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The Professor Is In

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

how to write a phd application email

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

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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.

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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!

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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!

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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.

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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

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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.

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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

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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

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November 30, 2021 at 7:10 am

Can you share with me your format of email?

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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.

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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.

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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

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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.

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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

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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.

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May 12, 2013 at 10:06 am

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July 15, 2013 at 6:02 pm

McDonald’s employee detected

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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.

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October 11, 2015 at 8:09 am

With respect?

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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?

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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.

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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

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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.

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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.

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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.

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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

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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?

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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.

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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

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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!

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May 1, 2012 at 6:38 am

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

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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.

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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,

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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.

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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.

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July 1, 2014 at 10:02 am

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

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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?

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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.

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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

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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?

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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

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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

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July 17, 2012 at 8:08 am

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

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April 25, 2013 at 9:14 am

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

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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

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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..

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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…… ?!

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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.

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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

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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)

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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,

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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.

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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

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September 3, 2012 at 1:50 am

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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.

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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.

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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!

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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.

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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.

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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!

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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.

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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.

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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???

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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

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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…..

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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

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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.

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October 8, 2012 at 12:33 am

To what detail would I need to present my hypothesis?

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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.???

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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

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October 20, 2012 at 12:09 am

thank you so much.

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October 22, 2012 at 4:40 am

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

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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.

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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.

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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.

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August 5, 2022 at 1:39 pm

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

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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

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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!

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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.

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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?

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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

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December 28, 2012 at 4:26 am

thank you very much for your valuable hints

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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…)

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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

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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

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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

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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”

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February 20, 2013 at 11:55 am

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

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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.

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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.

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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

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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.

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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?

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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.

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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

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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.

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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.

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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.

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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

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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!

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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..

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August 2, 2013 at 6:21 am

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

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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?

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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

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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

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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

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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

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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?

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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.

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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?

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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!

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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.

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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

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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?

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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.

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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.

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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,

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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

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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?

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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

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February 3, 2014 at 11:45 am

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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.

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March 14, 2014 at 2:14 pm

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

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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

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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

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April 4, 2014 at 5:49 am

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

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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.

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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!!

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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.

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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!

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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

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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?

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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.

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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.

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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

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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.

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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.

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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

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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

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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.

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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.

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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] .

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March 25, 2017 at 5:12 am

Dear Karen:

Your kind help is helpful to many new graduates.

Sincerely, Khurram ali shah

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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!

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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

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September 5, 2016 at 3:36 am

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

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October 4, 2016 at 7:00 am

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

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January 27, 2017 at 7:42 am

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

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February 19, 2017 at 9:13 am

Thanks, it gave me a boost.

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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.

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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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How to Email a Professor for PhD and MS Supervision

  • December 2020
  • CC BY-SA 4.0

Hamidul Islam Shohel at University of Dhaka

  • University of Dhaka

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Proactive Grad

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

Aruna Kumarasiri

  • December 15, 2021
  • GRADUATE ADMISSIONS

How to write an email to a potential supervisor

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!

Graduate student email mistakes

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.

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

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.

Graduate student email mistakes

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

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 a phd application email

The Ultimate Guide to Writing a PhD Admissions Email to a Professor

Whether you’re trying to get into graduate school or looking for a professor to work with as an advisor, you’ll want to make a good first impression with your initial email. If you’re finding yourself sitting in front of your computer, unsure of what to say, you’re not alone. 

(Find out what your professor really thinks of their students in this article).

Sending an email to a grad school professor can be intimidating. These are highly educated and intelligent professionals. And sometimes, you may feel like they hold your future in the palm of their hand. So before you throw caution to the wind and shoot your email from the hip, let’s discuss some tips to help you be more successful in making contact with a potential PhD advisor. 

This post was written by Abbie Van Wagner (freelance writer) on behalf of Dr. Dave Maslach for the R3ciprocity project (check out the YouTube Channel or the writing feedback software ) . R3ciprocity helps students, faculty, and researchers by providing an authentic look into PhD and academic life and how to be a successful researcher. For over four years the project has been offering advice, community, and encouragement to students and researchers around the world.

First: Identify the Right Match 

Before you contact any professor, you should spend some time doing some self-reflection. Consider what you’re looking for in a potential PhD supervisor or advisor. For example, would you prefer to work with a younger professor who’s more likely to be looking to publish their research (like an Assistant Professor)? 

Or do you see yourself working with an established professor with a lot of experience and a catalog of existing publications? In either case, take the time to read the research and review some of the publications. Does the type of research and style of the writing seem like it’s a good fit with what you’re hoping to accomplish? 

Other things to consider include what schools the professor’s been at, where they’re located now, and what training they’ve had. It’s important to identify potential advisors who’ve worked in areas that you’re interested in researching. For some PhD candidates, it’s important that their advisor has worked in certain key schools, while other candidates are most interested in highly specialized areas of research. 

Whatever you focus on, be sure to choose potential advisors and supervisors that you believe you’ll feel good about working with. You could end up spending a lot of time with this person, and they will have a big impact on your future endeavors, so you’ll want to invest the time on the front end reflecting and researching to find a good match. 

If you’re still in the early planning phase, you may be wondering if a PhD is worth it. Read more about whether a PhD is actually worth it . 

Start With the Subject Line

Remember, the subject line on an email is the very first impression your recipient will get of you. Those will be the first words the professor will read when they come across your email. Do you want it to be something that catches their attention and prompts them to open the email, or will it be something that causes an internal eyeroll or causes them to scroll past? 

Keep it simple here – identify yourself as a prospective graduate student and indicate the semester you’re hoping to attend. For example, you could use “Prospective PhD Student – Fall 2023” as the subject line. 

Focus on the Research

Once you’re ready to compose your email, it’s critical to stay focused on the research (check out this blog post about the importance of consistent research) . Professors are busy people, so don’t waste their time by writing up your life story. They don’t need to hear about the different clubs and committees you’ve been involved in or what your GPA was in college. Unless you have some special accomplishments to mention, just stick to the relevant research area and what they are doing.

When you discuss the research and what they’re working on in the email, it demonstrates that you’ve taken the time to read their work. In the end, you’re asking for an investment of the professor’s time and social capital, so be sure to acknowledge their accomplishments and published works to show why you’re interested in working with them. 

Write With a Professional Tone

When you send an email to a professor or graduate school, make sure that you’re extremely polite and respectful in your writing. Use only professional language. For example, don’t use phrases like “hey,” or “what’s up?” 

In fact, you may want to start by emailing the school first rather than emailing the professor directly. If you don’t already know or have some sort of relationship with the professor, you may not get a response right away (if at all).

Start with a simple address such as “Dear Dr. Smith.” This is the easiest way to avoid sounding too casual or unprofessional. From there, you can indicate that you’re simply inquiring about their work, let them know what you’re doing, and let them know there’s no pressure in the email. 

Close the email with “Sincerely,” and your name. You can attach your CV to the email so it’s there if the professor wants to read it. Don’t use any abbreviations and definitely don’t use emojis anywhere in the email. 

Don’t Ask For Things 

If you’re emailing a professor about graduate school admissions or looking for an advisor to work on a thesis, it’s not the time or place to ask for anything. Be sure you don’t even hint around at it. 

It’s not the time or place to ask for tuition stipends, money, time, or resources. Instead, focus on what you can do for them. How can you be of service or contribute to their work? What do you bring to the table? 

