Author: Dr. Aammar Tufail

Free templates · Master's · PhD · Postdoc CV, Motivation Letter, SOP, Cover Letter and Recommendation Letters: The Complete Guide for Erasmus Mundus and Marie Curie (with Templates) What each document is for, how they differ, and exactly what to write in each one for master's, PhD and postdoc applications. Copy-ready templates, dos and don'ts for every level, and my video lessons along the way. By Dr. Muhammad Aammar TufailCodanicsUpdated 4 November 2026About 30 min read Subscribe on YouTube The short answerYour CV proves what you have done. A motivation letter explains why you want a specific programme. A statement of purpose (SOP) tells the academic story of your research interests and goals. A cover letter is a job application that matches you to an advert. Recommendation letters are other people confirming it all. European master's and Erasmus Mundus usually ask for a CV and a motivation letter; Marie Curie and other PhD and postdoc jobs ask for a CV and a cover letter; US programmes ask for an SOP. 5documents explained 12copy-ready templates 3levels: Master's, PhD, Postdoc 9video lessons When two applicants have similar grades, the documents decide. I have seen strong students rejected for Erasmus Mundus and Marie Curie positions because they sent the same generic letter everywhere, mixed up a cover letter with a motivation letter, or asked the wrong person for a reference. I have also seen students with average grades selected because every document was specific, consistent and easy to read. If you are new to funded applications, first read my guide to successful scholarship hunting. This guide then takes each document in turn: what it is for, how it changes from master's to PhD to postdoc, what to do and what to avoid, and a template you can copy. If you are applying for an Erasmus Mundus master's, read it together with my Erasmus Mundus 2027 guide. For PhDs, browse the Marie Curie PhD positions list, and if you are still choosing where to go, start with my study abroad and PhD research guide. In this guide How are a CV, motivation letter, SOP, cover letter and LOR different? How do you make a top-ranking academic CV? How do you write a motivation letter? How do you write a statement of purpose? How do you write a cover letter? Who should write your recommendation letters, and why? Final checklist and interview preparation All templates in one place Links and tools FAQ Section 1How are a CV, motivation letter, SOP, cover letter and recommendation letter different? Quick answerEach document answers a different question. The CV answers "what have you done?". The motivation letter answers "why this programme, and why you?". The SOP answers "what do you want to research, and how did you get here?". The cover letter answers "how do you meet the criteria of this job?". The recommendation letter answers "does someone credible confirm all this?" DocumentMain questionTypical useLengthTone CVWhat have you done?Every application1–2 pages (Master's), 2–3 (PhD), longer (Postdoc)Facts, dates, results Motivation letter (letter of motivation)Why this programme, and why you?European master's, Erasmus Mundus, scholarships, some PhDs1–2 pagesPersonal and specific Statement of purpose (SOP)What do you want to study or research, and why are you ready?US/Canada graduate admissions, PhD programmes, some Asian scholarships1–2 pages or 800–1,000 wordsAcademic story Research statementWhat will you research next?Postdoc and faculty jobs2–3 pagesResearch plan Cover letterHow do you meet this job's criteria?PhD and postdoc jobs in Europe (including MSCA), internships1 pageProfessional and targeted Recommendation letter (LOR)Does someone credible vouch for you?Almost every master's, PhD and postdoc application1–2 pages, written by the refereeThird-party evidence The simplest rule: if you are applying to study in Europe, write a motivation letter. If you are applying for a job (a funded PhD or postdoc position, including Marie Curie), write a cover letter. If the call says "statement of purpose" or "personal statement", write an SOP. Always use the name the call uses. Short · 1:36Cover Letter vs. Motivation Letter: When to Use Which. When to use which, in under two minutes.Full workshop · 1:33:09How to write a Letter of Motivation | Statement of Purpose | Cover Letter | Email to prof. for PhD. Motivation letter, SOP, cover letter and emails to professors, with examples. Key takeawaysMotivation letter = why this programme. SOP = your academic story and goals. Cover letter = how you meet a job advert.European PhDs and postdocs are jobs, so they usually want a cover letter.Use the exact document the call asks for, with its length limit. Next: How do you make a top-ranking academic CV? → Section 2How do you make a top-ranking academic CV for Erasmus Mundus and Marie Curie? Quick answerUse the format the call asks for (often Europass for Erasmus Mundus). Otherwise use a clean, reverse-chronological academic CV. Give month, year, city and country for every entry; show grades with the scale and your