phd supervisor email template

Questions to Ask PhD Supervisors and How To Contact Them

How to Write an Email to a PhD Supervisor and What to Ask Them

Written by Chris Banyard

Contacting a potential PhD supervisor can seem daunting but you really should if you're thinking of applying for a doctoral programme . Dropping them an email to discuss your research area is your chance to find out whether they’d be interested in supervising you.

Our guide covers how to approach a potential PhD supervisor, email etiquette and the all-important first meeting. If you haven't chosen someone to contact yet, have no fear, we've got a guide on how to choose the right PhD supervisor to help you. We've also covered what to expect from your supervisor .

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Supervisors will have their own academic profile page, either on their university/departmental website or elsewhere. These pages are good resources to find out about their work and research interests in their own words. They’ll usually mention whether they’re currently accepting supervisees – and what academic areas they’re keen to supervise PhD students in.

When writing an email to a PhD supervisor, you’ll need to show that you understand their previous publications and their current research activity. Don’t assume that you can send a generic email to a potential supervisor without displaying genuine knowledge and passion of their field.

Your first email to a potential PhD supervisor should be a formal email, in many ways like an application cover letter.

1. Include a clear subject line

Make sure your initial email doesn’t have a vague subject line that could lead to it being ignored (or heading straight for the spam folder). Some examples could be:

‘Prospective PhD student interested in Hegelian dialectics’
‘Enquiry for BBSRC-funded PhD in Viral Immunology’

2. Introduce yourself in the first paragraph

The first paragraph should introduce yourself and your background, including your current level of study and any experience. You should also establish your interest in studying a research topic under the supervision of the academic. It may be useful to briefly explain why you are interested, or how you discovered the supervisor, which can be a good way of building rapport with them. Plus, you can introduce your funding status or your intention to secure funding.

3. Explain your intent

The main body of the email should explain your intent in further detail. This section could act like a mini CV, and even complement it if attached . It should highlight your eligibility and enthusiasm for PhD study, and your interest in the supervisor’s research discipline.

Here, you can also explain your funding, residential, and study mode status in more detail. If you’re applying for a specific advertised PhD project, include the name of the project.

4. Summarise your interest

The conclusion should summarise your interest in the PhD and your suitability for it. You may also include future ideas and a polite invitation to reply. Make sure you’ve provided evidence of your commitment to (and experience in) this particular research area. Give examples of your familiarity with the supervisor’s own work.

When contacting a potential PhD supervisor, it's vital that the email is kept as brief, targeted and specific as possible. Try to avoid passive or hesitant statements. Supervisors are very busy, and if they find any reason why this email is not relevant it can be ignored.

5. Sign off professionally

Conclude the email to a PhD supervisor by thanking them for their time and consideration, with a professional sign off.

Choosing the right supervisor

Finding and choosing the best supervisor for your project can sometimes be tricky. We’ve put together a handy guide on what you’ll need to take into account.

Some extra advice

Be aware of email etiquette . As a formal email, effort should be made to be polite and respectful . Be assertive but avoid rudeness or disrespect.

Use the supervisor’s correct title , starting with “Dear” and signing off with “Yours sincerely” or “Kind regards”.

Make sure there are no typos or grammatical errors, and there is clear and consistent formatting.

Have patience! Supervisors can have hectic schedules and may not be able to reply to every email in good time. If there is no reply after one or two weeks, it may be worth sending a polite reminder email. Try to avoid badgering your favoured supervisor with numerous follow up emails, as this could give a negative impression.

Frequently asked questions

Should i email more than one potential phd supervisor.

It is OK to have multiple research interests and contact multiple potential supervisors. But it is important that each contact should be carefully considered. Each email should be tailored to the PhD supervisor in question. Copy-pasting an email and sending it to multiple potential supervisors isn’t a good idea. There should also be a degree of transparency – most supervisors will understand that you may be contacting others, so long as they are not misled to believe otherwise.

Should I send a CV to a PhD supervisor?

It is usually a good idea to attach a CV along with this email. This can complement the email and will demonstrate your appropriate qualifications and experience for a PhD. It is helpful to reference the key parts of your CV within the email. This is often more important for Science, Engineering and Medicine projects than it is for Arts and Humanities. It’s a good idea to attach a PDF version of your CV to avoid any potential formatting issues.

Should I send a research proposal to a PhD supervisor?

It is usually better to identify your potential supervisor and have already contacted them before writing and submitting a research proposal. Crafting a good research proposal can be time-consuming and may require a deeper understanding of the potential supervisor’s research before starting writing. For some PhDs, such as pre-set projects, it will not be necessary to write a research proposal at all, as you’ll be applying for a PhD that has already been organised and agreed upon by a funding body.

How to prepare for a meeting with a potential PhD supervisor

Often, emails to the potential supervisor will lead to a request for a meeting . This could be in person or via a video messaging platform like Zoom, Microsoft Teams or Skype. This is a good sign – the supervisor is interested in you as a candidate and may want to find out more about you or explain more in person.

You now have an opportunity to discuss your interests, ask questions, and meet your potential supervisor to see if they are compatible with you.

Although this is not the same as a formal PhD interview , it may still be worth approaching in a similar way, including preparing for interview questions . Although this should be more relaxed than an interview, you should be prepared and professional.

Preparation

Before the meeting, make sure you are familiar with the supervisor’s research and publications. Not only does this show interest in the supervisor and the research field, it will be useful to understand some of the topics you’ll be discussing.

It may also be worth reacquainting yourself with your emails to the potential supervisor. There may be specific questions or points brought up that could be discussed further.

Finally, make a good first impression. Be interested, interesting and dress professionally.

This is the first stage of developing a potential student-supervisor relationship . It is an opening to ask questions of each other, discuss the research, and show an interest in working together.

This should be a two-way meeting . Remember to evaluate your potential supervisor, checking if they are a right fit for you. Try to learn about their supervisory style, commitment to teaching, and their ability to offer you development opportunities. It may also be a chance to meet the research team and view the laboratory facilities (if appropriate).

After the meeting, it is worth evaluating everything you have learned about each potential supervisor and begin to compare them. Ensure you keep notes and keep in contact if necessary.

Questions to ask a potential PhD supervisor

While preparing to meet a potential PhD supervisor for the first time, it’s a good idea to have an idea of several questions you’d like to ask them.

You’ll want to sound enthusiastic and engaged. Showing that you’re interested in finding out more about their research and what supervision under them would look like is one way of doing this. Here are some suggestions:

How many other PhD students do they supervise? This can be a good way to find out if you’re going to be part of a larger team of supervisees or a relatively small partnership. There may also be a chance to discover potential crossover between your research and that of your fellow students.
What opportunities are there for career development during the PhD? Ask your potential supervisor about opportunities to attend PhD conferences, publish papers and teaching responsibilities.
How often do supervisory meetings happen? The answer to this question can be indicative of whether your supervisor will take a hands-on (or hands-off) approach and help you find out how your relationship with them will play out. You might also want to ask them about their policy for reading drafts of your research.
What expectations do they have of their research students? This could entail the number of publications you make during your PhD as well as participation in conferences and workshops.

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Approaching PhD Supervisors

How to approach potential supervisors for the phd application process.

Identifying and approaching potential supervisors might be a condition of the PhD application procedure. Even if that is not the case, it is a valuable way to explore whether you have shared interests and compatible working styles, and to gain insights that can enhance your application.

Many academics receive many approaches from prospective PhD students. Craft a personalised email following the guidelines below to maximise your chances of a positive response while being respectful of their limited capacity.

Research and identify potential supervisors: To identify who to approach, begin by researching academics whose research interests align with your own. Consult departmental and research group websites and academic staff for leads, and review the authors of academic publications and speakers at conferences to identify suitable supervisors.
Tailor your email to each supervisor: Use their correct title (Professor/ Dr) and name, and avoid sending out generic approaches – read on for more on this!
State your intention clearly: State your current degree subject and stage, that you are hoping to pursue a PhD and would like to approach them as a potential PhD supervisor. Make sure to mention the subject area and/or specific PhD programme you have identified.
Demonstrate your interests and enthusiasm: Clearly state your research interests and how they align with the supervisor's expertise. Familiarise yourself with the supervisor's research and publications so you can highlight specific aspects of their work that resonate with your interests.
Showcase your suitability: You may wish to briefly highlight evidence of your relevant interests e.g. through academic achievements, research experiences, and relevant skills. Consider attaching your CV for more detail.
Highlight specific opportunities: Be clear if there are specific PhD programmes or funding options you have identified. Some PhD programmes may require a confirmed supervisor, whilst others may only require initial contact, so make it clear to them what you require and are seeking.
Make your request clear: Politely ask if they would be interested in exploring PhD supervision with you further, offer to send additional information they may need, and propose a meeting to discuss your research interests in more detail if they are willing. Remember to be mindful of their time rather than demanding a follow up meeting.
Be patient and persistent: Understand that supervisors may be busy, so email well in advance of any deadlines, and allow ample time for a response. If you don't hear back, consider following up politely after a reasonable period. Adhere to any university guidelines on approaching potential supervisors. Respect their time and avoid excessive emails or calls.
Show appreciation: Thank them for their time and potential feedback and insights.
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The Professor Is In

Guidance for all things PhD: Graduate School, Job Market and Careers

How to Write an Email to a Potential Ph.D. Advisor/Professor

By Karen Kelsky | July 25, 2011

Please note that I no longer respond to comments/questions to this post!

Grad school application guidance package and other help listed below the post..

One of the most common points of confusion among undergraduates and new graduate students is how to write an email to contact a professor to serve as a potential Ph.D. or graduate school advisor. This can be a minefield. Yet the email inquiry to a potential advisor is one of the most important steps in your entire graduate school process, in that it is your chance to make a first impression on the person who will dictate many elements of your life for the next five to ten years.

I have been on the receiving end of many emails from hapless students who clearly had no guidance, and whose communication with me ended up appearing flippant and rude.

Here is that sort of email:

“Dear Professor Kelsky, I am a student at XXX College and I’m thinking about graduate school on xxx and I’m getting in touch to ask if you can give me any advice or direction about that. Sincerely, student X”

This is an instant-delete email.

Here is what an email to a professor should look like:

“Dear Professor XXX,

I am a student at XXX College with a major in xxx. I am a [junior] and will be graduating next May. I have a [4.0 GPA] and experience in our college’s [summer program in xxx/internship program in xxx/Honors College/etc.].

I am planning to attend graduate school in xxx, with a focus on xxx. In one of my classes, “xxx,” which was taught by Professor XXX, I had the chance to read your article, “xxxx.” I really enjoyed it, and it gave me many ideas for my future research. I have been exploring graduate programs where I can work on this topic. My specific project will likely focus on xxxx, and I am particularly interested in exploring the question of xxxxx.

I hope you don’t mind my getting in touch, but I’d like to inquire whether you are currently accepting graduate students. If you are, would you willing to talk to me a bit more, by email or on the phone, or in person if I can arrange a campus visit, about my graduate school plans? I have explored your department’s graduate school website in detail, and it seems like an excellent fit for me because of its emphasis on xx and xx, but I still have a few specific questions about xx and xxx that I’d like to talk to you about.

I know you’re very busy so I appreciate any time you can give me. Thanks very much,

Why is this email good? Because it shows that you are serious and well qualified. It shows that you have done thorough research and utilized all the freely available information on the website. It shows that you have specific plans which have yielded specific questions. It shows that you are familiar with the professor’s work. It shows that you respect the professor’s time.

All of these attributes will make your email and your name stand out, and exponentially increase your chances of getting a timely, thorough, and friendly response, and potentially building the kind of relationship that leads to a strong mentoring relationship.

If the professor doesn’t respond in a week or so, send a follow up email gently reminding them of your initial email, and asking again for their response. If they ignore you again, best to probably give up. But professors are busy and distracted, and it may take a little extra effort to get through.

HOW TO CONTACT A PROSPECTIVE PHD ADVISOR

Guidance package.

Encapsulates all of the advice that we provide in our graduate school advising services, including:

1. General instructions and overview of the function and “best practices” of an initial query email to someone you hope to work with

2. A template for what an email like that should look like

3. A sample email to a business school prospective advisor

4. A sample email to a comparative literature prospective advisor

5. A sample email to a computer science prospective advisor.

AND FOR HANDS-ON INDIVIDUAL HELP WITH ALL ASPECTS OF THE GRADUATE SCHOOL APPLICATION, WE OFFER THESE SERVICES:

EMAIL CONSULTATIONS
SKYPE CONSULTATIONS
EDITING YOUR STATEMENT OF PURPOSE
INTERVIEW PREPARATION

SEE MORE HERE AND EMAIL AT [email protected] TO LEARN MORE AND GET ON THE SCHEDULE, OR CLICK BELOW:

Reader Interactions

July 25, 2011 at 2:18 pm

Thanks for posting these bits of advice. There are so many little things about grad school that we don’t know but we are expected to know! Even though I always try to be respectful and professional in my emails to professors, having a template like this is helpful.

July 25, 2011 at 4:06 pm

You’re very welcome, Liana! I agree, it’s these little unacknowledged and untaught things that can make or break a graduate school career…. I am genuinely mystified as to why graduate colleges don’t keep a full time advisor on the staff to help undergrad and grad students with these small but critical processes. But since they don’t, I’m going to try and be that here at The Professor Is In!

January 21, 2014 at 2:28 am

I wanted to ask about: what if i sent a professor an email, which has no subject line? how will he see me, and how can i fix this problem?

2nd: i didn’t write my email as much detailed as shown above, and i sent my CV as a detailed introduction about me. so how will he see me and how can i fix this?

Please Help!

October 26, 2020 at 7:30 am

Hello there! I know this reply is late, but I just want to put it out here so that other students who had the same problem as you can know what to do. I have a question, how long ago did you send the email? If it is just a short while ago, like five minutes, you can send the professor another email saying that you clicked the send button by mistake, and this time round make sure you include a subject. If it is more than five or ten minutes, then it is best to wait for his reply. By waiting I mean one week. If he does not reply in one week, send him another email. This time you can be more detailed. And also do not forget to include the subject.

November 5, 2014 at 10:17 pm

I have sent phD project proposal to the potential advisor 12 days back, but I have not received any reply from her till today. What Shall I ask her, whether she has gone through the proposal or not or else she is not interested in that topic. Kindly advice

October 26, 2020 at 7:32 am

12 days are quite long, I will say send her a reminder email. Just one line will do, asking if she had the chance to read your previous email. If she does not reply in one week, then just move on.

August 2, 2011 at 11:26 am

This is really helpful. Actually, I had sent my first email to the potential supervisor which I had written myself without consulting to anyone or any websites and I am happy that I covered all the things that Karen has explained here. After I sent my first email he responded very well and we exchanged three emails as well. Finally he asked me to send my Masters dissertation, CV, and the proposal as well which I did after 20 days and I also got an email from him saying he received it and will get in touch with me soon. But now it has been nearly a month since I haven’t heard anything from him so I thought to write a follow up email to him and once I started writing I myself was not satisfied with the email that I wrote because I thought it was bit arrogant to directly ask what is happening with my application. So I would really be grateful if anyone could help me with that and I also don’t know how long should I wait before sending him follow up email. Any help highly appreciated. Thanks

December 5, 2017 at 4:06 pm

hi Niraj, What is happened after? I did and sent couple of professor and i did not get back yet. please advise me furhter. Thanks mohammed

November 30, 2021 at 7:10 am

Can you share with me your format of email?

August 5, 2011 at 9:00 am

What about writing an e-mail to request the addition of someone new to your committee? I have had one professor leave the University and another…well…let’s just say he is no longer a welcome member of my committee and I need to fill two spaces.

August 5, 2011 at 1:55 pm

I will do that, jenn. Look for it next week, on Monday.

September 20, 2013 at 8:44 am

Thank you! I could also use this advice, as I need to approach professors for my exams and it just feels … awkward.

October 22, 2011 at 8:37 pm

Dear Mrs. Karen, I am a Chinese stduent at Beihang University, and I want to get the first contact with my potential PhD. supervisor via E-mail, thank you very much for this constructive suggestion. Thank you very much! Best Wishes! Xu Chen

November 14, 2011 at 10:44 am

Good job demonstrating to students how to suck up to their “superiors” (and I use the word very, very lightly) by providing an example of how to properly be a subservient schmuck and schmooze a highly over-inflated, narcissistic ego. But then again, as many will end up wage slaves to people like you, it is a good skill to have. Then again, to others it reads like a massive endorsement for self-reliance.