Asking for money (or anything else, really) isn’t going to get you anywhere. Instead, it’s likely going to put a bad taste in the reader’s mouth. Remember to focus on what you can do to add value to the professor’s work or research. 

If you want to find out about what kinds of resources are available, you can find that information on the university’s website or by contacting the appropriate department. Don’t go directly to the professor to make those kinds of requests. 

To really show you’re a go-getter and someone who’s serious about working with a specific professor, find something you can do to be helpful and send it along with your email (if appropriate). 

For example, if you know the professor is interested in a specific topic or you’ve read a certain piece of research, maybe you could do some additional analysis on the data and send it over. Or, if you have a skill like coding or running statistical models, you could offer up those services to the professor. 

In addition, showing your skillset demonstrates that the professor won’t have to spend their valuable time training you on basic tasks. 

What to Expect

It’s important to keep in mind that many professors and faculty won’t reply to your email. Some individuals simply don’t engage with those sorts of requests or reply to those kinds of emails in any case. Others may not have received the email, or they just might be too busy. 

Sometimes, you could receive a response that says they’re accepting or considering students or it may encourage you to apply. In that case, you should apply, but don’t expect any follow-up correspondence from that professor. 

Sometimes, you may get a detailed response or even an invitation to discuss the matter further. In that case, you’ve hit the jackpot and you’ve gotten the professor’s attention. 

What If You Need to Ask For Things? 

There may be times when you need to contact a professor to ask for something, like a letter of recommendation . Don’t think that’s completely off limits; there’s just a different approach you should take. 

First, try to put yourself in your professor’s shoes before you ask for a recommendation. Consider your relationship with the professor and how comfortable they may feel writing a letter for you. Does the professor know you well enough? For example, did you participate in class or go see them during office hours? 

If you aren’t sure if you’ve invested enough time developing a relationship with the professor, there’s still time! There’s no shame in stopping by their office to see if they need help with anything. Offer to assist with administrative or housekeeping tasks to help them get to know you. 

You could also read a couple of their papers or look at their research so you can have a conversation with them about it. This is an easy way to start a relationship and help them feel comfortable with who you are before you request a letter of recommendation. 

When you’re ready to make your request, provide the professor with a simple, pre-written letter that you write yourself along with a resume or CV. You can also provide a one-page bulleted list with other information about yourself that’s not on your resume to show things your’e involved in and other things you’ve done. This will give the professor all the materials they need to write the letter without creating too much extra work for them. 

Show Gratitude

Whenever you email a professor to look for opportunities for graduate school admissions, to advise you on research, or even simply ask for a letter of recommendation, be sure to show gratitude. Go out of your way to demonstrate that you appreciate what the professor did for you. 

In many cases, it could just be a simple email or handwritten letter thanking the professor for their time and efforts. A small gift or token ( everyone loves cookies! ) goes a long way in showing your gratitude. 

When you build good relationships with these professors, you can continue to keep in touch with them even after you graduate. Building your academic and professional network is all about relationships, so don’t take any of them for granted. 

Putting it All Together 

Emailing a professor for graduate school admission can be stressful. In fact, all parts of the grad school admissions process can be overwhelming. There’s a big difference between undergrad and graduate school , so you’re not alone in feeling that way. 

Keep in mind that professors are people, too. They’ve all been where you are at some point. That doesn’t mean that every professor will be willing and able to help you, but most will at least be willing to hear you out – if you use the right approach . 

By following the tips we’ve shared here, you’ll be more likely to get a response and be on your way to following your dreams. 

For more tips on improving your writing for graduate school, check out the following articles: 

David Maslach

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How to Send a Graduate School Inquiry Email

Contributed by Jenn Houtz, co-presenter of the workshop “Crafting an Effective CV/Resume for Careers Inside and Outside Academia”  at AOS’s 2019 annual meeting in Anchorage, Alaska. This is the second in a series of blog posts developed from workshops presented at the meeting.

If you are considering attending graduate school, the quality of your inquiry email to a potential advisor can make or break your chances of a receiving a response. First impressions are everything, and you want to make a good one! This email might serve as the foundation for your graduate research career in your dream lab. Below we provide some useful tips for crafting a professional graduate position inquiry email.

1. Subject Line

These are the FIRST words a professor will see when they open up their email for the day. You want it to catch their attention and immediately notify them that you are a prospective student. The subject line should state the semester you wish to start a graduate program and include the words “Prospective Graduate Student” – for example, “Fall 2019 Prospective Graduate Student.”

2. Greeting

Address the professor by their last name using “Professor” or “Dr.” Do not use “Mr.”, “Mrs.”, or “Ms.” Use a friendly but professional greeting such as “Dear” or “Hello” instead of an informal “Hey.”

3. Introduction

The first line of the email should include your full name, year in school, major, and university/college, followed by a statement that includes what topic of graduate study you are currently considering and the semester you would start your degree. Make sure to also specify whether you are looking to do a Master’s or a PhD in their lab.

4. Relevant Experience

After introducing yourself, you want to grab the professor’s attention by providing a few lines about your research interests and relevant experiences. These experiences may include but are not limited to a seasonal field technician position, a summertime research experience for undergraduates (REU) at an external institution, or an independent study/honors thesis project at your home institution. You should state what research areas spark your interest, along with a short summary of any research projects you have conducted. You don’t want to go into extraneous detail (save that for your CV and cover letter), but you want to state the main goal of the research, the study organism, and the name of the advisor on the project.

Example:  “My interests in behavioral ecology and endocrinology line up well with the research conducted in your lab. More specifically, I worked as a field assistant on a project that investigated the effect of testosterone on the mating behavior of White-throated Sparrows under the advisement of Dr. John Smith.”

5. Why Their Lab?

This is where you tell the professor how you found out about their lab and why you are interested in applying. State where you first came across their research, which may be a paper you read in class or a talk you saw at a conference. Then, explain what specific topic from their work interests you the most. Do NOT copy and paste text from the “Research” section of the professor’s website. They took great care to write that section and will recognize if you use the same wording.

Example:  “I first became intrigued by your research after reading your 2019  Behavioral Ecology  review paper on avian mating strategies. During my graduate studies, I am particularly interested in investigating the mechanistic underpinnings of avian mating behavior. I believe I could not only contribute to the ongoing work in your lab, but also introduce novel investigations into the impact of glucocorticoids on breeding investment.”

6. Request Further Consideration

Directly state that you would like to talk with them more about pursuing a graduate degree in their lab. Make sure you include information specifically requested by the professor on their position announcement or website, such as GPA, GRE scores, references, CV, and cover letter. Usually, you can just include your GPA, GRE scores, and references within your CV, but make sure to point this out in your email.

7. Sign-off

Thank them for their time and say that you look forward to hearing back from them. End the email with a sign-off such as “Best” or “Sincerely” and your full name.

It is important to keep the email concise, because a professor is more likely to read a short email than multiple paragraphs. The main goal of your email is to express genuine interest in the professor’s research and earn the opportunity to talk with them more over the phone or video. Regardless of whether or not you receive a reply, have confidence in your abilities and experience. The right professor will appreciate you showing interest in their lab and contact you back. Good luck!

Example Template Email

Hello Dr.  (last name of professor) ,

My name is  (your first and last name) , and I am a  (year in school) (major)  at  (name of university) . I am currently considering  (topic of graduate study)  graduate programs for  (semester you would start graduate school) . My research interests in  (research topic)  line up well with the research conducted in your lab. More specifically, I have conducted research on  (main focus of project)  on  (study organism) under the advisement of Dr.  (name of research advisor) .

