Conceptual vs theoretical frameworks in a PhD: when you need each one (and where they belong)
If you’re doing a PhD, you will almost certainly be told that you “need a framework”.
What often isn’t made clear is which framework, when, and for what purpose.
Conceptual frameworks and theoretical frameworks are frequently talked about as if they are the same thing, or as if you’re supposed to decide on them once, early on, and then never touch them again. That misunderstanding causes a huge amount of unnecessary confusion and stress.
In this post, I want to slow things down and explain:
what conceptual and theoretical frameworks actually do,
when you need each one during a PhD,
where they tend to show up across thesis chapters,
and why they often only start to make sense later than you expect.
Conceptual and theoretical frameworks are not the same thing
Let’s start with the core distinction.
A conceptual framework shows the key ideas in your study and how they connect to each other. It helps you clarify what you are looking at, what you mean by the terms you’re using, and how the pieces of your study fit together.
A theoretical framework, on the other hand, shows which ideas from the existing literature you are using to make sense of what you’re studying. It makes explicit the explanations, theories, or perspectives you are drawing on to interpret what’s going on.
They are related, but they do different jobs.
One is about how your study is organised. The other is about how you understand and explain what you see.
When you need a conceptual framework
You tend to need a conceptual framework most when you are exploring, organising, and getting specific.
This often happens:
in the early stages of a PhD,
when refining your research questions,
and again during analysis.
A conceptual framework helps you answer questions like:
What exactly is this study focusing on?
Which ideas matter here, and which don’t?
How do these concepts relate to each other?
For example, if you were studying workplace performance reviews, your conceptual framework might help you clarify how ideas like preparation, emotion, behaviour, power, and interaction fit together in the situation you’re studying.
At this point, you’re not necessarily explaining why things happen. You’re making clear what you are looking at, and how the parts connect.
When you need a theoretical framework
You need a theoretical framework when you move from organising your study to explaining and interpreting what’s going on.
This often becomes important:
in the literature review,
in the methodology chapter,
and again in the discussion.
A theoretical framework helps your reader understand:
which explanations of the social world you are using,
why those explanations are appropriate for your study,
and how you are making sense of your findings.
Using theory doesn’t mean you’re claiming it explains everything. It means you are being transparent about the ideas you are using to try to understand what’s happening.
Your theoretical framework shows how you understand the world - and invites the reader to follow your reasoning.
When you need both at the same time
In many PhDs, there comes a point where conceptual and theoretical frameworks work together.
This usually happens when:
theory is shaping how you interpret what you see,
but you still need to show how your specific study is structured.
Your theoretical framework might explain why a particular way of interpreting behaviour makes sense. Your conceptual framework might show how ideas like behaviour, interaction, and power are connected in your data.
They support each other, rather than duplicating each other.
Where frameworks show up in your thesis
One of the biggest sources of confusion is the idea that frameworks should appear in the same way in every chapter.
They shouldn’t.
Different chapters do different jobs.
Introduction
Both frameworks may appear here, but lightly. You’re signalling the key ideas you’re interested in and the general theoretical direction of the study - not explaining everything in detail.
Literature review
This is where the theoretical framework tends to be most prominent. You’re showing what ideas already exist, how other researchers have explained similar issues, and where your thinking fits into that wider conversation.
Methodology
This is where conceptual and theoretical frameworks often come together. You’re answering the question: Why did I do the study this way? That usually involves both how the study is organised and how it is interpreted.
Analysis
Here, the conceptual framework often does most of the visible work. It helps you organise findings, structure sections or themes, and show how ideas connect across the data. Theory is usually present in the background, guiding interpretation.
Discussion
The discussion chapter addresses the “So, what?” question.
This is where you step back and look again at:
the concepts you started with,
the theories you used to make sense of them,
and how well those ideas actually hold up now that you’ve done the research.
Are the explanations sufficient?
What new understanding can you offer?
What does the conceptual and theoretical landscape look like now?
Why frameworks often only click later in the PhD
Many PhD students worry because conceptual and theoretical frameworks don’t feel clear early on.
That’s not a failure. It’s normal.
Frameworks are not just planning tools - they are thinking tools. And your thinking changes as your project develops.
It’s very common for frameworks to start making real sense only once you:
have data,
have tried analysing it,
and have something concrete to reflect on.
If frameworks are only starting to click now, that’s not a sign you’re behind. It’s a sign you’re doing the work a PhD actually requires.
Conceptual and theoretical frameworks are not hurdles you have to clear once and forget about. They are ways of making your thinking visible - to yourself and to your reader.
Used well, they don’t complicate your PhD. They help you explain what you’re doing, why you’re doing it, and what it means.
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