You should now have a short list of degree programs that match your needs, interests, and abilities. You should also feel confident that you have the minimum entrance requirements for studying in the United States, and that you can meet the costs of a U.S. graduate education. Now it's time to start putting together your applications. This section gives practical information and advice to help you prepare successful applications to the programs of your choice.

The entire application process, from obtaining initial information to applying for your student visa, should begin 12 to 18 months in advance of when you want to go the United States. It is possible to complete the process in less than 12 months but late applicants usually find they have a much more limited choice of colleges and universities.

Requesting Application Materials

Because of the work and the costs involved in putting together a good application, most students limit their applications to between four and seven programs. However, you can request information from as many universities as you like, keeping in mind any postage costs and charges for university materials that you may have to pay. You may have a clear idea of exactly which schools you will be applying to and request information only from those. Or you may prefer to request information from 10 or more schools that you believe meet your needs, and then narrow down your list once you have read through the catalog, application form, and other information you receive.

If you have access to the Internet, you will find that many U.S. universities put their catalogs on their websites, and some have even stopped printing paper copies. Many also have on-line application forms that can be completed on the computer and sent back to the university electronically, or the forms can be downloaded and printed. If there is an on-line application, you should use it. This is the quickest method for submitting your application. If you can download the application, appropriate parts of the catalog, and other information from the websites, you will not need to contact the university directly. Websites increasingly offer other features, such as video tours of campuses.

When to Send Your Inquiry

If you plan to apply to highly competitive institutions or to seek financial assistance, send your first inquiry 18 months before you plan to enroll. In other cases, send your first inquiry 12 months before you plan to enroll. Give yourself sufficient time for possible delays in international mail. Be sure to send any letters by international airmail because surface mail can take several months to arrive.

Where to Send Your Inquiry

Address your inquiry to the Director of Graduate Admissions, using the address for the university given in the reference books. Send a separate inquiry to the Department Chair or Departmental Graduate Admissions Committee Chair requesting information about study and research in the department, and advise the department that you have also been in touch with the Graduate Admissions Office of that school. Make sure you clearly write the name of the appropriate office or department on the envelope. Also be sure to include the full zip (postal) code for the institution on the envelope to ensure that your letter reaches its destination as quickly as possible. You may also send these inquiries by e-mail.

What to Include

If you wish to write or fax your request, carefully type or print all items. Always keep a copy of everything you send. Do not send any documents with the original inquiry; wait until you file a formal application. A letter or e-mail message should include the following:

• Your name, printed legibly or typed in exactly the same form and spelling each time, clearly indicating which of the names is the family name. It is best to use your name as it appears on your passport.
• Your date of birth, printed or typed with the month first, then the day and year as it corresponds to the Gregorian calendar; for example, May 6, 1967, is 5/6/67. If a different calendar is used in your country, convert it to the Gregorian calendar. Be sure to always use the same birth date.
• Your mailing address. Make sure your return address is written clearly on the letter and on the envelope.
• Your citizenship and the country that has issued your passport.
• Your past and present education in chronological order, including technical programs, colleges, and universities or other institutions attended since secondary school, with examination results, grades, and rank in class, if known.
• The program of study you wish to apply for, using the exact wording that that institution uses for the program, as well as the month or term (fall or spring) and year in which you hope to begin studying in the United States.
• The total funds available to meet your educational and living expenses during each year of study in the United States, and the sources of these funds.
• Scores from English language proficiency tests and required admissions tests, if available, or dates on which you are registered to take these examinations.
• If you are not a native speaker of English, your number of years of English language study and where you studied.

These items will enable admissions officers to judge whether application at a particular level of study is suitable for you and to indicate your chances for admission. Sometimes schools or departments will require this, and possibly additional, information to be submitted in a more formal way as a preliminary application. Again, this allows the school to see if you are a suitable candidate for the program before you go through the whole application process.

If you have conducted thorough research to identify potentially suitable departments and programs, most or all of the institutions will respond by inviting you to submit a full, formal application for admission. They will send all the forms and instructions, and they may assign you a temporary, or processing, identification (I.D.) number. Be sure to use that number in all future correspondence with that institution.

Registering for the Admissions Tests

If you are planning to enroll at a university in September (fall semester), take any relevant tests no later than January in the same year, and preferably earlier. Find out whether you need to take the GRE General Test, a GRE Subject Test, the GRE Writing Assessment, the GMAT, or some other admissions test.

If English is not your native language, register to take the TOEFL. As with the academic admissions tests, make sure your test results reach universities before their deadline dates. If you believe that you qualify for a TOEFL waiver, contact universities directly and well in advance for further details. At least one to two months before the test dates, find out about test preparation materials and any other help you may need.

Once you have received information from the universities, read everything thoroughly. Most schools require similar information but they may ask for it in different ways. You will usually be asked to provide the following items.