I first became intrigued by your research after  (how you first discovered their research) . This paper was very influential in shaping my research interests and ideas. During my graduate studies, I am particularly interested in investigating  (research topic that relates to the work conducted in the professor’s lab) .

I would love to open a dialogue with you about  (name of university and department)’s  program and your lab specifically as a potential avenue for graduate school. Attached is my CV, containing my GPA, GRE scores, and references. My attached cover letter outlines my research experiences in more detail and potential graduate project ideas.

Thank you for your time, and I look forward to hearing back from you.

(Your Name)

Thanks a lot, its a good guide

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How To Write an Email To Graduate Admissions

Are you applying to graduate school and need to contact the admissions department? Writing an effective email is crucial in making a lasting impression. In this article, we will guide you through the process of crafting a professional and compelling email to graduate admissions.

Table of Contents

What To Do Before Writing the Email

What to include in the email.

When composing your email to graduate admissions, make sure to include the following components:

Subject Line

Start your email with a polite and professional greeting. Address the recipient by their formal title and last name, unless instructed otherwise, such as “Dear Professor Smith” or “Dear Admissions Committee.”

Introduction

In the body of your email, articulate your main points clearly and concisely. Here are some important things to include:

Email Template

Subject: Inquiry about Application Status Dear [Admissions Contact’s Full Name], I hope this email finds you well. My name is [Your Name], and I am writing to inquire about the status of my application for the [Program Name] at [University Name]. I submitted my application for the [Program Name] for the upcoming [Semester/Year], and I am extremely eager to join the esteemed graduate program at [University Name] due to its exceptional reputation in [Area of Interest]. The program aligns perfectly with my academic and career goals, and I am particularly drawn to the opportunity to collaborate with renowned faculty members such as yourself. I would like to kindly request any updates regarding the status of my application. Additionally, I have a few questions regarding the curriculum and potential research opportunities within the [Program Name]. Could you please provide me with some more information in this regard? Thank you for your time and attention. I appreciate your assistance in this matter and look forward to hearing from you soon. Sincerely, [Your Full Name] [Contact Information]

Writing an effective email to graduate admissions requires careful consideration and attention to detail. By following the guidelines outlined in this article, you can create a compelling and professional email that showcases your genuine interest in the program and improves your chances of receiving a favorable response. Remember to proofread your email before sending it, and always maintain a respectful and courteous tone throughout your correspondence.

how to write a phd application email

  • How to Email a Potential Supervisor
  • Applying to a PhD

It’s well known that contacting a potential PhD supervisor before applying to their position can greatly increase your chances of success. Unfortunately, it also works the opposite way.

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.

To learn how to email a potential supervisor the correct way, follow our guidelines below.

Guidelines for Your First Email

1. do your research.

Before contacting a supervisor, you need to have researched them. Hopefully, you would have already have done this before deciding that they would be suitable for your project. However, if you haven’t, read up and learn about their research.

This is important to confirm that your project is relevant to the supervisor and that they have suitable expertise to support you.

As well as information about their research and recent publications, you can find their email address on their University’s academic profile page. Their email address should also be available in the PhD listing you originally saw the position.

2. Use a Clear Subject Line

Use a short subject line which clearly shows your intention. Supervisors receive countless emails a day from students, other professors, external collaborators and research bodies. Therefore, an unclear subject line will probably go unnoticed in their busy inbox.

Good examples of subject lines include:

  • Enquiry for NERC-funded PhD in Climate Change
  • Prospective Applicant – EPSRC – Material Science PhD

If the University provides a reference number in the PhD listing you found the position, ensure you include it at the end of your subject line.

3. Address Them

Always start your email with “Dear” followed by the supervisor’s surname.

Make sure you use the supervisor’s correct title. Starting an email to a professor with “Dear Dr” rather than “Dear Professor” won’t only annoy them but will imply you have poor attention to detail. Therefore, using the wrong title will immediately set a poor impression and sometimes may even be enough for the supervisor to stop reading your email.

4. Introduce Yourself and State Your Intentions

First, introduce yourself by providing the following information:

  • Your academic qualifications
  • Your level of experience

Second, indicate that you are interested in undertaking a doctoral research project. If you’re emailing regarding a specific project, then provide its title.

If the University isn’t offering projects with pre-defined titles, then instead indicate which specific areas of the research field you are interested in. When expressing your research interests, also discuss why you are interested in having them as your supervisor. In your explanation, include relevant examples of their recent work and relate it back to your research topic. This will show the supervisor that you have thought about the direction of your research and have undertaken detailed research around the topic. It will also show that you’re familiar with their work. This won’t only help build rapport but will also show the supervisor that you believe he will be a good match for you.

After discussing your interests, confirm that you meet the eligibility requirements and move on to discuss your funding situation. If you intend to apply for funding or a scholarship on acceptance into your programme, mention this and list the names of the funding bodies and scholarships you will be applying to.

5. Conclude

Conclude your email by reinforcing your enthusiasm for the position and summarising why you think you’d make a great research student.

In addition to this, you could also suggest a meeting as a way for the two of you to discuss the contents of your email. This isn’t required but does sometimes make it easier for the supervisor if they have a lot to discuss.

6. Thank Them

Thank the supervisor for their time and end your email with “Kind regards” followed by your first and last name in full.

Email Etiquette

Sample email and etiquette for meeting request with supervisor

Attach Supporting Information

Your goal should be to make the exchange as simple as possible for the supervisor. Therefore, attach any supporting information such as your CV if you expect they may ask for it or find it useful. This will save them having to email you back asking for further information should they need it.

Keep It Brief

As mentioned above, supervisors won’t have time to keep going back and forth, therefore, avoid vague statements or being too broad about your interests.

Whilst it’s OK to email several potential supervisors offering similar positions, ensure you tailor each one so it’s relevant to the specific supervisor you’re emailing. If your email is too generic, they’ll likely think you repurposed it from one of your earlier emails to another supervisor and so choose to ignore it.

Lastly, before you hit send, read over your email and confirm it’s free from any grammatical mistakes. As a postgraduate student applying to a PhD position, your email needs to be error-free.

Be Patient With Follow-Ups

Supervisors are extremely busy people. They have classes to teach, research students to supervise and several independent projects to lead. Therefore, don’t be too disheartened if you don’t hear back from them right away.

If you don’t receive a reply after a week, send them a polite follow up. If they still don’t get in contact after another week, they’ve likely either stopped accepting applicants are too overwhelmed to process their inbox. In these cases, it’s best to start looking for alternative supervisors.

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  • Examples of Emails to Professors
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  • What's Next?
  • For Students

How to Email a Professor Regarding Research

Your email should:.

  • have an informative subject line
  • be formal: Dear Dr. Smith; Sincerely, Your Name
  • not use Mrs. or Ms.
  • NOT have slang, abbreviations, or emoticons
  • address any qualifications the professor is looking for
  • demonstrate your experience
  • state specifically your interest in that research group (you need to read the professor's website)
  • explain why research is important for your goals
  • ask to schedule a meeting or say that you will be coming to office hours

DO NOT SEND THIS EMAIL

Generalized from an email to a UCSC Professor

Hi Joe, 

My name is  Name  and I am a major in  Major .  Is there space in your lab for an undergraduate?  If so, what is the pay rate?

