letter to phd supervisor sample

How to Write an Email to a Potential Supervisor (With examples)

• December 15, 2021
• GRADUATE ADMISSIONS

Writing to a potential supervisor can exponentially increase your chances of securing a position as a graduate student. However, you will be walking in a thin line between setting up a great first impression or a pretty bad one.

The good news is that leaving a great impression is much simpler than you would think; it simply comes down to how you structure your first email.

When I was applying for my graduate program, I sent 130 emails to different professors in different universities in both USA and Canada. For those 130 emails I sent, I got 53 replies, with nearly 40% conversion rate. From those 53 replies, 22 professors were interested in offering me a position in their lab and encouraged me to apply formally through the university’s graduate office.

In this blog post, you will find some helpful information that I figured out during my application process about writing an email to a potential supervisor. 

How appropriate would it be to write an email to a potential supervisor?

Reach out and write an email to a potential supervisor before applying is definitely one of those topics where you want to find out about the norms in your discipline. 

Reaching out to potential advisors ahead of time is fine, helpful but not necessarily required for most people. 

In some fields, it might be strange or unexpected or something that people don’t usually do, and in some other fields, it might almost feel like a requirement.

This might be different in different fields because, in some disciplines, advisor fit is much more important than others.  

Suppose you are in a discipline like humanities where you’re not working very closely with an advisor. In that case, it might be that students are accepted into the department generally, and that advisor fit doesn’t really matter.

In that case, you should still talk about specific faculty in your statement of purpose because that is a good reason why you’re applying to that program. 

It shows that you’ve done your research.

But you probably don’t need to do fact-finding on the capacity of individual faculty members before you submit your application.

But if you are in one of those disciplines where advisor fit can be essential for admission, writing an email to a potential supervisor is very important.

Overall, reaching out to potential advisors isn’t something you have to do, but it’s really more of a fact-finding mission.

It can be beneficial for you to get some helpful information.

Find out if they have the resources to recruit you.

Sometimes there’s one perfect potential advisor for you in a department, and that person cannot take on new advisees for some reason.

Maybe the funding capacity limit is already reached when you email the professor.

If that’s the case, they often are upfront about that and might even suggest other people that you should consider talking to or writing about in your application materials.

If you get one of these responses from a professor who says,” I’m unlikely to take on new PhD advisees”, that does not mean that you should not apply for that program.

Also, do not forget to follow up because sometimes the funding capacity can change at the last moment.

This is one of the advantages of writing an email to a potential supervisor because they might let you know if something like that happens.

But it’s good for you to know that you should look into other options as well. Even if you are highly interested in that particular program, putting all your eggs in one basket is not a good idea.

The other important thing that you could find out from reaching out to a prospective advisor is their current research direction.

For example, if you look at someone’s recent publications, think about when the professor did that research.

If a paper is published recently, this paper went through peer review. 

Roughly add the revision time and paper writing time.

They might have done that research two years ago.

Are they still doing that kind of research?

You can, of course, find out a fair amount of research work and their timelines by going to a faculty member’s website or by looking at current grant funding.

Especially, grand funding tells you what that person will be doing for the next few years.

People’s trajectories can change a lot. 

Have I ever made a mistake like this? I have. Big time! See the below email I received when I was writing to a professor!

So, you want to make sure you have an idea of what they’re doing now because you could mention them in your statement of purpose letter .

When should you reach out to a potential supervisor?

Typically graduate applications are due late fall / early winter.

You should check and make sure that you have a sense of this timeline.

It wouldn’t necessarily hurt to reach out earlier. 

But, I would recommend reaching out one to two months before the deadline because that’s when supervisors know if they can offer new graduate student positions.

Sometimes funding decisions come in over the summer, so they might undoubtedly know whether they’re taking on new graduate students when the deadlines are closer.

Another reason not to email professors early is, some professors aren’t working as much over the summer.

Also, they might be heads down and writing a book or doing research and not responding to emails quite as readily as they might during the academic year.

