Filling an application form for a fellowship or a scholarship can be more nerve wracking than applying for your dream job. The application has to do all the talking – whether there is an interview or not varies form one to the next. the new India Fellowship does interview candidates, while the HWR Khozem merchant Non-fiction Fellowship does not. If there is no interview, you may not be able to charm your way through. There is no second chance to clarify what you meant or any opportunity to explain why your idea is actually brilliant or why more people need to hear/read it. All you get is a fellowship Jury deciding whether this project deserves time, money, and belief based off your application itself.
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We have hosted the Himalayan Khozem Merchant non-fiction Fellowship (HKM Fellowship) at The Himalayan Writing Retreat two years running now. We have received 550 applications over two years. The number becomes a thousand if we count all the applications for the Himalayan Emerging Writers Residency that we also host annually. We have seen good, even great concepts in applications that could have worked, but these got shot down because they were either incomplete, or had too much AI, or other problems.
Many good ideas were not even shortlisted because the applicants missed out on the basics. We hope this guide will help you know what (not) to do when you apply next. If you’re filling an application for a writing fellowship or scholarship or residency (from the Himalayan Writing Retreat or otherwise), we’re hoping this post will ensure you are able to give the application your very best shot.
1. Follow the instructions
This sounds obvious, doesn’t it? Well, you will be surprised how many people get disqualified because they do not take the time to read the qualifiers and the guidelines.
We’ve received:
* fiction submissions for a non-fiction fellowship
* heavily fictionalised pitched as non-fiction
* applications that clearly ignored the FAQs entirely
Before you start writing your application:
* read the guidelines
* read the FAQs
* read them again
This alone will eliminate a surprising amount of competition because a fellowship is not the place to test boundaries of definition – better stick to Oxford dictionary definition if you are unsure.
FAQs:
What genres do you accept?
We accept submissions in Fiction, Nonfiction, Poetry, Oral History and Translation.
What are the mandatory application requirements?
a. Complete all questions in the application form.
b. Submit a 5,000-word writing sample. Submit a writing sample in the same genre as your proposed project and from only one genre.
- Work-in-progress from your proposed project is strongly recommended.
- Book proposals do not qualify as a writing sample.
- Work samples must be in English.
c. Provide the name and email address of one reference (we will only contact them if you progress to the next stage).
Is there an application fee?
Yes, a USD 10.00 fee is required. A limited number of fee waivers are available for applicants who would otherwise be unable to apply. To request a waiver, please email programassistant@southasiaspeaks.org by September 15, 2026to, with a brief (2–3 sentence) explanation of your circumstances. Please submit your application form only after receiving email confirmation of your waiver.
Who reviews my application?
All applications will be reviewed by an anonymous expert, the team of mentors, and the program director. Shortlisted applicants will be invited to attend an interview over Zoom. The interview is mandatory.
What should my writing sample include?
Your writing sample should be 5,000 words in manuscript format, double-spaced, in 12-point Times New Roman font. We prefer to read an excerpt from the project for which you are seeking mentorship.
Poets should submit 10 poems in a single PDF document (no need to double-space).
Translators should include both the original text and the English translation.
Can I submit more than one writing sample?
Please submit only one writing sample per application, reflecting the genre you’re applying in.
How do I submit my application?
Submit your completed application form and all required documents via the submission portal by September 30, 2026.
Will I receive a confirmation after submitting my application?
Yes, a confirmation email will be sent once your application is successfully submitted.
What happens after I submit my application?
If shortlisted, you will be contacted for a Zoom interview. Shortlisted candidates will be notified in January 2027.
Will I be notified if my application is unsuccessful?
We only contact candidates who have been selected to move forward in the process. If you do not hear from us, it means that your application has not been successful. We kindly ask for your understanding and request that you refrain from inquiring about the status of your application.
What is the application deadline?
All applications must be submitted by September 30, 2026.
Can I apply if I’m enrolled in a PhD program or have a book contract?
No, applications from current PhD students, those with a book contract, or those starting a creative writing or academic program during the fellowship year are not accepted.
What should be included in the project description?
Provide a detailed overview of the work you intend to pursue as a South Asia Speaks Fellow. Include a month-by-month timeline from January to December 2027 and outline three milestones you aim to achieve by the fellowship’s end.
What criteria are used to evaluate applications?