ranking; describe research as action plus result; list publications with DOIs; add CEFR language levels; and keep it to the right length for your level. Which CV format should you use? FormatBest forLink Europass CVErasmus Mundus and other EU programmes that ask for it. Free online editor with PDF export and CEFR language grid.Create a Europass CV Academic CV (LaTeX)PhD and postdoc applications; clean layout and neat publication lists.Overleaf CV templates Academic CV (Word / Google Docs)Any level, if you are not comfortable with LaTeX. Use one column, no tables for layout, standard fonts.Use the template below Narrative CVSome research funders and institutions, as part of moves towards responsible research assessment.UKRI R4RI guidance · CoARA Proposal CVMSCA Postdoctoral Fellowships and other grants: the CV goes inside the proposal template.EU Funding & Tenders Portal The sections, in order Header: name, city and country, email, phone, LinkedIn, ORCID, Google Scholar (how to set up and use Google Scholar). No full address, date of birth or ID numbers unless asked. Profile (optional): two or three lines saying who you are and what you are applying for. Education: newest first, with month/year, university, city, country, grade with scale (e.g. 3.6/4.0) and ranking, thesis title and supervisor. Research and work experience: role, place, dates, and two or three bullet points each starting with an action verb and ending with a result. Publications and conferences: one consistent citation style, your name in bold, DOIs. Separate "published", "under review" and "in preparation". Skills: lab techniques, programming, statistics, software. Only what you could discuss in an interview. Short on technical skills? Python, data analysis and bioinformatics strengthen almost any STEM CV: see the free AI and data science roadmap, Python ka Chilla or Bioinformatics ka Chilla. Languages: CEFR levels (A1–C2) plus test scores, as in the Europass language grid. Awards, scholarships, teaching, outreach, volunteering: short, with the reason for each award. References: two or three names with position and email, if the call allows it. Marie Curie PhD (Doctoral Networks) tip: MSCA Doctoral Network positions have a mobility rule. You must not have lived or had your main activity (work, studies) in the country of the hiring organisation for more than 12 months in the 3 years before your recruitment date, and you must not already hold a PhD. Recruiters check this from your CV, so give exact dates and countries for every entry. MSCA Postdoctoral Fellowships have a similar 12-in-36-months rule for the host country, and you need a PhD by the call deadline. How the CV changes by level Master's (Erasmus Mundus)PhD (Marie Curie DN)Postdoc (MSCA PF, jobs) Length1–2 pages2–3 pagesAs needed, usually 3–6 pages with publications Lead withEducation, grades, rankingResearch experience, MSc thesis, methodsPublications, grants, research impact ShowProjects, internships, volunteering, languagesPosters, papers, skills matching the projectFunding, supervision, teaching, collaborations, independence CutHigh-school details beyond your final gradeUnrelated jobs, hobbiesUndergraduate detail, minor courses Master'sDoGive your CGPA with the scale and, if strong, your class rankDescribe your final-year project with a resultInclude internships, volunteering and leadershipMatch the format the programme asks for (often Europass)Don'tAdd a photo, date of birth or religion unless askedLeave empty Europass sections in the PDFList every course you tookGo beyond two pagesPhDDoPut research experience above work experienceName your thesis, supervisor and methodsMirror the project's required skills in your skills sectionShow dates and countries clearly (mobility rule)Don'tHide gaps; explain them in one lineList skills you can't defend in an interviewUse a fancy two-column design that breaks on portalsForget ORCID and Google Scholar linksPostdocDoLead with publications and mark first-author papersAdd grants, fellowships and amountsShow supervision, teaching and reviewingAdd metrics only if they help (citations, h-index)Don'tBury your best paper on page fourPad the list with 'in preparation' papersCopy your PhD CV without updating the focusSkip independence signals such as your own funding Short · 2:08Common CV Mistakes to Avoid for an Interview Selection. The mistakes that stop you being shortlisted.Short · 1:52Erasmus Mundus Scholarship: Rejected vs Selected Student Profile. Two real profile types, side by side. Weak bullet"Worked in a lab on soil samples."Strong bullet"Analysed 240 soil samples by ICP-MS for heavy metals; results presented at [Conference] 2026 and used in the lab's district contamination map." Template: academic CV (any level)Copy template[FULL NAME] [City, Country] · [email] · [phone] · linkedin.com/in/[you] · ORCID: [0000-0000-0000-0000] · Google Scholar: [link] PROFILE (2–3 lines) [Field] graduate with [key skill/method] and [x] years of [research/industry] experience in [topic]. Seeking [Master's / PhD / postdoc] in [area] to [goal]. EDUCATION [MM/YYYY – MM/YYYY] [Degree, Major] — [University], [City, Country] CGPA: [3.6/4.0] (top [x]% of [n] students) · Thesis: "[title]" · Supervisor: [Prof. Name] RESEARCH EXPERIENCE [MM/YYYY – MM/YYYY] [Role] — [Lab / Institute], [City, Country] • [Action verb] + [what you did] + [result with a number] • [Method / tool used and what it achieved] PUBLICATIONS & CONFERENCES [Author A, YOU, Author C] ([Year]). [Title]. [Journal], [vol(issue)], [pages]. https://doi.org/[...] [Poster/Talk]: "[Title]", [Conference], [City, Country], [MM/YYYY] SKILLS Lab: [techniques] · Computational: [Python, R, ...] · Tools: [software] LANGUAGES (CEFR) [English – C1 (IELTS 7.0)] · [Urdu – native] · [German – A2] AWARDS & SCHOLARSHIPS [YYYY] [Award name] — [awarding body] ([why, e.g. top 1 of 120]) REFERENCES [Prof. Name], [Position], [University] — [email] [Dr. Name], [Position], [Institute] — [email] Before you send it, make sure your CV and LinkedIn profile tell the same story, because committees often check both. Key takeawaysUse Europass if the call asks for it; otherwise a clean academic CV.Every entry: month/year, place, country. Every bullet: action plus result.Length and focus change by level: grades for master's, research for PhD, outputs and independence for postdoc. Next: How do you write a motivation letter? → Section 3How do you write a motivation letter for a master's, PhD or postdoc? Quick answerA motivation letter explains why you want this specific programme or position and why you are a strong fit. Open with a specific hook, prove your interest with evidence, name what the programme or group offers, say what you bring, and end with a clear goal. For a master's, focus on learning and career; for a PhD, on research fit; for a postdoc, on your research plan and the exchange of expertise. The motivation letter (also called letter of motivation, LoM) is the most important document for Erasmus Mundus and most European master's scholarships. When grades are similar, it decides the ranking. Use this five-part structure: Part 1HookA specific moment or problem, not "since childhood"Part 2EvidenceProjects, thesis, work, with resultsPart 3Why this oneName courses, labs, tracks, professorsPart 4What you bringSkills, perspective, contributionPart 5GoalConcrete next step after graduating Short · 1:455-Part Motivation Letter Formula to Win Fully Funded Study Abroad Scholarships. The five-part formula in under two minutes.Guide · 12:10How to write a motivation letter for scholarships. The full structure with examples. Dos and don'ts by level Master'sDoName two or three specific courses or tracksLink your bachelor's project to the programmeExplain why the mobility countries suit youEnd with a realistic career or PhD goalDon'tStart with "Since childhood I have dreamed…"Praise Europe or the university in general termsRepeat your CV line by lineSend the same letter to every programmePhDDoQuote the position title and referenceShow you understand the project's aimProve the core method with your own resultsMention the group's papers or secondmentsDon'tWrite about a different research topicOnly talk about what you will gainIgnore the advert's essential criteriaExceed the page limitPostdocDoSummarise your PhD contribution in one paragraphPropose a direction that fits the host groupShow two-way exchange of skillsSignal independence and future plansDon'tRetell your whole PhDAsk the group to define your project for youForget why this group and not anotherUse student-level language about 'learning' Templates Template: motivation letter for a Master's / Erasmus MundusCopy template[Your Name] [City, Country] · [email] [Date] Admissions and Selection Committee [Name of Erasmus Mundus / Master's Programme] Dear Members of the Selection Committee, [HOOK] When [specific moment, project or problem], I realised [what you learned / the gap you saw]. This is why I am applying to the [Programme name] for the [2027–2029] intake. [EVIDENCE] During my BSc in [field] at [university] (CGPA [x]/[y], top [x]%), I [project/thesis] where I [method] and found [result]. In [internship/job], I [action] which led to [outcome]. These experiences gave me [skills], but also showed me that I need [knowledge the programme offers]. [WHY THIS PROGRAMME] The [course name] at [University A] and the [specialisation/track] at [University B] match exactly what I want to learn. I am particularly interested in [lab/professor/mobility track], because [reason linked to your goal]. The international cohort and mobility between [countries] will also help me [specific benefit]. [WHAT YOU BRING] I will bring [experience from your country/region, skills, perspective] to the cohort, and I am ready to contribute to [student activities, research group, community]. [GOAL] After graduating, I plan to [specific role / PhD / sector] in [place], working on [problem]. This master's is the step that connects my background to that goal. Thank you for considering my application. Sincerely, [Your Name] Template: motivation letter for a PhD (including Marie Curie)Copy templateDear [Prof. Name / Selection