A template for writing an email to a potential supervisor

Here’s an example email that I used when applying for graduate programs. This is the email I wrote to the professor I’m currently working with.

Make sure to adjust this email to be compatible with your field of study.

This will give you a sense of the information you might want to mention in your email.

Title: Inquiry from a prospective graduate student Dear Professor [name], 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 Hydrophobic surfaces. Given that your research takes both experimental and theoretical approaches for surface analysis and development, 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 surface and interface science, computational materials science, thin films and coatings, and electrochemistry. I graduated with a (Your overall GPA) and a (CGPA) in the last two years of undergraduate study and am currently working as a researcher for eight months at [institute], a world-leading manufacturer of weight measurement technologies. At [institute]’s research lab, I am implementing studies on the micro throwing power of watt’s type baths by electrochemical simulations (COMSOL Multiphysics), ideally targeting to enhance Ni20Cr thin films’ surface wettability. I have just submitted an article on my current research findings, which was accepted by Materials Today: Proceedings. 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 more tips of writing the perfect email to a potential supervisor here .

First and foremost, do not forget to do your homework before writing an email to a potential supervisor.

Do not send the same email to every professor that you choose.

Although it seems like a lot of work, do your research first and write a specific email for each supervisor. You can always use similar phrases here and there but never use the same template because a professor who receives many such emails can easily understand what you are doing.

And, that is not a good first impression.

If you want to have a robust application, you need to research what faculty are doing.

Also, note that my email word count is nearly 250. Not including many things in your email is also essential when writing an email to a potential supervisor.

Professors are always busy. They do not have to spend more than 1 or 2 minutes on an email. So you must know to impress the professor within that time frame, or your email will go straight to the junk folder.

Note that I also mentioned a paper that I was interested in. This is optional. But if you decide to mention a paper, make sure that you understand the basic concepts of that paper. Because, if this email leads to a quick interview, they might ask some questions from the paper. If that happens, you don’t want to embarrass yourself.

But just mentioning the general research area is more than enough for the first email because it shows that you’ve done your homework.

Also, it’s very important to mention that your research interests and the supervisor’s current area of research are similar.

It doesn’t have to be exactly the same.

But it should be in the same domain. In this example, my prospective supervisor (When I was writing this email) was working on a combination of physical chemistry and computational modelling. The interests I mentioned align with what he was interested in. But they are not precisely the same.

Maintain an effective email management system

At the time I was writing to potential supervisors, I was working full-time in a research lab. My work schedule was 10 hours a day. So, it took me a while to begin writing to potential supervisors.

In fact, it was too late to start writing, and I was told by friends to wait until next year to apply. They have already contacted supervisors and secured graduate positions at this point.

This is when I snapped out of my procrastination bubble and began thinking about how to secure a graduate position. Moreover, I had very specific research interests, so getting into a graduate program has already been challenging in the first place.

Before contacting professors, I also reviewed their profiles at hundreds of universities to find relevant labs.

Therefore, I needed a robust and efficient system for emailing potential supervisors. After a few tweaks, I created an effective yet simple system for managing graduate applications.

I use the notion app to build my graduate application management system.

It only took me two weeks to find professors whose research interests were similar to mine. And I have secured a graduate position in a lab conducting the exact research I was interested in.

You can grab the template by clicking the link below.

Do not directly ask for a meeting

Something else that you might have noticed that the email was ended with :

” I would be happy to answer any questions or have an online interview if more information would be helpful.”

There are lots of different ways that you could do mention this.

However, you may want to leave the option open without directly demanding a meeting.

Because if that prospective professor is not taking new advisees for the term, it would not be a great use of either of your time to have a meeting.

If the professor wants to talk more to you, they might be the one to suggest a meeting.

Or wait until you get a reply from them to decide to ask for a meeting, depending on their response.

They also might offer in their reply to answer questions, in which case you can ask questions in an email, or you can say,

“I do have some questions. Would you prefer email, or would it be easier for you to talk on the phone or video conference call?”

