When considering graduate school, it’s a good idea to reach out to professors in your department of interest or those whose work aligns with your research goals. Doing so can provide valuable insights into the program, research opportunities, and potential mentorship. However, because professors' time is often limited, being considerate and strategic with your communication can make a significant difference.
In your email, it’s crucial to maintain a professional and respectful tone. Avoid sounding entitled or overly demanding, as this can leave a negative impression. Instead, be clear and polite in your requests, demonstrating genuine interest in their work and the program. A well-structured email shows that you respect their time and are serious about your academic and research goals. Organize your thoughts carefully to ensure clarity and flow, helping the professor understand who you are and what you’re seeking. By putting thought into the details of your message, you make it easier for the professor to respond effectively, increasing the chances of a positive outcome. Here are 8 steps to consider when drafting an email to a potential professor.
- Use an appropriate subject line:
- When forging an email to a professor, have a clear and professional subject line that directly states the purpose of your email. For example:
- “Prospective Graduate Student Inquiry: Research Opportunities in [Professor’s Research Area].”
- “Request for Information on PhD Program and Potential Supervision.”
- Begin the email with an appropriate greeting:
- Address the professor formally. Use “Dear Dr. [Last Name]” or “Professor [Last Name].”
- Avoid overly casual greetings like “Hi” or “Hey,” and ensure you use the correct title (Dr. vs. Mr./Ms.).
- After the greeting, a brief Introduction should follow. The introduction could contain information such as:
- Introduce yourself by stating your name, current position (e.g., undergraduate student), and institution.
- Mention how you came across their work (e.g., through a research paper or conference).
- Do not state “I am trying to join your group” explicitly. First emails should try to establish a dialog.
- Show interest in their work and show that you are genuinely trying to seek more information about their work, the department, and their group.
- The body of the email should delve into the information that you are requesting. For example:
- Highlight why you are interested in the professor’s research. Be specific—mention a particular paper or project and what you find intriguing.
- Avoid generic statements like “I am interested in your research.” Show that you’ve done your homework.
- State the purpose of your email clearly, whether it's to inquire about research opportunities, ask if they are accepting graduate students, or learn more about the program.
- If you’re asking for supervision, make it clear that you are interested in their mentorship.
- Lastly, provide information about your experience:
- Briefly mention any relevant experience, skills, or academic background that makes you a strong fit for their research.
- Include a sentence or two about your academic achievements, internships, research, or publications.
- Request for a Meeting or Further Communication
- If appropriate, ask if they would be willing to meet or have a follow-up conversation to discuss research opportunities further.
- Be flexible with your availability and respect their time.
- Provide Your Contact Information and response with Attachments if they ask for it.
- Offer to provide further materials, such as a CV, research proposal, or academic transcripts, if the professor is interested.
- Make sure any attachments are named professionally and are relevant.
- Polite Closing
- Close the email with a formal and polite sign-off, such as “Sincerely,” or “Best regards,” followed by your full name.
Here is an example of an email to a professor drafted below:
Subject: Inquiry Regarding Research Opportunities in [Specific Research Area]
Dear Dr. [Last Name],
My name is [Your Name], and I am currently an undergraduate student in [Your Department] at [Your University]. I have been following your research on [specific topic], particularly your recent work on [specific paper/project], which aligns closely with my own academic interests.
I have been following your research on [specific research topic or paper], and I am particularly intrigued by your work on [mention specific details that caught your attention]. Given my interest in [related topic], I believe that your research aligns with my academic goals and would provide an excellent foundation for my future studies.
I would greatly appreciate the opportunity to discuss potential research opportunities in your lab and how my background in [mention relevant experience or coursework] might align with your ongoing projects. If you are available, I would love to schedule a time to speak further or learn more about your research.
Thank you very much for considering my inquiry. I look forward to the possibility of working with you and contributing to your research efforts. Thank you for your time and consideration. I look forward to hearing from you.
Best regards,
[Your Full Name]
[Your Contact Information]
About the author:
Phelecia Scotland is from the Commonwealth of Dominica a small island in the Caribbean. She is a current Ph.D student in Material Science and Nanoengineering. She earned her Ph.D in Chemistry at MSU Texas in 2020. Read more.
Further Reading:
Transitioning from Rice to Rice: Undergrad to Grad Experience – Academics
Resources of Travel Grant to Support Your Academia Conference