Thanks, Name

DO SEND AN EMAIL LIKE THESE

General email to a stem professor.

Subject:  Meeting to discuss undergraduate research opportunities in  topic

Dear Professor   X ,

I am a year  student at university  majoring in major .   How you found out about the professor's research .   Expression of interest in specific paper or topic.   I would appreciate the chance to talk with you about your research in  topic of interest and about possible undergraduate opportunities in your lab.

My  experience in research   experience or class,  confirmed my intention to develop my research skills and goal.  I know you are very busy. We could schedule an appointment or I can drop by your office hours on  day and time .

I have attached my resume and unofficial transcript.  Please let me know if there is any other information I can provide. I look forward to talking to you soon.

________________________________

Generalized from an email to a UCSC professor

Subject:  Possible undergraduate research opportunities

     I am a (year, major) at (university) and I am writing to ask about opportunities for undergraduate research in your lab beginning (time period) . I have conducted undergraduate research on (topic) with (names) in (program or class) . (Expression of interest in the topic) . I would like to continue a path of research on (topic) and would ultimately allow me to (career goal) . I am especially interested in your previous work on (describe a paper or talk) .

I have attached my CV and unofficial transcript 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.

Your Name Email address 

________________________

From University of Virginia, How to Sucessfully E-mail Professors

Dear Dr. Smith, My name is X  and I'm a second year biology major at UVa. In my introductory and upper-level coursework, I've developed a passion for science and am extremely interested in pursuing independent research as an undergraduate. An extensive research experience will greatly help me consolidate my future career choice. I am personally greatly interested in the molecular biology of stem cells. Recently I read your 2011 paper on the role of microRNAs in the differentiation of muscle stem cells and became fascinated by your work. In particular, I found it amazing that microRNAs can alter the fate of a cell in such a profound way. If possible, I would love to start working on a long-term project in your lab beginning this summer. Would you be available to meet sometime this week to discuss your research? I would also be happy to volunteer in your lab for a few weeks before we commit to anything to see if this is a good match. My transcript and resume are attached in case you are interested. I look forward to hearing from you! Thank you, X

_________________________

Template from UC Irvine

Dear  Professor X :

My name is  Peter Anteater , and I am very interested in becoming involved in research in  Subject Area . I am a  X  year student with a GPA of  X . I have taken  Courses  and  Additional Experiences . My goal is to  Goal .

I have reviewed your faculty 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 . I look forward to hearing from you.

Sincerely, Peter Anteater Student ID Address  Phone Email

University of California Santa Cruz, 1156 High Street, Santa Cruz, CA 95064

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Life After My Ph.D.

Templates for every important email i sent related to grad school.

how to write a phd application email

I recently wrote a post about how I got into my Ph.D. program with a 3.1 GPA straight out of undergrad , and I included the exact email I sent to my soon-to-be Ph.D. advisor.

I know everyone can write a basic, polite email asking for something.

However, there are definitely a few situations in grad school where the emails are pretty important and you want to get it just right . The first impression is important!

Hopefully, you can find the template for one of those emails you need here. This list will span everything from admissions to the dissertation defense.

Please feel free to leave a comment with any other requests you may have, and I’ll try to dig them up or provide tips!

Admissions: Contacting Potential Advisors

I discuss this in depth in my blog post about how I got into my Ph.D. program with a 3.1 GPA straight out of undergrad , but contacting potential advisors the summer of the year you submit applications is a really crucial way to get your foot in the door.

So, because I wanted to go directly into a Ph.D. program, I emailed faculty at various programs I was interested in the summer before my senior year of undergrad.

Sending emails to potential advisors you’re interested in working with is a behavior that’s pretty much a given at this point, so not doing so will be a detriment to you if you’re up against applicants who did email and correspond actively.

I got evidence of just how bombarded some faculty are by emails, when I emailed someone asking about their research and they responded with a PDF file that they had prepped to send to applicants, and literally said they were bombarded by emails.

This is the exact email I sent to the faculty member who ultimately became my advisor:

​​Email subject: Interested in X program at X Dear Dr. X, Hello. My name is X, and I am a rising senior at X, majoring in X and minoring in X. I will be applying to the X program this fall to start in Fall of X. Could you please let me know if you envision having space and resources available for graduate students in the near future? As a X major, I have solid background knowledge in X. My research interests are in the topics of X. I have a very strong fascination towards X. Many of my research experiences during my time as a student at X have been related to X and X. Your research on X is very fascinating to me, such as your paper “X”. I am very curious about the effects that X have on X. Your paper on “X” also interested me. I have taken a course on X, which introduced me to a wide variety of X, as well as information about X, and truly enjoyed utilizing my X background in a field I am interested in. In graduate school, I would love to apply my experiences to other research related to X, particularly in the topics related to X. I am also very open to new research areas and topics within X that I have not explored before. My career goal is to X. My CV is available upon request. I am interested in discussing possibilities with your lab. Thank you very much for your time!

You can read through my other post mentioned above for the details on how the rest of the email exchange went down, but basically we set a time for a phone call, which happened, and then I just emailed them a few months later, saying I applied.

The other emails I sent were written in a very similar format as the above. I only changed up the descriptions of their research and what I was interested in so that it best suited their perspective.

I was honest with my career goal, saying that I was interested in industry.

This is really important, because you want to be clear from the get-go that you are interested in a particular outcome. Some faculty members are old-school and don’t want to be a good mentor to you if you want to leave academia (I know it sucks, but it’s still reality) so it’s best to weed them out if you’re interested in industry and make sure they don’t make your life miserable during grad school and your career search.

One thing you can do is to state that you lean towards one option, but include that you have an open mind and are flexible as your perspective may change during your graduate training.

This also applies well to research topics; you don’t want to seem too set on one topic, and you can see that I made that flexibility clear in my email.

Potential advisors love hearing how flexible and open-minded you are.

If you want to organize each correspondence and not lose track of what you said and when, you can use my 16-Column Ph.D. Application Information Spreadsheet to help with that!

Admissions: Asking Your TA to Meet With You for Grad School Application Advice

Chances are, if someone is your TA, they are in a field that’s related to the field you want to get your Ph.D. in. That means they’ll have great insight into the overall grad school admissions process, even if you’re not interested in being a grad student at the school you’re currently an undergrad at.

I had some really nice TAs during my time as an undergrad and thinking back now, I feel really lucky to have had their guidance and for them to have given me the time of day.

One of them was a TA for a second-level course in the fall of my junior year that was in the field I wanted to get my Ph.D. in, and they were pretty nice and agreed to chat with me after winter break.

I sent them this email after winter break to follow up:

Email subject: Questions about applying to X programs Hi X, This is X from your X discussion. I was in your Thursday discussion and always sat near the middle with my friend. Hope you had a good winter break!! Thank you for agreeing last semester to give me your insight on applying to grad school. Like I said before, I’m interested in X PhD programs. I have some questions about selecting programs, how to know what is a safety school, contacting professors, and fellowships/aid. Would it be possible for you to meet with me when the semester starts, to talk about it a bit? If you are busy, then communicating through email is fine too. Thank you for your time!

Apparently, I was really into line breaks in my emails back then.

We ended up meeting for smoothies on campus a few days later, and I got a lot of interesting anecdotal insight from them!

They even sent me the essays they wrote to get into the school we were at.

