Your doctoral supervisor (Betreuung) shapes the pace, the atmosphere and often the outcome of your doctorate in Germany. If you find a suitable supervisor early and put the cooperation in writing, you avoid many conflicts. This guide shows how to approach a supervisor, what belongs in your research proposal (Exposé) and what a supervision agreement (Betreuungsvereinbarung) should cover.
Short answer: You can find a doctoral supervisor through lectures, theses, colloquia, conferences and job advertisements. Your request is short, names your topic and explains why this person fits. The Exposé describes your research question, method and timetable. The Promotionskolleg Schleswig-Holstein requires a supervision agreement signed by both supervisors before you apply for admission to the doctorate. Last updated: October 2026.
Key points at a glance
- Supervision is the most important relationship in your doctorate, so a careful choice pays off.
- A good request names your topic, your degree and a concrete reason why this particular person fits.
- The Exposé is the basis for the decision on topic and supervision. It describes research question, state of research, method and timetable.
- A supervision agreement records rights and duties. At the Promotionskolleg Schleswig-Holstein it is required for the application for admission to the doctorate.
- Regular supervision meetings, at least once per semester and documented, are a recommendation in the same college’s guidelines.
How do you find a suitable supervisor?
A natural starting point is your own environment, that is, people whose teaching or work you already know. The table shows where to look:
| Source | What it gives you |
|---|---|
| Your own thesis | Supervisors know your way of working and your degree. |
| Lectures, seminars, colloquia | You see how a person thinks in the field and can ask targeted questions. |
| Conferences and workshops | You talk with researchers outside your university. |
| Calls for doctoral posts or colleges | Conditions, supervision structure and selection procedure are set out in the call. |
When choosing, check whether the person publishes actively in your field, whether they supervise doctoral candidates and how they plan time for supervision meetings. Talking to current doctoral candidates of that person can show you how supervision works in practice.
How do you write the request?
A request should be short and specific. It shows that you have read the person’s work and makes it easy to reply. These building blocks have proven useful:
- A subject line that mentions the doctorate and your topic.
- One or two sentences on your background and your degree.
- A concrete link, such as a publication, a lecture or a project of the person, and why the topic interests you.
- A request for a short meeting and a note that your Exposé is attached.
Do not send mass emails. If you approach several people, tailor each message to the person. This looks more serious and raises the chance of a reply.
What belongs in the Exposé?
The Exposé is not a finished chapter but a clear plan. It should show that you have a research question, that you can approach it methodically and that you estimate the effort realistically. According to the guidelines of the Promotionskolleg Schleswig-Holstein, supervisors review the Exposé and submit a statement to the doctoral committee (Promotionsausschuss).
- Working title and research question in one or two sentences.
- State of research in brief, with the most important sources.
- Method and data basis, including the questions you cannot answer yet.
- A rough outline and a timetable up to submission.
- Funding and, where relevant, cooperation partners.
If your work involves people or sensitive data, clarify early whether an ethics approval (Ethikvotum) is needed. The guidelines of the college recommend obtaining it early.
What does a supervision agreement regulate?
A supervision agreement records what both sides can expect. It is not a tool of mistrust but protects against misunderstandings that easily creep in when things are only agreed verbally. The guidelines of the Promotionskolleg Schleswig-Holstein list the following points. The table shows what you should clarify:
| Point | What to clarify |
|---|---|
| Meeting rhythm | At least once per semester, documented and signed by everyone |
| Timetable | A realistic plan that takes into account progress, stays abroad and availability |
| Second supervisor | First and second supervisors come from the college, and the choice is made jointly |
| Choosing reviewers | Done jointly from the last third of the doctorate, observing the DFG criteria on bias |
| Third-party funding and cooperation | For cooperation with companies, results must be publishable and the work must not be commissioned research |
| Completion | A closing meeting about three to six months before submission, and planning for disputation practice |
| Conflicts | The guidelines contain no separate section on conflicts, so agree in advance whom you can turn to |
Agree on the agreement together at the start and reread it in the middle of the doctorate. The TU Ilmenau publishes its own supervision agreement in a version from May 2026 (in German) as an example of a university template. What matters is that the content fits your university and subject.
What do you do if the supervision does not work?
Speak to your supervisor first and note what bothers you. If the problem persists, the doctoral office can help you clarify your options. The college guidelines foresee that the first and second supervisors are chosen jointly and that the second supervisor is involved in the consultations. A second voice can therefore change a lot before a change of supervisor becomes necessary.
Frequently asked questions
Do I need a supervision commitment before I register for the doctorate?
Your university’s doctoral regulations (Promotionsordnung) and admission procedure decide this. Ask the doctoral office which documents you need for admission and whether a commitment from a supervisor belongs to them.
What should I clarify in the first meeting?
Clarify the topic, expectations for meeting rhythm and feedback, the rough timetable and the funding of your post or scholarship. Also ask how often the person is available in the coming months. Note the agreements after the meeting and confirm them by email. These notes are a good basis for the later supervision agreement.
How many supervisors are usual?
At the Promotionskolleg Schleswig-Holstein there is a first and a second supervisor. Whether and how many supervisors you need depends on the university, so ask the doctoral office.
Can I change my supervisor?
A change is difficult but not impossible. Speak first with your current supervisor and then with the doctoral office, and document your reasons. Clarifying this early protects you and your work.
Does the Exposé have to be finished before registration?
Your university’s doctoral regulations decide this. Using the example of the college, supervisors review the Exposé and submit a statement to the doctoral committee.
What to do now
- List five to ten people whose research fits your topic and check their current work.
- Write each person a separate, short request with a concrete link.
- Prepare your Exposé so that it shows research question, method and timetable in a few pages.
- Agree in writing on meeting rhythm, timetable and the route for conflicts in a supervision agreement before you begin.
Related guides
- PhD in Germany: routes, titles and requirements
- Berufsbegleitend promovieren: Zeit, Kosten, Arbeitgeber
- Kooperative Promotion an der Fachhochschule
- Promotion finanzieren: Stelle, Stipendium oder Eigenmittel (in German)
- Promotion mit halber Stelle: Was bleibt netto?
Sources: Promotionskolleg Schleswig-Holstein, guidelines for good doctoral supervision (in German, undated, accessed October 2026); TU Ilmenau, supervision agreement (in German, status May 2026).
Last updated: October 2026. This guide is general information, not individual advice.
