Guidelines and samples
Not from Reddit.
Not from random websites.
Not from SEO-optimized consultancy blogs.
Only from top universities and 7+ years of consulting experience.
Every prospective graduate student scours the internet for information on how to approach their graduate program applications.
Unfortunately, most of the information out there is pretty useless.
I have collated resources, especially guidelines and samples from institute websites. Additionally, I have included insights based on mentoring applicants with admission offers from some of the world’s best universities.
By viewing and interacting with this web page further in any way, you confirm to have read and agreed to the following disclaimer.
Further, please be advised that any external websites or links provided are not under our control and their content may be altered at any time by their respective owners or administrators. Consequently, we assume no responsibility for the information, policies, or practices of these third-party sites.
Sections
CV Guidelines ( with AI Prompts) & Template
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Power-up your CV using these actionable guidelines, AI & the most successful templates!
48 pages with comprehensive and hyper-specific guidelines for 15+ CV sections & examples
2 downloadable templates & “Pro Tips” that have placed my clients at top 10 universities (and more) globally!
Created with ❤︎ by Rubin Sagar, a…
Former researcher with 2 first-author publications
Trained by professors at the University of Michigan & the University of Oxford
7+ years experience independently mentoring applicants get placed at top universities globally & 100% scholarships
Recipient of $10,000+ in independent grants (as a researcher)
3 years external consultant at The Red Pen (India’s leading admissions consultancy)
Sharing CV & application tips on LinkedIn for 3+ years with 3.1 million+ impressions
Letters of Recommendation (LORs)
Essential Guidelines:
Click to learn these essential guidelines for LORs
Choose referees who know you well and can speak to your work, interests, and character—ideally professors, project advisors, or supervisors.
Prioritize referees who have directly supervised or taught you over those with high titles but little personal connection to you.
Always check and strictly follow the university’s specific requirements for referee selection and details.
Keep backup referees in mind by asking more people than required, in case your preferred referees become unavailable.
Approach potential referees early—ideally 4-6 months before your application deadlines—to give them ample time.
Be polite and clear in your request, explaining your goals, achievements, and the programs you’re applying to; attach your latest CV.
Follow up gently if you don’t receive a response, waiting about a week before sending a reminder, and don’t panic if replies are delayed.
Never ask referees to use or plagiarize online LOR samples/templates, as this can harm your application and credibility.
Respect your referees’ time by avoiding last-minute or urgent requests; send reminders at least two weeks before deadlines.
Never fabricate recommendations, and always clarify any doubts about application requirements directly with the admissions office.
LOR Resources
Guidelines
Harvard University
A great guide for anyone required to write a recommendation letter. Comprises guidelines on contents, acquiring information for effective letters, handling various cases, and format and style.
Guidelines & Samples
HH Medical Institute
A comprehensive guide that universities such as the University of Cambridge recommend. Overall, it seems very relevant for research students and postdocs. This includes a couple of examples and additional resources.
Manual
Penn State University
A six-chapter ‘manual’ for faculty (and anyone else) on writing recommendations. Includes ethics, content, style, samples (hypothetical) and suggestions for scholarships. This is awesome.
Leadership Grid
Stanford University
A grid to describe leadership skills/qualities in recommendations, especially relevant for professionals. Provides a comparison of skills/qualities from weak to strong.
Hypothetical Sample
UC Berkeley
A complete sample of a letter of recommendation, with hypothetical details. Shared by the University of California at Berkeley. Excellent for new writers!
LOR Questions Guide
Rbnedu
17 targeted questions that can help an academic or professional referee write a comprehensive letter. Applicable to a wide range of applicants and fields of study.
The recommendation letter prompt encourages recommenders to provide candid assessments of your qualifications, including your potential for advanced study, analytical thinking capabilities, and ability to express ideas clearly. Descriptions of significant achievements, personal qualities, and character traits relevant to your scholarly pursuits are highly valuable.
– Stanford University
Statements
Essential Guidelines:
Click to learn these guidelines to write incredible SOPs!
Choose referees who know you well and can speak to your work, interests, and character—ideally professors, project advisors, or supervisors.
Prioritize referees who have directly supervised or taught you over those with high titles but little personal connection to you.
Always check and strictly follow the university’s specific requirements for referee selection and details.
Keep backup referees in mind by asking more people than required, in case your preferred referees become unavailable.
Approach potential referees early—ideally 4-6 months before your application deadlines—to give them ample time.
Be polite and clear in your request, explaining your goals, achievements, and the programs you’re applying to; attach your latest CV.
Follow up gently if you don’t receive a response, waiting about a week before sending a reminder, and don’t panic if replies are delayed.
Never ask referees to use or plagiarize online LOR samples/templates, as this can harm your application and credibility.
