Navigating your grad school application timeline: Key dates you can’t miss
Are you considering going to graduate school? Maybe it’s for a complete career pivot, or maybe you want to go deeper in your field. Perhaps you’ve discovered that with your current credentials, you can’t quite reach your dream job. Whatever the case may be, we know you’re ready to start planning for your future, do work that is truly impactful, and unlock your full potential.
We’re also aware that simply getting started on grad school applications can be overwhelming and confusing, especially if you’ve been out of school for a while. Have no fear, we’re here to help you out with the first step: familiarizing yourself with application timelines for common grad programs. Knowing what materials you need, the milestone you need to hit, and the months you’ll need to submit everything is instrumental to ensuring a smooth and successful application process. In our guide below, we will cover all the dates you need to know to meet all your grad school application requirements, so you never miss an important deadline.
Understanding grad school deadlines
There are several dates you should be aware of as you begin considering graduate school. These deadlines are the difference between attending your dream school and having to wait until next year to apply, so read the following carefully.
Importance of timelines
It’s one thing to be aware of all the dates and submission timelines, but it’s another to be truly prepared for them. Most early master's and PhD applications open in the fall, but here’s a reality check: you can’t simply finish your grad school applications in one day.
You need to get organized and plan your graduate school application process well in advance of key submission dates. Here’s what you’ll want to have ready:
- Create a list of the graduate schools you plan to apply to
- Complete all required standardized exams, such as the GRE or GMAT, since each program may have unique test requirements
- Put together a group of people you trust for recommendation letters, and provide them with ample time to craft thoughtful references
These are just a few reasons why you can’t simply start your grad school or PhD application on the day of the deadline and submit it, since preparing materials takes time. Gathering transcripts, test scores, recommendations, and personal statements can require months of advance work, often starting up to six months before the actual application deadline.
Fortunately, many programs offer multiple or rolling application submission dates throughout the academic year. While initial rounds typically begin in the fall, some schools offer additional options in the spring or at other times during the year.
If you’re targeting top programs, it’s crucial to meet the earliest possible deadline for those schools. Submitting your application once the submission window opens can significantly improve your chances of admission to your dream graduate program. Let’s explore the various types of deadlines offered by graduate schools and what they entail.
Types of deadlines
Graduate programs often allow students to submit applications during two application phases: an early period and a regular period.
Early deadlines:
Typical timing:
- October - December (for fall admission)
This period is often designated as “priority,” meaning that students are more likely to receive careful consideration than they would if they submitted their app during the normal timeline. For specialized paths, such as MBAs and PhDs, early fall deadlines are common and especially important for applicants seeking funding.
What they’re for:
- Students who submit applications before early round deadlines are given stronger consideration for grants, fellowships, and assistantships.
- Submitting your application at this stage boosts your chances in highly competitive programs by showcasing your interest in and commitment to a specific program.
- Early applicants are often notified of admission decisions sooner than regular applicants, improving their planning flexibility.
Important notes:
- Early grad school application deadlines are usually non-binding, unlike typical undergraduate early decision policies.
- Top programs, especially in master’s, MBA, and PhD disciplines, fill a significant portion of class slots with candidates who meet the first rounds of the grad school application timeline.
Missing these early grad school application deadlines doesn’t necessarily prevent admission, but it may reduce your opportunities for funding, merit scholarships, or spots in selective cohorts, so tracking your grad school applications and marking your calendar is essential.
Normal deadlines:
Typical timing:
- December - February (sometimes March)
What they’re for:
- General admission consideration
- Remaining program slots after early review
Important notes:
- This is often the hard deadline, and late applications aren’t accepted.
- Funding may be limited compared to early rounds.
- Decisions are made later for early applicants.
In most cases, the final date during this period is truly final: students will have to wait until the next application cycle if they fail to complete their application during this window.
Key deadlines you can’t miss
While the main grad school application deadlines are the most crucial, several additional dates and milestones should be incorporated into your overall plan to ensure a smooth process for master’s, MBA, and PhD programs.
Application
As noted above, the primary master’s application deadline or MBA deadline (typically in fall or spring) is the cornerstone of grad school applications. However, be aware of program-specific deadlines as well, as these can impact your chances of admission and your readiness for all application requirements.
Funding
Scholarship and financial aid deadlines frequently differ from standard grad school application deadlines. Research both specific institutional scholarship deadlines and any government FAFSA or broader aid deadlines relevant to your graduate program. Securing financial support often means synchronizing these dates within your full master’s, PhD, or MBA application schedule.
Tests
When planning your grad school app calendar, allow at least two weeks for your GRE scores to be available after your test date. For best results, schedule testing at least a month before any major grad school application deadlines (earlier if you intend to retake the GRE for a higher score). For the best results, start the standardized test portion of your application process six months before a master’s or PhD application deadline.
Letters
Letters of recommendation are a standard requirement across the graduate school landscape. Remain ahead of key deadlines by compiling your list of recommenders three months in advance. Reach out early to provide plenty of time, ideally a month or more, so each recommender can complete their tasks thoughtfully. Rushed requests made before application submission can compromise your overall timeline and negatively impact the quality of your final application.