Applications are evaluated on the quality of the writing sample, the clarity and feasibility of the project description , the applicant’s motivation, professionalism, community engagement, and overall potential to contribute to the South Asia Speaks community.
One of the main criteria for the Oral History genre will be the use of oral history methodologies in the project, as well as the articulation of how and why oral histories are integral to the project.
What are the responsibilities of a South Asia Speaks Fellow?
Fellows are expected to actively engage with their South Asia Speaks mentor, meet agreed-upon milestones, attend all workshops and masterclasses, and fulfil all contract-bound obligations throughout the fellowship year.
Who can provide a reference for my application?
We are seeking a professional assessment from people who are able to discuss your writing, list your experience and skills, and discuss your ability to work in a community. Professional references include, but are not limited to, coworkers, editors, teachers, and professors. Please note that we cannot accept references from family and friends.
2. Get the basics right
You don’t need to be perfect, especially if you are a first time writer. But you do need to be careful. Some of the most common issues we see are easily avoided. Some of them are:
* spelling mistakes in key sections
* incomplete/irrelevant answers
* answer fields left blank
These simple mistakes can disqualify you even before the jury member can take in your application properly. For instance, we have had applications without an excerpt which is one of the most important part of the application. If you can’t complete an application properly, it raises doubts about whether you can complete a 60000 word book.
FAQs:
Which languages can an applicant submit in?
The Book Fellowship programme is currently only open to English-language applications. For Indian-language based programmes, please consider applying to our Translation Fellowships.
What is the frequency of the Fellowships?
The application cycles for the Book and Translation Fellowships rotate every year, thus the 2022 Book Fellowships will be followed by the Translation Fellowships in 2023.
What is the duration of the Fellowships?
The Book Fellowship runs for the course of a full year, and the Translation Fellowship period is 6 months.
Are there any eligibility requirements for the Book Fellowship?
The only consideration is that the candidate must be an Indian Citizen. Please note that OCI card-holders are not eligible to apply.
Can a work already accepted by a publisher be considered?
Yes, as long as a considerable portion of the research and writing is pending [to justify the duration of the Fellowship].
Are there any specific publishers that the NIF assigns to books?
Although inputs and advice are offered by the NIF Trustees, the final choice of publisher is left completely up to each Fellow.
Does the writing sample have to be linked to the proposal?
Yes, the writing sample should be derived from / indicative of the larger proposal so that a clear picture of the final book can emerge.
How many Fellows are chosen per round?
Around 10 Fellows are chosen per round of the Book Fellowships, and around five are selected for the Translation Fellowships.
Can a two-person team apply for the Fellowship?
Yes, co-authored proposals are eligible for both the Book and Translation Fellowships.
3. Make sure your project fits
Not every good idea is the right idea for the fellowship or the scholarship that you are applying for. For example, for the HKM Fellowship we partner with Penguin Random House India. The projects selected have to be written and pitched to Penguin after a year. So the projects have to be of the kind that a general trade publisher like Penguin would want to publish.
* extremely niche topics may not work
* highly academic proposals may not fit
* overly narrow subjects may struggle to scale into a book
If you read the instructions/guidelines, you will get a clear picture of what any fellowship/scholarship is really looking for. (This kind of re-iterates our first two points.) A mismatch here can disqualify even a well-written application.
Charles Wallace Visiting Fellowship
FAQs
Can you provide feedback on my application?
Due to the large number of applications, regrettably we are not able to offer feedback on submitted applications.
I was not successful in a previous application. Can I apply again?
Yes, we accept reapplications.
Is a visa arranged for me?
A visa is required to enter to UK but it is not arranged by either the University of Kent or the Charles Wallace India Trust. You will need to make your own arrangements for this – please factor this into planning for your arrival.
Is health insurance included in the Fellowship?
Health insurance is not covered by either the University of Kent or the Charles Wallace India Trust. Please make your own arrangements for this.
Do I need to arrange my own accommodation?
On-campus accommodation will be arranged for you (in housing reserved for International postgraduate students, such as Darwin Houses). On-campus accommodation for CWIT Fellows is typically self-catered with a shared shower and toilet facilities and a shared kitchen. Accommodation costs include gas, heating, electricity, water charges, internet access, personal contents insurance, and a premium sports membership.
