PhD Interview: If you’ve finished applying to PhD programs in the United States, you’ve now entered the waiting period. Unlike other systems, U.S. universities do not provide fixed schedules or dates for each step in the admissions process, so waiting is often the only option. Even when it comes to PhD interviews, there isn’t a single, uniform schedule; it can vary by institution and, more specifically, by professor. In most cases, the professor personally reaches out if they are interested, so the interview request can arrive at any point during the selection period.
In this post, I’d like to share some tips on preparing for a possible interview after applying to PhD programs at U.S. universities.
For reference, I have several other detailed posts about applying to U.S. graduate schools, so if you are still in the process of preparing your application, you might find those helpful.
Table of Contents
When to Expect a PhD Interview Request
After submitting applications for U.S. PhD programs, most applicants wait for an interview request. Because U.S. universities do not give applicants a set timeline, it’s hard to predict when you might be invited for an interview. It can vary from school to school, and sometimes a professor may directly reach out. Therefore, you should always be ready for a potential interview request.
In my case, I received an interview request as early as six days after applying—which was less than a week—while others arrived in January or even in February. Some come early and some come later, so there’s no need to lose hope if you don’t hear back quickly, or to assume you are a guaranteed admit just because the request came early.
Occasionally, the school itself (rather than a specific professor) may request a PhD interview. If you encounter this, the USC resources linked below might be helpful.
A quick note: interview requests typically arrive via the same email you used when submitting your application, so be sure to check your inbox regularly.
When to Start Preparing for the PhD Interview
Since a PhD interview can come at any time, it’s wise to have a baseline level of preparation in advance. The time span between the request and the actual interview might be very short. I’ve had an experience where I was asked to interview just two hours after receiving the request.
While it’s not common to have only a few days (or hours) to prepare, it’s still helpful to have at least some ideas and relevant media ready to go. The best approach is to have a solid outline prepared, especially for the parts of your background that won’t change regardless of which professor you interview with. It might not be necessary to fully customize all your materials before an invitation comes—professors have slightly different areas of interest—but it’s always good to be ready for questions about your own experiences and career.
The Purpose of PhD Interview
First of all, a PhD interview is not always a mandatory part of the PhD admissions process. In some fields, like Computer Science, applicants are frequently admitted without an interview. That said, if a professor wants to meet, it’s generally for reasons like these:
- Checking if the applicant’s vision aligns with the professor’s research direction.
- Verifying or seeking additional details on what the applicant claimed on their application (e.g., clarifying any “I excel at X” statements).
- Exploring a candidate’s overall attitude and motivation—which can be hard to gauge on paper.
- Assessing communication skills.
Alignment with the Professor’s Research Direction
Although academic performance (e.g., GPA, test scores) is important to the university, what matters most to a potential advisor is whether your research interests genuinely align with theirs. If your application was well-crafted, you likely emphasized a strong connection between your interests and the professor’s research focus. By conducting a PhD interview, the professor can verify whether that connection is real.
Verifying What You’ve claimed
It’s only natural for a professor to want to confirm their understanding of your application if they’re interested in you. If you highlighted something in your application, be prepared to emphasize it again in person. This strategy can leave a solid impression.
On the flip side, you need to remember exactly how you’ve framed yourself in your documents. If your PhD interview responses don’t match the confidence and clarity shown in your application, the professor might be disappointed.
Clarifying Uncertainties in Your Application
Even a strong application might not fully communicate your ideas—or the professor might simply want clarification. This is generally a positive sign, as it indicates genuine interest. Approach it as an opportunity to underscore the strengths you emphasized in your application.
In particular, a professor might want to confirm how committed you are to this field. A PhD is a long and challenging journey, and if you aren’t adequately motivated, you could drop out along the way. Though it may be hard to imagine quitting now, it does happen. Hence, it’s vital to convincingly convey your sincerity and your capacity to overcome obstacles throughout the program.
Checking your Communication Skills
Communication ability includes both language skills and general interpersonal competence. Naturally, major language barriers can pose a problem for a professor, and because so many international students apply to U.S. universities, issues do arise. Even in my own program, I see classmates who struggle greatly with English. One can only guess how many applicants are turned away for this reason.
However, let me clarify: I don’t mean you need near-native English fluency to succeed. Many students in U.S. PhD programs, especially in engineering or technical fields, may not have perfect English but still perform very well in research. Professors often look at your other strengths and may overlook less-than-fluent English, as long as basic communication is feasible. Essentially, the PhD interview helps them assess whether your language skills will be a serious hurdle.
