".

Having said that, there are ways for you to be an official contributor on the grant proposal, rather than simply be a person that your PI happens to hire with the grant money. Many funding bodies allow the concept of a "named researcher" on the grant. This is typically someone who is at a stage in their career that is ineligible to apply for the grant per se, but it is understood that they are an integral part of the proposal (typically understood to mean the project is largely their baby and they will be the ones pouring all the work on it), and is therefore named on the grant. This is great for your CV, because it shows you have experience submitting grants and getting funding. Plus it saves the university time and money because they won't have to go through the hiring process.

So if I were you, not only would I encourage your advisor to write the grant, but I would try to find out if you can be a named researcher on the grant and continue your research with them in that capacity.

Ok, I am lying a bit, because there is in fact another, more straightforward way to go about this after your phd, which is to apply for a postdoctoral fellowship. This is an award that allows you to work as a postdoc for a few years working alone on your own research. But at the end of the day, these grants are far rarer than traditional grants (which are already in high competition), and are thus even more competitive than normal grants, are much less flexible (e.g. in terms of creating a partnership), and still require finding an interested supervisor to supervise the work. If you do get one of these, it may be seen more favourably than a named researcher route (in that you won such a grant directly), I'm not too sure. But in reality, if you are a named researcher on a grant, this is already great, much easier, and will still allow you to control and continue your research.

These are all personal opinions, and I'm also still learning the ropes and shortcuts of the system, so I may be wrong on a couple of points. But more or less this has been my experience. Happy to be corrected in the comments below. Hope it helps.

PS. The cutting edge novel stuff I was working on during my PhD that I thought would change the world and I was ready to base my entire career on? Haven't managed to touch that in 7 years now. Now that I'm getting a permanent post I may go back to it, but I've already got other projects in my hands already, which are far more practical from a funding point of view.

* Though in practice, even here, I think you're probably underestimating the impact that your supervisor will have had, both in terms of what they contributed to the research in indirect terms, as well as how the impact of the paper may have changed from the network effect of having their name on it.

An idea can be put down to a A4 page. Writing a superb 20-50 page grant proposal, project and financial plan is something completely different. Managing a project successfully is another different career step.

What you have to decide is not who had the idea or is the "owner", but what is the likelihood to get funding for it without your advisor and that someone else doesn't have the same idea at another place/how long you can save it up.

This is a poker game. You know what professional poker players do? They invest in other poker players (to get some ratio of their win) even playing the same tournament as their opponents to maximize their winning chances.

I was also thinking like you once. Maybe there are branches and periods within a research career within you can work and manage a project/idea/proposal completely on your own. But this cannot stay your modus operandi to become professor and stay profressor. You have to share ideas and success, delegate responsibilities, divide labour to stay successful.

If you idea is more than an idea, then patent it. Universities often ask their coworkers to come with patent-ready ideas to their patent departments. Then it will also be clear who had which share % developing the idea.

• 7 Research is not a poker game. What you describe (betting on one's opponent in a tournament) sounds unethical, and I'm having trouble understanding what the analogy in the academic world would be. Give some of your grant money to your competitors? This only makes sense if you don't think about it. –  N.I. Commented Jul 13, 2022 at 20:54
• 1 @N.I.the analogy is quite simple and obvious. Time is money and risk evaluation to invest time and share ideas with other researchers/opponents concering funding money essential to be more successful than others. But this question is not meant to explain game theory basics...Poker might have higher standards and rules of behaviour than the research game, when many research results are not reproducable nowadays. You think research is more like chess? :-) Then we strongly disagree and I take your downvote happily. Alone your assessment that poker is an unethical game is kind of strange...?! –  user48953094 Commented Jul 13, 2022 at 22:13
• 2 @N.I. "Give some of your grant money to your competitors?" that's exactly what you do when you participate in workshops and conferences organized by other institutions ... –  EarlGrey Commented Jul 14, 2022 at 8:12
• @EarlGrey Not all fields have registration fees –  N.I. Commented Jul 14, 2022 at 11:59
• 1 @N.I. you mention there are no registration fees. However, there are expenses involved (for example travel, remote conferencing infrastructures ... ) and costs: I understand that (often and unfortunately) time has no value in science/research, but someone participating in a conference/workshop is spending time, time that is paid from somewhere (even without grant). I hope you are oblivious to the costs of workers (yes, being a researcher is the best possible job in the world...) but not to the other side of the medal, that costs of workers must also be a fair salary... –  EarlGrey Commented Jul 14, 2022 at 12:27

In the short-term: a grant may expose your idea to third party, so you may loose some ownership on it. However, if you published the idea, there is no doubt about the ownership.

it would not mention that the ideas developed in the grant belong to me (other than references to our past work).

A grant is a funding request. You have to write it based on solid proof that what you plan to do will work, so what you downplay as "references to our past work" is of the uttermost importance. The rest of the grant (PI, name of the person proposing the grant, etc) is 20% politics and 80% bureaucracy. So publish as much as you can, but if your advisor is involving you in grants' writing it will be a good learning experience (unfortunately, even if your idea is good to guarantee you a career in the future, you will have to write more and more grants...)