Why would you not get a reply?

But, sometimes, you might not get a reply at all.

It’s very important not to take it personally if they do not respond to your email.

My email conversion rate was 40%, which means that I haven’t heard anything 60% of the time.

Believe it or not, professors receive more than 100 emails per day when the deadlines are closer. So, there is a bigger chance that the professor hasn’t even seen your email.

Maybe your research background does not properly align with what they are looking for from a graduate student to join their lab. Here’s a reply I received from a professor mentioning this issue.

There are other reasons to why you haven’t heard when you write an email to a potential supervisor.

• The applicant has no clear idea about their research interests.
• There are no vacancies in their labs to accommodate new students.
• Your email is poorly drafted, and you have not specifically addressed that particular professor.
• You copy many professors in a single email.
• There’s no subject on the email.

Types of responses you might get

If you don’t hear back from a professor, do not assume that that means you shouldn’t apply to that program, or you shouldn’t mention them in your statement of purpose.

You can’t assume that a non-response means that they have no interest in your application.

It’s possible that when you reach out to someone, they might be excited to talk to you.

Many of the kinds of conversations you might have in a pre-application discussion with a faculty member might be pretty similar to the type of conversation you would have after you’ve applied.

So, it’s helpful to have a meeting/interview with a professor this way.

Also, if a professor suggested looking for other faculty members, you should email them. 

Because those suggested professors might work in a research area that you might be interested in. It might also be a signal for people who have funding or actively recruiting new students.

So, research them and consider reaching out to them if they mention someone specific.

You might also get a very vague reply such as :

“Thank you for reaching out. I look forward to seeing your application.”

You do not have to take that as a bad sign; it just means that they’re looking forward to seeing your application.

They chose to reply to you even though they have the freedom to ignore your email. That means something. Do not lose hope.

Make sure to mention the faculty members who replied to you so that they will recognize your application in the application evaluation process.

Final words

Writing an email to a potential supervisor is an essential step in your graduate application process.

Having a clear idea about who you are writing to and why you are writing to that person is important to get a reply.

If you have gone through the same process and found some important aspects about writing an email to a potential supervisor, let us know in the comment section.

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

Images courtesy : Mail vector created by stories – www.freepik.com , Business photo created by creativeart – www.freepik.com , phdcomics , Image by Freepik

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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Very useful article. Thank you so much for sharing your experiences. I want to know about followup emails. How long we have to wait ?

I’m glad this article was helpful to you, Poornima!

Professors sometimes do not respond to emails for the following reasons: (1) They are genuinely busy. (2) They do not have funding to support your education and (3) Their inboxes are flooded with emails every day, and responding to them all can be a challenge.

Although the time to write a follow-up email depends on your own circumstances, give them a reasonable amount of time to respond. It is a good idea to wait at least one week before sending a follow-up email.

You can read our other blog posts to learn more about writing follow-up emails .

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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?

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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:

Similar Posts:

• How Do You Write an Email or Letter to a Professor?
• How To Ask A (Famous) Professor to be Your Dissertation Chair
• It’s Not About You
• Don’t Go To Graduate School (An Inadvertent Guest Post)
• How Not To Invite The Professor To Your Campus

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?”

[…] with the potential advisor is perhaps the most important element of all; refer to this post for advice on how to initiate the conversation. Ideally you want the advisor to commit to you ahead […]

[…] some good “how not to sound like an idiot when writing to a potential advisor” templates here and here. There are plenty more where these came from, so don’t sweat it if this is an area that […]

[…] satu bloger menulis dalam blognya ( http://theprofessorisin.com/2011/07/25/how-to-write-an-email-to-a-potential-ph-d-advisor/ )tentang pentingnya sebuah email bagi para pencari beasiswa dan menjelaskan mengapa email tersebut […]

[…] Source: theprofessorisin.com […]

[…] TPII is a great resource for students (of all education levels). Dr. Kelsky covers everything from contacting potential supervisors to mental illness in academia to getting tenure. She also offers paid services if you’re […]

