Applying for grad school can feel like a daunting prospect, but having a solid grad school application timeline can help you navigate all the nuances of the graduate school application process. With a well-planned grad school application timeline, you can ensure that you're on top of every task, including writing your graduate school statement of purpose or writing your GRE test. In this article, we will provide you a detailed timeline for your grad school application, from researching potential schools to submitting your applications and beyond. We'll also provide actionable tips and resources to help you figure out how to get into grad school without a hitch!

>>Want us to help you get accepted? Schedule a free initial consultation here <<

Article Contents
9 min read

What is a Grad School Application Timeline? Graduate School Application Timeline: 1-1.5 Years Before Application Deadline Graduate School Application Timeline: 1 year to 8 Months Before Application Deadline Grad School Application Timeline: 6 Months Before Application Deadline Grad School Application Timeline: 4-5 Months Before Application Deadline Graduate School Application Timeline: 3 Months Before Application Deadline Graduate School Application Timeline: 2 Months Before Application Deadline Graduate School Application Timeline: 1 Months and Less Before Application Deadline Graduate School Application Timeline: 1-2 Weeks Before Application Deadline Graduate School Application Timeline: Post Application Deadline Graduate School Application Timeline: Tips and Resources FAQs

What is a Grad School Application Timeline?

A grad school application timeline is a detailed schedule that outlines all the important tasks and deadlines involved in applying for graduate school. This can include researching schools, preparing for necessary exams, gathering graduate school letters of recommendation, writing the PhD motivation letter or the graduate school CV , and submitting applications. A grad school application timeline is crucial for keeping you organized and ensuring you meet all necessary deadlines. It helps manage the workload and prevents last-minute stress.

Graduate School Application Timeline: 1-1.5 Years Before Application Deadline

Even before the graduate school application season officially begins, there are several steps you can take to enhance your acceptance chances. Here's a rundown of some key preparatory actions:

Define Your Goals and Interests

Before diving into the process, take some time to reflect on your academic and career goals. What do you hope to achieve with a graduate degree? In which field are you interested? What specific areas within that field excite you the most? Having a clear understanding of your goals and interests can help guide your selection of potential schools and programs. It can also help you plan for application components like the grad school career goals statement and your statement of purpose.

Gain Relevant Research Experience

If possible, seek out opportunities to gain research experience in your area of interest. This could be through internships, research assistantships, or relevant jobs. These experiences can not only enhance your research resume but also give you a better understanding of the field and potentially provide connections to individuals who could write your letters of recommendation.

Start Building Relationships

Begin networking with faculty, professionals, and students in your field of interest. These relationships can provide valuable insights into graduate programs and potential careers. They can also result in strong letters of recommendation.

Research Potential Graduate Programs

Start researching potential graduate programs that align with your goals and interests. Look at factors such as the program curriculum, faculty, resources, location, and financial aid options. Also, research the program's culture and values to ensure they align with yours.

Plan Financially

Graduate school can be a significant financial investment. Start planning how you will finance your education. This might involve saving money, researching scholarships and grants, or understanding loan options.

Prepare for Standardized Tests

If the graduate programs you're interested in require standardized tests, start preparing for these exams. This may involve self-study, enrolling in a prep course, or hiring a grad school admissions consultant specializing in standardizes tests like the GRE.

Research the Application Process

Start researching how you can submit different documents you'll need for your applications. Find out what the application process or system is used by some of your top-choice programs and how you need to submit different parts of the application. If you figure this out now, you will save yourself a lot of time down the road! Learn how to submit your academic transcripts, your main application components, whether there is an interview process, and so on.

Take note of application deadlines and requirements for each program. Some schools have rolling admissions, while others have strict deadlines. Keep an organized spreadsheet or a dedicated notebook to stay on top of these dates.

By taking these steps prior to the application season, you can enter the process with greater clarity, readiness, and confidence.

Graduate School Application Timeline: 1 year to 8 Months Before Application Deadline

As you prepare for the grad school application process, one of the most critical tasks is to compile a shortlist of schools that align with your academic and career goals. Here's a step-by-step guide to help you build your list:

Research Schools

Begin by identifying what's most important to you in a graduate program. Are you focused on the reputation of the school, the expertise of the faculty, the resources available, the structure of the program, the location, the cost, or a combination of these factors?

Depending on your priorities, ask yourself questions like ‘Will this program help me find a job after graduate school?” or “Will it help me find a job in academia?” Defining your priorities will help guide your research and decision-making.

