Are you heading towards the end of your PhD? You may be feeling overwhelmed by the number of tasks ahead and unsure about how to proceed. I have written an article to offer direction and ease the pressure.
Crossing the Finish Line
The final stages of your PhD include writing and submitting your thesis, as well as your defence. However, the exact process may differ depending on your institution and regional academic regulations.
For example, in some countries (e.g. Germany), publishing academic papers is a formal requirement for completing the PhD.
Please review your institution’s regulations and consult your supervisor, who, along with other university services, is there to guide and support you.
Some administration is required.
Usually, after fulfilling the minimum study period, meeting all programme requirements, and receiving your supervisor’s consent, you will need to complete a notice of submission form, typically 2-3 months before thesis submission.
This is standard in the UK, though procedures vary elsewhere.
Early Submission for the end of your PhD
Early submission is rare and usually requires special approval.
Providing the university with notice allows time to appoint examiners, arrange your defence or viva voce (oral exam), and prepare for graduation.
Check when your programme registration, funding, and (if applicable) your visa expire.
These dates are important.
You must submit your thesis before your funding or visa expires to avoid additional fees, expenses, or government-related paperwork.
University services can advise on your options.
I know this time can feel intense.
My tip: work backwards from your visa or funding deadline to create a timeline, including buffer time.
A reflective journal or simple spreadsheet can help track progress, manage stress, and prepare for your viva.
Submitting your thesis before the end of your PhD
If you are a full-time UK student, ask whether you’re still classed as full-time after submitting the notice form (or the thesis itself), as this could affect your Council Tax, depending on regional or institutional policies.
At this stage, you’ll be writing, editing, meeting your supervisor regularly, and preparing the final version of your thesis.
While finalising your thesis is the priority, also update your CV and plan for post-PhD life.
Now it is a good time to revisit your research questions and major findings, as they will anchor your viva preparation later on.
Also, consider thesis formatting. You can review other theses in your field through the thesis repository; however, you must follow your institution’s guidelines and your supervisor’s advice.
Start formatting early, as the task is stressful and time consuming.
You should also start thinking about who can access your thesis after submission.
Discuss any restriction requirements with your supervisor and research funding body before formally notifying the university during the final submission process (see below).
Reflect on whether your thesis contains sensitive data or embargoed material.
Institutional services, such as the library or repository team, can explain all available access options.
There is always an administrative process involved in appointing your thesis examiners.
It usually begins by discussing potential examiners with your supervisor, although the university must formally approve the final selection.
Once you know your examiners, reading their recent work can help you anticipate questions and build rapport during your oral examination.
To finalise your thesis for submission, ensure your supervisor has reviewed and commented on the full draft.
Adhere to the word count and avoid plagiarism.
Print a final draft of your thesis and carefully proofread it for errors.
Mistakes are often easier to spot on paper.
These are usually submitted electronically before your registration ends.
Celebrating the submission of your thesis
Have you submitted your thesis for examination? Don’t forget to celebrate!
It is a major milestone, even if corrections follow, you are nearly at the end of your PhD!
At this point, you might also need some time off to clear your head.
Spend some quality time with family and friends who provide encouragement and support.
Remember that well-deserved holiday you promised yourself a year ago? Now is the time to take it.
Internationally, thesis examinations vary significantly.
In the UK, the viva usually takes place within three months of submission.
Your university will notify you of the date, time, attendees, and format (online or on campus), and arrange reasonable adjustments if needed.
Stella Gaynor’s article covers viva preparation in more detail for on-campus examinations, whereas this one discusses preparing for an online viva.
My advice: know your thesis inside out, anticipate questions, attend a mock viva, and practise summarising your thesis in five minutes, as your viva may start this way.
Examiners will submit pre-viva reports and assess your thesis for originality, rigour, publication potential, and context.
The outcome will be delivered verbally post-viva while you are still in the meeting with your examiners and will be confirmed later by administration in writing.
A kind reminder that during your defence, your examiners are assessing your work, not you as a person.
If you study outside the UK (such as in Canada, parts of Latin America and Europe), you may receive a list of corrections from examiners to complete before the defence and final submission.
In contrast, in the US and UK, corrections typically follow the defence. In the UK, corrections can be minor (3 months), major (6 months), or a full revision and resubmit within 12 months, often followed by a second viva.
Amend your thesis
Other outcomes include receiving a lower award or failing.
Receiving a list of corrections is the most common outcome and an important opportunity to strengthen your thesis.
Be sure to meet correction deadlines, although short extensions can be granted if necessary.
Monitor your email, as you will be notified when your result is confirmed by the Board of Studies.
I know you are excited about passing your viva and using the Dr title, but it is good practice in the UK and elsewhere not to use the title “Dr” until after your degree has been officially awarded or your graduation ceremony.
If you have received corrections, approach them systematically: create a checklist, address each issue one at a time, and track your progress.
Again, I suggest using a spreadsheet which can be shared with interested parties if needed.
Please double-check with your institution about final submission guidance.
After all corrections are made and approved, you will need to upload the final version electronically or submit it to your department (printed hardbound copies may also be required).
This is also the time to formally request any restrictions on thesis access.
Take pride in uploading your final version. It’s a personal milestone and a contribution to your field.
And now for the best part! Depending on your institution, you may be attending a degree congregation (in the UK, these are usually held in July and December), or in some countries, your PhD may be officially awarded on the day of your viva.
Be sure to complete the necessary administration for these events and make arrangements for the big day.
Ensure your institution has your most up-to-date contact information after graduation, and stay connected, as you may benefit from advantages such as career support, library access or an alumni email address.
Also, keep in touch through alumni networks.
They can offer valuable connections and mentoring opportunities.
Completing your PhD is a major achievement
With careful planning, you can navigate the final steps confidently for the end of your PhD.
Remember to celebrate each milestone along the way and lean on your support network when needed.
Most of all, be proud! You are nearly there!
Explore more articles to help support you during the end of your PhD:
Your PhD Viva and How to Prepare – career-advice.jobs.ac.uk
How to Prepare for a Viva on Zoom – jobs.ac.uk
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