What I find simply amazing is the endless self-congratulation that many professors give themselves for jumping through hoops in what amounts to an essentially, a pointless bureaucratic game. Hopefully your research contributes to the whole of humanity. Otherwise it is simply a waste of time in the larger scheme of things. There are people starving and dying out there, and we are worried how to properly impress the likes of you? You need to seriously examine the implications of this. In other words — get over yourself.

June 14, 2012 at 8:23 pm

You are not being fair at all. I thought you would suggest something more helpful after all the ranting. If you can’t help others don’t criticize those who are

March 14, 2013 at 10:12 am

I found this comment to be stimulating and engaging! Well done! Next time, you could also try to look at things from the other side of the argument. Many of us feel that in order to achieve success it’s important to perform in a way that academics recognise and sadly hoop jumping is a necessary facet of life whether you are a street performer looking for a permit from your local authority or an artist applying for grants from a Charitable Trust. The point of this post and the point it makes quite clearly is that many students such as myself are not trained or advised on the correct protocol concerning contacting people who are probably already quite busy and who have to read literally hundreds of emails a day. If you think you could do a better job or don’t like academia no one is forcing you to do it and there is certainly even less of an obligation to do a PhD. You site doing good for humanity as the goal we should live by. I think you also need to assess the assumptions that this makes and the moral and ethical values you espouse but don’t seem to understand.

May 12, 2013 at 10:06 am

July 15, 2013 at 6:02 pm

McDonald’s employee detected

October 13, 2013 at 2:46 am

Anunomus just about sums it up. All of this advice perpetuates academic arrogance because many of the students reading this will eventually become professors themselves and will in turn want to be treated the same way by future students.

October 11, 2015 at 8:09 am

With respect?

December 31, 2020 at 12:50 am

What’s wrong with telling a professor you like their research? Isn’t that the whole point you want to study under them? Because you respect their intellect, the unique way they approach a subject and because your interests align?

September 11, 2018 at 3:08 pm

I was hoping to find a comment like this. The author of this article “instantly deletes” an email asking for help on a matter? And for what reason, other than a disdainful hubris? Disgraceful, in my opinion.

December 29, 2011 at 10:56 pm

Dear Mrs. Karen i am really thank full to you providing such a nice post. this is very very helpful to student like me. i really appreciate your work. best wishes! and happy new year vishal mehra

January 31, 2012 at 5:00 pm

Dear Mrs. Karen

Thank you very much for your clear and concise post regarding this small but nevertheless quite important and hard to find advice.

I’m from Portugal. I’m starting my PhD in Clinical Research and i will focus my attention in resistant schizophrenia. Would it make sense to have a supervisor from a foreign country and which i don’t know personally? Don’t you think that he would accept?

Thank you very much for your help, Nuno

January 31, 2012 at 9:28 pm

Your advisor has to be in the Ph.D. program you enroll in. If you are interested in enrolling in a foreign program (and are still exploring options), then yes, you can get in touch with a potential advisor there, and if accepted, you can then attend that program. They won’t discriminate based on the fact that you are from another country, if your application is strong.

October 14, 2014 at 11:52 am

I know I’m replying to an old thread, but it occurred to me that nuno might mean getting an external advisor from a different institution than the one nuno is doing his/her PhD in. Is this done in the States at all? In a lot of European universities it seems to be possible to have an advisor from another programme or even another university.

February 20, 2015 at 12:24 am

Hey Christina,

In the US usually you are at the institution where you adviser is. However you usually have outside committee members that supervise your thesis and the can be from outside universities.

February 13, 2012 at 2:14 pm

I have a question about how to title the subject line of the email. What is a respectful and concise subject heading for an email to a potential advisor?

February 13, 2012 at 4:52 pm

Inquiry from a Prospective Graduate Student

October 10, 2013 at 2:15 pm

Thank you, this was the exact question I was trying to find an answer to. I wrote a professor earlier in the week just to introduce myself, and now I have an appointment set up with the department grad advisor and I want to meet with the professor while I am up there. I wrote a second email and asked if they had time to meet with me while I was in town. Is this rude?

February 16, 2012 at 11:19 pm

Karen, Great job ignoring anunomus, in fact I’d hugely disappointed if you do him the honor of trading words with him. This is a very helpful template. Thanks.

April 5, 2012 at 1:47 am

Dear Mrs. Karen It’s give me pleasure to visit your webpage, relay your post is very helpful, useful, and rich. I’m from Palestine, I awarded DAAD scholarship in 2008 to get M. Sc. in computer information systems, now I am looking to begin my PhD. in Germany, I must find a supervisor then we arrange to write the PhD. proposal. Finally, I found my supervisor , he send me acceptance letter after finishing PhD. proposal but my application was rejected for scholarship for some special reasons, now I am working to find another supervisor , what is your advice to me , it will better to inform the new supervisor about my previous one .. Or not? and could you provide me with a template for comprehensive motivation letters and statement of propose .

Thank you very much for your help, Rasha

April 5, 2012 at 12:16 pm

Thank you so much! I have been sitting here stumped as to how best to contact potential supervisors, as you only get one chance at a first impression. This was so helpful, and I just wanted to let you know my appreciation for sharing your advice.

Thank you, Amna

April 5, 2012 at 12:37 pm

you’re very welcome, Amna!

May 1, 2012 at 6:38 am

Professor Karen, thanks for this post. It is actually very helpful.

May 4, 2012 at 4:11 am

This is an excellent forum you have created. Thank you very much. Please i Just want to ask whether it is wise to call a Professor who has an open PhD position in his Lab and you are strongly interest, but you sent him and email and recieved no response. And is it generally a good idea to call a Professor on phone when you find interest in his research and hope that he takes you in into his Lab.

May 20, 2012 at 9:13 pm

This is what look for last long month ago. I have to say thank you very much for thing you have done, in my country we not familiar with this. Your advise help me to appropriate starting and encourage to step forward on my ph.d pathway. Thank you kullat,

May 28, 2012 at 1:21 pm

Dear Karen,

Thank you for the very insightful postings and advice.

Do you have any suggestions for a mature applicant for PhD program, who is older than most of targeted potential supervisors? I am currently working as an assistant professor as PQ faulty in a foreign institution and trying to pursue a doctoral degree starting from forthcoming fall semester.

Many thanks,

May 28, 2012 at 5:32 pm

My advice is don’t do it. I don’t say that to all potential PhD applicants, but I do say it to older ones. It’s generally a disastrous choice both financially and psychically.

July 2, 2013 at 9:47 am

I just wanted to say that I was quite pleased by this advice until I read this response. I entered higher education as a “non-traditional” student and it has turned my life around. I’m now a masters student looking at PhD programs. It pains me to see an someone in your position advising someone against further education because of their age.

July 9, 2013 at 4:17 pm

Unfortunately with the abysmal job market and the likelihood of massive debt, age becomes a major risk factor in any phd decision. I have seen the tragic outcomes among my clientele. Some do still prevail, but many more do not.

July 1, 2014 at 10:02 am

What do you consider as a “mature” applicant? Past age 25, or past age 30?

September 20, 2016 at 3:35 am

I suppose it depends what field you are in and if you are paid to be at the institution or not. In my field PhD students are typically given full funding packages and stipends, eliminating the need to take out loans. Of course, these stipends aren’t exactly generous and the job market is still dismal, but at least you don’t necessarily have to go into debt to receive a PhD. That being said, are you suggesting that there is another factor, perhaps some sort of “ageism” that also works against older students?

June 13, 2012 at 11:04 pm

Dear Karen, thanks for you rsuggestion! Do you think that including the CV as attachment might be a good move?

June 14, 2012 at 9:40 am

yes, you could. I have the slightest hesitation though. At your stage your cv won’t be very impressive, and may well be completely improperly formatted, so it could do a lot more harm than good. I suppose my instinct would be to not send it, until asked.

June 14, 2012 at 3:45 am

Dear Professor Karen Kelsky, I do appreciate creating such a great website for us as students. Actually your advice, comments and tips are very very helpful to me and I’m sure to others too. I check this website everyday indeed! Thanks Sepideh

June 14, 2012 at 8:27 pm

Thank you professor. this came at a good time.

June 14, 2012 at 8:28 pm

please continue to ignore the likes of anunomus .

June 15, 2012 at 10:41 am

June 20, 2012 at 4:12 pm

Thanks for this outline! I am currently looking into potential advisors for Fall of 2013 and would like to contact them. When would be the ideal time to do so?

July 2, 2012 at 8:58 pm

Hi Thank you for your great advices. It was all about phd application, but what about masters? What graduate school are looking for in master applicants to accept them? Thanks

July 15, 2012 at 12:04 pm

i am 3rd year medical student and want to go abroad for research elective.i have no past research experience but now i am interested in doing research in immunology.how should i write letter to any doctor.kindly paste a format here so that i can send it to docs. thanks

July 17, 2012 at 8:08 am

Thank you for your advice. Your example is the best I read so far! 🙂

April 25, 2013 at 9:14 am

http://pixie658.wordpress.com/2010/02/15/contacting-potential-advisors/

July 25, 2012 at 12:26 am

Dear Professor Karen, Thank you very much for guiding prospective Ph.D students towards the realization of their dreams. These essential things add up in a big way to help secure an admit. It becomes a bit confusing as to how to convey all your thoughts to the professors and yet be concise in your approach. After all you just get once chance to hit the bull’s eye.

Thank you for your timely help.

Regards, Ashwini

July 25, 2012 at 9:41 am

Hello Professor Karen,

Thank for sharing this king of information.. Could tell what is subject line for seeking Phd Supervisor. And could you send the separate email for asking about that..

Thank You..

July 31, 2012 at 5:27 pm

Dear Professor Karen, Thanks so much for your help , it is highly helpful as I am in the process of communicating a potential Advisor . Hope I find an Advisor like you . By the way , Who Would Care Communucating With an anonm…… ?!

August 7, 2012 at 9:46 pm

It’s great to see you posting something like this, it has really helped me out. I was wondering though, I’m in a situation where there are two professors at the same University that I am interested in speaking with. Should I contact them both or just pick one and stick with it? They are in the same department, but are focused on different aspects of the same field (one is shellfish restoration and the other is shellfish aquaculture).

August 8, 2012 at 9:10 pm

It’s ok to contact both, but just disclose to each that you’re also contacting the other.

August 13, 2012 at 10:48 am

Thank you very much for you great input. Can you please post a followup email sample. I am working on one for about a week. But I think I came across rude.

Warm regards, Ashran

August 14, 2012 at 9:39 am

Thank you for your great post, that’s very helpful.

I have used your post as an email template and send it to several professors. About half of them respond positively. I think your template is a very good format for PhD application.

Could you also give me more suggestion on how to continue the communication with professors? shall I first talk about my own experience? Or I should do research about the professors’ current projects and talk about that. Thanks very much

Best regards,

Ruoyu(Ryan)

August 25, 2012 at 10:55 am

Dear Prof. Karen,

I would like to thank you for your post, it is very helpful. I am in the process of communicating with two potential Advisors and this will be my last effort to attend a PhD.

Best Regards,

August 29, 2012 at 5:14 am

Thank you very much for this post. I am about writing my very first letter to a potential supervisor. I hope with these few tips you shared, that I get a good response.

Best regards.

September 2, 2012 at 3:28 am

thank you very much for your effort, i just want to ask if i can use this form to contact a professor in my faculty and i took some clases with him before

September 3, 2012 at 1:50 am

September 3, 2012 at 1:15 pm

Is it ever ok to send more than one inquiry to professors in the same department? Especially if it’s a large department?

September 3, 2012 at 2:28 pm

Yes, it’s ok, as long as you disclose in the email that you are doing so.

September 4, 2012 at 10:59 pm

Dear Karen, I’ve finished my master about 5 years ago. since then, I am working in research institutes. I want to apply for a one-year research fellowship abroad which needs to prepare research proposal. I do not know how to choose my subject. If I ask about it from a potential supervisor, would it be harmful?? It is very kind of you replying. Bests, Mary

September 5, 2012 at 10:23 am

Yes that would be harmful. the expectation is that you have a full-fledged research program of your own.

September 11, 2012 at 3:36 am

Thank you for your reply but do you agree with me that it is really a difficult decision what to choose for your PhD topic which is innovative and also appealing to yourself and others??

September 11, 2012 at 6:09 am

No, not necessarily. I think most phd students have a deep impulse or drive to do a topic and it just flows out of them. that was the case for me, certainly, and most others I know. If you don’t have that, I think doing the Ph.D. might be difficult.

September 17, 2012 at 8:40 pm

Thank you! I’m terribly nervous about communicating with professors–I was always the kid that sat by the door and snuck away at the end of class because I was too nervous to talk to adults–and the sample letter was hugely helpful in formatting the inquiry I just sent. Thank you, thank you for helping us would-be grad students not look dumb!

September 19, 2012 at 5:26 am

Dear Professor Karen, Thank you for posting such important information. I actually got your information after i sent my first email to my potential supervisor. I understand i made many mistakes. Now it has been days since i sent it. So will wait the response. God help me! My question for you, is it appropriate to contact another professor from the same university & the same department in case i get no response from the first professor?

Thank you very much,

Mesfin G. (Ethiopia)

September 19, 2012 at 10:34 am

Yes, you can do that. Just disclose that you have.

September 19, 2012 at 11:48 am

I wrote to one of the potential advisor and he has replied back the same day with a request for cv.

Can you please advise me for the tips for CV? I am in the University town. Do you think it is a good idea if I request him for a meeting?

thanks guneet

September 19, 2012 at 1:00 pm

Read the post, Dr. Karen’s Rules fo the Academci CV.

I would not meet him yet.

September 25, 2012 at 9:59 am

Thanks for this awesome post. I followed your advices and wrote an e-mail to potential faculty for Ph.D program that I want to join. And it worked very well. I received an e-mail back from him the following morning! I did not ask whether he had time to talk to me though, and I only asked whether he is accepting students this year. His e-mail was very brief (2 sentences), saying # of students he is accepting, and he encourages me to apply. Should I send another brief ‘thank-you’ e-mail? If so, should I try to talk to him more about his group/program? or would it be better to just keep it as ‘thank-you’ e-mail? I would very much appreciate your time and help!

October 7, 2015 at 5:26 am

what did you reply to the professor? I got same response.

Professor encouraged me to apply in the admissions. and he wrote nothing else.

December 12, 2016 at 1:36 pm

can you show your email to apply for phd i’d like to apply for phd program and want to contact w?th faculty member about the application and asking for schollarship.

September 26, 2012 at 1:55 am

Dear Karen Have you any suggestion for applying together with our spouse!! My husband and I are planning to attend in a same school. how should we contact with the potential supervisor?? Do we have to mention this in our first email? Do we have to send emails separately?? How can we improve our chance to get admitted in same place???

September 26, 2012 at 5:45 am

Thank you for your info. I found your advice reassuring. I have one question though. I have had some good responses and offers in Europe. Now I am planning to apply to some high-ranked US universities for a research position in electronics. My master’s institution in Sweden is not that famous which I perceived as a disadvantage. How much weight does professors in the US give to GRE and grade when selecting students for a PhD? My GRE (Q:800, V~510) and B+ GPA.

Thank you again. Daniel

September 27, 2012 at 6:16 am

i faced the same problem. i’ve sent email to one prof at uni. X, but after 3 weeks, he didint reply me. so i’ve sent another email tp another prof at uni. Y… after few hours he reply saying, im ready to supervise you, welcome to uni Y.

Then, a week after that, the Prof from Uni X replied me saying. plese send your 2 pages proposal for my consideration.

What should i replied him? Seeking for your kind opinion…..

September 29, 2012 at 11:53 am

Dear Dr. Karen Hello, Thank you very much for your helping. I’ve finished my master (marine biology) about 1 years ago and i would like to continue my study in PhD, but i don’t know, how i can to apply how i can obtain Scholarship and etc. Is it possible that i send email to head department and ask him/her about that? Would you please give me any advice or direction about that. Thanks in advance Regards Parisa A.Salimi

September 29, 2012 at 1:11 pm

Thank you very much. I am a senior, finishing up my B.S., and in the process of applying to Ph.D. programs. Writing to professors can be extremely intimidating. I found that your example was a wonderful tool for organizing the information and thoughts that have lead me to apply the my individual programs.

October 8, 2012 at 12:33 am

To what detail would I need to present my hypothesis?

October 12, 2012 at 11:20 am

Dear Karen there were great tips i have never known. i just want to know if it works if i mention that i completed a first year of PhD in my home country and i dont want to pursue it any more or not? What if i guess my publication is not enough strong to compete with other candidates in the university i want to apply for? Does it mean i will not be able to attract a supervisor? It is a big problem in my mind and i dont know how to deal with.???

