What is the study abroad application form template?
Outbound exchange applications usually involve a transcript, a list of host courses, a language level and a personal statement, often sent separately and in different formats. The study abroad office then spends the selection window matching documents to names.
This template asks for everything over four pages. Students give their details, passport expiry and programme, then the type of placement, term and up to three ranked destinations. The academic page collects GPA, a transcript upload and a course plan that maps each host course to the home requirement it would replace. If teaching at the first choice isn't in English, the form asks for the student's level and an optional certificate. The last page has a personal statement, funding plans, support needs, a referee, an emergency contact and a signed declaration.
Each application is saved as a PDF in your FileIt vault with the transcript attached, ready for a selection panel to review.
- Best for
- University international offices, exchange coordinators, colleges with partner schools
- Filled in by
- The student applying
- Time to complete
- About 20-30 minutes, longer with the statement
- Includes
- Transcript upload, course mapping, language follow-up, referee, signature
Who uses a study abroad application form?
- A university runs its annual exchange nomination round
- A business school collects applications for a partner semester
- A student applies for a summer language programme
- A department checks course plans before learning agreements are signed
- A college shortlists students for a funded exchange
- An international office keeps every application and transcript together
Questions on this study abroad application form
34 questions over 4 pages · includes signature, file upload, conditional questions, multiple pages, consent checkbox.
1 About you
- Your name*
- Student ID*
- University email*
- Mobile*
- Date of birth*
- Nationality (as on your passport)*
- Passport expiry date
- Degree programme*
- Current year of study* First year · Second year · Third year · Fourth year or above · Postgraduate
2 Destinations
- Type of placement* Exchange with a partner university · Study abroad (fee-paying) · Summer or short programme · Joint or dual degree semester
- When would you go?* Autumn semester · Spring semester · Full academic year · Summer
- Academic year*
- First choice university and country*
- Second choice
- Third choice
- Why these destinations?*
3 Academic record & courses
- Current GPA or average mark*
- Credits completed so far
- Transcript*
- Courses you plan to take abroad, and what they'd count towards at home*
- Have you discussed these courses with your academic adviser?*
- Language of teaching at your first choice* English · French · German · Spanish · Italian · Mandarin · Japanese · Other
- Your level in that language* asked only when it applies Beginner (A1–A2) · Intermediate (B1) · Upper intermediate (B2) · Advanced (C1–C2) · Native speaker
- Language certificate, if you have one asked only when it applies
4 Statement & declaration
- Personal statement*
- How will you fund your time abroad?* Personal or family savings · Student loan · Scholarship or grant · Part-time work · Not sure yet
- Would you like information about travel or study abroad grants?
- Health, accessibility or other support you'd need abroad
- Academic referee*
- Referee's email*
- Emergency contact*
- Emergency contact phone*
- Declaration*
- Signature*
The study abroad application form, page by page
1 About you
Name, Student ID, university email, mobile, date of birth and nationality are required. Passport expiry is optional, with a reminder about validity rules. Then degree programme and current year of study.
2 Destinations
Type of placement, from partner exchange to summer programme or joint degree semester, plus when the student would go and the academic year. A required first choice university and country, optional second and third choices, and why the student picked them.
3 Academic record & courses
Current GPA or average mark, credits completed, and a required transcript upload. Students list the host courses they plan to take and what each would count towards at home, and confirm whether they've discussed this with their adviser. If the language of teaching isn't English, the form asks for their level and an optional language certificate.
4 Statement & declaration
A required personal statement, how the student will fund their time abroad, whether they want grant information, and optional support needs. Then an academic referee and their email, an emergency contact, the declaration and a signature.
Make the template yours
- Replace the free-text destinations with a dropdown of your partner universities
- Change the language list to the ones your partners teach in
- Add a minimum length or word guide to the personal statement
- Add an adviser sign-off if your process requires it
- Set a close date for the application deadline
- Edit the declaration to match your institution's rules
Tips for a better study abroad application form
- Publish the list of partner places before opening the form
- Ask students to check the host university's course catalogue for the right term
- Remind students that visa and insurance timelines vary by country
- Contact referees directly once the shortlist is set
- Use the Responses table to group applicants by first choice
Every response becomes a PDF in your vault
Each application is saved as a signed PDF in your vault with the transcript and any language certificate attached, and the international office is emailed. Students receive a copy when they give an email.
In the Responses table you can filter by first choice or term and export a CSV for the selection panel.
- Start from this template. It opens in the FileIt Forms designer — change any question, add pages, set the rules for when questions appear.
- Share it. Turn on a public link, or send it to people by email, each with their own link. They don’t need a FileIt account.
- Get the answers as PDFs. Each response is saved as a PDF in the vault folder you choose, with uploaded files attached — and listed in a Responses table you can export to CSV.
Study abroad application form: frequently asked questions
Is this study abroad application template free?
Yes. It's one of the Forms app's starter templates, available on every FileIt account, including the free plan.
Can students choose more than one destination?
Yes. The form asks for a first choice and optional second and third choices.
Does the form check language ability?
When the first choice teaches in a language other than English, it asks for the student's level and an optional certificate. You decide what level is needed.
Can students attach their transcript?
Yes. A PDF transcript upload is required, and an unofficial copy is fine.
Is the course list a learning agreement?
No. It's an early course plan that helps advisers check credit transfer. Formal agreements follow your institution's own process.
Do students need a FileIt account?
No. They apply from a link.