[…] Source […]

[…] have two websites about that subject, you can link here and here. But in short I can say […]

[…] made a list with all the academics conducting researches that might interest me. These were alternative supervisors that I could contact by email. Not only the ones doing similar stuff to what I was doing, but people whose style of supervision I […]

[…] emails daily and many, many requests from prospective students every year. You need to stand out. Here is a very thorough post about nailing the inquiry email. If you are able, try to arrange an informal […]

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

[…] > http://theprofessorisin.com/2011/07/25/how-to-write-an-email-to-a-potential-ph-d-advisor/ […]

[…] OPTIONAL, IF NEEDED: The Professor is In (blog): How to Fire a Professor (from your committee), How to Write an E-Mail (to a potential research advisor) […]

[…] https://theprofessorisin.com/2011/07/25/how-to-write-an-email-to-a-potential-ph-d-advisor/ […]

[…] supervisor is not your laurels. They can find that in your CV. It is the part where you establish common ground. You must be able to connect the dots between the professor’s research interests and your […]

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• 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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How to write an email to a phd supervisor.

Before you contact a potential PhD supervisor, be prepared to do your research on their research. Become familiar with their work and academic specialisms (if you aren’t already).

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.

Ready to contact some universities?

All of our PhD course listings have institution contact details attached so you can get your questions answered.

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Chris banyard.

Chris helped expand our student advice content in 2018, whilst working towards a PhD at the University of Sheffield. He shared honest and amusing advice on making mistakes, accidental self-sabotaging and managing rejection during a doctorate as well as reflecting on his own experience skipping a Masters before his PhD.

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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.

Table of contents

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.

Cite this Scribbr article

If you want to cite this source, you can copy and paste the citation or click the “Cite this Scribbr article” button to automatically add the citation to our free Citation Generator.

Vinz, S. (2017, March 24). Sample emails to your dissertation supervisor. Scribbr. Retrieved September 9, 2024, from https://www.scribbr.com/tips/sample-emails-to-your-dissertation-supervisor/

Is this article helpful?

Sarah's academic background includes a Master of Arts in English, a Master of International Affairs degree, and a Bachelor of Arts in Political Science. She loves the challenge of finding the perfect formulation or wording and derives much satisfaction from helping students take their academic writing up a notch.

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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

Sample mail for PhD or MS supervision (1)

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How much detail to include in first email to potential PhD supervisor?

First, I must mention that I found these questions helpful:

• Prospective PhD contacts potential supervisor but receives no answer after 2-3 emails, what to do?
• What to do when emails to a potential advisor are not replied?
• Should résumés be attached in a mail to a professor?

Yet, I am looking for more precise answers to the questions below.

I plan to apply for a PhD in Computer Science this year in several countries, mainly Europe, Australia and Canada. I am looking for a PhD with funding. As far as I know, I should contact potential supervisor as a first step. However, I am not sure about how much detail should be included in this first email. Specifically, with regards to the first email, I would like to hear advice on on the following:

• Generally, how much detail should I provide?
• Should I ask about the chance of getting funding?
• Should I send documents or only if s/he asks for?

Statement of purpose/motivation, what is the right length? Is s/he ready to read two pages about every applicant sends him/her email?

Taking into account that this is the first email to the potential supervisor and he might spend only 10 seconds scanning it, What is right answers for the questions above that make the supervisor starts a discussion rather than sending negative response or even ignore the email?

• graduate-school
• graduate-admissions
• application

• 1 It's not the first step when admissions are done at the departmental level; this is only true if the individual professors hire the PhD students directly. –  aeismail Commented Feb 9, 2014 at 8:18
• Thanks @aeismail , That's totally true. In my initial quest specially in Germany, I found most of them hire based on he supervisor' opinion. Do you agree with that ? –  Hawk Commented Feb 9, 2014 at 8:26

3 Answers 3

My answer is going to extend up this earlier answer to a similar, although broader, question.