October 15, 2012 at 7:31 am

Dear professor Karen, Thank you for this advice. could you please advice me about few matters. i have completed my M.Sc in Biomedical Genetics last year and now i am planning to do my PhD in genetics in Canada, for that i would like to contact a supervisor and in my letter what all the information should i have to include and another problem is, i am planning to publish an article in the last of this month i have already send to the journal, so whether i should try to contact the adviser after the article is published or i should contact the adviser now itself as there are only limited seats for PhD . please help me Thank you

October 16, 2012 at 9:00 am

DEAR COMMENTERS TO THIS “HOW TO WRITE AN EMAIL TO A POTENTIAL PH.D. ADVISOR” BLOG POST: I AM UNABLE TO RESPOND INDIVIDUALLY TO ALL OF THE REQUESTS FOR ADVICE IN THIS COMMENT THREAD. I KNOW THAT PEOPLE DESPERATELY NEED GUIDANCE ABOUT THIS CRITICAL TRANSITION INTO PHD PROGRAMS, BUT THE LARGE VOLUME OF REQUESTS FOR ADVICE THAT I RECEIVE HERE ON THE BLOG AND IN MY EMAIL INBOX PREVENTS ME FROM RESPONDING TO INDIVIDUAL QUERIES. I APOLOGIZE AND WISH YOU THE BEST. IF OTHERS WISH TO PROVIDE RESPONSES I WELCOME THEM. SINCERELY, KAREN KELSKY

October 20, 2012 at 12:09 am

thank you so much.

October 22, 2012 at 4:40 am

hello Thank you so much for this site, but what should be the subject of our emails?

October 23, 2012 at 6:29 pm

“My specific project will likely focus on xxxx, and I am particularly interested in exploring the question of xxxxx.”

While the second part of this sentence is fine, I’d be rather cautious about the first half. I am in the process of writing a letter to a potential supervisor myself and have gone to talk to different professors in my current university to ask for advice. I do have a topic in mind, but almost everyone told me NOT to mention a specific topic in the e-mail but rather general idea. One of the professors even told me that more often than not the person who says they have something specific in mind will be stubborn about changing their topic (because let’s be honest, PhD topics change) and consequently not asked for an interview.

Then again, I’m speaking from an European’s point of view. Maybe the grad school application approach is different in the States.

October 24, 2012 at 9:12 am

My advice reflects US expectations.

January 11, 2016 at 4:25 pm

I think you are right in that the approach is different in different countries. I am in Australia and I have met up with a university professor. He told me that most people would not be able to choose their own PHD topic and that it is important to be flexible while still making sure you will enjoy the topic you end up doing. This is because the professors apply for grants on specific topics and then need students to do that topic in their PHD. The only way you could do your own topic is if you do a self-funded PHD, i.e. apply for grants yourself. For this reason I will be including broad areas of interest in my emails rather than specific topics.

January 15, 2017 at 3:49 am

Hi Laura, I saw your reply and I though of send you this message as I am in Australia too and planning to work on my PhD. If usually we have to work on professors projects, I couldn’t find much published topics /projects online. The only thing I found was interests of supervisors and in few universities some research projects but not relevant to my field. I hope you can give me some guidance.

August 5, 2022 at 1:39 pm

Thank you, so helpful that it confirms the similar advice I got from a reliable source.

October 26, 2012 at 12:17 pm

that was a good manuscript sample for the astudents who intend to applying and they first language is’nt english.thank u

November 6, 2012 at 8:20 am

Thank you for your advice! Could you also suggest what I should include/how I should organize an email to a professor I met at a conference but don’t know well? Thanks again in advance!

November 23, 2012 at 2:32 pm

Thank you so much for your blog!

I am currently applying to graduate school programs and was wondering if you had any advice on interviews. Some programs do on-campus interviews, and others do phone/Skype interviews. I was wondering what I should expect.

November 27, 2012 at 9:51 am

Hi Karen, Thanks for the advice. I am an undergraduate student and will be applying for graduate school in the Fall of 2013, but I need to ask graduate schools if they will accept my pre-requisites for Speech Pathology because it varies at different schools… What would your advice be to go about emailing them?

November 28, 2012 at 1:22 am

Dear Prof. Karen Kelsky,

Thank you very much on posting such a wonderful e-mail template. It helped me a lot. I was wondering if you could kindly help me about writing ‘ Statement of purpose’ (SOP). I tried on my own and took the help of many seniors but all was in vain. I will be aplying for a masters degree in US for fall 2013 and I am very desperate to write a good enough SOP.

I would be obliged if you could reply as soon as possible. Thanks very much

December 28, 2012 at 4:26 am

thank you very much for your valuable hints

January 15, 2013 at 3:53 am

Thanks for providing such a nice insight and useful suggestions for admissions. I am 44 and wish to do an engineering MASc in Canada. Will my age(44) go against me ?? I am working in government of India R&D sector and can get a leave (without pay) for two years only (otherwise I would have opted for a PhD). I Will require funding. I hold a patent in Canada (should I mention that in my email ? This patent however is for a practical device and not related to professor’s field so much…)

January 16, 2013 at 12:58 am

Dear Professor Karen, Thanks for your suggestion . However, I am having a problem. I could not find any publication or research work available on the internet of the supervisor I want to work with. So what sort of comment(regarding his work) may I make which can help me grabbing his attention? I am a prospective MSc student.

Best regards Sanjoy

February 19, 2013 at 3:14 pm

Dear Karen, Your description was very helpful on how to write the e-mail, but what continues to stump me is what to put into the subject line. During my time as an undergraduate, I have had many professors tell my classes to chose our subject lines wisely because they delete mail not directly related to their classes or from faculty memebers. What would be short, to the point, and attention getting as a subject so the professor doesn’t just immediately delete the e-mail without reading it?

Best Regards, Danielle

August 15, 2013 at 3:46 am

I concur. I just finished composing my email to a potential Professor in an Ivy league school, and I am now confronted with the question of what subject would be appropriate for my mail. Please Karen, your help is really needed. Thanks

October 14, 2014 at 2:55 pm

This is probably of no use to you now, but she answered it in the above comments already. “Inquiry from a Prospective Graduate Student”

February 20, 2013 at 11:55 am

Very thanks Karen about this informations, it was so helpful to me. Regards >>

February 25, 2013 at 8:58 pm

Thank you so much for such a nice and informative article.I was about to send an email to professor with many mistakes. I have just visited your site and found your page likes on facebook are 3999 and i would be the lucky one to make it 4000. So congratulations from my side on reaching 4000 likes in FB.

Thank you again. Regards, Engr Nouman Khattak Junior Design Engineer BAK Consulting Engineers.

February 26, 2013 at 11:33 am

thank you, Nouman! good luck.

February 25, 2013 at 10:30 pm

Dear Professor Karen, Thanks for your valuable post . You have provide a good idea to write in a correct and polite way. This post is very helpful and guiding me to write an email for a professor.

Best regards Lia P.

March 2, 2013 at 4:30 pm

Dear Karen, I must confess that I have been terrified just thinking about contacting the professor in a program that I am interesting in. After reading your posting and your template, I feel so much better. I plan to pursue a master degree in biomedical engineering with a focus in medical instrumentation at the university of Saskatchewan. I have been on the program website but not quite sure how to address the section in your template: my specific project will focus on xxx and I will be interested in addressing the question of xxx Furthermore, how does one credit you for the information? Sincerely, Linus Luki

March 5, 2013 at 10:15 pm

Dear Professor Karen, Thank you for posting this guide! It’s taken the fear out of initially contacting a potential advisor. I was wondering if you have any suggestions or additions to this for students looking to apply to M.Sc. coursework programs? Tailoring the program to my interests is heavily dependent on my potential advisor, however I also feel that any competent faculty member would be able to assist me with this. I’m now questioning the value I’m placing on selecting the right advisor to contact. Thank you kindly in advance for any advice. Ana M.

March 8, 2013 at 7:10 am

Thanks for this very useful post Karen. I do have a question – it has been 9 years since I graduated from University (BSc. Hons) and have been working in a separate field since graduation (except 1 year spent teaching the Sciences to high school students). I am now looking to return to complete an MSc in Environmental Management. Should I mention/explain my break from the field in my email? What would be your suggestion on the best way to approach this?

March 26, 2013 at 9:21 pm

I just wanted to say I agree wholeheartedly about following up if you don’t get a response (and you’re serious about the professor and/or line of work). I wrote to a professor enquiring about full time openings in her lab but she didn’t reply. I followed up after 2 weeks, and she replied almost 2 seconds later apologizing for not getting in touch sooner because she was out sick and the email then got forgotten. In this case, there was a happy ending. The prof flew me out for an interview, and I’m still at the same lab working full time. I was never more glad of my persistent stick-to-it-ness.

p.s., I should probably add I didn’t send a form email and that my email was tailored specifically for that lab and the research the PI does.

May 29, 2013 at 6:00 am

Dear Professor Karen, Thank you so much for this valuable post. It was so informative. I am aspiring to do Phd in fall 2014. I would like to the right time for contacting professors regarding Phd and what are the things I should mention other than the info provided in your article

June 5, 2013 at 2:34 am

Dear Prof. Karen, Thank you so much for this very useful and valuable post. I would like to ask question about , how to reply a mail after a supervisor giving negative feedback for an application.

June 11, 2013 at 8:50 am

Hi Karen. Your advice was very useful in helping me figure out and frame my email to a potential supervisor. There is one concern however, and I have been frantically searching online for a tip on the same. I am a student doing my Masters (Thesis-based) and after three years I have decided to switch to a different university for a Course-based degree in the same program. I have completed 6 courses and a part of my research but it took me a while to figure out that research (long term research) does not suit me very well. My confusion is if I should mention that in my email and if I do then how to put it across in a polished manner, so that it does not have any adverse effects on my application. I would appreciate if you could kindly advise me on this. Thank you.

June 27, 2013 at 2:22 am

Thank you for your advice. I’m graduated 3 years ago (MSc.). I have 2 papers published and attended some workshop and 2 national congresses. I had been working as a teacher assistant. Meanwhile I had to work that is not related to my education for 2 years. Now I’m worried and I don’t know how to explain about the gap since the graduation up to now. Could you please advise me about that? thank you very much.

June 30, 2013 at 8:04 am

Hi Ms Karen,

Thanks very much for such an incredible post. It will really guide us through the application process and applying for funding opportunities. I can not imagine what would have happened if we did not have such a nice person like you around us! Really appreciate your work. Thanks Shabnam

July 12, 2013 at 10:47 am

This is a great resource for learning how to properly contact advisers, thank you for making this!

I think it would also benefit for us to know about social/Facebook etiquette when involving potential graduate advisers. Should we befriend them on Facebook? I could see reasons for and against do that. Seeing the posts, pics, and etc., could be helpful in getting to know the adviser better. On the other hand, if the adviser seems something on your page he/she doesn’t like, you run the risk of losing them. What do you? Maybe right another blog on social/ Facebook etiquette with advisers? Thanks!

July 29, 2013 at 7:09 pm

Dear Pro Karen,

Thank you for your advice. It’s help me a lot. I have already emailed my prospective supervisor, however i found out we have different personalities, and i’m afraid that i can’t work well with him. I’m decided to find another supervisor but I not know how to tell him. Besides, he work on human isolates ( microbe and molecular field) while im interested to deal with animal isolates as i’m animal science student.

I hope you can give any suggestion on this matter. Thank you..

August 2, 2013 at 6:21 am

Thank you for this guide, I was lost what to write for a potential thesis adviser.

August 4, 2013 at 1:08 pm

Thanks for this informative post! Mentioning the potential research focus in the email is still a sticking point for me (“My specific project will likely focus on xxxx, and I am particularly interested in exploring the question of xxxxx”). In my case, there are many research questions I am interested in exploring within a broader topic. I don’t want to be generic, noncommittal, or scattered, but I also don’t want to be dishonest by picking a research question and declaring it my particular interest. How can I reflect this openness while still showing I am focused?

August 14, 2013 at 4:14 pm

Dear prof. Karen,

Thank you for this great blog and willingness to share your professional knowledge. Could you please, very briefly, address two issues: 1. If a topic can be supervised by several members of faculty and is rather specific (it`s in social sciences), would it be appropriate to address one (presumably “highest ranking”) professor at the department, but at the end to kindly ask that if she/he is not interested or not able to be advisor to recommend to me someone in the department who could be more appropriate/willing/able/suitable to contact? I don’t think anyone has raised this, but coming from Eastern Europe, I don’t know if this would be considered “weak”, or “improper”, or “insulting”?

2. This is not so important, but I read few people asked similar question and it remained unanswered, but is also in way related to the previous one. I am intending to apply with my partner/fiancee who is in the same discipline, we met on first year, and since have studied, worked and lived together (I am 26, she is 39), and are very successful in it and highly compatible and productive when together – studying the same issue, but from quite different perspectives and different aspects of it (we might need to have different supervisors). Would you consider it to be a drawback that we are applying together for PhD in the US? And do you think that in similar cases it is better to send one e-mail to a Prof., or two separate, or two separate to two Prof.s?

Once more, thank you very much, I assume it`s a hassle. Best regards, Milos

PS – Your text on passives was very useful not just for British, but I would say for most of Europe. PPS – Please answer my post (at least No. 1), it was my birthday yesterday and I am so depressed! 🙂

August 14, 2013 at 9:17 pm

Yes you can do as you say re question 1. Well actually, don’t do it in the initial email. Wait until you’ve had a negative reply and then ask. To ask up front would be a little awkward. Re question 2: it’s fine for you two to both apply but you must both apply independently and contact the profs independently.You can let drop informally that you are a couple, but formally in the apps, it’s got to be entirely individual.

August 14, 2013 at 10:44 pm

Thank you very much! When we are accepted (implementing positive (American) attitude), we will write you an e-mail on issues we had as Eastern European candidates and how we successfully resolved them! 🙂 Thank you, once again, very much, your whole blog gave us a lot of positive energy and motivation to apply for PhD! 🙂 Best regards, Milos

August 20, 2013 at 3:59 am

Dear Professor Karen,

Thank you for giving such a nice template. I must say this would definitely help me in writing it to the professor for my phd program. This is awesome. I was always confused how to approach to the professor, i did get the reply for the emails i have sent to different school but this will make it more precise and would be easy for a professor to explain. Really appreciate it.

Best regards, Komal Sharma

September 1, 2013 at 12:05 pm

I think you just saved me from being just-another-email-to-delete in my potential supervisor’s inbox. I was going to send a poorly written email but decided to get some tips on what exactly to include in my first letter and I stumbled upon your excellently written article. I really appreciate you taking time out to write these articles.

I am going to apply for a masters degree and I am currently writing a letter to some of the professors in whose research I am interested in.

Thank you, Abdullah Siddiqui

September 20, 2013 at 8:06 am

Prof. Karen, Thanks for this insightful post. I’ve already contacted some Professors for possible Ph.D. supervision and the content of my e-mail was close to (but not as detailed) as the template here because I was trying to avoid sending a lengthy mail. However, I’ve not gotten any reply for days now. Please, I need your advice; should I resend my mails following this template or … ? Here’s a sample of the mail I sent on Tue, 17th, Sept., 2013:

Hello Prof. XXX,

I am XXX, a graduate of XXX and a current research student at the XXX University. I am writing you this email to inform you of my interest in your field of research (XXX). My current Masters research is in XXX and I have also been researching into more problems in this area. I have been able to come up with a research proposal for proposed Ph.D. and want to solicit your support in seeing my dream come true by accepting to supervise my work. Sequel to my preliminary findings, I make bold to reiterate that I have come to respect your insight and experience in this field and I am open to suggestions and/or corrections to my drafted proposal.

I have attached to this mail, a copy of my CV, a brief proposal and an abstract of the same proposal so you can quickly go through it.

I am currently applying for XXX Scholarship and I need an approval letter from my supervisor to complete my application. In case you will not be able to supervise me, I will appreciate it if you can suggest some other people whom you know can supervise my work. I look forward to reading from you soonest to allow me complete the application on time.