Respect your referees’ time by avoiding last-minute or urgent requests; send reminders at least two weeks before deadlines.
Never fabricate recommendations, and always clarify any doubts about application requirements directly with the admissions office.
Statement and Essay Resources
SOP Guidelines
Stanford
This document is by Dr. Carrillo who leads the office that oversees recruitment and inclusion initiatives for the Doerr school’s students, staff, and faculty. It provides guidelines for writing a strong SOP for graduate school applications. It outlines a clear structure, tips for including personal details, and the need for specificity, uniqueness, and error-free writing to make a compelling case to admissions committees across programs.
Graduate School SOP
UC Irvine
UC Irvine’s guidelines for graduate school applicants on writing a compelling Statement of Purpose (SOP), emphasizing the importance of answering the essay question, showcasing uniqueness, and providing detailed examples to support claims. Especially helpful for those struggling to start. The document also outlines a sample structure, tips for writing effectively, and resources for seeking feedback and assistance.
Guidelines & examples
Carnegie Mellon
In just 5 targeted guidelines, this document by CMU’s Student Academic Success Center will help you elevate your technical writing. Each guideline is supported with examples, perhaps some which you will never come across anywhere. The examples highlight common mistakes, uninviting formats and help you with improvements that you can immediately implement in your statements.
Annotated Example
MIT
Annotated example of a technical/research SOP.
Annotated Example
MIT
Annotated example of a technical/research SOP.
Annotated Example
MIT
Annotated example of a technical/research SOP.
Research SOP
UC Los Angeles
Detailed guidelines in the form of a presentation by the prestigious UCLA. Targets STEM PhD and master’s applicants with several best practices.
SOP Structure
UC Berkeley
Shared by UC Berkeley, this is one of many SOP structures that works. It will help you get started with preparing your SOP drafts, given you have the content.
Research Statement
UCL
UCL shares this PhD personal statement as an example. The structure and content, when understood well, can help you draft a top-notch statement.
Standardized Tests
Essential Guidelines:
Click to learn the essentials of test prep
The quality of test-prep resources (both free and paid) can vary a lot. It is important for you to always combine material from different sources.
Preparing yourself is great but often does not yield the best outcomes. Taking help from a coach can significantly boost your scores.
Consistency, dedication and stressing over weak areas are the pillars of success in preparing for standardized tests.
Aim for the 80th percentile and above
.
TOEFL iBT Resources
Official ETS TOEFL
ETS
Official, most accurate and updated for the TOEFL iBT. Only paid products with free samples by ETS.
Self-prep Course
EdX
Course on EdX with resources and lessons by TOEFL instructors and creators. Can be bought or audited.
Self-prep Course
GregMat
Cost-effective test prep, especially for those with a time crunch. Tried & tested by many who have achieved 330+ too!
Resources and Samples
TOEFL Resources
Several free resources and samples to help you prepare well.
Free Materials
TSTPrep
Comprehensive material with YouTube videos, with complete tests, material and more!
TOEFL Test
Youtube
Learn for free or supplement your preparation with these videos.
GRE Resources
Official ETS GRE Prep
ETS
Official, most accurate and updated for the GRE. Only paid products with free samples by ETS.
Coaching Partner
IvyPrep
For those who want additional expert guidance, here’s a trusted partner and coach for ~20 years.
Self-prep Course
GregMat
One of the most highly acclaimed & cost-effective test prep, especially for those with a time crunch.
IELTS Resources
Official IELTS Prep
IDP
Official, most accurate and updated for the IELTS. Free and paid resources.
Official IELTS Prep
British Council
Official, most accurate and updated for the IELTS. Free and paid resources.
Official IELTS Prep
IELTS
Official, most accurate and updated for the IELTS. Free and paid resources.
IELTS Advantage
YouTube
Highly regarded and popular YouTube channel.
IELTS Liz
YouTube
Highly regarded and popular YouTube channel.
Inquiry Email Outreach to Faculty
Essential Guidelines:
Before you draft./send an email, consider these questions:
Is the professor open to receiving such emails (as per their research group/personal webpage)? (If yes, proceed)
Are you required to contact faculty at any point in the application process? (Yes – OK, proceed to the last point; No – consider the next point)
Have a specific objective for contacting the professor? The more specific you are, the better. Avoid sending a vague email.
Have you researched their work thoroughly and identified areas of overlap between their past and/or ongoing work and your past and/or future interests? (Very important!)
Email Resources
Guidelines
Dr. Goldfarb (Cornell)
A quick and easy guide by Dr. Goldfarb shared on LinkedIn.
Proven Structure
Rbnedu
A comprehensive set of guidelines and structure that you can implement immediately.
Email Example
The Professor Is In
An example that I have seen multiple faculty recommend prospective students to refer to.
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