Committee], I am applying for the [PhD position title / MSCA Doctoral Network DC#] at [University], advertised on [EURAXESS / website], reference [number]. [RESEARCH MOTIVATION] My interest in [research question] began during my MSc thesis on [topic] at [university], where I [method] and showed that [key result]. This raised a question that your project addresses directly: [question]. [FIT WITH THE PROJECT] The project's aim to [aim from the advert] fits my experience in [methods/skills]. I have used [technique/tool] to [result], and I would bring this to [specific work package or task]. [RESEARCH SKILLS] I have [publications/posters/datasets], experience in [statistics/programming/lab skill], and I have worked independently on [task] as well as in a team of [n] on [project]. [WHY THIS GROUP / NETWORK] Your group's work on [paper or topic] and the planned secondments at [partner] are exactly the training I need to become [career goal]. [CLOSE] I would welcome the chance to discuss how I could contribute to the project. Kind regards, [Your Name] Template: motivation letter for a postdocCopy templateDear [Prof. Name], I am writing to express my motivation to join your group as a postdoctoral researcher, either for the advertised [position / reference] or through a joint application to [MSCA Postdoctoral Fellowship / other scheme]. [YOUR PhD IN ONE PARAGRAPH] In my PhD at [university], I [main contribution], published in [journal(s)]. My key result was [finding and why it matters]. [THE NEXT STEP] I now want to [research direction], which requires [expertise/infrastructure] that your group has, for example [method, facility, dataset]. [WHAT YOU OFFER THE GROUP] I bring [methods, collaborations, funding experience, supervision of n students] and could contribute to [ongoing project]. [TWO-WAY TRANSFER] Working with you would let me learn [new skill], while your group would gain [your skill]. This exchange is the core of my proposed project: [one-sentence idea]. [CAREER GOAL] My aim is to [independent research position / industry R&D] within [x] years, and this position is the step that builds [independence, leadership, network]. I would be glad to discuss a project idea in a short call. Best regards, [Your Name], PhD Replace every [BRACKET] with your own details and delete the labels such as [HOOK]. A template gives you the structure; the specific details are what win. Key takeawaysHook, evidence, why this one, what you bring, goal.Master's = learning and career; PhD = project fit; postdoc = research plan and exchange.Rewrite the "why this one" part for every application. Next: How do you write a statement of purpose? → Get scholarship and PhD alertsFollow the Codanics WhatsApp channel for Erasmus Mundus deadlines, Marie Curie PhD openings and new video lessons.Join on WhatsApp Section 4How do you write a statement of purpose for a master's, PhD or postdoc? Quick answerA statement of purpose is an academic story in three acts: what sparked your interest, how you prepared through study and research, and what you want to do next and why this programme is the place to do it. It is more about your intellectual journey and research goals than a motivation letter, and it is the standard document for US, Canadian and many PhD admissions. An SOP and a motivation letter overlap, but the emphasis differs. A motivation letter is about fit with a programme. An SOP is about you as a future researcher or professional: your questions, your preparation and your direction. At postdoc level the equivalent is a research statement, which is mostly about your future research plan. Short · 1:28Statement of purpose in 3 act k through likhen. Write your SOP as a three-act story. Dos and don'ts by level Master'sDoShow how your interest grew, with real examplesConnect courses and projects to the field you wantName faculty or labs whose work you've readKeep a clear short- and long-term goalDon'tWrite a life story from schoolList achievements without reflectionUse clichés such as 'passion' in every paragraphIgnore the word limitPhDDoState a research question you care aboutDescribe your research with methods and resultsPropose a direction and first studyName two or three potential supervisors and whyDon'tBe so vague that you fit any labBe so narrow that no one can supervise youHide setbacks; show what you learnedCopy the faculty's web page back to themPostdocDoOrganise by past, current and future researchGive two or three aims with methodsExplain impact and why this hostShow how you will build independenceDon'tWrite an SOP-style personal storyPropose a plan with no link to the hostOverpromise for a two-year contractSkip the timeline Templates Template: statement of purpose for a Master'sCopy templateSTATEMENT OF PURPOSE — [Your Name] — [Programme], [University] ACT 1 · THE SPARK [A concrete moment or problem that pulled you into the field, in 4–5 sentences.] ACT 2 · THE JOURNEY Academic preparation: [key courses, grades, thesis and what you learned]. Research/work: [project] → [what you did] → [result]. Challenge: [a difficulty you faced and how you dealt with it]. ACT 3 · THE DESTINATION Why this field now: [the question or skill you want to master]. Why this programme: [courses, faculty, labs, structure — name them]. After graduation: [short-term goal] and [long-term goal]. CLOSING [One or two sentences linking your past, this programme and your future.] Template: statement of purpose for a PhDCopy templateSTATEMENT OF PURPOSE — [Your Name] — PhD in [Field], [University] 1. RESEARCH INTEREST I want to understand [research question]. This matters because [scientific or social importance]. 