Thank you, Sir. Sincere regards

September 21, 2013 at 7:23 am

Hello Prof Karen, Thank you for generous tips and advice. I got tired to get such kind of information to relief my stresses. On the other hand, I would expect that I will need a far more deeper guidance about my PhD application road map. I have selected USCD (Materials Science + Chemical Eng.), Carnegie Mellon U. (Materials Science), U of South Florida (Chemical Engineering). My challenge that I will be facing both the TOEFL on Oct 25th and GRE on Dec 19th. Additionally, I have my courses in the master that I study here in Brazil, UFRGS. While the sites of the aforementioned schools state that it is not advised to contact faculties as they can not give any prior admission unless to submit all the application materials; test scores, transcripts, etc, it is welcome to contact them if you want to talk about the research they do or you want to do. The problem is that I am missing mind duel to all this timed tasks that I have to carry out simultaneously. During that I feel that an optional transaction like initiating a contact with a professor who shares my research interests – specially they won’t respond mostly – is not so advisable. Do you agree with me? Second point I study here in Brazil in Portuguese. As an Egyptian, I used to study engineering in a mixture of English and Arabic. Thus, it was difficult to understand and communicate with the teacher and classmates during discussion. After all, it is a MSc and understanding to solve questions in exams is important than understanding the language itself. So that I used to study in English and then make such conversion from English to Portuguese in exam times. As a result, I usually get B grades. I got only one A. Do you think that will lower my chance of getting admission? Third about recommendation letters, I do not have the complete ability to determine which faculty professors I should ask to recommend me. For example, my supervisor is really a nice woman and supportive. However, some times she looks like angry from me and neither I nor my colleagues know a specific reason for that. I just try to relax, supervise, and educate myself. Like that, shall i ask her to recommend me or not. Other professor who was my 65 year old supervisor in Egypt. He was considering me as a son to him and he has written many recommendations to me. But due to out-of-control problems in my work as a TA in the same dept, I feel like he has changed towards me. I am sure that he still appreciate my hard work and traits and he is the most knowledgeable person about me. Shall I ask him to recommend me?

October 5, 2013 at 7:20 pm

I am happy to find this template. I definitely believe it is a great help. I have one concern though. I saw you stated that age is a big risk. I am applying to PhD in finance programs for fall 2014. I will 40 years soon. I hold a triple major and an MBA.

Do you have any advice for me?

Thanks in advance.

October 27, 2013 at 5:54 pm

Thank you for the excellent resource. I just used it to email a prospective graduate advisor. I feel I ALWAYS ask this question, but panels are often targeted on larger problems like GRE, NSF, and personal statement advice.

I was wondering if you could answer two questions.

1) What should a good signature for an undergraduate student look like at the end of an email?

2) How important is a personal website in the application process?

November 4, 2013 at 12:35 pm

Wow!!!!! What an amazing and informative resource. Thank you so much Karen for taking precious time to advice complete strangers on something extremely worthwhile…it takes someone with a good heart to do just that. I (and many others as I’ve seen from the comments) have really benefited from this post on contacting potential supervisors. May God bless you so much beyond your wildest dreams!

November 7, 2013 at 3:10 am

Have you any suggestion for applying together with our spouse!! My husband and I are planning to attend in a same university. please let me know how I can write such an email.

November 14, 2013 at 12:00 am

I really appreciate this post. I was trying to write an e-mail to my potential advisor and had hard time figuring out what to write about.

I referenced your format when I was writing my e-mail. It was a great help.

Sincerely, Cho

November 14, 2013 at 1:57 am

I sure could have used this about two weeks ago. Thank you for providing this template and sharing your information, it is greatly appreciated. If I may ask a question Prof. Karen, is it any good to send a second email with this template to a prof? I sent a less dense email to two potential advisors about two weeks ago and I was hoping I could redeem myself as it appears my first emails were not impressive. Do you have any thoughts on the matter?

December 5, 2013 at 12:18 am

i recently completed my graduation in biotechnology. i want to per-sue my PhD, but it is difficult for me how to write a impressive email to a supervisor who really take interest in my mail.

December 12, 2013 at 8:18 am

Prof.Karen,Thank you very much for your helpful posts.

I have a question about communication with a as a future research group member. what should we do when we feel that the coordinator is not very straightforward( in case it is impossible to meet him/her in their office).

Should we talk about it with our professors? given that most cases they are supporter of each other.

December 17, 2013 at 5:20 am

Dear Prof. Kelsky,

Many thanks for such an informative post. Some of your answers in the thread are very helpful as well.

Do you think it is a good idea to send a draft research proposal to a potential supervisor when approaching him/her?

Kind regards,

December 18, 2013 at 12:14 am

Great posting. I sent a professional email to a my prospective adviser and she gave ma a short

“I do expect to accept one, maybe two, students for next year. I will look forward to seeing your application! Let me know if you have further questions in the mean time.”

I am not sure if I should keep the conversation or leave it at that. I kept it professional, stated my goals and interest and my interest in her research. I don’t want to send unnecessary questions and make myself look bad

January 16, 2014 at 12:29 pm

Can you please advice on whether or not it is a good idea to make a first email contact with a potential advisor, after having submitted the PhD application to the university?

January 18, 2014 at 1:12 am

Dear Professor Dr. Karen,

I am an international student. Your article, “how to Write an Email to a Potential Ph.D. Advisor/Professor”, had helped shining the way to communicate with professors who live overseas.

After sending my email to three places, I received a good reply from a prospective professor who told me that I was a good fit to his/her laboratory.

Because this is only one month after submitting my applications, I do not know whether the email from the professor will guarantee my chance of acceptance. At least his/her reply helps me narrow down the researches that I should pursue.

Recently, I came across a problem. I found a university in which there are more than one professor that I would like to work with.

In fact, this problem is often, but I cannot make a decision for this department. Could you please give me advice on whether I should send the letter to more than one professor in the same department or what positive or negative consequences that I might have encounter.

Thank you for taking your time.

Sincerely yours,

Suvita Swana

February 3, 2014 at 11:45 am

February 20, 2014 at 4:34 am

thank you Mrs. Karen for such a good post, i read it and its quite helping .i wanted to ask you that would it be good idea to go for a Ph.D after completing M.Sc. while you have a business mind more than an academic? I have completed BS in Electrical Engineering in 2013. Secondly i need to support my family after MSc so would i be able to support them while pursuing a PhD.

March 14, 2014 at 2:14 pm

Dear, Dr. Karen: Thank you very much for this helpful post. Ahmed Eltayeb Sudan

March 17, 2014 at 11:54 am

Hello Dear, Thank you very much for your valuable post. If you don’t mind, I want to share with you my letter which I prepared for my Master’s Course in Surgical Oncology in a Canadian university for your experienced guidance.

Thank you Najmul Islam Sabbir

April 3, 2014 at 2:23 am

Hi Karen, Thank you for this post. I just discovered it yesterday,before sending the first version 🙂 I wonder- I am about to finish my master in Germany when I finished my bachelor in Israeli and worked in between. Should I write all of this info in the first paragraph? I feel it might be too much? (CV style) I will be happy to hear your opinion before sending. Thanks a lot in advance. Jasmin

April 4, 2014 at 5:49 am

Thank you Prof. Karen. This letter provides necessary way to connect PhD guide. thank you once again.

April 16, 2014 at 9:55 pm

I can’t help but echo what someone else had already mentioned in the earlier posts. I feel like you have to suck up to the professor to get any real attention. I’m a straight forward guy, and I don’t understand why we can’t just keep it short and sweet, like two or three sentences, with a CV/resume.

I don’t think I can bring myself to go into detail about how great the professor is, or how I’ve read all his/her papers, or how excited I am to start my research career. It’s politics, and I hate that game.

May 8, 2014 at 12:40 am

Oh my goodness, thank you soooo much!! I am so glad i stumbled upon this right before i was about to send out my email! I’m contacting a masters supervisor, and i can assure you, my email was going to be along the lines of the “instant delete” one!! Thank you so so much! I think you just got me into a masters!!

May 29, 2014 at 3:41 am

thank you for your brief guideline for the most of us. i will try this way and if will success i will tell you.

June 11, 2014 at 2:11 am

Dear professor Karen, This is really the most important and fantastic system of writing for admission application i ever had. Surprisingly, I was facing a big challenge how to write a constructive email for consideration of my graduate program this year. I have now alleviated this mountainous problem. Thank you so much Keren!

June 22, 2014 at 6:17 am

Dear professor Karen, Hello. I am a graduate student in physical chemistry (Master of Science). I am going to continue my study in Computational Chemistry fields for PhD degree in abroad. I preferred an Email (see bellow) to Ph.D. positions. Would you please read this letter and say you point of view about, is this letter suitable for sending to professors?

Dear professor ….,

Hello. I am a graduate student in physical chemistry (Master of Science). I have worked in Computational and Theoretical chemistry for more 3 years. I have many publications in good journals (see attached files). I have very good experiences in theoretical and computational chemistry (Ab initio, DFT, Post-HF, QM/MM) and also working with computer systems, UNIX operating systems and programming.

After graduation for gaining more experience and knowledge, I went to Isfahan University of Technology, department of chemistry, as a Research Assistant and continued my research under Professor H. Farrokhpour.

I am going to continue my study in Computational Chemistry fields for PhD degree. I visited your homepage and I think your research areas are fit to my interest, very well and I am interested in working with you as my supervisor.

Regarding my characteristics, I am a reliable, organized, and so enthusiastic student. I can learn everything fast. I am sure that I will carry over the same enthusiasm and skill in doing my PhD as I know that my background will prove to be an effective match for your demands. Therefore, I would like to have the opportunity to develop my abilities, for which I am confident that I have the skills, knowledge and competence. In addition, my English language is good and I can read, speak, write and listen. For more information, please see my CV in attached file.

Thank you for your time and consideration and I look forward to hearing from you. Yours Sincerely, Mostafa Abedi

Research Assistant,

Department of Chemistry, Isfahan University of Technology, Iran

June 30, 2014 at 7:37 am

I have sent a very similar e-mail to my prospective supervisor. It been a week but I have not received a reply yet.I want to ask if he received my email how should I write an email?

September 11, 2014 at 6:32 am

Thank you so much for posting this information. I have used this information to contact my desired mentor, and I received a response within 24 hours. The professor has now asked for a writing sample. After performing multiple edits, the sample is ready to be sent. Is there a specific response I should give when I send this sample? Thank you again.

December 17, 2014 at 12:36 am

I believe the nice thing about this post is that it reminds you to tell something about yourself; your GPA, your experience, your good qualities. I think those are always worth mentioning. The other really nice thing is that it tells you to get to know the supervisor’s research (after all, why would you want a supervisor whose research was not interesting?) But I disagree with being too concerned about pleasing the professor. I think honesty is way better, and I think people should remember that it’s not just the professor evaluating the potential student, but also the student evaluating the professor; if the professor is always busy, he probably won’t have time for you either. Sucking up will eventually *always* fail. Also, by attempting to please the professor too much I think people are supporting a system where professors pick their students based not on their qualifications and interests but how much they like the person. Just my two cents.

December 17, 2014 at 8:12 am

There is no ‘sucking up’ in this email.

January 2, 2015 at 9:51 pm

Thank you so much for this great post! I am wondering if it is ok to mention my undergrad and grad project? Because it is related directly to the professor’s research area.

January 5, 2015 at 8:53 am

January 25, 2015 at 9:28 pm

Hi Karen, thank you for sharing, it really help.

After i read this article, there is one thing i need to ask you. On the statement above: “My specific project will likely focus on xxxx, and I am particularly interested in exploring the question of xxxxx.” I wonder how specific i should fill on the xxxx and xxxxx. Do you mean that i Should fill it with my research title? I was intend to fill it with my research title but then i was confused because i have some alternative for my research project.

Thank you and i appreciate any answer.

March 19, 2015 at 7:22 pm

Hello Karen,

Thank you very much for the blog. it was useful to get to know about Prof’s mindset. I am getting some replys with the help of it.

May 22, 2015 at 8:36 pm

This is an awesome post, I am using it to contact some researchers of my own.

Thanks. Neelam

August 10, 2015 at 2:53 am

Thanks for your post. I have been thinking of the most polite way of going about this and I think I just found one

October 20, 2015 at 11:34 am

Thank you for writing this post. In my day job, I frequently write professional correspondence to senior management, clients, and team members. That being said, I’m a little nervous about my PhD application. I appreciate the few tips I pulled from these examples.

March 7, 2016 at 11:28 pm

Dear Karen Would you please send me a template for PhD application? I am a PhD student in my country but I want to apply for a part-time PhD research as PhD research opportunity in a foreign country. Thank you Best regards, Mahboob

March 9, 2016 at 9:26 pm

No, I don’t send templates for any type of writing, and especially not for Ph.d. applications.

May 30, 2016 at 6:21 pm

Thank you for your advice, it really helped me. I sent e-mail to a professor and he answered me asking to send CV, Cover letter, and Personal statement. Would you please help me about what should I write in the cover letter and what is the difference between it and personal statement.

Thanks a lot.

May 31, 2016 at 3:19 pm

We offer this help on a case by case basis. Please email me at [email protected] .

March 25, 2017 at 5:12 am

Dear Karen:

Your kind help is helpful to many new graduates.

Sincerely, Khurram ali shah

August 18, 2016 at 1:32 pm

Dear Dr. Karen,

Thank you for your informative article. I have a rather trivial question about … style (?)

At the end of the text of the email, is there a reason for using a comma after “Thank you very much” instead of a period (dot) or an exclamation mark? Thank you very much!

August 30, 2016 at 5:42 am

Dear Karen I must say you have done a good job in helping people like me regarding this area. Thank you so much for sharing. I would like to know if you offer any paid services in relation to research in general. Secondly, I am currently working on my research proposal and will be consulting potential supervisors very soon, however I do have a big worry. I am 32 years and I intend to start my Ph.D next year. I have 2 Bachelor of Science Degrees and a Masters of Science Degree. I have never worked, all I ever did was go to universities.If the supervisor asks for my CV, which has only a list of courses I have undertaken, would it be OK if I told them I never worked? Do you think having never worked is a disadvantage for me to be considered for a Ph.D? Thank you

September 5, 2016 at 3:36 am

You are amazing for doing this. I found this absolutely helpful.

October 4, 2016 at 7:00 am

Just used your advices for a PHD request in Finland. Fingers crossed!

January 27, 2017 at 7:42 am

Great advice, I just used then in my Master’s application. Thank you!

February 19, 2017 at 9:13 am

Thanks, it gave me a boost.

May 19, 2017 at 6:07 pm

99% of the professors will ignore the email since it is too long, and they cannot afford to read 200 such long emails which come to their inbox every day.

March 28, 2018 at 2:11 pm

Good, but most importantly, “How do we reply for a response?”

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The Ultimate Guide to Emailing Prospective PhD Supervisor

Embarking on the journey towards a Ph.D. is a momentous step in one’s academic and professional life. As you set your sights on this challenging yet rewarding path, a crucial initial stride involves reaching out to prospective Ph.D. supervisors. The art of crafting that introductory email is more than a formality – it’s your first chance to make a lasting impression.

In the world of academia, where precision meets passion and mentorship is paramount, composing an email to a potential Ph.D. supervisor requires finesse. This blog post serves as a guide through the labyrinth of considerations, providing insights on how to artfully construct that crucial first email. From the subject line that beckons attention to the closing remarks that leave a positive resonance, we’ll delve into the intricacies of communication that can pave the way for meaningful mentorship.

So, whether you’re a prospective graduate student navigating the uncharted waters of doctoral studies or an academic advisor seeking to impart wisdom to your mentees, join us on this exploration of the nuanced art of emailing a prospective Ph.D. supervisor. Let’s unlock the secrets to making that digital handshake not just professional, but genuinely impactful. After all, in the realm of academic pursuits, the first email is more than a correspondence – it’s the prologue to a potential scholarly alliance.

Introduction

Subject line mastery, personalized greeting, introduction of yourself, expressing genuine interest.

Aligning Your Academic and Research Background with the Professor's Work:

Showcasing Relevant Skills and Experiences:

Asking if the professor is currently accepting new phd students:, how to format and present attachments, showcasing humility and openness, conveying openness to discussing potential research directions:.

Connecting Your Aspirations with the Professor's Expertise:

Leaving the Door Open for Further Discussion:

Proofreading tips to ensure clarity and correctness:.

Acknowledging the Professor's Busy Schedule:

Reinforcing the Importance of Patience in the Process:

Download the email the template here:.

Embarking on a Ph.D. journey is akin to stepping onto a scholarly odyssey, and the first email to a prospective supervisor serves as the compass. It’s not merely an introduction; it’s the key to unlocking doors to academic mentorship and research collaboration. This email lays the foundation for what could be a transformative alliance in the pursuit of knowledge.

In the realm of academia, where ideas are exchanged as currency, a generic email won’t suffice. A well-crafted and personalized message not only demonstrates your genuine interest but also reflects your commitment to excellence. It’s the difference between a fleeting acknowledgement and a memorable introduction that resonates with a potential mentor.