Definitely try reaching out to the TAs and grad students that you know. Even if they aren’t grad students in the exact field or department you hope to end up in, out of the people you know in real life, they will definitely have the most up-to-date insight into the grad school application process.

Admissions: Contacting Grad Program Admin

I also contacted grad program admin for a few of the programs I was interested in applying to, especially if I had the opportunity to go visit the summer before my senior year of undergrad to check out the facilities and meet people.

Doing this won’t make or break your admissions decision, but having them know your name is really useful when there are things about your application that need clarification or if glitches occur (both of which happened in the admissions process and for this school in particular).

Email subject: Interested in X program at X Dear X, Hello, my name is X, and I am a rising senior at X majoring in X and minoring in X. I am applying to the X Graduate Program (Ph.D.) this upcoming application season.  I will be visiting campus on July 28 to take a look at the facilities and to get to know the campus and surrounding area. Would it be possible for you to answer some questions I have about the program? I would love to be able to set up a time and meet with you in the morning of July 28. I may also be free on the morning of July 21, if that date is more suitable.  I have already emailed X regarding his research that I am interested in, and am waiting for his response. Alternatively, could you please let me know of other faculty, perhaps those involved in the admissions process or those who direct graduate student resources, that I may contact to inquire specifically about admissions to the program? Thank you for your time, and I look forward to hearing from you.
Email subject: Application to X program Dear X, Hello, my name is X, and I am a senior at X applying to the X Ph.D. program at X. We spoke over the summer when I visited the campus, about admissions to the program. I wanted to let you know that I submitted my application to X this weekend. I will be looking at the status of my application through this fall. Thank you for taking time to speak with me this summer and for setting up my meetings with X.

If you can’t visit campuses to check out the facilities, it’s totally fine. I didn’t visit the one I ultimately ended up at; I only emailed the faculty, as shown above.

Cold-Emailing to Ask About a Rotation Opportunity

Hopefully, you are applying to Ph.D. programs that allow or require rotations. They are so invaluable for making the ultimate decision about which lab you’re going to commit to.

The rotations are when you can start to peel back the layers and facades, and see exactly how the labs are run. You get to critically assess how you’ll fit into the lab’s work and social environment, and how good of a person the advisor is.

It’s also really important to pick advisors who are able to provide funding and to directly ask about it before you commit to a rotation.

Generally, the faculty you are emailing to ask about rotations are faculty that you’ve connected with in the application process to some extent. It’s okay if you haven’t spoken to them at all yet, though, as I know plenty of colleagues from my program who cold-emailed faculty and ended up working with them.

In my case, for the program I was accepted to, the faculty I rotated with were those that I had emailed before and they were at least aware of who I was.

Here’s the rotation inquiry I sent to one of those faculty members:

Email subject: Laboratory Rotation Dear Dr. X, Hello, my name is X, and I’m an incoming X Ph.D. student. We spoke during my interview on March 9 about your research. Our conversation included topics such as X, and its effect on the X. We also talked about X and its effect on X as well as on human health. I was wondering if it would be possible to do my first laboratory rotation with you. I would like to explore some of the topics we spoke about during my interview, and other related topics. If this is possible, could you please let me know what your lab’s research topics are right now and how I can get started with it in the fall? Thank you.

This is the rotation inquiry I sent to the faculty member who ended up being my advisor:

Email subject: Lab rotation Dear X, Hello, my name is X, and I am a first year student in X. I am currently rotating in Dr. X’s lab. I was wondering if it would be possible to do a laboratory rotation in your lab in X quarter. If this is possible, could you please let me know when you would be available to meet to speak about possible projects? Thank you very much for your time.

Like I mentioned above, it’s important to confirm that the lab has funding to take on a graduate student. That way, you don’t waste your rotation doing work for a lab you don’t have a chance at joining.

If the faculty member responds favorably to your initial email, that’s when you can directly ask if they have space/funding to permanently take on a graduate student. That’s how I did it, and it worked out nicely because I felt like I wasn’t being super invasive asking about money in the very first rotation inquiry email (even though it’s very important), and I was more sure that if they responded favorably to that first email, they were more likely to have funding or at least be open to discussing my funding options.

It’s all connected as well, because the faculty members I emailed were the faculty members that showed interest in me and that I communicated with prior to submitting my application. That’s another reason why those initial emails before applying are so important. It’s so if you do get in, you’ll already have a network.

I am almost certain you can ask about funding in the initial rotation inquiry email as well, by phrasing it like “resources to take on a graduate student”, like how I did in my pre-application emails. I actually have a post that lists 10 important questions to ask during your lab rotation that you can check out if you’re interested in learning more about what to watch out for before and during rotations.

Asking Someone to Be On Your Committee

I took my qualifying exam the summer after my 3rd year. It was the perfect time for me to do it, because by that point I had made some good progress on my research and I felt comfortable with the ins and outs of presenting my results.

I formed my committee that spring, so it was the spring during my 3rd academic year. A majority of the faculty on my doctoral committee were folks I had never spoken to or met. From my experience, this was pretty normal for my program and for committees on my campus in general.

It’s hard to organically get the opportunity to know 4-5 faculty members, all of whom are experts on things that are important to your research, in the first 2-3 years of your program. One of the responsibilities of being a faculty member is to be on doctoral committees, so I didn’t worry about reaching out to people I didn’t know personally.

This was the cold-email format that I used for all of them:

Email subject: Doctoral Thesis Committee Question Hello Dr. X, My name is X, and I am a third-year doctoral student in the laboratory of X in the Department of X. The program I am in is the X Program. I am planning on taking my qualifying exam soon, and am forming my thesis committee. I was wondering if you would be interested in being on my committee.  The context of my research is the X link between X and the development of X. In particular, I am studying the X of X, focusing on the X. I’m using X as the model organism for my work. Your expertise on X and the study of X would be very helpful for the development of my work. Would you be willing to be on my thesis committee? I am planning on scheduling my qualifying exam for anytime after July 4, preferably sometime in July. Thank you very much for your time.

Their responses were pretty simple and effective, like these:

Dear X, Yes, I can be on your thesis committee. I will be here for most of July (and August).
Hi X Yes I can do this but would have to do it remotely…so if grad division allows this (there is a process to apply for remote participation) and you can find a room etc to do this in then I can participate. I am on sabbatical this summer.

Important tip: A lot of faculty members are busy and out of town during summers. This made scheduling my dissertation defense an absolute nightmare, and I had to end up submitting paperwork to the university to formally remove one of my committee members from my committee at the last minute because their summer schedule didn’t allow them to join, even with my defense being strictly virtual (on Zoom) and having gone through multiple Doodle polls.

If you want to make plans with faculty members during the summers, definitely email them months in advance to get a sense of which months they’ll be available.

Asking Someone to Meet for Career Conversation or Networking

I was interested in industry positions from the very beginning of my time as a grad student. One time, I attended a departmental lunch event and randomly sat next to a new faculty member who had worked for a major policy research company. I tried my best to chat with them a bit during the lunch event and I asked them for their email address when I was leaving.

I emailed them asking about the opportunity:

Email subject: Interested in learning more about X career options Hi Dr. X, Hello, my name is X, and I spoke with you at the X lunch a few weeks ago about your time at X. I sat to your right, and I am the 5th year X Ph.D. student that studies X. Would it be possible to set up a meeting sometime to speak with you more about the type of work you have done at X, and to get more information about your perspective on career opportunities there? I am trying to explore and learn about career options available to me, as I finish my research at X. I would love to be able to expand on and utilize my graduate research training in ways that may not necessarily be wet-lab-based. Thank you for your time.