Application Form

Your application form should be neat and clear to create a good impression. Unless it specifically asks you to complete the forms by hand, use a typewriter or word processor. You should fit your information into the application form provided and only use additional pages where necessary. Keep your personal information consistent and always spell your name the same way on all documents. This will help schools keep track of your application materials more easily. Remember that large U.S. universities handle thousands of student records annually.

Do not worry about providing a U.S. Social Security Number — either leave the section blank or write "none," according to instructions. Avoid abbreviations; it is better to write the names and addresses of your schools, employers, examinations, and awards in full. Always provide information about your education or employment experiences in a logical order that is either chronological or reverse chronological order, as required. You will also be asked when you want to start your studies and the degree you hope to receive. The information you receive from each institution should include a list of the exact majors and degree programs offered by that school. Be sure you list the major as stated in these materials.

Application Fee

Almost all universities charge a nonrefundable application fee that covers the cost of processing your application. It must be paid in U.S. dollars either by a dollar cashier's check drawn on a U.S. bank or by an international money order. These are obtainable from banks or American Express offices. Check the school's application form, Web site, or catalog for the current application fee and possible methods of payment. Be sure to submit the appropriate application fee with the application. If someone in the United States or elsewhere is paying the fee for you, send the application to that person and ask that the fee and application be mailed together to the university.

Academic Credentials

Each university will specify the types of official records it requires to document past education. In American terms, these are called transcripts and include a list of courses that students have taken, when they were taken, and grades received for each course. Usually, the university will require your entire scholastic record from secondary school and/or university sources in a similar manner.

The U.S. school may furnish special forms on which authorities at your school are asked to write your grades and academic performance relative to other students in your institution. If such forms are not provided, your school still will be expected to submit official documents that provide this kind of information on university letterhead with the school stamp. If the admissions officer requests an explanation of the grading and class ranking system or descriptions of courses that you have taken, this information should be furnished by an official of your school or university, if possible.

U.S. universities will either evaluate your grades and documents themselves, or they sometimes require international applicants to pay an outside company, called a credential evaluator, to evaluate your documents.

As requested, send certified copies of the originals of diplomas, degrees, or professional titles, and copies of full records of your performance in any comprehensive examinations administered in your home country. U.S. admissions officers prefer that transcripts of previous educational work be sent with your application in an envelope sealed by your former school or sent directly from the school. Do not send original documents unless there is no alternative; usually they cannot be returned. Copies should be certified with an official seal from the school or university, or certified by a public official authorized to certify such documents.

If English translations are necessary, you may use the services of a professional translator or translate the documents yourself. Such translations must also be certified by an acceptable agency. Do not attempt to convert your school results and courses into American terms. Instead, try to provide as much background information as possible on the grading system used and the types of degrees awarded.

Test Score Reporting

When you apply to take the GRE, GMAT, MAT, TOEFL, or other examinations, you should know which universities you wish to apply to. In this way, you will be able to specify at that time that you wish your scores sent to those universities. You will save time and money by sending the scores at test time rather than requesting separate scores at a later date. When you submit an application, also include a photocopy of your test score reports, if possible. The admissions office can more easily match the official scores with your application and, in some instances, they may begin processing your application with only the photocopy.

Personal Statement or Statement of Purpose

Almost all graduate programs ask applicants to submit a personal statement, or statement of purpose, as part of the application process. The personal statement gives universities a chance to get a glimpse of you as an individual, an insight that is not possible in the grades and numbers that make up the rest of your application. The goal is to write a clear, concise, and persuasive statement that sincerely reflects your views and aspirations. The admissions committee that reviews applications wants to see if there is a good match between you and the department or school and whether the degree program can meet your needs.

The statement of purpose is an important part of the application, and it is essential that you write the best statement possible. It is an opportunity for you to distinguish yourself from other applicants. The personal statement is not meant to be an autobiography in chronological order; instead, use your imagination to come up with an interesting format and content that will maintain the reader's interest.

• Why do you wish to pursue a graduate degree, and why now? The university will often ask about your career goals and how they relate to your past experiences and your decision to apply for graduate study.
• What are your academic or research interests? The admissions committee will be looking for a good match between you and the department to ensure that they can satisfy your interests. They are also looking for a demonstration of intellectual maturity and understanding of your field.
• Why are you applying to this particular institution and degree program? Tailor each statement of purpose to the specific program and institution, including, if possible, references to professors you wish to work with, courses you wish to take, and unique facilities available at the institution. Admissions officers want to see that you have done careful research about their program and that you are a serious candidate.
• What can you contribute to the department or program in terms of your background, abilities, or other special qualities and interests? Discuss any relevant past experiences and achievements, as well as any special qualities you feel you can bring to the program, such as your international perspective.