2. RESEARCH PREPARATION MSc thesis: [title], supervised by [name]. I [methods] and found [result], published/presented at [venue]. Other research: [project, role, outcome]. Skills: [methods, tools, statistics, lab techniques]. 3. PROPOSED DIRECTION In my PhD I would like to [aim 1] and [aim 2], using [approach]. A first step could be [concrete study]. 4. FIT WITH FACULTY Prof. [A]'s work on [paper/topic] and Prof. [B]'s expertise in [method] are directly relevant because [reason]. I have read [paper] and would like to extend it by [idea]. 5. CAREER GOAL After the PhD I aim to [academic / industry / policy role] working on [problem]. Template: research statement for a postdocCopy templateRESEARCH STATEMENT — [Your Name], PhD PAST RESEARCH My PhD at [university] focused on [topic]. Key contributions: (1) [finding] — [journal, year] (2) [finding] — [journal, year] CURRENT RESEARCH I am currently [project], which has shown [preliminary result]. FUTURE RESEARCH PLAN (2–3 YEARS) Aim 1: [aim] — [method] — [expected result] Aim 2: [aim] — [method] — [expected result] Why here: [facilities, data, collaborators in the host group]. IMPACT AND INDEPENDENCE This work will [scientific/societal impact]. I will build independence by [grant applications, supervision, new collaborations]. Key takeawaysSOP = your academic story in three acts: spark, journey, destination.PhD SOPs need a research question and named supervisors.Postdocs write a research statement: past, current, future aims. Next: How do you write a cover letter? → Section 5How do you write a cover letter for a master's, PhD or postdoc position? Quick answerA cover letter is a one-page job application. Name the position and reference, then match your evidence to each essential and desirable criterion in the advert, say why this project and group interest you, and close with your availability. In Europe, funded PhD and postdoc positions, including Marie Curie, are jobs, so they usually want a cover letter rather than a motivation letter. The biggest difference from a motivation letter is structure: a cover letter follows the job advert. Recruiters often score candidates against the listed criteria, so make each criterion easy to find. Keep it to one page. Motivation-letter style (wrong here)"Ever since my bachelor's I have been fascinated by plant biology and dreamt of doing a PhD in Europe…"Cover-letter style (right)"The advert asks for experience in RNA-seq analysis. In my MSc thesis I processed 48 RNA-seq libraries in R/DESeq2 and identified 312 drought-responsive genes." Dos and don'ts by level Master'sDoUse a cover letter only when the call asks, e.g. for internships or student jobsKeep it to one page with clear bulletsAddress the coordinator by name if knownAttach exactly what is requestedDon'tSend a cover letter instead of a required motivation letterWrite two pages of personal storyForget the reference numberUse 'To whom it may concern' if a name is givenPhDDoQuote position title, reference and where you saw itAnswer each essential criterion with evidenceState that you meet MSCA eligibility (mobility rule, no PhD)Give your start dateDon'tWrite a generic letter for every DN positionIgnore desirable criteria you do meetExceed one pageForget to email the supervisor if the advert invites questionsPostdocDoLead with your PhD, top papers and expertiseMap your track record to the criteriaSay what you will deliver in year oneMention teaching, supervision and grant experienceDon'tRe-use your PhD application letterFocus on what the job gives youList every paper in the letter (that's the CV's job)Skip how you'll fit the team Short · 2:14Email professor with nice hook to get a reply for PhD position with these tricks. Before you apply: email the professor with a hook that gets a reply. Templates Template: cover letter for a Master's (internship, student job or when asked)Copy templateDear [Programme Coordinator / Internship Supervisor], I am applying for [the Master's programme / research internship / student assistant position] [reference], advertised on [source]. I am a final-year BSc [field] student at [university] with [CGPA / ranking], and the advert asks for [requirement 1] and [requirement 2]. • [Requirement 1]: [your evidence — course, project, result] • [Requirement 2]: [your evidence] • [Requirement 3]: [your evidence] I am available from [date] and attach my CV, transcripts and [other documents]. Thank you for your time; I look forward to hearing from you. Kind regards, [Your