Some background: I have worked with two pretty well-known professors in Austria and Switzerland, and can provide some insight into how they tend to hire. I assume other professors have similar MOs, but not every person is the same, so your milage may vary.

Indeed, for both of them, the first step towards starting a PhD is to send them a short informal mail stating your interest in joining their group. Your challenge is to get the professor interested despite him reading maybe a 100 mails a day. You can already see why a two-page text has a 0% chance of being read, same is true for an attached CV or an elaborate research proposal - you need to convince in maybe 10 seconds. Your second challenge is to separate yourself from the dozen or so other people that are trying the same every week, mainly coming from universities in the far east.

In that light, here are answers to your questions

Generally, how much and deep details should I provide?

I would go for none , honestly. Discuss concrete research ideas at a later point, when the professor has shown interest.

Should I mention anything about fund chances?

Should I send documents or only if s/he asks for.

Forget it. None of the professors that I worked with is interested in those formal application documents at any point during the process. They will either want to skype with you or have one of their senior staff skype with you, and then you would explain the things you would write into a SOP. To be clear - I have received a PhD student, a postdoc, and a senior postdoc position without ever being asked for a SOP or letter of motivation. Those are required only if hiring is done by a committee, e.g., for faculty staff.

Here is an example of a mail that might work on the people that I know.

Dear FIRST-NAME,

I am currently looking into options for getting a PhD. I have looked into your work on IMPORTANT-THING-PROF-IS-WORKING-ON, and I would be really interested in joining you on this line of work.

I have recently graduated from XY with a degree in YZ, and I have a background in SOMETHING-RELATED-TO-THE-ABOVE. I have done internships at BIG-NAME-A and BIG-NAME-B and already published X papers on SOMETHING-RELATED-TO-THE-ABOVE during my masters.

I would be happy if we could discuss matters further via Skype.

thank you in advance, YOUR-FIRST-NAME

YOUR-WEB-PAGE

Note the informal tone. This might be a personal preference of the people I know, but an informal mail is significantly more likely to be read by both of my professors than a very formal one. Further, note that it will be required that you have some measure of achievements that the professor can relate to - graduating from a university that the professor maybe has never heard of alone will not be enough to get him interested. Already having published and/or having done internships at well-known companies (well-known also to the professor!), especially those that are known to have competitive selection schemes (e.g., IBM), helps a lot here. Do not bother sending your GPA etc. - people in Europe tend to not be interested in grades in my experience.

Another thing that might help with the people I know is work on open source projects (e.g., being a committer or committee member to one or more Apache projects, having a well-maintained Github page with interesting tools and Gists, etc.), but this may be mostly because I work in software engineering (and people that know how software is built in real-life are very valuable to us).

Another important topic is english language - if you cannot speak / write english well, let the mail be proof-read by somebody who can (according to the way the question is written, this should not be an issue for the OP, but this may be relevant to other readers). Mails in terrible english are almost always discarded immediately.

Finally, the above sample contains a link to a web page. Have a personal academic web page . This is the place where you would put a good picture of you and all your academic achievements (papers, CVs, research interests, internships, links to open source projects you contributed to, industry projects that you worked on, whatever). Make it look professional and pretty.

Note that this mail still has a high chance of being ignored. In that case, give the professor a week or so and then write a a one-line reminder as a reply or forward of the original mail. If he does not respond after that, move on . Then he is just not that into you .

• Will it seem awkward if I do this for an MS admissions as well? I am planning to do a MS in US with thesis and I am applying to this particular college for this particular professor who I wish to be my thesis adviser. –  Aditya Commented Jan 26, 2015 at 19:38
• "Those are required only if hiring is done by a committee, e.g., for faculty staff." - so you mean that SOP are meant to be written for and read by faculty staff, not the professors themselves, right? Also, isn't going none for deep detail eliminate your chance to prove that you have a well-developed research interest? –  Ooker Commented Apr 16, 2016 at 8:13
• To add: make sure any attachment is small. I hate getting MBytes of attachments. Asking for funding is a big no no, especially in Australian unis –  Prof. Santa Claus Commented Apr 16, 2016 at 11:59
• Do not send a stock standard email. I delete all those. If the email says they have read my work and it is obvious they have copied and pasted some titles of my papers then they are lying. Delete! –  Prof. Santa Claus Commented Apr 16, 2016 at 12:02

At most write an email about 6-8 lines long; people are busy. You should introduce yourself, explain what kind of research you want to do, ask he/she if she is taking on a student, and reference a few of their recent papers that you are interested and why. Include a small CV attached in the email.