Program-specific rules
Each graduate program monitors its own rules and requirements, which often extend beyond the published timeline for the school in which the program is housed. For example, a chemistry program at a graduate school of Arts & Sciences may require students to submit additional documentation or information about their lab experiences for admission. Other specifics may include interviews or portfolio submissions for MBA, master’s, or PhD tracks. Review all instructions for each graduate program to design a personalized and foolproof schedule that systematically covers every important deadline.
General program timelines and schedules
Now you know the general rules, requirements, and expectations for applying to graduate school, as well as the best times to start preparing your materials. Below, we’ve outlined the phases, dates, and considerations for three different tracks (MBA, other master’s programs, and PhD), along with a useful to-do list for each step.
MBA application timeline
The MBA application timeline covers research, test-taking, and final deadlines for full application submissions. The dates below reflect both early and normal application periods:
| Phase | Dates | To-Do |
|---|---|---|
| Pre-application phase | May | This is when you will want to decide which schools you will want to apply to and which test you might need to take. It’s ideal to target 3 reach schools, 3 sure-in schools, and 3 piece-of-cake schools. This is also a good time to take the Test of English as a Foreign Language (TOEFL) if you’re a non-native speaker. |
| Prepare for GMAT or GRE | June | Prepare and take the GMAT or GRE. |
| Application phase | July - December | Start reviewing the different schools’ applications and note what is required. Many schools offer a rolling deadline, which makes it more flexible. |
| Letters of rec | August | Send a notification to the individuals you wish to write a letter of recommendation for. |
| Interview dates | November - July | Prepare and complete interviews. |
| Decisions and offers | January - April | Receive acceptance emails and respond in a timely manner. |
For many top MBA programs, interviews are required so admissions committees can best determine your fit. Because MBA programs place a heavy emphasis on networking and professional development, select a school with ample opportunities and a strong academic and personal fit.
Master's application timeline
Master’s programs, like graduate business programs, require many of the same steps: researching and determining a list of schools, preparing for standardized exams, collecting letters of recommendations, and compiling final materials:
| Phase | Dates | To-Do |
|---|---|---|
| Pre-application phase | May | This is when you will want to decide which schools you will want to apply to and which test you might need to take. It’s ideal to target 3 reach schools, 3 sure-in schools, and three piece-of-cake schools. |
| Prepare for the GRE | June | Prepare and take the GRE. |
| Application phase | July - December | Start reviewing the applications from the different schools. Note what is required. Many schools offer a rolling deadline, which makes it more flexible. |
| Letters of rec | August | Send a notification to the individuals you wish to write a letter of recommendation for. |
| Interview dates | November - July | Prepare and complete interviews, if necessary. |
| Decisions and offers | January - April | Receive acceptance emails and respond in a timely manner. |
By April, you should receive a decision regarding admission, but you may receive one earlier if you submitted your application during the priority or early admissions period.
PhD application process and timeline
PhD applications require a bit more effort and thought, as students will often have to reach out to potential advisors and propose dissertation or project ideas to secure their position. Standardized tests, usually the GRE, are often a major requirement, but strong research or professional experiences are also highly valued:
| Phase | Dates | To-Do |
|---|---|---|
| Identify research fit & take TOEFL if needed | 1-1.5 years prior to the deadline | Identify research fit for the program you are applying to. What type of research do you want to conduct, and which program has a strong presence in the area? |
| Shortlist programs & email potential advisors | 9-12 months prior to deadline | Determine which program is the best fit and initiate a conversation with our advisors to discuss your options. |
| Pre-application phase | 6-9 months prior to deadline | Prepare letters of intent and research statements. Make sure you have a robust set of letters of recommendation from employers and professors. |
| Prepare for tests | 6 months prior | Take the tests you need for the application. |
| Application phase | 6 months prior to application submission | Start taking a look at the different schools’ applications. Note which ones require and start completing them. |
| Interview dates | Post Application submission | Prepare and complete interviews. |
| Decisions and offers | Depends on the program | Receive acceptance emails and respond in a timely manner. |
For all programs, it’s important to respond to acceptance letters as soon as possible. You don’t want to potentially lose a spot in a program because you’re waiting to be moved off a waitlist at another, so be thoughtful and considerate when making a final decision. By coordinating your application schedule around major program milestones, you can avoid missing key deadlines and approach each step with confidence and preparation.
Takeaways
Preparing to apply to graduate programs requires careful planning and organization, especially if it’s been a while since you’ve opened up an application portal or cracked open a study book. Take time to effectively manage your grad school application timeline, as there are multiple moving deadlines and requirements to track (like preparing for and taking the GRE). Each institution may have different dates and processes, making it extra important to tailor your approach to each program.
To stay on top of your schedule, develop a personalized checklist that incorporates the specific deadlines for your top schools and addresses your unique financial considerations. This strategy is the most effective way to ensure you don’t miss any steps throughout your grad school application process. Good luck as you navigate through each requirement!