Approaching a prospective Ph.D. supervisor demands a delicate balance of professionalism and respect. This initial email is your opportunity to showcase not only your academic aptitude but also your interpersonal skills. Remember, you’re not just presenting yourself as a potential researcher; you’re extending a courteous invitation for collaboration.

The subject line is the gateway to your email – it’s the first impression your prospective supervisor will have of your communication. In a crowded inbox, a compelling and relevant subject line is your beacon, guiding your email out of the sea of messages and into the forefront of the recipient’s attention.

Provide actionable tips for crafting a subject line that stands out. Here are some examples:

Be Specific and Concise: “Inquiry Regarding Potential Ph.D. Supervision Opportunity”
Highlight Your Connection: “Admired Your Research on [Specific Topic] – Seeking PhD Guidance”
Express Enthusiasm: “Passionate Prospect Seeking Research Adventure Under Your Guidance”
Include Your Name: “John Doe’s Inquiry: Exploring PhD Opportunities in [Field]”
Avoid Ambiguity: “Ph.D. Application Inquiry – [Your Full Name]”

By incorporating these elements into your subject line, you’re not only conveying professionalism but also giving the recipient a clear understanding of the purpose of your email.

When addressing a potential PhD supervisor, the use of the correct title and surname is not just a matter of etiquette; it’s a demonstration of your respect for their position and accomplishments. Instead of a generic “Dear Professor,” consider addressing them as “Dear Dr. [Last Name]” or as per any specific preference they may have indicated.

In this section, you have the opportunity to present yourself as more than just a name in an email signature. Start with a succinct introduction that includes your current academic status, major field of study, and any relevant academic achievements. For instance, “I am currently completing my master’s degree in [Your Field] at [Your University], where my research has focused on [Brief Description of Your Research]. My academic journey has equipped me with a solid foundation in [Key Academic Areas], and I am eager to further explore these domains through doctoral studies.”

Beyond stating your academic credentials, take a moment to articulate why you are specifically reaching out to this particular professor. Showcase your awareness of their work and its impact on your academic interests. An example could be, “Having delved into your published works, particularly your groundbreaking research on [Specific Topic], I am captivated by the potential intersections between my academic background and your ongoing projects. Your innovative approach to [Highlighted Concept] aligns seamlessly with my research aspirations, and I am eager to explore potential collaboration under your guidance.”

This section is your opportunity to communicate your enthusiasm for the professor’s research. Instead of generic statements, articulate your genuine interest. For instance, “I am writing to express my deep interest in your research, particularly in the area of [Specific Research Area]. The innovative approaches and groundbreaking contributions your work has made in [Highlighted Concept] have greatly inspired my academic pursuits. Your dedication to pushing the boundaries of knowledge in this field aligns seamlessly with my own passion for [Related Academic Interest], and I am eager to contribute to the ongoing dialogue under your mentorship.”

Going beyond a general expression of interest, take a moment to highlight specific aspects of the professor’s work that have resonated with you. This could include mentioning specific papers, projects, or methodologies. An example could be, “Your recent paper on [Paper Title] caught my attention, especially the way you navigated [Highlighted Methodology]. This innovative approach aligns perfectly with my own research interests, and I am eager to explore potential areas of collaboration or build upon this methodology in my doctoral studies.”

Explaining Your Fit

Aligning your academic and research background with the professor’s work:.

This section serves as the bridge between your academic journey and the professor’s research landscape. Instead of generic statements, explicitly align your academic and research background with the professor’s work.

For instance, “Given my academic journey in [Your Field], I have cultivated a deep interest in [Specific Academic Area], an interest that resonates strongly with your impactful work in [Professor’s Research Area]. My thesis on [Your Thesis Topic] allowed me to delve into similar methodologies and challenges as those addressed in your research on [Professor’s Research Topic]. This alignment not only fuels my passion for the subject but also positions me as a candidate eager to contribute meaningfully to your ongoing research endeavours.”

Beyond academic alignment, it’s crucial to showcase the practical skills and experiences that make you a valuable addition to the research team.

For instance, “My hands-on experience with [Specific Research Technique] during my internship at [Relevant Institution] has equipped me with the skills necessary to contribute effectively to your ongoing project on [Professor’s Project]. Additionally, my role as [Your Role] at [Previous Institution] allowed me to refine my [Highlight Relevant Skills], skills that I believe would complement your research group’s objectives. I am excited about the prospect of bringing these skills to your team and contributing to the innovative work for which your research group is renowned.”

Stating Your Purpose

This section marks the transition from expressing interest to explicitly stating your intent. Be straightforward and unambiguous in expressing your interest in pursuing a Ph.D. under the professor’s guidance. For instance, “I am writing to express my keen interest in joining your research group for a Ph.D. program. Your work has been a guiding light in my academic journey, and I am enthusiastic about the prospect of contributing to and learning from your esteemed research team. I am particularly interested in exploring potential Ph.D. opportunities under your mentorship and would be grateful for any guidance you can provide regarding the application process.”

Don’t leave room for assumptions; directly inquire about the professor’s availability for new Ph.D. students. For instance, “I understand the demands on your time, and I appreciate your consideration of my inquiry. Before proceeding further, I would like to inquire about the current status of Ph.D. opportunities within your research group. Are you currently accepting new Ph.D. students, and if so, what steps should I follow in the application process? Your guidance in this matter would be immensely valuable as I navigate this next step in my academic journey.”

Attaching Your CV and Academic Transcript

This section serves as the backbone of your introduction. Attachments such as your CV and academic transcript provide a detailed snapshot of your academic journey. Emphasize the importance of these documents in showcasing your qualifications. For instance, “To provide you with a comprehensive overview of my academic background and research experiences, I have attached my Curriculum Vitae (CV) and academic transcript. These documents encapsulate my educational journey, research endeavours, and relevant skills. I believe they will offer you valuable insights into my qualifications and suitability for potential Ph.D. opportunities within your research group.”

Ensure that your attachments are presented in a clean and organized manner. Consider guidance such as, “For your convenience, I have attached the documents in PDF format to maintain formatting integrity. The CV provides an overview of my academic and professional background, while the academic transcript offers a detailed account of my coursework and performance. I hope this format is suitable; however, please let me know if you prefer an alternative format or if additional documentation would assist you in evaluating my candidacy.”

This section is your opportunity to showcase humility and eagerness to be a part of the academic community. Express your passion for learning and collaboration. For instance, “I am eager to embark on this Ph.D. journey not only to deepen my understanding of [Your Field] but also to contribute meaningfully to the ongoing research in your esteemed research group. Your mentorship is invaluable, and I am excited about the prospect of learning from your wealth of experience. I look forward to the opportunity to collaborate with you and fellow researchers in pushing the boundaries of knowledge.”

Demonstrate your flexibility and openness to aligning your research goals with the professor’s expertise. Communicate this willingness clearly. For instance, “While my academic background has led me to develop a keen interest in [Your Field], I am open to tailoring my research focus to align with the ongoing projects within your research group. I believe that collaborative exploration of potential research directions will not only enrich my doctoral experience but also contribute meaningfully to the objectives of your research team. I would be honoured to discuss potential research directions further and explore how my skills and interests can complement the goals of your research group.”

Highlighting Your Motivation

This section allows you to offer a glimpse into your personal motivations, driving your pursuit of a Ph.D. Share these motivations sincerely. For instance, “The decision to pursue a Ph.D. is deeply rooted in my passion for [Your Field]. My experiences have fueled a desire to not only contribute to the academic discourse but also to address real-world challenges in this field. The prospect of conducting research under your mentorship aligns perfectly with my aspiration to make meaningful contributions to the ongoing conversations in [Your Field].”

Connecting Your Aspirations with the Professor’s Expertise:

Demonstrate how your personal aspirations align with the professor’s expertise, creating a synergy that benefits both parties. For instance, “Your expertise in [Professor’s Expertise] strongly resonates with my long-term goal of [Your Aspiration]. I am motivated not only to deepen my understanding of [Your Field] but also to leverage that knowledge to [Specific Aspiration or Contribution]. Your mentorship, rooted in your extensive work on [Professor’s Research Area], positions you as the ideal guide to help me translate my aspirations into impactful research outcomes.”

Proposing a Follow-up

This section marks the transition from an introductory email to a potential dialogue. Suggest a follow-up action that takes the conversation beyond email. For instance, “I would be delighted to discuss my potential Ph.D. journey further. If convenient, may I propose a meeting or a brief call at your earliest convenience? I believe that a more in-depth conversation would provide a valuable opportunity for me to learn more about your research group and for us to explore potential areas of collaboration.”

Conclude the email by expressing your openness to ongoing dialogue. For instance, “I am open to any additional information or documentation you may require and am eager to continue our conversation. Your insights and guidance are highly valuable to me, and I look forward to the possibility of further discussing how I can contribute to the vibrant research community within your department.”

Being Professional

Maintaining a professional tone in your communication is paramount when reaching out to a prospective Ph.D. supervisor. This sets the stage for a respectful and constructive interaction. Instead of overly casual language, opt for a tone that reflects your seriousness and respect for the professor’s position. For instance, “In the interest of maintaining a professional and respectful dialogue, I am writing to express my interest in pursuing a Ph.D. under your guidance.”

Proofreading is an essential step to ensure your email is clear, error-free, and leaves a lasting impression. Consider these tips:

Clarity: Read your email from the perspective of someone unfamiliar with your background. Ensure that your message is clear and easily understood.
Grammar and Spelling: Use tools like spell-check, but also manually review your email for grammatical errors. Incorrect grammar can detract from the professionalism of your communication.
Conciseness: Ensure your email is concise and to the point. Professors often have limited time, so brevity while maintaining completeness is key.
Formality: Check that your salutation, closing, and overall language maintain a level of formality appropriate for academic communication.
Relevance: Confirm that all content in your email, including attachments, is relevant to the purpose of reaching out to the prospective supervisor.

By investing time in careful proofreading, you not only demonstrate attention to detail but also present yourself as a candidate who values precision in academic communication.

Respecting Their Time

In academia, where time is a precious commodity, brevity and clarity in communication are invaluable. Instead of lengthy paragraphs, aim for concise and focused messaging. For instance, “I understand the demands on your schedule and appreciate your time. In the interest of brevity, I would like to express my interest in joining your research group for a Ph.D. program. Attached is my CV and academic transcript for your review. I look forward to the opportunity to discuss potential collaboration further.”

Acknowledging the Professor’s Busy Schedule:

Open your email with a polite acknowledgement of the professor’s busy schedule to set the tone for respectful interaction. For instance, “I hope this email finds you well amidst your demanding schedule. I understand the commitments that come with your esteemed position, and I truly appreciate your time in considering my inquiry about potential Ph.D. opportunities within your research group.”

Follow-Up Etiquette

It’s not uncommon for busy academics to have overflowing inboxes. If you haven’t received a response after a reasonable period, consider sending a polite follow-up. For instance, “I hope this message finds you well. I understand that you have a busy schedule, and I appreciate your time in considering my initial inquiry about potential Ph.D. opportunities. I wanted to follow up and express my continued interest in joining your research group. If there’s additional information you require from my end or if you would prefer to schedule a time for a brief discussion, please let me know. I understand your commitments and would be grateful for any guidance you can provide.”

Patience is key when reaching out to prospective Ph.D. supervisors. Reinforce this to your readers by stating, “In the realm of academia, timelines can vary, and professors may have numerous commitments demanding their attention. While it’s natural to be eager for a response, practising patience is crucial. Allow for a reasonable window of time before considering a follow-up. Remember that the application and response process for Ph.D. opportunities can take time, and demonstrating patience is a testament to your understanding of the demands of academic life.”

Email Template Regarding Potential Ph.D. Supervision Opportunity

Subject: Inquiry Regarding Potential Ph.D. Supervision Opportunity

Dear Dr. [Last Name],

I hope this email finds you well amidst your academic commitments.

I am writing to express my sincere interest in joining your esteemed research group as a Ph.D. student. Having thoroughly explored your groundbreaking work in [Professor’s Research Area], I am captivated by the depth and innovation of your research contributions.

A little about myself: I am currently completing my master’s degree in [Your Field] at [Your University], where my research has focused on [Brief Description of Your Research]. My academic journey has equipped me with a solid foundation in [Key Academic Areas], and I am eager to further explore these domains through doctoral studies.

Your expertise in [Professor’s Expertise] strongly resonates with my long-term goal of [Your Aspiration]. I am motivated not only to deepen my understanding of [Your Field] but also to leverage that knowledge to [Specific Aspiration or Contribution]. Your mentorship, rooted in your extensive work on [Professor’s Research Area], positions you as the ideal guide to help me translate my aspirations into impactful research outcomes.

Enclosed, please find my Curriculum Vitae (CV) and academic transcript for your review. I hope these documents provide a comprehensive overview of my academic background and research experiences.

I understand the demands on your schedule and appreciate your time in considering my inquiry about potential Ph.D. opportunities within your research group. If there’s additional information you require from my end or if you would prefer to schedule a time for a brief discussion, please let me know. I am open to any further guidance you can provide.

Thank you for considering my application. I look forward to the possibility of contributing to the vibrant research community within your department and am excited about the potential for collaboration.

Warm regards,

[Your Full Name]

[Your Contact Information]

Please enter your details to download the Email template:

Unlock Exclusive Access to the PhD Navigator Tool – for a Streamlined Research Experience for FREE!

Dear fellow researchers,

If you are a PhD research scholar or planning to pursue PhD, I understand the value of time in your PhD journey. That’s why I have organized my blog posts related to PhD meticulously, categorizing more than 100 articles into various stages of PhD (from planning of PhD to careers after PhD).

You can get this tool ABSOLUTELY FREE , by sending an email to [email protected] with the subject line “Subscribe: PhD Navigator Tool-1.0” By subscribing not only will you gain free access to this invaluable tool, but you’ll also receive regular updates on this tool and our blog’s latest insights, tips, and resources tailored for researchers.

You can also visit my all articles related to PhD in my PhD Section . Of course, theses articles are in random order as I have written them whenever I got new ideas.

Happy researching!

Best regards,

Dr Vijay Rajpurohit

In the intricate journey of academia, the initial email to a prospective Ph.D. supervisor is not merely a formal introduction; it is the opening chord in a potential symphony of collaboration and scholarly exploration. As we navigate the art of crafting this pivotal communication, let us not forget that behind each email address is a world of dedication, expertise, and a commitment to advancing knowledge.

By meticulously weaving elements of professionalism, genuine interest, and humility into our messages, we create a tapestry that not only captures attention but resonates with the spirit of academic curiosity. As we embark on the journey of seeking mentorship, let this be a reminder that each email is an opportunity—a bridge to connect with a mentor, a gateway to academic camaraderie, and a testament to the passion that fuels the pursuit of knowledge. May your emails be not just correspondences but stepping stones toward meaningful academic alliances.

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How to Email a Potential Supervisor

If you’re interested in graduate school, chances are you’re also thinking about contacting professors you’re interested in working with. This type of introductory, “cold” email is an important part of the graduate school application process, but it can be tricky to get right. You want to create a good impression so you stand out as a serious applicant. Here are some things to keep in mind when emailing potential PhD supervisors to increase your odds of getting a response.

Keep it short

Professors are short of time and receive a ton of emails each day. As a result, they often skim emails. A short email is both faster for them to read and reply to. If you write a long email there’s a higher chance a professor will wait to read it “later” (read never.)

Make a Connection

If you have a connection to the professor, make sure to mention it. Were you referred to them by one of their former or current students? Did you hear the professor speak at a conference or invited talk?

Have a Clear CTA

Have you ever reached the end of an email and still had no clue what the sender wanted from you? Don’t send that type of email to a professor. Be very clear about what you want from them. Ask direct questions like, “Will you be taking on new PhD students in the fall?” Questions like this are easier to answer which increases the likelihood that the professor will answer your email.

Introduce yourself

Once you’ve asked if you can work with them, briefly introduce yourself in a sentence or two. In addition to where you study, include your research interests, why you’re interested in this professor’s work, and what you can bring to the table. You should also attach your CV to the email.

Have a Clear Subject Line

The purpose of a subject line is to tell the reader what the email is about. Use a subject line such as “Inquiry from a prospective grad student” or “Potential applicant interested in your lab” to reinforce your CTA.

Thank them for their time

Ending your email by thanking the professor for their time is a polite way to show respect. Follow this up with a professional sign off.

If you don’t receive a reply from the professor within a week, it’s okay to send a gentle follow up email asking for a response. If you still don’t get a response, it might be best to move on.

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Sample emails to your dissertation supervisor

Published on October 13, 2015 by Sarah Vinz . Revised on March 24, 2017.