If the professor responds, and offers to answer questions, then ask about funding. Statement of purpose length should be specified in the application process. Don't send your statement of purpose unless they specifically ask for it on their website.

It really depends on the field, but using these general guidelines almost every potential advisor responded this application season. Just because they respond doesn't mean you will get in, but it should improve your chances if you come off in a positive light.

• 1 Thank you, I'm applying for Computer science. My next question is, when I refer to the supervisor papers, how deep should I discuss papers? Should I provide new ideas on how to build on his work or it is enough to talk generally like I'm doing literature review without any conclusions? –  Hawk Commented Feb 9, 2014 at 8:24
• 3 How deep can you get in 6-8 lines and still provide other information? Just enough to show the professor you have done your homework on them and you can relate it to your future/current research interests with them. –  Neo Commented Feb 9, 2014 at 8:26

I spoke to many supervisors in my applications for Computational Biology PhD's in the UK and got very enthusiastic and positive responses and lots of offers. They pretty all went something along the lines of:

I am a X student at X and I've been looking at your work in X and I'm very interested in doing a PhD in this area, do you have any positions available? Also do you have any time to Skype so we can talk about your work? I have done X which is why I am interested in X and my experience is detailed further in my CV (attached).

Best wishes, X

Obviously omitting/changing details if they have advertisements for positions out etc which you can then say you have seen, I recommend making your CV as strong as possible and also offering to Skype shows you are willing to spend time talking to them! I also sometimes asked them whether they would consider me or checked whether they felt I was complementary to the group/had the right skills.

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A Letter to My PhD Supervisor

16 th August 2022

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PhD supervisors are the unsung heroes of doctoral degrees, helping students stay calm, complete their assignments and achieve excellent results throughout the course. If there’s a problem that you need to talk through or want to bounce an idea off of someone, PhD supervisors are there to lend an ear. As such, it seems only fair to shine a light on the guidance generously given by these wonderful experts. Siung Ghai is studyinga PhD in Space Physics at the University of Sheffield . He explains how much his supervisor has done for him during his degree, and why they’re so important in assisting you with your PhD studies…

Ever since I was young I have always wanted to be an astronaut. However, whenever I have told people about this, they have laughed at me. But now that I’m studying towards a PhD in Space Physics, and through this have had the opportunity to work with scientists, NASA and the European Space Agency, they’re not laughing anymore!

One person who never laughed at me was my brilliant supervisor Simon. When I told him my dream was to go to outer space he listened to me with 110% concentration. Our first meeting was a moment that I'll never forget. There was no laughter, just unwavering support for my passion and dream, something which I’ve come to greatly appreciate in my time at university as a postgrad.

The best supervisors are those that stimulate and foster your talents and ability with unconditional support. I passed my degree with flying colours and excelled in my current PhD work but could not have done any of this without the support and guidance of my supervisor.

When you’re a PhD student it’s often easy to feel lonely as the reality of independent study sets in. It’s important that your supervisor is as available as possible to you – and I was lucky to find someone who was always ready to listen to any of my concerns.

Throughout my studies Simon was proactive about putting networking opportunities in front of me, not just with others within the UK with an interest in my discipline, but also on the overseas stage. I was invited to give academic presentations at three international space assemblies in Turkey, the USA and Japan, largely thanks to his support.