How to Prepare for the PhD Interview
Interview Format
Once you understand what a professor might be looking for, it’s easier to prepare effectively. Given the physical distance, a PhD interviews are usually conducted via Zoom or another videoconferencing platform. Therefore, you’ll want to ensure you have a quiet space and test your camera and microphone beforehand.
Content of the Interview Request
Below are examples of two email requests I received. The first is very brief, essentially just saying, “I’d like to chat more about your background,” while the second is more detailed:
I reviewed your application and would be interested in chatting with you to know more about your background and interests.
Thank you so much for your interest in working with me. I went through your application and found our interests to be well aligned. I am reaching out to find a time for us to chat and to conduct a brief informal interview!
Below is the rough format I have in mind for the informal interview, and I expect it to last somewhere between 30 to 45 minutes. Please let me know when you would like to meet (I want to make sure you have sufficient time to prepare).
– This will be an informal interview – the format below is to just to introduce some structure into our conversation so we can have a provide conversation.
– There is no need to prepare any slides and we can just chat. But, of course, feel free to do so if you prefer to have slides.
– Interviews are a two-way street. Please treat this as an opportunity for you to interview me.
Professors often call these meetings “informal” because they don’t want you to over-prepare. They likely get a clearer sense of your fit if you speak naturally. However, if you literally walk in without any preparation, it can be difficult to convey everything you hope to share.
Planning the Content
Based on my experiences, here is what I recommend:
- Prepare a concise set of PowerPoint slides to illustrate the key points you want to convey.
- Include videos of past research or projects whenever possible.
Because screen-sharing in Zoom is straightforward, it’s not difficult to show a short presentation. Most professors don’t explicitly require slides, but I can’t imagine any would object to a concise, well-planned set. Of course, overloading them with too much information can be counterproductive, so keep it succinct.
Including video clips showcasing your prior work is particularly persuasive, as it’s something that doesn’t always come across well in written applications. During a PhD interview, the professor is taking extra time to learn about you, so leveraging visual evidence can be especially compelling.
In my own PhD interviews, I showed simulation footage and real-life robot demos from projects I managed at work. I briefly explained each clip as it played, and it seemed to work quite well. That’s why securing these visuals beforehand is so important.
It’s also crucial to connect these experiences back to the professor’s research direction. Even the most impressive project might not matter if it’s unrelated to their interests. Different professors even within the same department can focus on different areas, so tailor your material accordingly.
Suggested PhD Interview Outline
The exact structure may vary by individual and by professor; there is no single “right” way. Here’s one template based on my own approach:
- A quick introduction of your major and why you became interested in it (briefly, since it’s likely in your application).
- A short presentation of any thesis work or research projects you’ve done (if you have a master’s or other relevant experience), including demo videos.
- A brief overview of any industry experience, including project demos if applicable.
- An explanation of how these experiences align with the professor’s current research direction.
- One or two unique strengths that set you apart from other applicants.
You may have more to share, but keep in mind the professor has already read your documents, and they’ll also want time for Q&A. My personal strategy is to rely on short video segments and talk through them.
Conclusion
In this post, I discussed what you need to know about the professor interview stage that you may encounter when applying for a U.S. PhD program.
The most important part of your PhD interview preparation is clarifying what you hope to gain from the PhD journey. The PhD interview isn’t just about demonstrating your academic ability—it’s also about your passion for the field, your long-term vision, and whether you’re a good mutual fit with the program.
It’s natural to feel nerves or anxiety, but you can channel that energy positively to showcase your genuine enthusiasm. The interview is your chance to present the knowledge and experience you’ve accumulated, and to show how you plan to grow as a scholar.
Remember that preparing for a PhD interview is more than just practicing answers; it involves self-reflection. Think about your experiences, achievements, failures, and lessons learned, and how they’ve shaped you into the scholar you are today. Being open and confident about your journey can leave a strong impression.
It’s also crucial to emphasize how your goals and values align with the program you’re applying to. Consider how you can contribute to the program and how the program can support your academic growth.
Lastly, the PhD interview is a valuable opportunity to share your passion for your field and to start building connections with future colleagues. Take it as a positive experience and another milestone in your academic journey. The insights you gain while preparing for the interview can guide you well beyond this phase of the process.