We ended up meeting in their office that Friday for about 30 minutes and it was a really great conversation because I got to learn about their educational history and how they went from grad school, to postdoc, to industry.

There are a lot of times when you have to write pretty important emails during grad school, where it might feel like you have just one shot to seal the deal or make an impression. I hope that my templates are helpful for you when you are in one of those situations!

These were just the ones I could think of off the top of my head and was able to find in my email history. If you’re struggling to write a particular email that’s not mentioned here, or have other questions, please don’t hesitate to leave a comment or send me an email and I can get back to you about it. Best of luck to you.

If you want more info about grad school admissions, my other blog post: The Top 3 Things That Helped Me Get Into an R1 Research University for my Ph.D. with a 3.1 Undergrad GPA is probably your best bet.

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How to Address a PhD in Email

Last Updated: May 12, 2024 Fact Checked

This article was co-authored by Shannon O'Brien, MA, EdM and by wikiHow staff writer, Eric McClure . Shannon O'Brien is the Founder and Principal Advisor of Whole U. (a career and life strategy consultancy based in Boston, MA). Through advising, workshops and e-learning Whole U. empowers people to pursue their life's work and live a balanced, purposeful life. Shannon has been ranked as the #1 Career Coach and #1 Life Coach in Boston, MA by Yelp reviewers. She has been featured on Boston.com, Boldfacers, and the UR Business Network. She received a Master's of Technology, Innovation, & Education from Harvard University. There are 8 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 65,231 times.

Writing an email to a college professor with a Ph.D.? Do you call someone with a Ph.D. a doctor? Figuring out the right way to address someone with a doctorate is a lot easier than it may seem, and we’re going to break this down so that you can get it right. In this article, we’ll walk you through everything you need to know about how to address someone with a Ph.D.

Do you address someone with a Ph.D. as a doctor?

Yes, address someone with a Ph.D. as “Dr.”

How to Address an Email to Multiple Professors

Address each professor separately using their title and last name.

  • “Dear Professor Jones, Professor Smith, and Professor Ali.”
  • “Dr. Jones, Dr. Smith, and Professor Ali,”
  • “Dr. Jones and Professor Smith,”

What is the proper way to write a name with Ph.D.?

Write a name with a Ph.D. as “Dr. Jimmy Jones.”

  • You may have seen Ph.D. holders put “Ph.D.” at the end of their name. This is something authors do, but you shouldn’t need to write it this way.

Do you call a professor a doctor?

Adress a professor as

  • You’re very unlikely to get into any trouble by referring to your college teacher as “professor,” even if they are a doctor. At worst, they’ll kindly correct you.
  • In the United States, it is generally seen by most educators as socially acceptable to address a doctor who is also a professor as “professor.” It’s not technically correct, but you’re unlikely to offend any of your educators. As such, you can usually call a doctor a professor or Dr. in email. [4] X Research source

How do you address Ph.D. students?

Opt for “Mr.,” “Ms.,” or “Professor,” if you’re addressing a Ph.D. student.

  • A Ph.D. student is not a doctor yet, but they may still be a professor.
  • “Professor” traditionally refers to tenure-track educators at the collegiate level, but there’s no harm or risk of offense by calling an adjunct instructor, lecturer, or TA, “professor.” [6] X Research source
  • “Miss” has historically been used to address unmarried women, while “Mrs.” has referred to married women. These titles are going out of style since many people find them offensive, so you’re best off skipping these.

Do the rules for addressing Ph.D. holders ever change?

The rules for addressing Ph.D. holders change from country to country.

  • For example, in Canada, you are not “officially” allowed to refer to non-medical doctors as “Dr.” You would address them as “Mr. Jones, Doctor of Mathematics.”
  • This also applies to the “Jimmy Jones, Ph.D.” form, too. In the United Kingdom, for example, you don’t use any periods. Someone in the UK would write, “Jimmy Jones, PhD” without the punctuation.

Expert Q&A

  • It doesn’t matter if someone has a Ph.D. is in philosophy, education, biology, math, or any other discipline. If a person has obtained a doctorate degree, they’re a doctor—even if they don’t see patients. [8] X Research source Thanks Helpful 0 Not Helpful 0
  • Ph.D. is shorthand for doctor of philosophy. The word “doctor” comes from the Latin word “docere,” which means “to teach.” In ancient times, “Philosophy” was used to refer to any academic field. [9] X Research source Thanks Helpful 0 Not Helpful 0
  • The only exception, at least in the United States, are people with a law degree (they are technically “Juris Doctors”, or J.Ds). You do not use a special title or honorific to address someone with a law degree. Thanks Helpful 0 Not Helpful 0

how to write a phd application email

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Access Email

  • ↑ https://www.btb.termiumplus.gc.ca/tpv2guides/guides/wrtps/index-fra.html?lang=fra&lettr=indx_catlog_p&page=9e-8ycfVZx-4.html
  • ↑ https://www.purdue.edu/advisors/students/email.php
  • ↑ https://www.minotstateu.edu/careers/pages/cover-letter-salutation.shtml
  • ↑ https://writingcenter.gmu.edu/writing-resources/different-genres/sending-email-to-faculty-and-administrators
  • ↑ https://www.universityaffairs.ca/career-advice/career-advice-article/what-should-i-call-my-professor/
  • ↑ https://healthenews.mcgill.ca/use-of-dr-doctor-in-quebec-and-updating-your-honorific-in-mcgills-systems/
  • ↑ https://www.cmaj.ca/content/re-who-entitled-be-called-doctor
  • ↑ https://www.franklin.edu/blog/doctorate-vs-ph-d-what-are-the-differences

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How should a reminder e-mail asking for a PhD position be written so that it is not considered rude?

I live in an Asian country and I wrote to three professors in France asking to discuss PhD research opportunities in Math.

I introduced myself and told them my background in the particular branch of mathematics (courses done, title of my master's thesis) and e-mailed them my CV along with mentioning how my research interests match with them.

I e-mailed them on 22 December and 23 December and haven't received any reply.

I think now is a good time to send a reminder E-mail. Am I right?
Question : How should I frame my reminder E-mail so that the E-mail is not interpreted as rude or impolite or disrespectful? I am not a native speaker although I have a good command over English. But still I thought I should ask, as such impressions really hold value if done badly (I think). What I thought of writing:
Subject: A very polite reminder of my previous E-mail regarding discussing PhD research opportunities in ... Dear Dr. ABC, This E-mail is a very polite remainder of my previous E-mail written to you on December 23 regarding discussing PhD research Opportunities in ....

After this line I will copy contents of my previous E-mail and attach my CV.

Is this way of writing fine?