Space may be the final frontier, but many countries have an interest in the field. It’s impossible to work in isolation so a supervisor who can support you with international collaboration opportunities will be a huge asset to you. I was lucky to benefit from his connections and was paired up with scientists from NASA for my current research – something which I could only have dreamed of, when starting out as an undergrad all those years before.

But as much as support is valuable, it’s about inspiration too. A supervisor who can motivate you to go the extra mile, to do that little bit more, will pay dividends in terms of the quality and standing of your eventual research output. Simon inspired me not only to dream big, but dare to achieve bigger than anything I thought possible. It’s easy to feel intimidated by someone who is a leading expert in their field, but when this person can make you feel as though you are on the same level it is easy to be inspired to do more.

I’m not for a second pretending that a wonderful supervisor will make your PhD a walk in a park…there will be challenges, it will still be hard work. But if you can find a PhD supervisor just a little bit like Simon, you will be very lucky indeed. I can’t be more grateful to have had him as part of my research journey.

Next: Search for Doctorate Degrees in Astronomy and Space Science

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• Writing an Academic Cover Letter for a PhD Application
• Applying to a PhD
• The aim of an  academic cover letter  is to convince the supervisor that you are a strong candidate for the PhD position on offer.
• Your cover letter should be  half a page to a full page  in length; it should be concise and to the point.
• Your PhD cover letter should include your  personal details , the position you’re applying for, your  motivation  for applying, what you know about the project, what  relevant experience  you have and what makes you suited for the position.

The two documents crucial to get right when  applying to a PhD  are your CV and covering letter.

In this article, we’ll set out the core guidelines you should follow to create an effective academic cover letter.

What Is An Academic Cover Letter?

An academic cover letter is a written document that accompanies your CV and application form when applying for a PhD.

It’s different from a CV as instead of being a structured summary of your skills and experience, it is a summary of why you believe you are suited for a particular PhD programme. As a result, all academic covering letters should be tailored for the specific position you are applying for and addressed to the supervisor who is overseeing the project. They also shouldn’t repeat what is already stated in your CV, but rather expand on the details most related to the position you are applying to.

Note:  An academic cover letter is sometimes referred to as a PhD application letter, but never a motivation letter. The latter is different in that it concerns the reasons as to why you want to undertake research, while a cover letter focuses on demonstrating your suitability for a programme. This is an important distinction to note.

What Is the Purpose of An Academic Cover Letter?

The aim of an academic cover letter is to convince the PhD supervisor that you are the perfect candidate for the PhD project.

Academic cover letters should complement your CV and sell you as a person – will your potential supervisor be excited to work with you after having read your cover letter?

What Should I Include in My Academic Cover Letter?

You should demonstrate that you have the skills which make you suited for research. It is essential that you recognise these skills in you and that you use them to promote yourself.

1. Your Personal Details

Include your name, address, email address and phone number in the top right corner of the letter. This is so the supervisor can reach you should they have questions or require any further information.

2. The Position You’re Applying For

Help the supervisor establish exactly which PhD position you are applying for as there may be several positions being advertised at one time. If they provide a reference number as part of the project description, it would be a good idea to include it in brackets.

3. Why You’re Interested in The Position

Use this section to explain your motivations for applying to the specific PhD and where your research interests stem from. Is it related to the dissertation you produced as part of your final year undergraduate dissertation, etc?

Whatever your motivation for applying to the PhD, make sure that your enthusiasm comes across clearly. The supervisor will appreciate how great a role self-drive plays in completing PhD projects and you will want to convince them you have the level of drive required to be successful.

4. What You Understand About the Project

Besides explaining your motivations for undertaking the project, show that you possess a basic understanding of it. In doing so, make sure you reinforce each point with some level of evidence; avoid making general statements or talking loosely around the research subject. This will show the PhD supervisor that you’ve taken the time to research the background to the project.

5. What Relevant Experience You Have

In this section, briefly discuss your academic background and any relevant experience you have within the field of research. Don’t worry if you have little experience in this area as this will be the case for most applicants. If this the case, then use this section to explain how you will be committed to the PhD research project. If you have experience in conducting research, explain what your role was, the analytical methods you used and any other aspects of your work which may be relevant. Similarly, discuss any teaching experience if you happen to have it.

