ScholarshipPortal (Studyportals)

Documents to prepare (6)

• Academic CVRequired

  One to two pages covering education, relevant experience, skills and awards.

  Lead time: 2–3 days

• Motivation letter / statement of purposeRequired

  Tailored to Studyportals: why this programme, what you bring, and where it takes your career.

  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 academic referees. Give each one your CV and the listing link.

  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)

Suggested timeline

1. 8 weeks before

   Confirm eligibility and contact the host

   Re-read the eligibility on Studyportals'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 Studyportals's page — aggregated dates can lag behind.
• 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.