Helen Hay Whitney Foundation Fellowships

Documents to prepare (13)

• Academic CVRequired

  Research-focused CV: techniques, model systems, publications, conference posters and funding.

  Lead time: 2–3 days

• Research statementRequired

  Two pages: what you have shown so far, the question you want to open next, and why this host lab.

  Lead time: 1–2 weeks

• Transcripts and degree certificatesRequired

  Official copies, plus certified English translations if the originals are in another language.

  Lead time: 2–4 weeks (registrar)

• Reference lettersRequired

  Usually two or three, at least one from a research supervisor who has seen you at the bench.

  Lead time: 3–4 weeks

• Passport / ID copyRequired

  Valid for at least six months beyond the intended start date.

  Lead time: Same day

• English proficiency proofRequired

  IELTS / TOEFL score, or an official waiver letter if your degree was taught in English.

  Lead time: 4–8 weeks (booking + results)

• Publication list and PDFsRecommended

  Full list with your contribution per paper, plus PDFs of the two you are proudest of.

  Lead time: 1–3 weeks

• Supervisor / PI contact emailRecommended

  A short, specific email to the host researcher. Most funded research posts are decided here first.

  Lead time: 1 day to write, 1–2 weeks to hear back

• Funding and budget detailsRecommended

  Check what the award actually covers (tuition, stipend, travel, insurance) and prepare proof of any co-funding.

  Lead time: 2–3 days

• Online applicationRequired

  Listed explicitly by the provider — treat as mandatory.

  Lead time: Varies

• Research planRequired

  Listed explicitly by the provider — treat as mandatory.

  Lead time: Varies

• Publications evidenceRequired

  Listed explicitly by the provider — treat as mandatory.

  Lead time: Varies

• RecommendationsRequired

  Listed explicitly by the provider — treat as mandatory.

  Lead time: Varies

Suggested timeline

1. 8 weeks before

   Confirm eligibility and contact the host

   Re-read the eligibility on Helen Hay Whitney Foundation's own page and email the supervisor or programme office with a short, specific enquiry.

2. 6 weeks before

   Ask your referees

   Send each referee your CV, the listing link and the submission date. Chase politely after a week of silence.

3. 5 weeks before

   Order transcripts and language proof

   Registrars and test centres are the slowest link in the chain — start them before you start writing.

4. 4 weeks before

   First draft of your statement

   Write the motivation letter and (if required) the research proposal end-to-end. A rough full draft beats a polished half.

5. 2 weeks before

   Feedback and revision

   Get one researcher and one non-specialist to read it. Cut anything that could be said about any other applicant.

6. 1 week before

   Assemble and check the package

   File names, formats, page limits, word counts, and every mandatory field in the portal.

7. 2 days before

   Submit

   Submit early. Portals crash on deadline day and time zones are rarely yours.

8. After the deadline

   Follow up and keep applying

   Note the decision date, send one polite follow-up if it passes, and keep two backup listings running in parallel.

Next steps

• Open the official listing and copy the exact requirement list into your checklist below.
• Verify the current deadline directly on Helen Hay Whitney Foundation's page — aggregated dates can lag behind.
• Email the supervisor or PI with a three-paragraph enquiry: who you are, what you can run at the bench, what you want to ask.
• Add every document above to your checklist and give each one a due date.
• Line up two backup listings in the same region so a single rejection doesn't cost you the cycle.