Name] · [email] · [phone] Template: cover letter for a PhD (including Marie Curie Doctoral Networks)Copy template[Your Name] · [City, Country] · [email] · [phone] · [LinkedIn/ORCID] [Date] [Prof. Name] [Department, University, City, Country] Re: Application for [PhD position / MSCA Doctoral Candidate DC#], ref. [number] Dear Prof. [Surname], I am applying for the [position] in your group, advertised on [EURAXESS / university site]. I hold an MSc in [field] from [university] ([grade]) and my thesis on [topic] gave me direct experience in [the project's core method]. The advert asks for: • [Essential criterion 1] — I [evidence with result]. • [Essential criterion 2] — I [evidence]. • [Desirable criterion] — I [evidence]. I am excited by this project because [specific aim or question of the project], and I would like to contribute to [task/work package]. [For MSCA DN: I meet the mobility rule: I have not lived or worked in [country] for more than 12 months in the past 3 years.] I attach my CV, transcripts, degree certificates and the contact details of [two] referees. I am available to start on [date] and would be glad to attend an interview at your convenience. Yours sincerely, [Your Name] Template: cover letter for a postdocCopy template[Your Name], PhD · [email] · [ORCID] · [Google Scholar] Dear Prof. [Surname] and members of the search committee, I am applying for the Postdoctoral Researcher position in [topic] (ref. [number]). I completed my PhD in [field] at [university] in [year], where I [main contribution], resulting in [n] first-author papers, including [best paper, journal]. How I meet the criteria: • Expertise in [method]: [evidence and output] • Track record: [publications, grants, awards, talks] • Collaboration and supervision: [projects, students supervised, teaching] • Independence: [own grant, side project, new collaboration] In your group I would lead [specific part of the project] and, in the first year, aim to [concrete deliverable, e.g. a paper, dataset, tool]. I would also bring [skill/network] that complements the team. I enclose my CV, a publication list, a research statement and [three] references. Thank you for your consideration. Yours sincerely, [Your Name], PhD Find positions in my list of Marie Curie PhD positions 2026–27, on EURAXESS and on the official MSCA Doctoral Networks page. Key takeawaysCover letter = one page, structured around the advert's criteria.Marie Curie PhDs and postdocs are jobs: send a cover letter unless told otherwise.Evidence for every criterion, plus a start date. Next: Who should write your recommendation letters? → Section 6Who should write your recommendation letters, and why are they necessary? Quick answerRecommendation letters are necessary because they are the only part of your application written by someone else, so committees trust them to confirm your ability, work ethic and potential. Ask people who know your academic or research work closely and can give specific examples: your thesis supervisor first, then a teacher or research or work supervisor. A detailed letter from someone who knows you beats a short letter from a famous name. Who to ask, in order of strength RefereeWhy they are strongBest for 1. Thesis / research supervisorKnows your research skills, independence and results first-handAll levels; essential for PhD and postdoc 2. Lecturer of a core course where you excelledCan compare you with the class and confirm academic abilityMaster's 3. Research or internship supervisor (lab, institute, company)Shows you can work in a real research or professional settingMaster's and PhD 4. Collaborator or co-author outside your institutionShows independence and a network beyond your own labPostdoc 5. EmployerUseful if you have been working for some yearsMaster's or PhD after a work gap Avoid: family members, friends, a head of department who has never taught you, or a well-known professor who would only write two general lines. Never write and upload a letter yourself on a referee's behalf; that can disqualify you. What a strong letter contains How long and in what role the referee has known you Specific examples of your work, with results A comparison, such as "top 5% of the 200 students I have taught" Personal qualities with evidence: independence, persistence, teamwork Why you fit this specific programme or position Official letterhead, signature, title and contact details How to ask (and make it easy for them) Ask at least four weeks before the deadline, in person or by a polite email. Send your CV, draft motivation letter, transcript and a list of the programmes with deadlines. Remind them of two or three things you did with them, with results, so their letter can be specific. Enter their details in each portal early; many portals email the referee an upload link. Send a friendly reminder a week before the deadline, and a thank-you note afterwards, with the result. Master'sDoAsk your final-year project supervisor and a core-course teacherShare the programme's focus so they can tailor itGive them your achievements listDon'tAsk a referee who taught you one