My PhD Journey - Milca

The Research Proposal Journey: From Concept to Coherence 

For many aspiring doctoral students, writing a research proposal marks the first major step into academic research. When I began the process of writing my PhD research proposal, I had a general area of interest and a handful of guiding questions, but no clear structure. Like many prospective applicants, I felt a degree of uncertainty about how to begin. I soon realised that the proposal was not merely a formality, but a formative stage in shaping the direction of my future research. 

My early ideas were informed by previous academic work, particularly from my master’s studies. Reading widely in my field helped me better understand the research landscape and identify potential gaps. Literature reviews and recent publications were especially useful in highlighting where my proposed study might make a meaningful contribution. 

How the Proposal Took Shape 

The development of my proposal wasn’t linear. The proposal evolved significantly over time. I produced multiple drafts, each reflecting a new iteration of my thinking. Some versions were too broad, others overly technical. Through discussions with supervisors, peers, and mentors, I gradually developed a proposal that balanced theoretical engagement with practical feasibility. Feedback was crucial at every stage. 

 What Helped Me in the Beginning 

Early on, reading successful proposals in my field was incredibly helpful. They gave me a sense of tone, structure, and what was expected. I also returned to key papers and recent literature reviews, which helped me identify where my proposed work might contribute something new. Talking with potential supervisors clarified both what was feasible and what needed refining. 

Is a Proposal Ever Finished? 

I also came to understand that a proposal is never truly “finished.” Even after submission, I continued to revisit key sections, reframe research questions, and respond to new developments in the literature. Rather than a fixed plan, the proposal became a live ongoing document—a reflection of my thinking at a particular point in time. 

 Challenges Along the Way 

One of the greatest challenges I faced was narrowing the focus of the project. I was initially tempted to include every idea of interest but soon realised the importance of clarity and scope. A strong proposal, I learned, demonstrates not only ambition but also discipline and direction. 

Support I received 

Throughout the process, I sought support from a range of sources. Academic mentors, current PhD students, and institutional workshops all played a role in helping me refine my proposal. Their insights—both technical and motivational—were invaluable in transforming a collection of ideas into a coherent research plan. 

Writing a research proposal was both intellectually demanding and personally rewarding. It marked the beginning of my journey into doctoral research and taught me to think critically, write clearly, and remain open to change. 

Contacting Potential PhD Supervisors: Nerves, Fit, and Follow-Up 

Reaching out to a potential PhD supervisor can feel like one of the most intimidating steps in the application process. You want to make a good impression, sound confident, and stand out without overdoing it. I remember feeling anxious before contacting my current supervisor. I wasn’t sure what method was best: email, phone call, even letter? I went with email, hoping it was the most professional route, and then waited—checking my inbox far too often. 

The Nerves Are Normal 

It’s completely natural to feel nervous. What if they don’t reply? What if they do, but aren’t interested? I worried that my message might not even reach her, or that I wouldn’t say the right thing. But I reminded myself that supervisors expect to hear from prospective students—and that the right supervisor will appreciate a thoughtful, well-prepared message. 

Mistakes I’ve Made (And What I Learned) 

Looking back, one mistake I made was sending emails that were too long. I wanted to sound enthusiastic and informed but ended up overwhelming the message with too much detail. Keeping emails simple and clear is far more effective. A short, direct message shows respect for a supervisor’s time and actually helps reduce the anxiety of thinking we’re wasting it. Clarity and brevity go a long way in helping them engage with your ideas quickly. 

Another mistake? Not following up. If I didn’t get a response within 3–5 working days, I used to assume they weren’t interested. But sometimes emails go to junk folders or simply get buried. A polite follow-up is completely acceptable—and often necessary. If I still haven’t heard back, I’d consider calling the department or administrative office to confirm whether the message was received. 

Who Is a Good Fit? 

Finding the “right” supervisor is more than shared research interests. Before reaching out, I read my potential supervisor’s publications and browsed their university profile. I also connected with some of their current students to better understand their supervision style and values. To me, a good fit means someone who can support your academic goals and foster personal growth. You're not just looking for a topic to match—you’re looking for mentorship. 

Am I Wasting Their Time? 

This was a big concern for me. I didn’t want to email a busy academic only to be ignored—or worse, brushed off. But career advisers reminded me that supervisors have a genuine interest in mentoring strong PhD candidates. The key is to be prepared: explain your interests clearly, reference their work, and ask specific, relevant questions. A short, focused message shows respect for their time and makes it easier for them to respond. 

  

Finally, contacting a potential PhD supervisor can be nerve-wracking, but preparation helps. Keep your message short, clear, and tailored to their research, showing genuine interest without overwhelming detail. Don’t be afraid to follow up after a few days and remember—supervisors expect these emails. A good fit goes beyond shared interests; it’s someone who supports your growth. Be direct, respectful, and trust that reaching out is part of the process. 

Receiving a PhD offer sparked excitement and fresh motivation for my project, but transitioning into the program took time—I had to adjust to new routines and expectations. By month six, I was meeting regularly with my supervisors, planning data collection and analysis. During my first year, I refined my proposal and conducted a systematic review, which helped clarify the research gap and shape anticipated outputs. 

At the University of Leeds, support structures like the PGRD and Doctoral College were invaluable. My supervisors provided essential guidance, while Doctoral College enriched my professional development through workshops, training modules, and networking events. 

Career advisers emphasize the importance of developing a scholarly identity and forming peer networks early on to combat imposter syndrome. During those initial months, I also attended inductions and research seminars which are activities suggested to build peer connections and understand departmental expectations.  

Looking back, I wish I had known how essential goal setting and time management would be. Setting both short- and long-term milestones—something I adopted after six months—to track progress and maintain momentum are the most effective strategies. Additionally, building a supportive network among peers and experienced PhD candidates helped me navigate impostors' feelings, receive support and avoid isolation. In the PhD, usually the best way to learn is from other’s experiences. 

Ultimately, the journey from offer to one-year mark is a demanding yet deeply rewarding process and studying for the PhD is definitely one of the most challenging but enjoyable. If you’re about to begin, prepare for an initial settling-in period, schedule regular meetings with supervisors, take advantage of institutional training, build a community around you, and manage your time with clear, achievable goals. A PhD is not just about producing research—it’s about growing as an independent scholar.