Making an appointment, asking questions, confirming agreements.

Dear Dr. Janssen,

The college has informed me that you will be my supervisor. I would therefore like to make an initial appointment to discuss my dissertation idea with you.

I look forward to hearing from you as to when you would be available to meet with me.

Prevent plagiarism. Run a free check.

Dear Prof. Smith,

I have encountered several difficulties while working on my dissertation. Could you please answer the following questions?

I have found only limited literature on the concept of “social enforcement.” Are you familiar with any authors who have written on this topic?
Measuring “social enforcement” in the literature has proven virtually impossible. At this point I would like to use “social control” as a starting point for the concept. What are your thoughts on this?

I would like to make an appointment to discuss these questions with you. When would be convenient for you?

I am writing in follow-up to our meeting on Monday. Could you please check the notes I have prepared concerning what we agreed and confirm that they are accurate?

Thanks in advance for your response.

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5 Effective Email Samples for PhD Supervisors: How to Write an Impressive Request or Update Email for Your Research Advisor

Are you looking for the perfect email sample to send to your PhD supervisor? Look no further! In this article, we provide you with examples that you can edit to suit your specific needs.

Crafting an effective email to your PhD supervisor can be a daunting task, but fear not! We have compiled a list of templates that will help you articulate your thoughts in a clear and concise manner. Whether it’s a progress update, feedback request, or a general inquiry, our templates can be adapted to fit your needs.

The importance of an effective email cannot be overstated. A well-written email will help establish a positive working relationship with your supervisor and convey professionalism. It will also help to ensure your message is received and acted upon in a timely manner.

So, whether you’re in the early stages of your PhD journey or nearing the end, take advantage of our email samples and improve your communication with your supervisor. With these templates, you’ll be able to save time and focus on what really matters – your research.

Without further ado, let’s dive into the examples!

The Best Structure for Email Sample for PhD Supervisor

When it comes to crafting an email to a potential PhD supervisor, structure is key. A well-structured email is more likely to catch the reader’s attention and convey your message effectively. Here are some tips for structuring an email sample for a PhD supervisor, inspired by Tim Ferriss’ writing style.

Subject Line

Your subject line should be clear and specific. It should briefly summarize the content of your email and capture the recipient’s interest. Avoid using vague or generic subject lines, as they are less likely to attract attention. Try to include your name and the purpose of your email in the subject line.

Introduction

Start your email with a brief introduction. This should include a polite greeting, your name, and a sentence or two about why you are reaching out to the recipient. Be concise in your introduction, as you want to avoid overwhelming the reader with too much information upfront.

Provide some background information that will help the recipient understand who you are and why you are interested in their work. This could include your educational background, research interests, and any relevant experience you have. Be sure to emphasize why you are interested in working with this particular supervisor.

In the body of your email, clearly state the purpose of your email. This could be a request for a meeting or a discussion about potential research opportunities. Be specific about what you are asking for, and keep your email concise and focused.

End your email with a polite closing, thanking the recipient for their time and consideration. Be sure to include your contact information, such as your phone number and email address, in case the recipient would like to follow up with you.

In conclusion, crafting an effective email sample for a PhD supervisor requires attention to structure. By following these tips inspired by Tim Ferriss’ writing approach, you can create an email that is clear, concise, and effective in conveying your message to a potential supervisor.

Seven Email Samples for PhD Supervisor

Requesting a letter of recommendation for phd application.

Dear Professor ____________,

I hope this email finds you well. I am writing to ask if you would be willing to write me a strong letter of recommendation for my PhD application to _________________. As you may remember, I worked with you as a research assistant on various projects, including ________________________________.

My passion and dedication towards __________ (name a specific area of research) has only grown during my time as a research assistant under your guidance. Therefore, I believe that with your support, I can make a strong case to the admissions committee.

I understand that writing a letter takes time and effort, and I would be more than happy to provide you with any information you may need to help. Please let me know if this is something you would be interested in, and I will send over my resume, statement of purpose, and any other necessary documents.

Thank you in advance for your time and consideration.

Best regards, _______________

Requesting a Meeting to Discuss Research Ideas

I hope this email finds you well. I am writing to request a meeting with you to discuss potential research ideas in the field of __________ (name a specific area of research) that I am interested in pursuing as part of my PhD studies.

I am particularly interested in your research in this area and would appreciate the opportunity to hear your thoughts on the viability of my research ideas. Moreover, I would love to learn more about the current projects that your research group is working on and how I can contribute to them.

I understand that you have a busy schedule, and I am happy to work around your availability. Please let me know what dates and times work for you, and I will make sure to accommodate them accordingly.

Requesting Feedback on a Research Proposal

I hope this email finds you well. I am writing to request your feedback on a research proposal I am currently working on. As you remember, we had several discussions on this topic during my time as a research assistant.

As I work towards writing my proposal for my PhD dissertation, I would appreciate the opportunity to have your input on my current draft. I believe that your expertise and knowledge will be incredibly valuable in helping me refine my research question and developing a viable methodology.

I understand that you have a busy schedule, but I would highly appreciate any input and suggestions you could provide on my proposal. I am happy to work around your availability and can meet with you in person or over video conferencing.

Thank You Email for Providing a Recommendation Letter

I hope this email finds you well. I just wanted to take this opportunity to thank you for providing a strong letter of recommendation for my PhD application. I was thrilled to learn that I have been accepted into the program and that your letter helped in making the decision.

Your support and guidance have been invaluable throughout my academic journey, and I am grateful for the opportunity to work with you as my supervisor. Once again, thank you for taking the time to write such a thoughtful recommendation letter.

Requesting a Recommendation Letter for a Job Application

I hope this email finds you well. I am writing to request if you could provide a letter of recommendation for a job application. The job is in the field of __________ (name a specific area of research), and I believe your recommendation would be a valuable addition to my application.

As a research assistant on various projects, including ________________________________, I have had the opportunity to learn from and work closely with you. Your guidance and mentorship have played a significant role in shaping my academic and professional aspirations.

If you are available, I would be happy to schedule a meeting to discuss more about the position and why I think it would be an excellent fit for my career goals.

Requesting an Extension on a Deadline

I hope this email finds you well. I am writing to request an extension on the upcoming deadline for my dissertation proposal. Due to unforeseen circumstances, I have been unable to dedicate as much time and attention to my proposal as I would have liked.

I understand the importance of meeting deadlines, and I apologize for any inconvenience this may cause. However, I remain dedicated to completing my proposal to the best of my abilities and making significant contributions to the field of __________ (name a specific area of research).

If you could grant me a few extra days, it would allow me to complete my proposal to the standards that I know you will expect. Thank you for your understanding and ongoing support.

Expressing Gratitude for Support and Mentorship

I hope this email finds you well. I just wanted to take a moment to express my sincere gratitude for your ongoing support and mentorship during my PhD studies. Your expertise, guidance, and encouragement have played a significant role in shaping me as an academic, researcher, and person more generally.

As I prepare to defend my dissertation, I realize how vital your support has been throughout my academic journey. Your willingness to help, challenge me, and provide feedback on my research has allowed me to grow both professionally and personally.

Once again, thank you for everything you have done for me. I hope that our professional relationship can continue even post-PhD, and I am committed to staying in touch.

Tips for Writing an Email Sample for PhD Supervisor

When you are searching for a PhD supervisor, it is essential to make a good impression while contacting them. Your email sample must be professional, short, and precise.

Here are a few tips for writing an email sample for a PhD supervisor:

Introduce yourself: Begin your email by introducing yourself, highlighting your educational background, research experience, and research interests with the potential supervisor.
Express your interest: It is essential to exhibit enthusiasm about their research, expressing your interest in working with them, and explaining your reasons for choosing that specific supervisor
Do your research: Before sending an email, do thorough research on the supervisor’s research area, current projects, previous work, and the university. This will enable you to tailor the email sample to their interests and show that you have done your homework.
Keep it concise: Short emails are more effective than long ones. In your email, explain your research background and propose a brief outline of your potential research and how it aligns with their research interests.
Attachments: If you have a research paper, thesis, or any other relevant attachment that displays your skills and experience, attach it with the email to demonstrate your competencies and abilities.
Formal Tone: Your email sample must exhibit a professional tone and be addressed to the supervisor respectfully using the appropriate title. Avoid informal or colloquial language.
Proofread your email: Ensure to proofread your email sample multiple times to eliminate any grammatical errors, spelling mistakes, or typos. Poorly written emails may negatively impact your chances of being accepted as a PhD student.
Follow up: Finally, if you do not receive a reply after a week, a polite follow-up email sample can confirm whether or not your email was received and allow you to continue with the proper communication.

Writing an email sample to a potential PhD supervisor can be intimidating, but following the above tips will help you craft a compelling email sample that can land you a PhD position. Remember, your goal is to impress the potential supervisor and differentiate yourself from the competition by showcasing your interest, research experience, and your alignment with the supervisor’s research interests.

FAQs related to Email Sample for PhD Supervisor

What should i include in the subject line of my email to my phd supervisor.

Make sure to include your name, the purpose of the email, and any important information such as the title of your thesis or the date of your next meeting.

How should I address my PhD supervisor in the email?

Use their formal title (e.g. Dr. or Professor) and their last name. If your relationship with them is more informal, you can use their first name with permission.

What information should I provide about my progress in my email?

Include a brief summary of what you’ve accomplished since your last meeting, any challenges or questions you have, and any upcoming deadlines you need to meet.

How should I close my email to my PhD supervisor?

End your email with a polite and professional closing such as “Thank you for your time” or “Sincerely.”

What is the recommended length for an email to my PhD supervisor?

Keep your email concise and to the point. Aim for no more than a few paragraphs.

Is it appropriate to ask for feedback on my work in the email?

Yes, it’s appropriate to ask for feedback on your work. However, be specific about what you’d like feedback on and be sure to acknowledge your supervisor’s time and expertise.

How soon should I expect a response to my email?

Your supervisor may have a busy schedule, but they should respond to your email within a few days. If you don’t hear back, you can send a follow-up email or approach them in person.

Should I attach any documents to my email?

If you have any relevant documents to share, such as a draft of your thesis or a presentation for your next meeting, attach them to your email. Be sure to explain the purpose of each attachment in your email.

What should I do if I need to cancel or reschedule a meeting in my email?

If you need to cancel or reschedule a meeting, apologize for any inconvenience and suggest some alternative times that work for you. Be respectful of your supervisor’s time and schedule.

Signing Off

All right, folks, that’s a wrap. I hope this email sample for a Ph.D. supervisor helps you to make a great first impression. Remember, you want to give the impression of being respectful, concise, and capable. And, of course, don’t forget to double and triple check your spelling and grammar. Thanks for taking the time to read this article – I appreciate it. Be sure to come back soon for more tips, tricks, and useful information. Until then, happy emailing!

Sample Email to Professor for PhD Admission: Tips and Examples
Sample Email From Student to Academic Advisor: A Guide for Effective Communication
Sample Email to Academic Advisor: How to Write a Professional Message
10 Effective Academic Advisor Email Sample Templates to Inspire Your Communication
How to Write a Perfect Potential PhD Supervisor Email Sample
10 Proposal Email Sample to Client Templates for Winning Projects

A First-Gen's Guide to Grad School: How to Get in, Survive, and Thrive

Helping first-gen students along their PhD journey!

PhD Admissions: Emailing Potential Advisors

A great way to initiate contact with a potential advisor is by introducing yourself through email! If you are applying to programs where you don’t need an advisor lined up, then you don’t necessarily have to do this step. However, if you are applying to programs where you are expected to have an advisor before you start, this step is especially important. Here are some of my tips for emailing potential advisors as well as the email templates I used:

PRO TIP #1: Make sure there are at least TWO professors whose research aligns with yours at each program you apply to! Only having one is risky because you never know what could happen (e.g., they could get a new position at another university and you don’t want to move with them).

PRO TIP #2: DON’T FORGET TO ATTACH YOUR CV!

PRO TIP #3: Read at least one recent article by your POI (professor of interest) so that you can mention their work in your email (e.g., one that was published in 2018 or later).

PRO TIP #4: Check the lab/program website BEFORE emailing POIs to make sure it doesn’t already say whether they are accepting students. Also check a professor’s personal website (if they have one).

PRO TIP #5: I sent out emails mid-late October, which I think is a good time to do so. By this time, professors will probably have a sense of whether they will be able to accept a student into their lab. However, if you want to email earlier, that’s also fine.

PRO TIP #6: Don’t be afraid to send follow-up emails if your POIs don’t respond the first time! I sent a few follow-up emails after 2 weeks and received responses from everyone. Also be sure to send the follow-up email in the same thread that you sent your initial email so your POIs can see your previous attempt to reach out. I had a 17/18 (94.4%) success rate with the following email templates, so I hope they work as well for you all!

Published by enricab7

Fifth-year Communication and Media, and Developmental Psychology PhD candidate at the University of Michigan. Future media/developmental psychologist. Interested in the ways that media help us form our identities. My blog aims to help other first-gen students on their PhD journey! View all posts by enricab7

36 thoughts on “ PhD Admissions: Emailing Potential Advisors ”

Good tips! Especially #3.

Thank you SO MUCH for this. I have not seen a better example.

No problem! I’m glad it’s helpful 🙂

Thank you so much! I hope you know how much this means to me as a first-gen/Latinx student!

No problem! I’m glad I can be of help 🙂

A motivating discussion is worth comment. I do believe that you should publish more about this subject, it may not be a taboo matter but usually people do not speak about such topics. To the next! Kind regards!!

Thank you so much for your help. Your tips are really amazing! I hope you can publish more soon. I have just written my CV and need someone to provide me some valuable feedback on that. Would you please help me with this matter and, if possible, send me your email address? I would be greatly appreciative of your valuable help.

Sure! You can email me here: [email protected] .

Excellent post. I used to be checking constantly this weblog and I am impressed! Very useful information specially the closing section 🙂 I deal with such info much. I used to be looking for this particular info for a very lengthy time. Thanks and good luck.

Hi! This is my first comment here so I just wanted to give a quick shout out and say I genuinely enjoy reading your posts. Can you recommend any other blogs/websites/forums that deal with the same topics? Thanks a ton!

Thank you so much! If you want to read more posts about being first-gen or just about grad school life in general, I would definitely recommend Academic Twitter posts (this page would be a good place to start: https://twitter.com/academicchatter ). Also feel free to check out #AcademicTwitter and #firstgen posts!

Thank you for your information! I am an international student and have a question. Is the last sentence of the follow-up email template grammatically correct? I do not see conjunction before “will you?” I would appreciate it if you could help me with English.

Hi! There is a comma before “will you” in the template, which I *believe* is grammatically correct.

Thank you so much for the awesome tip!!

No problem!

Thank you so much for this guide. Sir can you review my statement of purpose

no problem! If you send it to me at [email protected] , I can maybe take a look at it (I may not be the best person to review it if you’re applying for programs outside of the social sciences, but I can try!).

Your tips has risen great confidence in me. I hope to share my success story with you. Thanks

I’m glad my tips have been helpful!

Hello, thank you for this post! I am new to all this. I applied to a Master’s program in January. I thought for my particular program that it was not a requirement to secure a supervisor prior to applying. So I didn’t email any professors. Now people are hearing back and one successful applicant shared that I should’ve talked to a potential supervisor. Is it now too late to do that? or since I didn’t get rejection yet, I should go ahead and try emailing some professors? what would you advise? 🙂 Thank you in advance!

Hi! I don’t think it would hurt to email professors. The worst that could happen is that they don’t respond (which could be the case for several reasons, so I wouldn’t take it personally). Go for it!

You are at a really nice university. Good job! 👍 Who taught you to advocate for yourself? Did you have a mentor?

Thanks! I’ve had several mentors over the years that have believed in me and my abilities even when I didn’t (and still have a hard time doing so now). Their encouragement is why I have been able to slowly but surely advocate for myself and help others do the same!

Hi! Thank you for this post. Regarding pro tip #4, I’m wondering if it would still be a good idea to email potential advisors if they did list whether they are taking students in this application cycle. Should I confirm with them if they are taking students, or would that be redundant? Would it be a good idea to just introduce myself or ask another question? What are some other questions that may be good to ask?

Hi Lisa! If a potential advisor lists that they are taking students for this application cycle, I don’t think it’s necessary to email them (unless it is not clear that they are accepting students for the 2023-2024 school year, then you can maybe email to clarify as this info may be from last year).

However, if you are wondering whether, for example, they are still planning on taking their research in a direction that relates to your interests in the near future, you can maybe ask that? Otherwise, I would say to maybe not send an email. Some professors also say that they don’t chat with students before interview/recruitment weekend so that’s also something to keep in mind. Hope this helps!