Evaluate Each School’s Requirements

Once you find schools that meet your goals and priorities, check out their GPA, GRE, and other admissions requirements. Do you have all the necessary elements needed to be a competitive candidate for this program, such as research experience, extracurriculars, coursework, and so on. While it is possible to get into grad school with low GPA or GRE, you do not want to apply to schools where your stats are seen as mediocre or worse. Same goes for other admissions requirements – you do not want the admissions committee to use any of your application components to remove you from the applicant pool, so make sure you meet and exceed the listed requirements of the programs you choose to pursue.

Narrow Down Your Program List

After thorough research and evaluation, begin narrowing down your list. Aim for a manageable number of schools to which you will apply. The exact number will depend on your time, resources, and the complexity of each application, but many students choose to apply to around 10 to 15 graduate programs.

Aim to have a diverse list of schools. Include "safety" schools where you are fairly confident you'll be accepted, "match" schools that align well with your qualifications and interests, and a few "reach" schools that might be more challenging to get into but would offer exceptional opportunities.

Remember, while it's important to consider rankings and reputation, the best school for you is the one that aligns with your individual goals, interests, and values.

Start Test Prep

At this time, you should also start preparing for any standardized tests required for your chosen programs. The Graduate Record Examination (GRE) is commonly required, but some programs may require other exams, such as the GMAT. Consider enrolling in a prep course or establish a self-study routine to start preparing for these exams. Remember to register for your test dates in advance.

Grad School Application Timeline: 6 Months Before Application Deadline

Final Stretch of Test Prep

At this time, you should ramp up your studying for standardized tests. Consistency is the key. Even a short daily study sessions can make a significant impact over time. However, ensure you take regular breaks to prevent burnout. Continue to take practice tests to gauge your readiness and identify areas for improvement. Remember: only take the test when you are consistently scoring in the 90th percentile on your practice tests. This is when you should feel ready!

Start Reaching Out for Recommendations

Start thinking about recommendation letters. These letters are crucial as they provide the admissions committee with an external perspective of your abilities, character, and work ethic. Professors, supervisors, or mentors are usually good candidates to write these letters. Make a list of potential recommenders and approach them to ask if they'd be willing to support your application. If they do, start gathering documents that you can send them to help write their letters.

Start Composing your CV

This is the time to start creating your graduate school CV if you do not have one already. And even if you do, you will need to tweak and tailor your CV for programs you are applying to. Start it now, so it will be easier to modify and change it when the application opens.

Grad School Application Timeline: 4-5 Months Before Application Deadline

Take Standardized Tests

Take your standardized tests if you have not done so already. Many schools accept multiple attempts and only consider the highest score, but always aim to do your best on each attempt. Remember to take the test when you feel 100% confident. If you’re not there and your practice scores are lower than 90% percentile, then consider rescheduling the test.

Ask for Recommendation Letters

At this time, you should be sending out documents that will help your writers compose your recommendation letters. Provide your recommenders with a draft of your research interest statement or your statement of intent, as well as any other documents that will help them write a strong letter of support. This will not only make their job easier but also ensure that the letters align well with the rest of your application.

Graduate School Application Timeline: 3 Months Before Application Deadline

Follow Up on Recommendation Letters

Follow up with your recommenders to make sure they're on track. Consider providing them with your grad school resume or CV for additional context about your background and achievements.

Research Financial Aid

Start researching financial aid options. Look into scholarships, grants, assistantships, and loans offered by the schools you're interested in. Also, explore federal aid options, such as those available through the Free Application for Federal Student Aid (FAFSA) in the U.S.

Request Transcripts

Request your official transcripts from all institutions you've attended. It may take a few weeks to receive your transcripts, so make sure to request them well in advance.

Consider Test Retakes

If you're not satisfied with your standardized test scores, consider retaking the test. Ensure you leave enough time for the scores to be reported before application deadlines.

Begin Drafting Statement of Purpose

This is the time to begin writing your personal statement or statement of purpose. Reflect on your academic and professional experiences, your career goals, and why you're interested in each program. Your personal statement is an opportunity to demonstrate your passion, commitment, and suitability for your chosen field of study.

Graduate School Application Timeline: 2 Months Before Application Deadline

Draft and Finalize Your Grad School Admissions Essays 

There may be a variety of admissions essays that you need to submit. This is the time to focus on them. Once you have solid drafts, seek feedback on your personal statement from trusted mentors, or professionals like grad school essay tutors or PhD admissions consultants.