electiveWait until the last weekAsk for a 'To whom it may concern' letter for every programme if portals require uploadsPhDDoPut your MSc thesis supervisor firstAdd a research supervisor from another lab if possibleTell referees about the project and its methodsDon'tUse only teachers who never saw your researchForget to confirm referees are available for callsUse the same three referees without telling them about new applicationsPostdocDoInclude your PhD supervisor plus external collaboratorsChoose referees who can speak to independenceBrief them on the research planDon'tRely only on your own labPick referees with no link to the new fieldLeave referees unaware of fellowship deadlines Templates Template: email asking for a recommendation letterCopy templateSubject: Request for a recommendation letter — [Programme/Position], deadline [date] Dear Prof. [Surname], I hope you are well. I am applying for [programme/position] at [university], and I would be very grateful if you could write a recommendation letter for me. You know my work from [course, grade / thesis / project, dates], where I [what you did and achieved]. Key details: • Deadline: [date] (the portal will email you an upload link) • What they want: [academic ability / research potential / form or free letter] • Attached: my CV, motivation letter draft, transcript and a short list of points you may wish to mention I will send you a reminder one week before the deadline. Thank you very much for your support. Best regards, [Your Name] Template: recommendation letter structure (for referees, or a draft only if your referee asks for one)Copy template[University letterhead] [Date] To the Selection Committee, [Programme / Position] I am pleased to recommend [Candidate Name] for [programme/position]. I am [title, position] at [institution] and have known [him/her/them] for [duration] as [teacher of course X / thesis supervisor / employer]. [ABILITY WITH EVIDENCE] In my course [name], [Candidate] ranked [position] out of [n] students. [Specific example of excellent work, with result.] [RESEARCH / WORK QUALITIES] As my thesis student, [Candidate] [independently designed / analysed / wrote], which led to [result]. [He/She/They] showed [curiosity, persistence, teamwork] when [example]. [COMPARISON] Among the [n] students I have supervised in [years], I would place [Candidate] in the top [x]%. [FIT] [Candidate]'s background in [area] fits your programme's focus on [area], and I am confident [he/she/they] will succeed. I recommend [Candidate] [without reservation / with my highest recommendation]. Please contact me at [email] for further information. [Signature] [Name, Title, Department, Institution, email, phone] Key takeawaysLORs are the only third-party evidence in your application, so they carry weight.Ask people who know your work closely: supervisor first.Give referees four weeks, your documents and specific examples. Next: Final checklist and interview preparation → Section 7Final checklist before you submit, and how to prepare for the interview Quick answerBefore submitting, check that every document is the one the call asks for, within its limit, tailored to this programme or position, consistent with your CV, free of errors, and saved as a clearly named PDF. Then prepare answers to the standard interview questions, because shortlisted candidates for Erasmus Mundus and Marie Curie positions are usually interviewed online. The document names match the call: motivation letter, SOP, cover letter or research statement Word or page limits respected exactly Programme or position name, reference and professor names correct in every letter Dates, grades and titles identical in the CV, letters and forms Spelling and grammar checked, and read aloud once. AI tools for students and academics can help you proofread, but the words and examples must be your own PDFs named like Ayesha_Khan_CV.pdf, under the size limit Referees confirmed and entered in the portal Submitted at least three days before the deadline Short · 2:495 Questions to Prepare for Any PhD or Scholarship Interview. Five questions you will almost certainly be asked. Rehearse a two-minute summary of your background (the same one you use when networking on LinkedIn), your answer to "why this programme or project?", a research result you can explain simply, a challenge you overcame, and your plan for the next five years. Re-read your own letters before the call; interviewers often ask about them. All templates in one placeOpen, copy, and replace every [BRACKET] with your own details DocumentMaster'sPhDPostdoc CVAcademic CV template (adjust length and order by level) Motivation letterSection 3Section 3Section 3 Statement of purposeSection 4Section 4Research statement Cover letterSection 5Section 5Section 5 Recommendation letterRequest email and letter structure Links and tools 1Europass CV editorFree official EU CV builder 2Overleaf CV templatesLaTeX academic CVs 3ORCIDFree researcher ID for your CV 4Google ScholarPublication profile 5EURAXESS jobsPhD and postdoc positions across Europe 6MSCA Doctoral