Thank you so much for the advice! It is really helpful! I did notice one professor wrote on her faculty page that it is not necessary to contact her ahead of time. Others encourage students to reach out ahead of time. So it sounds like it varies widely.

No problem! Yes, I would definitely say it varies widely.

Thank you!! This was extremely helpful!! I’ve been overthinking these emails for weeks. This helped clarify something’s for me.

this is awesome! will definitely use this

glad it’s helpful!

How to Write First Email to Potential PhD Supervisor: With Examples

Writing your first email to a potential PhD supervisor is an important step in initiating contact and expressing your keen interest in their research work. There is a thin line between making a good first impression and making a bad one, so properly structuring your first email is crucial to getting a positive response. It is suggested that you reach out to the PhD supervisors one to two months before the set deadline.

Table of Contents

A Few Golden Rules You Must Know Before Writing an Email

What PhD programme you want to take. Before writing an email, check a few departments at the university to identify a research topic that interests you.
Check the admission criteria for the program you intend to pursue
Identify those professors whose research areas are closely associated with something you want to work on.

How to write first email to potential PhD supervisor?

Although looking for a potential PhD supervisor may seem like a daunting task, it is the first and necessary step to follow if you are applying for a PhD program.

Before writing an email, it is crucial to do some homework. Learn about the professor’s research work and academic specialisations. You can find this information on the university/departmental website, where the supervisors will have their own profile page. Here, they will mention their research work, whether they accept doctoral candidates and the areas they are keen to supervise.

Steps to Write a First email to Potential PhD supervisor

A clear and concise subject line.

Avoid writing a vague subject line, especially in your first email to your PhD supervisor. There is a chance that it may end up in their junk folder. For example, the subject line can be something like this:

Prospective PhD student interested in “Cell Based Nano Systems for Cancer Diagnosis and Treatment”
Prospective PhD Student Inquiry
Introduction

Begin your email with a respectful salutation . In the first paragraph, you can introduce yourself and write about your background, research experience and interests that align with the PhD supervisor’s work.

Explain Your Intent

Clearly write about your intention in the main body of the email. This section must mimic your CV, highlighting your eagerness and suitability for the PhD programme and your interest in your supervisor’s research topic .

Discussion or a Meeting

Request them to suggest a convenient day to discuss potential collaboration. This can be done either in person, on a call, or in an online meeting.

The conclusion should summarise your suitability and your interest in the doctoral programme. Ensure that you have demonstrated your experience and commitment in the particular research area. Conclude by thanking the PhD supervisor for their time and consideration.

It is important to keep the email brief and specific. Avoid hesitant statements or passive sentences. Supervisors have hectic schedules, so it may take a couple of weeks to get a reply. If you don’t hear from them in a week or two, it is worth sending a polite reminder. However, avoid badgering them with numerous follow-up emails.

Examples of Sample Emails

Below are examples of sample emails to send to potential PhD supervisors. However, you can customise these emails by including your own research interests, background, and goals.

Subject: Prospective PhD Student Interested in Your Research (Year)

Dear Dr. (PhD Supervisor’s Name),

My name is (your name), and I recently earned a degree in (degree) from (university name) in (year). I am keen on pursuing (research work you want to pursue), which made me look into (university name). I was excited to learn that my research interests (write about your research interest) coincide with your research work.

My interests align with your lab’s studies, particularly (your PhD supervisor’s research topic). I was delighted to read your latest publication on this subject, and I want to contribute to similar topics to further our understanding of (a topic that needs more research).

Are you currently considering applications from new students into your lab for (Year)? If so, I have attached my CV for your consideration.

Thank You for your time!

(your name)

Subject: Prospective PhD Student Inquiry

Dear (Surname of Academic Title),

I hope you are well.

My name is (Your Name), and I am a (your academic background or current position) with a keen interest in (research interests). I am emailing you as I am considering applying to a PhD programme in (department) at the (University) for the academic year (relevant year). My research into (dissertation topic) during my (master’s or degree type) has inspired me to pursue (proposed area of interest) at the doctoral level.

I am reaching out to inquire about the possibility of pursuing my doctoral programme under your supervision. Your expertise aligns closely with my research interests, and I feel that you would be the most suitable PhD supervisor for this study programme. I have attached the outline of my research proposal to give a sense of the research work I plan to undertake.

Please let me know your initial thoughts or feedback on the research topic. Would it be possible to call or schedule a meeting to discuss potential PhD supervision in more detail at your convenience.

Thank you for your kind consideration, and I look forward to hearing from you.

[Your Name]

Things to remember before writing an email to PhD supervisor

There are a few key facts to consider before writing an email to a PhD supervisor that will not only create a first impression but also increase the prospects of getting a favourable response.

Research: Do your homework. Gather all information regarding the potential PhD supervisor’s research interests, recent publications, background, etc., to ensure it aligns with your own interests and goals.
Personalize the Email: Do not send generic emails to every professor on your list. Personalize your email by addressing the supervisor by name. If you want a robust application, mention a few aspects of their work that you are keenly interested in. You can use a few similar phrases in the emails, but avoid using the same template.
Clarity: Professors have busy schedules, so they do not devote much time to the emails they receive. So, impressing them in one or two minutes is crucial, or your email may end up in their junk folder. Clearly articulate your research experience, academic background, and interests in a concise manner. Do not forget to mention why you are interested in working with the professor.
Subject Line: A clear subject line summarising your email’s intent is another crucial aspect that one needs to remember. Ex: “Research Collaboration Opportunity” or “Prospective PhD Student Inquiry”
Express Gratitude: I politely request an opportunity to discuss the PhD supervisor or potential collaboration and express your gratitude for their time and consideration.
Proofreading: Proofreading your email for grammar, punctuation, and spelling is important. A well-written email demonstrates professionalism.

How do you email a PhD guide?

Follow these steps while emailing a PhD guide:

Clear subject line
A brief introduction of yourself, your background, and your current position.
Express your interest
Explain why you are seeking Phd guide
Request for a meeting to discuss PhD supervision
Express gratitude and close the email politely.
Proofread the email before sending

Can I copy paste sample emails?

Although it is acceptable to draw inspiration from sample emails, copy-pasting without personalisation may seem insincere and impersonal and may create a negative impression. So, it’s essential to customise the email to reflect your interests, background, and goals.

What to do if a phd advisor replies to your email?

If a PhD supervisor replies to your mail, then follow these steps:
Respond Promptly
Express Gratitude
Address all the questions of your advisor in your response
Propose next steps
Be flexible
Prepare for the meeting
Continue building the relationship even if the initial interaction did not result in immediate supervision or collaboration.

Should I mail more than one potential PhD supervisor?

If you have multiple research interests, contacting numerous potential supervisors is fine. However, each mail should be personalised. Avoid copy-pasting identical mail to all potential supervisors.

Relevant Articles :

AI Research Topics for PhD
PhD Research Journey: 21 Strategies and Tips for Maintaining Enthusiasm
Understanding Research Problem Statements: A Guide with Examples
How Can I Avoid Plagiarism in a Research Paper?

Sample emails to your thesis supervisor

A good thesis requires good communication between you and your thesis supervisor. This includes emails! Yet, even a simple email can lead to stress and overthinking. If you struggle to communicate with your thesis supervisor via email, have a look at six sample emails for inspiration.

General tips for emailing your thesis supervisor

Every relationship between student and thesis supervisor is unique. And everyone has a unique (email) writing style.

Sample email to thesis supervisor inquiring about potential supervision

The first email to a potential thesis supervisor tends to be very formal. If you have never met the potential thesis supervisor in person before, make sure to check out tips on how to cold-email professors. In the following sample email, however, we assume that the student and the potential thesis supervisor met before.

Sample email to thesis supervisor setting up a meeting

Sample email to thesis supervisor sharing post-meeting action points

To get the most out of thesis supervision meetings , it is highly recommended that the student takes notes during the meeting. Based on these notes, the student then summarises the key takeaways from the meeting, or action points, so to speak. These action points will guide the student’s work until the next meeting, and provide a written record of agreements.

Sample email to thesis supervisor asking for feedback

Sample email to thesis supervisor asking for support

Sample email to thesis supervisor when not meeting a deadline.

And lastly, there are the unfortunate occasions where you made agreements with your thesis supervisor, which you cannot meet. Pulling an all-nighter is generally a bad idea, as sleep is crucial for efficient thesis writing . It might be smarter, to be honest, and open about it and to inform your thesis advisor in advance. In the following sample email, the student informs the supervisor that he cannot meet the agreed deadline.

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How to email a potential supervisor

Tips and templates for how to ask an academic to supervise your research project.

Compose your email carefully

Use your ANU email address; by policy, ANU staff can only communicate with ANU students through your ANU email address.
Use an informative, brief subject line.
Use formal language (no emoticons, abbreviations, etc.)
Address a potential supervisor as Dr (appropriate for anyone with a PhD) or Prof.
Be direct. Introduce yourself and your reason for emailing.
State if you are interested in a course project, an honours project, or a masters project.
If you are interested in a specific project or topic mentioned on the website, explain why.
If relevant, mention a paper you read and why it was interesting to you or a question you have.
Ask to schedule a meeting and suggest several times that suit you.
Acknowledge that the potential supervisor may be busy and provide them the opportunity to suggest alternate times.
Sign using your legal name, as well as any name a staff member may know you by.
Attach a CV and your Statement of Results (from ISIS).

After you email

Don’t take it personally if the potential supervisor doesn’t respond immediately! Researchers travel, teach, do research, supervise students, serve on university committees and are very busy.
If you don’t hear back in a week or so, you can send a brief, polite follow-up email.
You should respond promptly if the researcher emails you, thank the supervisor for the response, and respond to any questions.
If the potential supervisor asks to be addressed by a first name or signs an email with a first name, you can address future emails using the potential supervisor’s first name.

Email templates

DO NOT SEND THIS EMAIL

From: [email protected] Subject: Research

I want to do research! J Im a grt student and want to learn more. What do you do research on?

TX, Student Name

DO SEND THIS EMAIL

From: [email protected] Subject: Potential research project

Dear Professor Surname , I am a year in degree at ANU and I am writing to ask about opportunities for Honours research projects in Semester 1 of next year. I did a research project on topic with names in course . Expression of interest in the topic . I am especially interested in your previous work on describe a paper or talk .

I would appreciate the opportunity to meet with you time period , but please let me know if a different time would be more suitable. I have attached my CV and statement of results to this e-mail, but if there is additional information that I have not included that you would like, I would be happy to provide it to you. Thank you for your consideration.

Sincerely, Ambitious Student

Modified from UC Santa Cruz How to Email a Research Professor .

Dear Professor X , My name is Name , and I am very interested in becoming involved in research in Subject Area . I am a X year student, and I have taken Courses and Additional Experiences . I have attached my CV and statement of results. My goal is to Goal .

I have reviewed your staff profile and am interested in the work that you have done. I was intrigued by your journal article, "Article Title." It Additional Information about Topic . I would like to get involved in research in this area because it will help me to better prepare for Goals .

Would it be possible to meet with you to further discuss Topic and my possible involvement in research? I am available Days and Times , but please let me know if a different time would be more suitable. I look forward to hearing from you.

Sincerely, Name

Modified from UC Irvine Undergraduate Research Opportunities Program .

Updated: 15 August 2019 / Responsible Officer: Science Web / Page Contact: Science Web

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Email to Professor for Supervision in PhD

Ph.D. is a research program in which students who have completed their master’s get enrolled. They perform the research in a specific area of knowledge and interest and once they have made a significant contribution to their chosen field, they receive a doctorate. It is important to note that conducting research is a rigorous process that a student cannot complete without someone’s assistance. Therefore, they look for a professor who has knowledge in the same area and who has a deeper insight into performing the research.

What is an email to a professor for supervision in Ph.D.?

It is a formal email that an aspiring student writes to the professor and requests him/her to provide his/her supervision. The professor can be anywhere in the world and via email; it is very easy to reach out to them.

In this email, a student tries to convince the professor to be ready to supervise the students so that he or she can complete their doctorate in the relevant area. Thus, this email needs to be written with care.

How to write an email to the professor for supervision in my Ph.D.?

Start with your introduction:.

As you begin the email, remember to give your introduction. Your introduction should include only those details that are necessary for a professor to have. Some common elements of the introduction section are:

Student’s name and nationality
Name of the university from where the student completed the master’s degree
Area of interest
Name of the completed program
Year of completion of master’s program

Mention your area of interest:

A person who is being asked for supervision always wants to know the interest of the student. This lets the professor decide whether he can supervise that student or not because if the area of the research of a student is not in line with the research of the professor, it would be very difficult for both of them to work with each other.

Give details of publications:

A student becomes a very strong candidate to be chosen to work as a student in a doctoral program in an institute when he has published some research papers. This shows that a student has a solid background in the research field.

A professor, after seeing publications, can also feel that the aspiring student has plenty of knowledge about performing research and therefore, he can be very easy to supervise. Make a list of research papers mentioning their titles, year of publication, name of the journal paper, and much more.

Here, you should also discuss your master’s program in detail and the thesis you wrote to complete your research-based master’s since a Ph.D. becomes the extension of the master’s program.

Specify your achievements:

Professors want to work with a person who is well-groomed and capable. How capable a person is depends on many factors. A professor usually judges the students from his achievements in academia and also in the field of research. A student should never forget to list down his achievements one by one.

Mention your skill set:

Every student is required to be equipped with such skills that can help them ace the doctoral program. A supervisor would like to know what skills you have got and how they are going to help you in performing the research. For instance, if you want to do research in the field of machine learning, mentioning that you have learned Python programming language will be very helpful for you.

Make a request:

Since you are writing this email to convince the professor to choose you to extend a study area and make some contributions to it, you should request at the end and ask the professor to supervise you. Let him know when you will be ready for taking admission to the doctoral program. Also, ask him to let you know about his time of availability so that you both can meet each other in person and discuss several things in detail.

Show gratitude:

Say thanks to the professor for taking the time to read your email and also let the professor know that you are looking forward to hearing from him.

Sample Letters

I hope this email finds you in good health. My name is Jane Doe, MSc Biosciences. I am writing to express my interest in pursuing a Ph.D. under your esteemed guidance and supervision.

I have recently completed my master’s degree in Biosciences from ABC University. I wish to further pursue my interests and enroll in a Ph.D. program in the relevant field. Your extensive research experience and expertise in this area have greatly inspired me. I, therefore, seek your guidance in my academic and professional growth.

I would like to further discuss my research interests with you. If it is convenient for you, I would be honored to schedule a meeting with you or call you at your earliest convenience. I am aware that your time is valuable. However, I will be grateful to you if you can spare a few minutes for me.

Thank you for considering my request. I eagerly look forward to your reply.

I am XYZ, working as the Research Associate at ABC University in the Chemistry department. I wish to enhance my qualifications and enroll in a Ph.D. program under your supervision.

I would like to discuss this further. Kindly let me know when it is convenient for you to arrange a meeting.

I eagerly await your response and look forward to the possibility of working under your guidance.

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10 Ways to Impress a PhD Supervisor

By Eduardo D. S.
August 1, 2020

So you want to find out how to impress a PhD supervisor? Maybe you’re about to contact them about a potential project, perhaps you already have a meeting scheduled with them, or maybe you’re already one of their PhD students but you want to leave a lasting impression. Whatever your reasons, learning the correct way to impress a PhD supervisor can do wonders for building a great relationship and increasing your chances of success not only in your project but also in opening doors for your future career development.

Based on my own experiences, I’m going to share 10 of the best ways to impress a supervisor – 5 for before they agree to take you on, and 5 for when you become one of their PhD students.

5 Ways to Impress a PhD Supervisor Before They Agree to Supervise You

1. communicate clearly.

PhD supervisors are busy people, they receive countless emails every day from panicked students, colleagues chasing up peer-reviews, and potential PhD candidates like yourself. When you first contact a potential supervisor, stick to sending them a brief email. Note the brief there. Specify who you are, your educational background, that you are interested in their project, why you are interested in their project, and include a copy of your resume.

You can find a good breakdown of how to structure your first email here – How to Email a Potential PhD Supervisor . Whichever approach you take, the key is to keep it concise.

2. Be Knowledgeable About Your Field

All supervisors want a research student who’s knowledgeable and well-read in their field, as they tend to produce higher-quality work and encounter fewer problems. Although no one expects you to be an expert, make sure you have at least read three of the most popular journal publications in your chosen research area.