6. Closing Statement

Keep this short and concise. Thank the supervisor for taking the time to read your application and let them know that you’re looking forward to hearing from them.

How Long Should My Academic Cover Letter Be?

Your academic cover letter should be between half a page to one full page .

To keep it effective, make it as concise as possible and only discuss points which are either relevant to the project or the aspect of being a doctoral research student. This may feel difficult to do, especially if you have much you want to include, but keep in mind that your cover letter can also be used as evidence of your communication skills, more specifically, whether you can convey important information in a clear and logical manner. As this will be a key skill of any research candidate, the prospective supervisor will take it into account when evaluating your capabilities.

How to Format an Academic Cover Letter for A PhD Application

Your cover letter should be written in paragraph format, with bullet points only reserved for situations where a list would improve clarity. This is because a cover letter is one of the few places where you are expected to show your personality, so using too many bullet points will diminish your ability to do this. The best way to approach writing your application letter is to see it as a very short personal essay.

Use a common font like Times New Roman or Calibri, and if possible, avoid the use of highlighting, underlining and tables as they become too distracting. Keep your font size between 10 to 12 points and your margins to at least 0.5 inches around all edges. Try to match the font size, type, line spacing and margin size to your academic CV for neat and consistent presentation.

Your cover letter should be addressed to the PhD supervisor, starting with a “Dear [academic title] [surname]”, for example, “Dear Professor Williams”.

Hopefully, you now know what it takes to write a successful cover letter for a PhD application. While a strong cover letter will go a long way to helping you stand out, you will need to learn how to create an equally strong CV if you really want your application form to excel. To this effect, we recommend you next read our step-by-step guide for creating effective academic CVs .

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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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Asking for a recommendation letter from a PhD supervisor

Letters of recommendation are required for many applications, and PhD supervisors are often asked to provide these letters to PhD students. How you ask your PhD supervisor, what support you provide, and how you deal with a difficult supervisor relationship, matters for the quality of recommendation letters.

Reasons to need a recommendation letter from a PhD supervisor

PhD supervisors usually are some of the people who work most closely with a PhD student. Therefore, their opinion and feedback are valued for both academic and non-academic job applications.

Letters of recommendation are often required for scholarship, grant and bursary applications. As many PhD students rely on these funding sources, a good recommendation letter from the PhD supervisor is really important in these instances.

Asking for a recommendation letter from a PhD supervisor in person

Recommendation letters from PhD supervisors are important, and a lot is riding on them. So how do you ask for a letter? The best and easiest way is in person.

Asking for a recommendation letter from a PhD supervisor via email

When asking for a recommendation letter via email, it is extremely important to be concrete and concise.

The main reason for this is that you cannot explain elaborately what the application is about, why you need to letter or answer any direct questions when you ask your supervisor via email. And you don’t want your request to drown in an essay-long email.

You may also like: Sample emails asking for letter of recommendation from a professor

Offering to provide a draft when asking for a recommendation letter from a PhD supervisor

In reality, however, PhD supervisors are extremely busy and get multiple requests for recommendation letters regularly. Not only from PhD students but also from bachelor bachelor’s and master’s students.

Providing a draft letter, or key points to include or highlight, can ensure that the recommendation letter is on point, and addresses all relevant aspects of the application.

You may also like: 3 sample recommendation letters for brilliant students

Dos and don’ts when asking your PhD supervisor for a recommendation letter

Dealing with a difficult relationship when needing a recommendation letter from a phd supervisor.

If you think that your PhD supervisor will not put a lot of effort into the letter (because of a lack of time or interest), you can often mitigate the situation by providing a good draft. Make sure to inquire first if they are okay with you providing a draft. You cannot control the content of the final letter, but you can certainly steer it.

The latter two scenarios are not ideal and should be a last resort.

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