NetworksOfficial Marie Curie PhD information 7MSCA Postdoctoral FellowshipsOfficial postdoc fellowship information 8Narrative CV (R4RI) guidanceFor funders that ask for a narrative CV Related guides on Codanics 1Erasmus Mundus Joint Masters 2027 guideEligibility, scholarship, deadlines and how to apply 2All Marie Curie PhD positions 2026–27Fully funded PhDs in Europe 3Study abroad & PhD research guidePlan your path abroad 4LinkedIn networking guideA profile that matches your CV 5Free AI & data science roadmapSkills that strengthen a STEM CV 6Why learning bioinformatics is essentialA high-demand skill for life-science PhDs 7Successful scholarship huntingFind and shortlist funded opportunities 8Google Scholar kaise use kareinBuild the profile you link in your CV 9AI tools for students and academicsResearch and proofreading helpers 10Systematic review and meta-analysisA strong first paper for your CV More scholarship and career guides on the Codanics blog. Codanics on YouTubeScholarships, research careers, AI, data science and bioinformatics, in Urdu and Hindi.Subscribe Frequently asked questions What is the difference between a motivation letter, a statement of purpose and a cover letter?A motivation letter explains why you want a specific programme and why you fit it; it is standard for European master's and scholarships such as Erasmus Mundus. A statement of purpose is a more academic essay about your research interests and goals, common in the US and for PhD admissions. A cover letter is a one-page job application that matches your experience to the criteria in an advert, used for PhD and postdoc positions in Europe, which are jobs.Should I use the Europass CV for Erasmus Mundus?Many Erasmus Mundus programmes accept or ask for the Europass CV, so it is a safe choice unless the call says otherwise. Keep it to two pages and remove empty sections. If the programme gives its own template or no format, a clean academic CV works just as well.How long should an academic CV be?For a master's application, one to two pages. For a PhD, two to three pages. For a postdoc, as long as your record needs, with a full publication list, usually three to six pages.What CV format is best for a Marie Curie PhD (MSCA Doctoral Network)?Use a clear academic CV unless the network asks for Europass or its own form. Give month, year and country for every study and job entry, because recruiters check the MSCA mobility rule: you must not have lived or had your main activity in the hiring country for more than 12 months in the 3 years before recruitment.Who should write my recommendation letters?People who know your academic or research work closely and can give specific examples: your thesis supervisor first, then a teacher whose course you did well in, or a research or work supervisor. A detailed letter from a lecturer who knows you is stronger than a short letter from a famous professor who doesn't.Can I write my own recommendation letter?Only if your referee asks you to prepare a draft, and they must read, change and sign it themselves. A better approach is to send them a short list of your achievements and the programme details so they can write it. Never upload a letter on someone's behalf.How long should a motivation letter be?One to two A4 pages, or the word limit the programme sets, often 500 to 1,000 words. Follow the limit exactly; committees notice when you go over.Do I need a different letter for each programme or position?Yes. Committees spot generic letters immediately. Keep your core story, but rewrite the parts about why this programme or project, naming its courses, labs, professors or work packages.Do I need a photo on my CV for Europe?Usually not. Many European countries discourage photos to avoid bias, and most academic recruiters don't expect one. Add a professional photo only if the call or country norms ask for it, as is common in Germany.What is the difference between a motivation letter for a master's, a PhD and a postdoc?For a master's, focus on your academic background, why this programme and your career goal. For a PhD, focus on research experience, fit with the specific project and group, and research skills. For a postdoc, focus on your PhD contributions, your research plan and the two-way exchange of expertise with the host group. Don't miss the next openingFollow Codanics on WhatsApp for Marie Curie PhD positions, Erasmus Mundus deadlines and new templates.Join on WhatsApp About the author. Dr. Muhammad Aammar Tufail is the founder of Codanics and completed his PhD in a Marie Skłodowska-Curie programme. He helps students in Pakistan, Bangladesh, Nepal and beyond prepare applications for funded Master's, PhD and postdoc positions in Europe, and teaches AI, data science and research skills in Urdu and Hindi. Sources: Europass (CV editor and CEFR language levels); MSCA Doctoral Networks and MSCA Postdoctoral Fellowships (eligibility and mobility rules); UKRI R4RI (narrative CV). Always follow the instructions in each call.

Author: Dr. Aammar Tufail

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