  • graduate-admissions
  • 7 (1) if those were cold emails (never communicated with them before), getting any answer is a bonus. They don't owe you a reply. (2) you emailed them right before the holiday break, which many still might be on - classes at universities in my area don't start until next week. –  Jon Custer Commented Jan 10, 2022 at 16:54
  • 3 December 22 and 23rd is right before important European holidays (Christmas, Boxing Day, New Year's, etc.). I don't know the European calendar precisely, but some American professors might just be getting back to email today. –  Azor Ahai -him- Commented Jan 10, 2022 at 16:54
  • 3 @YannicMuller As others have stated, here in Europe some might have been out of office until the 6th of january, and then the first thing they do will not be responding to (potentially unsolicited) PhD applications. If you haven't heard back at the end of the month you might send a reminder. –  Sursula Commented Jan 10, 2022 at 17:24
  • 2 Further, while I did check my email (national lab, not university) over the holidays, I only replied to one high priority item. I would not have replied to any unexpected external communications. –  Jon Custer Commented Jan 10, 2022 at 17:50
  • 6 Not directly an answer to your question, but you should note that in France most PhD position funded either through doctoral scools or through grants received by the supervisor are advertised at some point of the recruiting process. Thus if you sent an email to professors simply based on seeing their work, they might be interested but not have any possibility to offer a PhD position unless you have figured a scheme to secure funding through your home country. So such emails can simply be ignored or classified low priority since they receive many of these and cannot give positive answer. –  PLD Commented Jan 10, 2022 at 18:35

6 Answers 6

As an alternate strategy to Ben which had a good template, I would propose to send a follow up email which does not directly refer to your original email at all. First, based on your proposed emails for the follow-up, there's some odds that your original emails were dismissed for cause (i.e., they had issues). Second, if they did not see your prior email, then including the prior email on the thread is a nudge, even if you never refer to it. It says: "Hey, I tried before and you didn't get a response." Sometimes this is what you want, to add a bit of pressure, such as when bothering an admin where a paper trail of non-responses will help light a fire if you need to escalate the issue.

In the current case (and for professors in general), you're asking for a favor you messaged during the middle of the most prevalent religious holiday in their country, so including the prior message in the thread will definitely not help you. I would say don't include it and don't directly refer to it. There is no upside. They either already dismissed you (and will again) or you will be highlighting to them that you messaged them days before Christmas and actually expected a response.

As a proposed contact.

Dear Professor [NAME], I hope you had a good holiday break and are doing well. I hope it is not a bother, but I was writing to see if there may be any opportunities for a PhD candidature under your supervision in the upcoming year. I have attached my CV and previous experience. If you think I might be a suitable fit for your program then I'd appreciate an opportunity to talk more about this and to read any articles or whitepapers that reflect your current directions. Alternatively, if you think my background is not suitable, I'd love it if you could send me back any critical appraisal of weaknesses or skills that I could build which would make me a better candidate (or even just reply to let me know I'm not a good fit). Thank you so much for your time. Yours sincerely, [NAME], Pestering PhD wannabe [No prior email chain. Nothing here. But attach your CV and whatever else you're giving]

This is sufficient to alude to the prior email (it references the break, which excuses them for not responding) and it apologizes for bothering them.

Then, before you send anything, have two people look it over: someone who is ideally somewhat familiar with the academic culture of where you are sending it, and a second person who is good at French.

With that said, rather than starting by cold-calling professors: I would encourage you to look for the CV's of the students who are currently in the labs you are applying to. Take those CV's, cross out everything that happened since they started the program, and compare your CV to those CV's. What are you missing? Are you actually at all competitive for where you are inquiring? It's fine to inquire at a few places that are a reach, but you need to know where your standing is: if you're well-below where the average accepted applicant is, you need to own that and know where you stand when you contact. People are more likely to respond if you're actually closer to a fit and if you have reasonable metacognition of your strengths and weaknesses.

Namey's user avatar

  • "[NAME], Pestering PhD wannabe" ...really? –  giorgi nguyen Commented Jan 17, 2022 at 18:43
  • @TSF If you would look at the other answers, this was done because it was an adaptation of another comment using that phrase (which I referred to). Don't actually use that line. –  Namey Commented Jan 18, 2022 at 7:48

Though this is really a matter of opinion, in my view every and any reminder for an unsolicited communication is rude . It carries with it the presumption that your original contact warranted a response. Yes, it would probably be most polite for people to graciously decline, but unless they've solicited contact by advertising an open position I don't think they are being rude by not replying.

As pointed out in the comments, you've sent your message immediately before or right after the start of a typical holiday break period in the country you are targeting. To expect a reply while people celebrate the primary holiday season in their country is even more rude. Although working styles vary immensely from person-to-person in academia, my impression from the French academics I have worked with is that they are far more serious about separating their work from their vacation than the average US academic.

I personally would not recommend sending any reminder email after unsolicited emails like this. If you do, follow the general guidelines in How should I phrase an important question that I need to ask a professor? and please do wait for at least a couple more weeks past the holiday season for people to catch up on more important things first.

Bryan Krause's user avatar

  • 2 I completely agree with the second paragraph... But the conclusion I draw from it is: Yes, absolutely do send a reminder email. Chances are, the email sent during the holidays has been completely dismissed. If you don't send a reminder email, you'll never get a response. –  Stef Commented Jan 11, 2022 at 9:56
  • 6 @Stef It's still rude. Most people have a system for going through their emails after holidays; prioritizing what needs to be done now, bypassing things that can be delayed. Getting a second unsolicited email while the first one sits in your to-do list isn't helping the problem of having too many emails. –  Bryan Krause ♦ Commented Jan 11, 2022 at 15:23
  • 1 I wouldn't say it's rude. Professors and university researchers are in some respects public figures: we have public emails because it is acceptable and expected that people are going to contact us (about PhD's, news stories, whatever). I can't always respond to every email, but I don't think it's an offense to try or to retry (3 tries would be the limit though, if there's no response by 3 tries spread over maybe 6 months it's not going to happen). –  Namey Commented Jan 17, 2022 at 3:20

Don't frame it as a "reminder" at all

For any unsolicited emails where the recipient has reasonable grounds to ignore the email, it is not a good idea to send a "reminder" (and especially not a "very polite reminder" --- yuck!). As Bryan Krause points out in his answer, a reminder could be taken to imply that the original email demanded a response, and this can come across as presumptuous.

Instead of sending a "reminder" you should just send another email that makes it clear that you're still really keen to work there . Remember that the inevitable effect of the email is to remind him you exist so you don't have to explicitly tell him that it is a reminder. There is also no need to explicitly mention your previous email, since you can just put your new email as the next part of that email chain and speak in a way that assumes previous contact. The goal here is to get the recipient to draw the conclusion that you are eager and ambitious, not that you are bossy and presumptuous.

If it were me, I'd wait about six business weeks from the previous email (not counting the holiday break) and then I'd send another email, in the same email chain (i.e., with your previous email showing below) just saying how keen I am to work with him and how much I'd appreciate it if he could consider me. If I felt like I was being a bit pestering/annoying then I'd probably even ham this up a bit with some self-deprecation. Something like this:

Dear Professor [NAME], Hello again --- I hope you had a nice holiday break. I'm sorry to keep bothering you, but I just thought I'd write again to let you know that I'm still really eager to see if there are any opportunities for a PhD candidature under your supervision. I hope my CV and previous experience looked okay to you. If you think I might be a suitable fit for your supervision then I'd appreciate an opportunity to talk more about this. Alternatively, if you think I'm not suitable, I'd love it if you could send me back any critical appraisal of weaknesses in my skills that are holding me back, or just reply to let me know I'm not a good fit. Thanks so much for your time. Yours sincerely, [NAME], Pestering PhD wannabe [My previous email in the email chain appears here]

Ben's user avatar

  • 1 I agree that this is the best approach (if a reminder is to be sent at all). –  Michael Ekstrand Commented Jan 14, 2022 at 22:27
  • Maybe not "love", but "appreciate"? :) –  paul garrett Commented Jan 14, 2022 at 23:14
  • 1 I like this one, with some minor polish. Honestly though, I might not even have the prior email included and not refer to it at all, because then I could retry with a nudge on a better email like this which intros with that I hope they had a good holiday. You really can't easily send 3 emails to someone in a chain with no response unless you want things to get awkward. –  Namey Commented Jan 17, 2022 at 1:15
  • 1 "[NAME], Pestering PhD wannabe" this is not helpful to include. –  giorgi nguyen Commented Jan 17, 2022 at 18:44
  • I disagree; it blunts the annoyance of the unsolicited email and shows that the student has a sense of humour about any unintended adverse effects of their own actions. –  Ben Commented Jan 17, 2022 at 20:22

It seems to me that:

  • the recipients might not have yet read your email as they are still on holidays, OR
  • the recipients have read your email and are not interested for whatever reason.