Does the Fellowship cover travel costs from India to Canterbury?
The CWIT travel grant increased in 2022 from £600 to £700. International return flights from India to the UK can cost anything between £800 and £1,000 (Rs.1 lakh). Fellows should be able to meet the difference from their own resources.
Can I bring my family with me?
You are welcome to bring your partner and children, but please be aware that on-campus housing cannot accommodate families and so you would need to find your own alternative housing in Canterbury.
Is there an upper age limit for applicants?
Yes. The recipient of the Fellowship must be under 45 years old when the grant offer is signed.
4. Avoid being overly academic
This is specific to HKM Fellowship, but also may apply to other fellowships/scholarship opportunities. There’s a difference between:
* well-researched writing
* and academic writing
If your proposal is dense or jargon-heavy or citation-driven… it may not be a good fit for a general readership fellowship. If you have a manuscript looks more like this, you simply have to find a more suitable platform/publisher for it. Knowing where your work belongs is part of being a strong applicant and save your time and energy (as well as that of the panel).
5. Default first person narrative
This one surprises people. Many applicants assume that if they make it personal, it will be more compelling. That is not always the case. We often see very generic themes written in first person narratives hoping to make it more personal. However, it ends up sounding forced. Ask the only question that matters – what’s in it for the readers. If first person narrative adds insight or perspective then it belongs.First Person POV comes in especially useful to create a bond and empathy with the reader.
But way too often people will write in the first person, for, say, financial planning or some other really generic topic. If your only story is your own, and you’re writing about a wide topic, then maybe you need to do more research and find more stories. There the writer has to ask themselves if the First Person POV is helping or getting in the way.
6. Get facts right
Nothing destroys credibility faster than basic factual errors.
One example from an application that we received: A middle-aged writer claimed that their training for an upcoming trek included running 10 kms in 30 minutes. That’s world-record-level speed and an instant red flag. Even a strong idea can collapse under:
* exaggerated claims
* incorrect data
* poorly checked facts
If you’re writing non-fiction, research is a big part of that and so are getting your facts right.
7. Structure matters
A surprising number of applications fall apart structurally. If the chapter flow doesn’t make sense, or there’s an inconsistent flow in the writing sample, the evaluator may easily assume that you have not fleshed out your idea yet. You do not have to have a perfect synopsis and excerpt, but your submission should show that you have clarity about your project.
8. Synopsis is important
This is the most common issue we see and the place where most applications fail. Applicants will often write a long, reflective, emotional, but vague synopsis. The panelists may feel your emotion for a second, but that will be lost when they do not see structure or clarity in it. They need to know, in no uncertain terms, what the book is about, what the key sections are and how it is going to flow. A to-the point and crisp synopsis actually communicates that you have enough materials for a full-length book and you know how to organise it (just like you organised your synopsis).
To learn how to write a great book synopsis and find examples, please check out our individual blogposts for Non-fiction Synopsis and Fiction Synopsis.
9. Submit the right excerpt
When we ask for a writing sample, we are looking to get a glimpse of the book’s idea, your narrative voice and the readability of your project. Yet excerpts we received were often too short. On occasion the applicant just gave a substack or medium link to something loosely related. On occasion, the excerpt was from an unrelated work.
Imagine landing that interview for your dream job, and then replying only in monosyllables, or not actually answering the interview questions. Do you think you’d get that job?
10. Be transparent about AI usage
This is becoming increasingly important. In this time and age, we know how rampant AI usage is. If you are using AI to fine-tune your author bio or your statement of intent, please disclose it. However, if you are using it to do your complete research, or generate synopsis or the writing sample – maybe wait and develop your writing skills. You will have a better chance of making it through next year if you actually write the book that you are applying to the fellowship for.
Bonus: Don’t leave the applying till the last minute. We get frantic messages at 11.59PM saying the form is not working or complaining about some glitch. Chances are if you’re applying in panic mode at the last minute, your application may suffer from many of the above problems.
Copy the key questions of the form, and formulate the responses in detail offline. The follow the instructions on the form and submit your form well in advance. You’ll do yourselves (and the jury) a favour if you apply well in advance.
Remember, there are many many people who get all the above things right. The jury can tell when someone has diligently worked hard to make their application form great. But it is a pity when the jury encounters a worthy idea badly packaged and presented. Then they have no choice but to reject it.