The Complete Application Checklist
4 min read
The biggest mistake students make is starting to apply and then discovering they are missing a document they cannot get quickly — like a certified transcript that takes two weeks from their university. Use this checklist before you apply so you are fully prepared.
1. Academic documents
- ✓Official transcripts — your full academic record from every university or school you attended. Many scholarships require a certified (stamped and signed) copy, not just a printout. Request these early — it can take 1–3 weeks.
- ✓Degree certificates or diplomas — a scan of your graduation certificate. If you have not graduated yet, a letter of enrolment from your university is usually accepted instead.
- ✓GPA or grade conversion — many scholarships ask you to convert your GPA to a 4.0 scale. Check if your country uses a different grading system (e.g. Indonesian scale of 4.0, Thai 4.0/100-point, Vietnamese 10-point) and include a conversion note.
2. English language proof
- ✓IELTS or TOEFL score report — the most commonly accepted tests. Make sure the score is recent (most scholarships require it to be within 2 years). See our English test guide for required scores.
- ✓Waiver letter (if applicable) — if your previous degree was taught entirely in English, many scholarships waive the test requirement. Prepare a letter from your university confirming this.
3. Personal documents
- ✓Passport — a clear scan of the photo page. Check it is valid for at least 12 months beyond your intended start date.
- ✓CV / Resume — usually 2 pages maximum. Include education, work experience, volunteer work, awards, and publications if any.
- ✓Passport-sized photo — some scholarships ask for a professional photo. A plain background, front-facing shot is standard.
4. Written statements
- ✓Personal statement / motivation letter — the most important document. See our full guide on writing one.
- ✓Research proposal — required for PhD and some Masters scholarships. Usually 1,000–3,000 words describing what you want to study and why.
- ✓Study plan — for taught Masters programmes, a shorter document (500–1,000 words) explaining your choice of programme and how it fits your career goals.
5. Recommendation letters
- ✓Most scholarships require 2–3 letters from academic or professional referees. Ask at least 2 months before the deadline. See our recommendation letter guide.
6. Programme acceptance (sometimes)
- ✓Some scholarships (e.g. Australia Awards) require you to apply to a university before you apply for the scholarship. Others (e.g. Chevening) ask you to get an offer after being shortlisted. Always read the specific instructions carefully.
Pro tip
Create a single folder on your computer for each scholarship you are applying to. Put all your documents inside — named clearly (e.g. YourName_Transcript.pdf). Scholarship portals often have strict file naming rules, and being organised saves you time when uploading.