3. Research Them

Looking up the supervisor will give you an insight into their research interests, what topics they’re currently researching, and whether they’ve made any notable contributions, be it a publication, a book or a talk at a leading conference. Your goal isn’t to flatter them, but to be able to clearly explain how your project applies to them and why you would like them to be your supervisor. For example, you might pick up on the fact that the supervisor has recently published several papers or attended a number of conferences on a particular subject. Proposing a project closely linked to this area is likely to attract their attention more than a project in a subject which they haven’t published on for several years.

4. Have a Long-Term Plan

Know what you want to research, why you want to research it, and what you want to do after having completed your research.

A PhD is an enormous commitment – it can take up to 8 years, be financially challenging and mentally exhausting. A supervisor will want to reassure themselves that you genuinely believe a PhD is for you, as having a student struggle the entire way through, or worse, drop out altogether, isn’t good for any involved. Spend some time reading up on the common challenges you can expect as a PhD student and determining what your career goals are. Being able to demonstrate an awareness for both of these will help convince the supervisor that your consideration for doing a PhD is a rational one.

Project Plan for creating a good PhD supervisor relationship

5. Have a Project Plan

If you have the opportunity to discuss a project in more detail with a supervisor, keep in mind that not all first interactions will be simple introductory meetings.

Some supervisors like to jump straight in and discuss your proposed project, your methodology, how you plan to collect data, what kinds of challenges you think you may encounter, etc. Answering these questions in detail will show you’re serious about the project. You don’t necessarily need to have all the right answers here but it’s more about showing that you’ve thought about these aspects and do so from a logical standpoint. In contrast, not having well-thought-out answers will give a poor impression of your level of commitment and/or ability.

If you’ve been asked to submit a research proposal as part of your application, you can almost guarantee a large part of your meeting is going to focus on the technical aspects of the project.

5 Ways to Impress a PhD Supervisor After They Agree to Supervise You

It’s natural to want to impress your supervisor, but remember, if they’ve already agreed to supervise you, they’re already impressed with your academic background and research potential. In truth, most supervisors are never more impressed with their students than on the day they receive their doctorate, with all the years of independent research, publications, and hard word work paying off.

If you still want to take a few extra steps to impress your supervisor, here are 5 things you can do during your PhD studies that will get noticed:

6. Be Proactive

Plan your work, commit to your agreed schedule, and fulfil all your obligations. Nothing makes a supervisor happier than an active student taking full responsibility for his or her project. Being proactive assures your supervisor that your project will advance in the right direction, and when you do need support, it’s for genuine issues that warrant their time.

Being a talented researcher isn’t only about being able to conduct research, but also about being able to do so independently. Showing them that you’re capable of this won’t only keep them looking forward to their next meeting, but it will also give them a high level of confidence in your long-term potential.

7. Document, document, document

It happens occasionally – you get a little complacent, or you’re unusually tired that day – and you don’t label your samples or record your results with a high level of care. No matter the excuse, that’s poor practice and will make it harder for yourself when writing up your thesis, or for your supervisor when trying to discuss your results with them.

One of the simplest ways to impress your supervisor (or any fellow researcher for that matter) is to document everything clearly and systematically. This can range from creating a detailed spreadsheet to keeping a frequently updated LATEX file .

Regardless of how you document your work, stick to a single system and make it so detailed that anyone can pick up and continue your research without having to ask for clarification.

How do you impress a potential PhD supervisor

8. Network and Promote Your Research

For creating opportunities in the world of research, nothing is more influential than your reputation. Networking with other researchers within and outside of your university and promoting your work through conferences, events and journal publications improves not only your reputation but also that of your supervisors as a likely co-author. This will help them increase the reach of their work, secure new research grants and be considered for future collaborations.

However, it should be stressed that you mustn’t overstep your bounds – especially when it comes to unfinished work or areas of new potential research. Sharing something your supervisor hasn’t yet wanted to make public is the quickest way to go from impressing to annoying them.

9. Help Them

Supervisors are busy individuals, with a schedule full of lectures, lab sessions, department meetings, plus their own research.

You can earn the gratitude of your supervisor by helping them with some of their tasks, such as offering to host a tutorial on their behalf or setting up the lab for their next demonstration. You can also extend your help to new PhD students who join your research group by acting as a mentor and guiding them through the early challenges of doctoral studies, such as explaining how to order equipment or who to talk to for certain lab requirements.

Supervisors appreciate this type of action as it creates a friendly and collaborative environment for the research group for which they are ultimately responsible for.

10. Clean up After Yourself

You shouldn’t need to be told about this, but it’s surprising how many research students fail to clean up after themselves after having completed laboratory work. This not only goes against laboratory policy , but it gives a poor impression of your research group, which is especially important when you consider the fact you are likely sharing the facilities with staff members who are colleagues of your supervisor.

Cleaning up after yourself shows you respect your colleagues and your workplace and suggests that you have a high personal standard which is always commendable in the eyes of a supervisor. Besides, it’s not that difficult to discard your samples, wipe down your surfaces and record all perishable items that need to be refilled at the end of each day.

Finding a PhD has never been this easy – search for a PhD by keyword, location or academic area of interest.

So there you have it, 10 ways to build a good working relationship with your supervisor.

In the same way that a supervisor takes you on as a student, you’re also taking them on as a supervisor, so the relationship must work both ways for it to be successful. I strongly encourage you, in your first meetings with a potential supervisor, to get a sense of whether your personalities are complementary or whether you think there’s a clash. Try to find out what kind of character your supervisor has before joining their research group (e.g. whether they’re a hands-on supervisor or whether they’re a laid back one); if you do this right, most of my tips will fall into place naturally without you having to try.

This post explains where and how to write the list of figures in your thesis or dissertation.

Thinking about applying to a PhD? Then don’t miss out on these 4 tips on how to best prepare your application.

Starting your PhD can feel like a daunting, exciting and special time. They’ll be so much to think about – here are a few tips to help you get started.

Join thousands of other students and stay up to date with the latest PhD programmes, funding opportunities and advice.

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Impostor Syndrome is a common phenomenon amongst PhD students, leading to self-doubt and fear of being exposed as a “fraud”. How can we overcome these feelings?

A well written figure legend will explain exactly what a figure means without having to refer to the main text. Our guide explains how to write one.

Sabrina’s in the third year of her PhD at The University of Adelaide. Her esearch combines molecular techniques, data analysis, and next generation sequencing to investigate modifications on RNAs in plants.

Christine is entering the 4th year of her PhD Carleton University, researching worker’s experiences of the changing conditions in the Non Profit and Social Service sector, pre and during COVID-19.

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November 2, 2022

How to write an to PhD supervisor email with an email template

How to reply to an to phd supervisor email with an email template, how to write email to phd supervisor using our email template.

Learn how to write better to PhD supervisor emails with our tips and templates.

Learn how to reply to to PhD supervisor emails with our tips and templates.

Learn how to write email to PhD supervisor using our tips and template

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Replying to an to PhD supervisor email might seem tricky, but it shouldn’t be.

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10 Proven Tips to Introduce Yourself Over Email to a Potential Supervisor

December 21, 2021
GRADUATE ADMISSIONS

Writing an email to a stranger is easy. Writing an email to a stranger that gets a response? Not so easy. The typical professional gets so many messages on a daily basis. It’s a feat if they even open yours — let alone reply.

The importance of introduce yourself over email to a potential supervisor was discussed in a separate blog post . This blog post will cover how to write the best email to get the highest conversion rate.

Subject line

Having a proper subject line may be the most important thing when you Introduce Yourself Over Email to a Potential Supervisor because this is the first thing the recipient will see. The subject line is not where you should put all of your creativity into work, using all the best words you know. You will have more freedom to be creative in the email body. But the subject line is all about “the accuracy”.

Think about your potential supervisors perspective. If the graduate application deadline is near, a supervisor gets more than 100 emails a day. Remember, a supervisor always receives so many other emails from industrial collaborators, universities etc.

There’s little to no time to think about whether to open an email or not. So, you should be clear and precise to lead your potential supervisor to check your email. But, you can not put all other information to impress the recipient in the subject line. You have to respect the recipients time.

A subject line should be only used to lead the recipient to “Open” the email.

Preferred subject lines to Introduce Yourself Over Email to a Potential Supervisor are :

Inquiry from a prospective graduate student
Inquiry about potential PhD opportunities
Request for PhD supervision
Seeking a PhD position

Stay away from these subject lines.

No subject line (These emails will go straight into the junk folder)
Use of all caps (Will mark as spam)
Graduate scholarship Info needed, URGENT!

Address your potential supervisor as either doctor or professor.

Make sure to visit their web page or the university pages where they have mentioned the salutation before their name.

Remember, it’s equally offensive to call someone Mr. when they have a doctorate and call someone Dr. when they don’t have a doctorate.

So, make sure you know who you are talking to.

Do not use the recipient’s first name, especially in the first email.

If they use their first name in their reply, It’s a way of letting you know they are comfortable with you addressing them by their first name.

Although, it’s always safe to use a salutation such as Dear professor (Last name) . Or Hello professor (Last name) .

Introduce yourself with a short paragraph

Introduce yourself briefly in the first paragraph. You do not necessarily have to mention your name because you can mention that in your email signature.

But, make sure to mention your educational background. For instant, mention your most recent academic qualification.

Then, you can mention why you are writing to the recipient.

Your first paragraph is an extended version of your title. So, it should be short and clear to maintain the flow of your message.

It’s time to be specific

Once you have introduced yourself, you have now the background ready.

Next, you can mention that you’ve visited the professor’s website and read their recent publications but make sure that you have read them before writing the email, and be truthful.

Explain why would you like to work with the professor and why are you interested in doing research.

Also, take this opportunity to highlight some of your achievements during academic or in your work tenure.

Focus on the technical skills you think may match the professor’s research area of interest.

But do not overuse this paragraph to mention all of your achievements.

After all, a potential supervisor is not just interested in what you have achieved in the past, but what do you like to do in the future.

This is also an excellent opportunity to mention a recent publication of yours.

This will further increase your prospective supervisor’s interest in your application because it gives them the impression that you are actively doing research.

A call to action

You can ask if there are any openings in their lab in the following semester. It’s always a good idea to include a call to action at the end of your email.

Make sure to include this in a separate paragraph.

Having a call to action could be one of the essential aspects when you introduce yourself over email to a potential supervisor.

Because a call to action creates an opportunity to open a discussion.

These discussions would potentially lead you to other potential supervisors.

Importance of your email signature

As mentioned initially, having your title in line would be the most critical aspect of getting a reply to your email.

But, there’s something else that nobody pays attention to but can increase your conversion rate tremendously.

And that is your email signature .

When you introduce yourself over email to a potential supervisor, you can not use more than 200-250 words because otherwise, it seems like you’re not respecting your potential supervisor’s time.

Less is more!

But, this leads you to a position where you have to develop the best strategy to make a big impression with the least amount of words.

This is where having a perfect email signature comes in handy.

It is a professional touch to your email. It gives the impression that you are serious about what you are doing.

At the same time, you can include some of your professional associations (Especially in line with your area of research). But, again, do not try to include everything.

And another advantage is, it’s less likely that your email will be ended up in the spam folder if there’s an address in your email. You can include your institutional address in the email signature.

Schedule your emails

Do not send it right away once you are done writing your email, especially if your prospective supervisor lives in another time zone.

A college professor receives an enormous amount of emails on a single day. If you send the email at midnight, it will be the last email on the list of emails when the professor checks their inbox at 9 AM the following day.

If you think about this situation from your prospective supervisor’s perspective, you do not want your email to be ended up at the last of the list.

The chances of getting a reply for an email is exponentially higher if it is the first email your recipient opened that day(And vice versa).

Because, depends on the number of emails received, your email might not be open until the afternoon. In this case, a graduate student’s advantage of securing a position in that particular professor’s lab is just sending the email at the right time if the qualifications are similar.

For example, here is a capture of my inbox on a single day, 1 hour apart. I scheduled 14 emails at 9 AM and received nine replies within an hour.

Follow these steps to schedule your email:

Find out your supervisors time zone and compare it to yours. Use time zone converter .
Check the time in your time zone that matches the 9 AM (Weekdays only) of your prospective supervisors time zone.
Schedule your email

Suppose your supervisor lives in Victoria, BC, and you live in Colombo, Sri Lanka. You have to schedule your email for 10.30 PM.

If you use the outlook windows app, you can schedule an email by clicking “Delay Delivery” under the “Options” tab.

Attachments

Do not attach so many documents to your email. Always remember, you’re trying to make things easy for your recipient.

Do not forget to compress the documents to reduce the attachment size. Keep the sum of your document size under 2MB.

You may attach :

1. Your academic CV with references.

2. Your proposal (If applicable)

3. Your recent publication

4. Your academic transcript

After you have emailed your prospective supervisors, now is the waiting time, which may seem quite long.

Check your emails regularly so that you can reply promptly to any of the queries or clarifications requested by the professors.

Do not expect an immediate response.

All the supervisors are pretty busy (Especially during the exam season, which is often close to the application deadlines)and prefer to reply to the emails during weekends.

If you do not receive a response, it may happen because their research area might not match with yours, or they may currently have no funding or maybe shifting to other universities or closer to retirements.

Do not be disheartened for receiving a negative response or for not receiving a response at all.

Some professors shortlist the candidates and will contact you if your profile is good.

Do not give up after approaching only two or three professors.

And always be truthful, be humble and polite in your email as it will leave a first impression, and it is also a good way to build up trust with a person who has never seen you or met you.

Keep refining and modifying your templates.

When you are trying to introduce yourself over email to a potential supervisor, you will find some adjustments down the road that will make your email more versatile. Make sure to add those changes to your email.

When using your template to write to many professors, ensure that you change the subject, the content, and most importantly, the professor’s name.

Because, professors will probably dismiss the emails without even going through the details once they see that the email is being addressed to another person.

Since you will most likely use the same template using a text expander, it would be a good idea to use software such as PhraseExpress or PhraseExpander .

A template to Introduce Yourself Over Email to a Potential Supervisor

Title: Inquiry from a prospective graduate student Dear Professor XXX, I am a (Your major) graduand from the (Your university). I’m interested in a graduate study opportunity under your supervision in your research group. I am considering applying to your department’s graduate program, one reason being that I am very interested in the work you are doing on XXX. Given that your research XXX, it further encourages me to apply since it is a perfect confluence of my research interests. I particularly enjoyed your paper “(Paper that you’re interested in)” and possibly see myself doing that kind of work. My own research interests relate to XXX. I graduated with a (Your overall GPA) and a (CGPA) in the last two years of undergraduate study and am currently working as a XXX for (Time you have been working) at XXX. . I have just submitted an article on my current research findings, which was accepted by (Journal or conference). I have attached our recent publication and other relevant documents with more details. I am wondering if you will be considering taking on new PhD advisees for September intake or if you have suggestions for other faculty I should reach out to. I would be happy to answer any questions or have an online interview if more information would be helpful. Your signature

You will find a more personalized version of this email here .

Final words

Writing many emails to potential supervisors without having a clear idea about the emailing process would not necessarily give you better results.

Email writing tips mentioned in this blog post will drastically increase your chances of getting a reply.

Be honest and truthful when you introduce yourself over email to a potential supervisor.

As always, be proactive, be kind and try to help one another!

Images courtesy : Background vector created by rawpixel.com – www.freepik.com , Business photo created by drobotdean – www.freepik.com

Aruna Kumarasiri

Founder at Proactive Grad, Materials Engineer, Researcher, and turned author. In 2019, he started his professional carrier as a materials engineer with the continuation of his research studies. His exposure to both academic and industrial worlds has provided many opportunities for him to give back to young professionals.

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How to Write an Email to a PhD Supervisor and What to Ask Them

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On this page

1. Include a clear subject line

2. Introduce yourself in the first paragraph

3. Explain your intent

4. Summarise your interest

5. Sign off professionally

Choosing the right supervisor

Some extra advice

Frequently asked questions

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Should I send a research proposal to a PhD supervisor?

How to prepare for a meeting with a potential PhD supervisor

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The Ultimate Guide to Emailing Prospective PhD Supervisor

Introduction

Showcasing Relevant Skills and Experiences:

Leaving the Door Open for Further Discussion:

Reinforcing the Importance of Patience in the Process:

Explaining Your Fit

Stating Your Purpose

Attaching Your CV and Academic Transcript

Highlighting Your Motivation

Connecting Your Aspirations with the Professor’s Expertise:

Proposing a Follow-up

Being Professional

Respecting Their Time

Acknowledging the Professor’s Busy Schedule:

Follow-Up Etiquette

Email Template Regarding Potential Ph.D. Supervision Opportunity

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Subject Line

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