# Applying for a PhD through Varbi or ReachMee: a submission checklist

Source: https://graduatescorner.com/guides/apply-phd-varbi-reachmee

By Graduates Corner · Updated 2026-10-19

Prepare documents, follow the university's official portal and check submission status when applying for doctoral positions through Varbi or ReachMee.

Varbi and ReachMee are recruitment systems used by universities. The university's vacancy determines the application requirements; the portal is where you complete and submit them. Start from the official advertisement, keep its reference number and follow its application link. Saving a draft is not the same as submitting an application.

## Use the vacancy-specific application link

Open the university's own job advertisement and check the title, reference number and deadline. Follow its application link rather than a generic portal homepage. KTH's instructions describe an electronic application through Varbi, including registration or login where required. Other universities' portal screens and required fields may differ.

A recruitment account belongs to that external service. Graduates Corner does not create it, receive your application or submit documents on your behalf. If you have a technical problem, use the support route identified by the recruiting university.

## Prepare the requested documents before uploading

Make a checklist from the advertisement: CV, motivation, degree documents, transcripts, references and any writing sample or research proposal it explicitly requests. Check the stated language, file types and size limits. Do not assume that a limit published by one university applies to every Varbi or ReachMee recruitment.

Use clear filenames and reopen uploaded files to check that they are readable and complete. Answer the vacancy's screening questions accurately. A well-written attachment does not replace required answers in the form.

## Confirm submission and keep a record

Review the whole form before the deadline, perform the final submission action and check the status shown by the portal. KTH says applicants receive an email confirmation and can pause a Varbi draft; its instructions also explain when submitted applications can be updated. Verify the rules for your specific vacancy.

Keep the confirmation, a copy of your submitted documents and the original advertisement. If confirmation is missing, check the portal and contact its named support before assuming that the application arrived. Use the recruiting contact for project questions and technical support for portal problems.

## Official sources

- [KTH: how to apply for a position](https://www.kth.se/en/om/jobba-pa-kth/sok-jobb-pa-kth)

- [University of Gothenburg: how to apply](https://www.gu.se/en/work-at-the-university-of-gothenburg/how-to-apply-for-a-position)

- [Linköping University: applicant data in ReachMee](https://liu.se/dfsmedia/dd35e243dfb7406993c1815aaf88a675/25576-source/options/download/how-linkoping-university-processes-your-personal-data-when-you-apply-for-employme)

## Related resources

- [Find Swedish doctoral vacancies](https://graduatescorner.com/opportunities/phd-positions-sweden)

- [Compare PhD positions](https://graduatescorner.com/guides/how-to-compare-phd-positions)