In the long-term: I urge you to consider you are among peers[1]. You may have had a great idea, and you may have a plan for the future, since you state you have

a very clear and novel research agenda that I will most likely work on for the rest of my career and that I have presented at different venues.

Be realistic, there are many good ideas out there, not all of them get the required fundings. Additionally, if you were to have the absolute scientific breakthrough idea in your topic, you would be busy managing your own funds, not asking how to proceed to random strangers on the internet.

Being ambitious and knowing the own capabilities and value is good. But what is coming out from your writing/question is the usual self-entitled behavior of "succesful" PhD students. I am not saying you will not have a successful career, I hope you will have one. What I want to stress is that if it will happen only because of your merits and ideas ... it will only happen this way in your head, because your head will trick you in ignoring all the support you received and that you will be given, from your current and future peers (see your curent advisor doing a great job, supporting and setting you free to pursue your ideas).

[1] if you feel you are significantly smarter than your peers ...

• 1 I don't think "ownership" is the right word here - it's not possible to own an idea. There are issues of getting credit for the idea, as well as having control over the direction of research, but the OP cannot gain or lose ownership of the idea no matter what they do. Publishing a novel idea means the OP gets credit for it, but that doesn't mean they own it. –  Nuclear Hoagie Commented Jul 13, 2022 at 17:34
• @NuclearHoagie I agree, idea has no ownership, I just wanted to tag along the OP concept, if they are smart enough they will understand the concept you expressed ... –  EarlGrey Commented Jul 14, 2022 at 6:24
• dear editor of the answer, I am not quoting anyone, so please do not edit the final joke –  EarlGrey Commented Jul 14, 2022 at 6:24

At this point, I have a very clear and novel research agenda that I will most likely work on for the rest of my career and that I have presented at different venues... My advisor has recently watched a talk I gave and told me that she would like me to write a grant proposal based on the ideas in my talk...

You are very worried that, by winning this grant, your advisor will somehow "scoop" all credit for the research agenda you've identified... but you seem completely indifferent to the notion that audience members from any of those multiple other venues (or readers of your first-author publications) might just as easily scoop you by writing their own grants.

Even if it plays out exactly as you most fear, working with your advisor on this will lead to funding and more publications (presumably where you are still first-author); whereas some other group beating you both to the punch might lead to only a couple citations or footnotes.

What your advisor is offering here is a way for you to start the ball rolling on your research agenda at a very early stage in your career. Will this lead to some future confusion about "priority"? Maybe, maybe not. It sounds like you've given plenty of talks on the subject and have a good number of first-author publications under your belt so I wouldn't be too worried about one grant tipping the scales (particularly not if this grant leads to more publications where you are once again first-author).

Also, since we are talking about a "research agenda that I will most likely work on for the rest of my career" who's to say that this one grant proposal must give away the entire plot? Presumably, if this research territory is unexplored enough to build an entire career out of it, then some first exploratory forays can likely be packaged as post-doc projects, PhD theses, or even MS theses. Your advisor's editorial/administrative experience should actually be invaluable here - both in terms of knowing the project scopes most likely to be funded, as well as knowing how to maximize the amount of strong publications from a project of a given size.

(Moved from comment to answer)

I see two major concerns from your side. 1. You are afraid that you will "loss the authority". 2. You are afraid that you cannot be one of the authors of the application.

For 1: I am not sure what do you mean by "authority". Do you mean that you used to be the single author in these papers, and now you have to share authorship?

For 2: I personally think you can be one of the listed coauthor of the grant application. I personally know quite a few PhD candidates coauthoring grant application with professors across different institute (with or without the involvement of their advisor). So I am not sure if there is rule prohibiting students to be listed as coauthors.

PS: Besides proof-reading, I think there are some other value your advisor might be able to give you. For an incomplete list:

• Share his network capital
• Identify good citations and potential referees
• Share the skills in communication with editors and other senior academics
• Identify the "taste" of editors and potential referees
• Share his experience in paper submission and grant application

I am just a PhD student myself (so take this with a grain of salt) but I don't think one should conflate a grant proposal with a publication. Also, isn't it likely that a successful grant application would bring more funding to the research group, thereby benefiting you? Finally, I would think that one needs to trust their PhD advisor's judgment on these kinds of things, otherwise your degree may be a rocky road.

• Trust their experience on publications, yes. But write a funding proposal to benefit a professor contributing only editorially to that innovation, this is irresponsible. It makes other advisers think why they should not also advance their careers by association rather than by significant contribution. And demoralises those doing the latter. If adviser made a significant contribution, well and good. –  Trunk Commented Jul 15, 2022 at 12:43

I feel your pain. I have had to be satisfied with insufficient credit a few times and have even once had an entire final form paper outright stolen from me by researchers higher up the food chain. It happens. Don't listen to anyone who says it doesn't.