I would consider it rude to send a reminder. These people do not owe you anything so if item 1 applies it is indeed rude, and if item 2 applies they will be annoyed and not answer back anyways.

ZeroTheHero's user avatar

  • 1 Hero Ya, they don't owe me anything but certainly I need to apply and get PhD position. –  user135061 Commented Jan 11, 2022 at 5:22
  • 2 Sure... but you're asking if it is rude to send a reminder email, and my answer is yes. With due respect: these people don't care about that you need , and viewing this from your perspective is not useful: they might not reply to an unsolicited email as a matter of course given the volumes of such emails, and if they are not annoyed by the original email they might be by a reminder. I certainly am when this happens to me. –  ZeroTheHero Commented Jan 11, 2022 at 15:49
  • 1 Or 3. They have read your email, might be interested but did not have the capacity to respond immediately - in which case a reminder may be alright. –  Lodinn Commented Jan 13, 2022 at 8:25
  • @Lodinn I actually think that if one or more are interested they are unlikely to need a reminder, but YMMV. –  ZeroTheHero Commented Jan 13, 2022 at 17:55
  • @Lodinn so a remainder by the end of this week is fine? What do you say? –  user135061 Commented Jan 13, 2022 at 19:48

Don’t follow up. It is rude if you’ve never met before. At my university, PhD students are frequently students and paid employees (research assistants or teaching assistants). If a professor had a position open, they’d be required to post it in an official way and would probably link to it from their lab’s website. If you’ve checked all the right places, that professor probably doesn’t have any student positions open right now. Might be time to look around at other institutions and other professors.

Bill Barth's user avatar

  • Sending an email the 22nd of December, just before holidays, is not the best idea. You can leverage on that to rephrase your second email, if you want to write a second one.
  • Also keep in mind, when I was looking for a PhD, about 80% of professors I have tried to contact have not answered my email (a single one). And at the end I ended up working with a professor I sent no emails at all before the interview.
  • The official channel, which is the PhD application form, is a better idea.
  • After applying via form, it may help to have a phone call with one of their assistants, that is NOT directly involved in the decision process (that would be then your co-supervisor). Prepare some humble questions about what they expect from you and if you would be a good fit for them. This would help you both to understand if the future years of collaboration would go smoothly in the department. Also if the phone call goes well the assistant would support you at the moment of the decision.

SeF's user avatar

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how to write a phd application email

IMAGES

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VIDEO

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  6. How to write Email to Professor for PhD or MS

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  8. How To Write a Graduate School Inquiry Email in 6 Steps

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    Email Template. Subject: Inquiry about Application Status. Dear [Admissions Contact's Full Name], I hope this email finds you well. My name is [Your Name], and I am writing to inquire about the status of my application for the [Program Name] at [University Name]. I submitted my application for the [Program Name] for the upcoming [Semester ...

  10. PDF Email Template for Prospective Grad Students to PI

    1. Statement indicating purpose of email: E.g., "My name is <name> and I am interested in talking with you about PhD opportunities in your lab.". 2. Brief description of your background. E.g., "I recently graduated/will soon graduate <institution>(<list degree(s), major(s), graduation year(s)>). At <institution> I completed an honors ...

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

    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:

  12. How should I write an appropiate email for a PhD position?

    Thank you in advance. Dear professor " ": My name is Dal.OL. This year, I graduated from Shahid Beheshti University with a master's degree in geometry with GPA 3.69. My interesting field for researching is dynamical systems in geometry and my master's dissertation was in hyperbolic dynamical systems which was really exciting for me and ...

  13. How to Email a Potential Supervisor

    3. Address Them. Always start your email with "Dear" followed by the supervisor's surname. Make sure you use the supervisor's correct title. Starting an email to a professor with "Dear Dr" rather than "Dear Professor" won't only annoy them but will imply you have poor attention to detail. Therefore, using the wrong title will ...

  14. How to Email Potential Phd Advisors and Grad Students (Free Templates)

    Here are some general guidelines to follow when reaching out to potential Ph.D. Advisors: 1) Pick advisors based on one of three things: method, content, or specific career knowledge. Now how do you pick a Ph.D. advisor that's right for you? Don't just pick random people from the faculty website to email, make sure you know from the get-go ...

  15. How to Email a Professor Regarding Research

    Generalized from an email to a UCSC professor. Subject: Possible undergraduate research opportunities. Dear Professor X, I am a (year, major) at (university) and I am writing to ask about opportunities for undergraduate research in your lab beginning (time period). I have conducted undergraduate research on (topic) with (names) in (program or ...

  16. PDF Example of emails sent to a professor before applying:

    Example of emails sent to a professor before applying: Fwd: Prospective Graduate Student. Dr. Kornbluth, am a senior biology major at the University of Notre Dame. I am applying to the CMB program and am very interested in your work. After glancing at a few of your recent papers and your research summary I find your work with apoptosis very ...

  17. Templates for Every Important Email I Sent Related to Grad School

    Here's the rotation inquiry I sent to one of those faculty members: Email subject: Laboratory Rotation. Dear Dr. X, Hello, my name is X, and I'm an incoming X Ph.D. student. We spoke during my interview on March 9 about your research. Our conversation included topics such as X, and its effect on the X.

  18. How to Address a PhD in Email: Professors, Doctors, and More

    Separate their names with a comma. You can use the salutation "Dear" at the beginning if you'd like. If you aren't sure who has a Ph.D. and who doesn't, just use "Professor" for all of them. [2] You might write: "Dear Professor Jones, Professor Smith, and Professor Ali.". "Dr. Jones, Dr. Smith, and Professor Ali,".

  19. graduate admissions

    Write it in the tone of someone who (modestly) believes in their own professional worth but understands that it is the graduate school's prerogative to decide. A3. Answer obvious. Write to Dean of Postgraduate Studies in that Graduate School and he/she will either send you formal application forms or else refer the letter to either or both. A4.

  20. Biosketch Format Pages, Instructions, and Samples

    NIH requires submission of a biosketch for each proposed senior/key personnel and other significant contributor on a grant application. Some funding opportunities or programs may also request biosketches for additional personnel (e.g., Participating Faculty Biosketch attachment for institutional training awards).

  21. graduate admissions

    Sending an email the 22nd of December, just before holidays, is not the best idea. You can leverage on that to rephrase your second email, if you want to write a second one. Also keep in mind, when I was looking for a PhD, about 80% of professors I have tried to contact have not answered my email (a single one).