• Make sure you answer the question that has been asked. Once you have done an outline for a statement, go back and check that it answers the question, then do the same with each draft of your essay.
• Stick to the word limit given. If a limit is not given, keep the statement to two or three sides of paper, typed or word processed, and double-spaced.
• Make sure that your statement is a true representation of yourself and your abilities — it is important that the essay be genuine and honest.
• Admissions officers read many essays. Since some programs are extremely competitive, try to have an interesting first sentence that grabs the reader's attention and makes the essay more memorable.
• Address any obvious gaps or weak points in your application either in a separate cover note or in the application essay, but always keep the explanation positive. For example, state what you learned from a difficult experience and how it has made you a better student.
• Get someone you trust to proofread each statement of purpose for grammatical and spelling errors. Make sure statements are clear, interesting, and logically organized. The personal statement is an important demonstration of your written communication skills.

You will usually be asked for at least two recommendations. Your recommenders (or references or referees) must be able to write about your work and be able to assess your potential to do well in graduate school. Ideally, they should be written by professors who have taught you in the past, if you are applying for an academic degree program; however, if you are not a recent graduate, one recommendation can be from an employer. For professional programs, references from employers and professors are acceptable.

Some universities send recommendation forms with the application; if so, ask your recommenders to use these forms and to follow the instructions printed on them. If there are no specific instructions, ask three or four professors, administrators, or employers who know you well to type letters on their own letterhead in English, and either place them in a sealed envelope for you to send with your application or send them directly to the university.

• a statement about the type and amount of experience they have with your academic work or employment;
• an estimate of how your work compares with others in the same field with whom they have experience;
• an assessment of your particular strengths;
• your rank in their class, department, or university, if they know it;
• an assessment of your research experience and ability, if known.

U.S. universities expect letters of recommendation to emphasize a student's positive qualities and to be longer and more detailed than might be customary in your home country. It is important to understand these cultural differences when choosing your recommenders. Poorly written, negative, or late recommendations will reflect on your judgment in picking referees. Recommendation forms may ask a list of questions or just one general question. Since recommendations carry considerable weight in the admissions process, take the time to brief your recommenders about your plans, where you would like to study, and why.

A recommendation form may include a waiver where you can relinquish your right to see what is written about you. If this option is offered, most admissions officers prefer you to waive your right so that recommenders may feel more comfortable when writing their evaluations. Admissions officers usually interpret waived recommendations as more honest. If your recommendations must be sent directly from your referees, it is common courtesy to give them stamped, addressed envelopes. Also allow plenty of time for your referees to write their recommendations. Remind them to sign the sealed flap of each envelope before mailing it to an institution. Check back with your recommenders to confirm that the reference forms have actually been sent to the United States.

Financial Statement

Most universities include a form called a Declaration and Certification of Finances or Affidavit of Financial Support in their application packets. This document must be signed by whomever is meeting your university expenses. It may also have to be certified by a bank or lawyer. Keep a copy of this form since you may also need it to apply for your student visa. Schools usually need to know that you have sufficient funds to cover at least the first year's expenses, although many may also ask you to indicate your source of income for the entire period of study. If you know when you apply that you will need some form of assistance from the university or other sources, such as scholarship programs, indicate how much you plan to request or apply for. Please note, however, that the university will issue the relevant certificate of eligibility for a student visa only if you are able to document fully your source(s) of income.

Some academic departments or schools operate a policy whereby your application for admission will be considered first, and then they will consider your need for financial aid. Other schools and departments that have limited or no financial aid available for their students will give higher priority to applicants who do not need financial support from the university.

Deadlines & Submission

Each graduate department within a university sets its own deadline date, and it is usually firm about not accepting applications after that time, particularly if a program is very popular. For the fall semester, which begins in late August or early September, deadlines are usually between January and March, although they can be as early as November or as late as June or July. If, however, an institution indicates that it operates "rolling admissions," late applicants may still have a fair chance of acceptance. In this case, a university will admit and reject candidates until the program is filled. It is nonetheless a good idea to submit your application as early as possible.

Some universities accept enrollment for any of their terms, although many institutions prefer to enroll graduate students for the fall term. For schools that operate on a semester calendar, midyear admission is some time in January. Universities that use the quarter system (three terms) may offer admission both in the winter term (January) and the spring term (March). The precise date differs for each institution. Deadlines for mid-year admissions are usually six to nine months in advance of enrollment. If you are applying for admission in January, take any admissions tests at least six months beforehand.

It is your responsibility to ensure that all documents, application forms, references, and official test score reports reach the universities safely and on time. Often the closing date for students from other countries is earlier than for U.S. students. Usually applications for scholarships or fellowships must be submitted earlier than applications for admission.

Send your application by registered mail or by courier, or submit the electronic application and mail all supporting documents. Keep copies of your application and documents just in case your material gets lost in the mail; you will be relieved to know that you can supply another set of information quickly, if this should happen.

After you have submitted all required documents, you should confirm with the university that your application is complete. Allow a reasonable amount of time before following up, probably three to four weeks after submission of the documents. Do not correspond too often. Remember that the admissions office is trying to process a large number of applications, and the more correspondence it has to answer, the slower the application process. Allow at least six to eight weeks after completion of the application for a decision to be made. Some programs and institutions may take as long as three to four months, and many institutions review all completed applications at the same time and issue acceptances between March and May.