When you apply for a position, you have to present yourself. The documents you send for your application are your chance to provide a glimpse of who you are and what you stand for.

I recently had the opportunity to review more than a dozen applications for a PhD position. Being on the other side of the fence was a revealing experience. It would be great if everyone that applies was once in the position to judge such applications. Here are some of the things I learnt:

• Be specific. Of course, being generic is easier, but it’s just not helpful. Take this example:

  Dear esteemed Sir,
  I look to go for doctoral studies to refine my knowledge and skills in my areas of interest ...

  If you know the name of the person to whom your application is to be sent, address it directly. If you do not know it, find it out. And if you cannot name the area, you will have a hard time convincing anybody of your interest.

• Let them decide. Don’t say: I am fit because you advertised that XYZ is a requirement and I have more than 5 years experience in this domain.

  They are the one judging, and you telling them that they should choose you won’t make them forget that they are the ones who take the decision. In fact, it is annoying to be told what to think, and the reaction tends to be to reject the suggestion. Instead of trying to force the conclusion that you are the fittest person for the job, just pinpoint what you think is important and relevant from your past, and let them decide.

• Have a clear structure. It should not cost them anything to read your application. If possible it should produce pleasure. A clear graphical design is a must, but a funky one is almost always a minus.
• Have a webpage. If you captured their interest, they will want to know more. This webpage is your second chance to make a first impression.
• Check the spelling and the grammar. And double check.
• Strive to tell a story. Enumerate facts from your past that you think are relevant for the position, but if possible put them in a coherent story. If you manage, you increase the chance of being remembered.

  For example, don’t just say: I worked there in that domain. Tell them why did you choose to go there, and why that domain. Give them a hint of the way you think.

• Get feedback. An application is a succinct presentation of what you are and what you stand for. Being succinct is never easy, and it is at odds with being exhaustive. Getting feedback from other people is mandatory to ensure a reasonable balance between brevity and enough relevant details.