How to Write a Cover Letter for a Job-Style PhD Position
In the Netherlands, a PhD position is usually a paid job, and some other European countries use a similar model. Here is how to write a cover letter that matches the advert, not a generic motivation letter.
A PhD job advert is not a scholarship call
In the Netherlands, PhD candidates are generally employees of the university. Dutch PhD study is not classed as regular study; it is treated as paid research work, usually under a four-year employment contract. A similar paid-employment model exists in some other European countries; check whether the specific advert describes the position as paid work or as a scholarship before you write your letter. If you are replying to one of these adverts, write a job application, not a scholarship motivation letter: address the specific project, the specific supervisor, and the specific requirements in the text of the advert.
This is different from applying to a scholarship-funded or self-arranged PhD, where you first find a supervisor and agree on a research plan, then submit a proposal to a graduate school for a formal letter of acceptance. If you are in that second situation, see our guide on writing a PhD motivation letter instead.
What goes in the application package
For an advertised, job-style PhD position, universities commonly ask for:
- A cover letter (sometimes called a motivation letter), addressed to a named person.
- A detailed CV, including the months (not just the years) of your studies and work experience.
- A list of publications, if you have any, often capped at one page.
- The names and email addresses of two academic referees who can speak to your fit for that specific position.
- Transcripts from your bachelor's and master's degrees.
- A sample of your own academic writing, such as your master's thesis or a published article, or a link to one.
For scholarship-based or self-funded PhD routes, a Dutch graduate school instead typically wants a research proposal agreed with a prospective supervisor, your CV, and proof of English-language proficiency, before it issues a formal letter of acceptance.
Tip: Read the advert twice before you write anything. Job-style adverts list required and preferred qualifications separately. Your letter should speak to both lists, not just to your own research interests.
Structure of the letter
A cover letter for a job-style PhD position normally runs about one page. If the advert states a page or word limit, follow it exactly; if it gives none, keep to roughly one page. A reviewer often reads many similar letters in one sitting, so put your strongest, most project-specific point in the first paragraph instead of saving it for the end. A working structure:
- Opening: name the exact position and reference number (if there is one), and say where you saw it advertised.
- Why this project: explain what specifically draws you to this project and this research group, referring to the project description or a paper from the group, not to PhDs in general.
- Why you: connect two or three concrete points from your background (methods, lab experience, thesis topic, relevant coursework) to what the advert asks for.
- Practical details: note your availability, visa situation if relevant, and anything the advert specifically asks you to confirm (such as a missing English test and why your English is sufficient without it).
- Closing: a short, direct closing line and your contact details.
Do not repeat your CV line by line. The letter should refer to what is on the CV and explain why it matters for this project, not restate it.
Match the advert, line by line
| Job-style cover letter | Generic motivation letter |
|---|---|
| Names the specific project and supervisor | Describes general interest in a field |
| Matches required/preferred qualifications from the advert | Lists the applicant's achievements with no reference point |
| Sent to a named contact in the ad | Often opens with "Dear Sir or Madam" |
| One letter per advert | One letter reused for several programmes |
Before you send the letter, re-read the advert and check that you have addressed every explicit requirement it lists. If a requirement is missing from your profile (for example, a language test), say so briefly and explain why you still meet the bar, rather than leaving a visible gap.
Common mistakes
- Sending the same letter to several positions with only the project name changed.
- Addressing the letter to "Dear Sir or Madam" or "Dear Hiring Committee" instead of the named supervisor or contact in the advert.
- Writing only about your own interests, without connecting them to the advertised project.
- Using a mass-application or auto-send service. Academic recruiters can usually tell, and these letters are often discarded unread.
- Waiting until the deadline to ask your referees for permission to list them. Confirm with each referee before you submit the application.
- Treating a cold, unsolicited email to a lab the same as a reply to a published job advert. If you are approaching a lab that has not advertised a position, be specific about why that lab and what you could contribute, and proofread the email carefully before sending it.
Where to find job-style PhD adverts
Job-style PhD positions are usually posted on each university's own vacancy page, sometimes alongside national academic job boards. For general advice on reading what a PhD advert is actually asking for, see How to Read a PhD Job Advert. For the rest of your application package, see How to Write an Academic CV for a PhD Application and How to Email a PhD Supervisor.
Browse current PhD positions and funded PhD positions on PhD Atlas, or sign up and we will match open, job-style positions to your CV.