But you have to consider your position. The awarding of grants is a notoriously subjective process. (WHAT??? SUBJECTIVITY in SCIENCE??? Surely you jest! Ummm ... no.) Granting agencies will look at a proposal from an established researcher much more seriously than they will from a newbie, even a potentially talented newbie. I remember speaking with a someone who sat on such boards from time to time who said, "Seriously, I just don't have time to read these proposals. Last month I granted money to this one proposal just because I like the guy!" Now, don't blow a gasket; she went on to say, "Of course, one of the reasons I like the guy is that he does good work!" Point being, if your grant -- a first time effort -- had come across her desk in a stack of 10 others when she was already up to her nose in her own work, you wouldn't stand a chance.

In short, you need to ask yourself if you can get this funded without your advisor's help.

Also, for my money, whose name gets put on the papers that come out of the research will be more far more important than who is the lead on the grant. If your advisor is a decent person (Beware! Not all of them are!) she will put you as first author on the papers, as long as you actually do the work.

One last thing: It's not necessarily a binary thing; you don't necessarily have to tell her all or nothing. You don't have to tell your advisor your every thought. You can be cagey. There may be ways to keep the good stuff under wraps until you are ready to reveal it in a way that mark it as unmistakably yours. (Does your research group publish pre-prints, for instance?) It can be miserable having to go through life thinking like that, but sometimes that's what you have to do.

A couple of years ago I took a "Researcher Management and Leadership Training" Coursera course from the University of Colorado. In it they said that a good advisor will have you write a grant with them as the PI, and commit that if they get the grant and you go off to a faculty position somewhere else, you can take some of the money. This way, when you are on the job market you have a little pot of money to make yourself more attractive to potential employers. See if your advisor will do something like that.

• I think this is unlikely. This would require university approval as the research funds are given for so much work at the applying university. Extracting just x% of this for a PhD or fellow would make the university department liable to make up the shortfall. Proposals are already cut to the bone as far as grant amount to man-hours are concerned. Anyway there is no way that someone would be allowed take a piece of grant money to another university/research institute labs. And the idea of people buying their way into openly competitive positions is professionally shocking. –  Trunk Commented Jul 15, 2022 at 17:18

Kick for touch - and make it a Percy Montgomery !

Say you have to finish your PhD now - you must focus on that to the exclusion of all else.

After that you have to defend the thesis, apply for publication and get some well-earned R & R back home.

Then is the time to look at looking for funding for the idea you've had.

Though in the meantime you can look at who else in the country is doing similar research, whether you can work with them and so on . . .

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Grant proposal writing - How to design and communicate your project convincingly

Short description

Succesful grant proposal writing offers you the opportunity to drive your career as a researcher, to fund your own research, to get you into independence early after obtaining your PhD and to grow your research group. Also, outside of academia it plays an important role for funding research and innovation activities.

There are plenty of national and international funding programmes with different funding schemes. Although there are differences between the funding schemes that influence what each winning proposal would look like, the process of how to turn your idea for a project into a proposal is the same.

Therefore, this workshop focuses on a) How to develop your idea for a project into a sound work programme; b) how to match it with the requirements of a particular funding programme; and c) how to facilitate communication with the reviewer by presenting your complex ideas in an easy-to-understand way.

Target group

This training is dedicated to researchers with little or no experience in grant proposal writing. 

At the end of the workshop, the participants will have:

• An overview of funding possibilities and helpful sources of information
• A list of contact points, websites and phone numbers which provide support and detailed answers to questions
• A set of tools for efficiently developing research ideas into research projects and designing them to a funding programme of interest
• Examples of proposal building blocks, as well as comments on these
• Concise building blocks for different parts of a proposal: Work plan, Pert-diagram, objective, innovative aspects, impact.

SESSION 1: Funding programmes and how to read the documents (3.5 hours) • The triangle of projects • Overview of funding opportunities • Background information on funding programmes and evaluation processes • How to read the official documents • The funding scheme fingerprint

SESSION 2: Developing your idea into a work plan (3.5 hours) • Elements and structure of a work plan • The Disney method • Developing your idea for a research project into a first work plan • Visualisation of the work plan

SESSION 3: Communicating your project convincingly (3.5 hours) • Matching your idea with the funding programme of choice • Communication with the reviewer • Objectives and how to get the details to make them SMART • Innovative aspects

SESSION 4: Impact and budget (3.5 hours) • Where to put which information in the proposal and how to write about it convincingly • The eagle’s perspective on research projects • Impact • Budget calculation • Coordination of the grant proposal writing process

Dr. Sabine Preusse decided to quit academia in 2006 after obtaining her PhD in Astrophysics and moved on to the project management of European Funded Research projects in the Steinbeis-Europa-Zentrum. Besides writing grant proposals and being a project manager in the field of production technologies, she has also trained herself as a business economist (IWW) and a professional business trainer. With this she founded her own company RaumZeit e.K. Coaching Training Beratung in 2011 and is now (also as a professional business coach) supporting researchers from all levels and disciplines in grant proposal writing and the implementation of research projects, dissemination and exploitation of project results, as well as open educational resources.

Since 2011 Sabine Preusse has given more than 150 two-day workshops on grant proposal writing and more than 80 coaching sessions with respect to grant proposal writting, design of research projects and career-building for young researchers, postdocs and professors.

Instructor photo © Dean Vrakela; website photo © Sabine Preusse 

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