Keep Working on Your CV

Do not forget to keep working on that grad school CV. Add any new extracurricular, research experiences, or publications. Your CV is a work in progress!

Start Application Forms

Also, begin filling out your application forms. Graduate school applications can be detailed and time-consuming, so start early to ensure you're not rushed. Check each application thoroughly for specific requirements, like essays or short-answer responses.

Graduate School Application Timeline: 1 Months and Less Before Application Deadline

Finalize Applications and Submit

This is the time to finalize your application materials. Proofread your essays, check your application forms for errors, and make sure you've included all necessary documents.

Also, send a final reminder to your recommenders to submit their letters. Some schools require recommenders to submit their letters directly, while others may ask you to include them with your application. Make sure you and your recommenders know what is expected.

Finally, submit your application after you triple check that all your documents are in good order.

Graduate School Application Timeline: 1-2 Weeks Before Application Deadline

Your application should be submitted by this point! You do not want to wait until last minute to submit. You should submit your application with plenty of time left before the deadline. Leave some time before the deadline for any unforeseeable circumstances, like technical difficulties or delays in transcript delivery.

Graduate School Application Timeline: Post Application Deadline

Start Preparing for Interview if Your Chosen Schools Require Them

If you’re applying to graduate schools that host interviews, start preparing right after your application is submitted. Research the interview format the schools uses, start reviewing common graduate school interview questions, brainstorm your answers, and start practicing your responses.

You might be wondering whether it’s worth starting your interview prep without an invitation. We strongly recommend it. The reason why you should start before your invitation is because when you do get it, you might not have a lot of time to do a good job with your prep. The school might notify you a week or two before the interview date, which is simply not enough time to prepare properly. Starting early is key.

Complete Financial Aid Applications

Even though you've submitted your applications, there's still work to be done. If you're a U.S. student and haven't completed your FAFSA yet, do so now. The earlier you submit your FAFSA, the earlier you'll receive your Student Aid Report (SAR), which provides information about your financial aid eligibility.

Wait for Responses and Explore Financial Aid Options

During these months, you'll be waiting to hear back from the schools you applied to. While waiting, continue exploring financial aid options. Apply for scholarships, grants, fellowships, and other forms of aid, and start looking into student loan options if necessary.

If you receive acceptance letters from multiple schools, consider visiting the campuses (if possible) to get a feel for their environments. Talk to current students, faculty, and staff to help make your decision.

Remember, the goal of this timeline is to provide a guide, not a strict blueprint. Everyone's grad school application journey will be a little different, so tailor this timeline to best suit your needs. Good luck!

Graduate School Application Timeline: Tips and Resources


1. How far in advance should I start preparing for my grad school application?

Generally, it is recommended to start preparing at least 12 to 18 months before the application deadline. This allows ample time to research schools, prepare for and take standardized tests, and gather other required application materials.

2. What standardized tests do I need to take for grad school applications?

It depends on the graduate program you're applying to. Most programs require the GRE, there are other tests that may be required.

3. How do I choose who should write my letters of recommendation?

Choose individuals who know you well and can speak positively about your skills, achievements, and suitability for graduate study. This could be professors, employers, or mentors.

4. How important is the personal statement in a grad school application?

The personal statement is a critical component of the application as it provides insight into your personality, motivations, and fit for the program that other application components might not reveal. It's your chance to make a strong impression and differentiate yourself from other applicants.

5. How can I finance my graduate studies?

There are several options available, such as school-provided financial aid, federal student loans, grants, scholarships, assistantships, and fellowships. Research your options thoroughly and apply early.

6. Can I apply to multiple graduate schools?

Yes, it's common for students to apply to multiple schools to increase their chances of acceptance. However, be sure to balance the number of applications with your ability to make each application high-quality.

7. What do I do if I don't get accepted into any grad schools?

If you're not accepted into any grad schools, consider gaining additional work or research experience, improving your test scores, or strengthening your application essays and then reapply. You can also seek feedback from the schools that didn't accept you to understand how you can improve your application.

8. How can I stay organized during the grad school application process?

Use a spreadsheet or a project management tool to track application deadlines, required materials, and the status of each application. Regularly review and update this tool to ensure you're on track with all applications.

To your success,

Your friends at BeMo

BeMo Academic Consulting


Want more free tips? Subscribe to our channels for more free and useful content!




Apple Podcasts