- 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
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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5 Effective Email Samples for PhD Supervisors: How to Write an Impressive Request or Update Email for Your Research Advisor
Are you looking for the perfect email sample to send to your PhD supervisor? Look no further! In this article, we provide you with examples that you can edit to suit your specific needs.
Crafting an effective email to your PhD supervisor can be a daunting task, but fear not! We have compiled a list of templates that will help you articulate your thoughts in a clear and concise manner. Whether it’s a progress update, feedback request, or a general inquiry, our templates can be adapted to fit your needs.
The importance of an effective email cannot be overstated. A well-written email will help establish a positive working relationship with your supervisor and convey professionalism. It will also help to ensure your message is received and acted upon in a timely manner.
So, whether you’re in the early stages of your PhD journey or nearing the end, take advantage of our email samples and improve your communication with your supervisor. With these templates, you’ll be able to save time and focus on what really matters – your research.
Without further ado, let’s dive into the examples!
The Best Structure for Email Sample for PhD Supervisor
When it comes to crafting an email to a potential PhD supervisor, structure is key. A well-structured email is more likely to catch the reader’s attention and convey your message effectively. Here are some tips for structuring an email sample for a PhD supervisor, inspired by Tim Ferriss’ writing style.
Subject Line
Your subject line should be clear and specific. It should briefly summarize the content of your email and capture the recipient’s interest. Avoid using vague or generic subject lines, as they are less likely to attract attention. Try to include your name and the purpose of your email in the subject line.
Introduction
Start your email with a brief introduction. This should include a polite greeting, your name, and a sentence or two about why you are reaching out to the recipient. Be concise in your introduction, as you want to avoid overwhelming the reader with too much information upfront.
Provide some background information that will help the recipient understand who you are and why you are interested in their work. This could include your educational background, research interests, and any relevant experience you have. Be sure to emphasize why you are interested in working with this particular supervisor.
In the body of your email, clearly state the purpose of your email. This could be a request for a meeting or a discussion about potential research opportunities. Be specific about what you are asking for, and keep your email concise and focused.
End your email with a polite closing, thanking the recipient for their time and consideration. Be sure to include your contact information, such as your phone number and email address, in case the recipient would like to follow up with you.
In conclusion, crafting an effective email sample for a PhD supervisor requires attention to structure. By following these tips inspired by Tim Ferriss’ writing approach, you can create an email that is clear, concise, and effective in conveying your message to a potential supervisor.
Seven Email Samples for PhD Supervisor
Requesting a letter of recommendation for phd application.
Dear Professor ____________,
I hope this email finds you well. I am writing to ask if you would be willing to write me a strong letter of recommendation for my PhD application to _________________. As you may remember, I worked with you as a research assistant on various projects, including ________________________________.
My passion and dedication towards __________ (name a specific area of research) has only grown during my time as a research assistant under your guidance. Therefore, I believe that with your support, I can make a strong case to the admissions committee.
I understand that writing a letter takes time and effort, and I would be more than happy to provide you with any information you may need to help. Please let me know if this is something you would be interested in, and I will send over my resume, statement of purpose, and any other necessary documents.
Thank you in advance for your time and consideration.
Best regards, _______________
Requesting a Meeting to Discuss Research Ideas
I hope this email finds you well. I am writing to request a meeting with you to discuss potential research ideas in the field of __________ (name a specific area of research) that I am interested in pursuing as part of my PhD studies.
I am particularly interested in your research in this area and would appreciate the opportunity to hear your thoughts on the viability of my research ideas. Moreover, I would love to learn more about the current projects that your research group is working on and how I can contribute to them.
I understand that you have a busy schedule, and I am happy to work around your availability. Please let me know what dates and times work for you, and I will make sure to accommodate them accordingly.
Requesting Feedback on a Research Proposal
I hope this email finds you well. I am writing to request your feedback on a research proposal I am currently working on. As you remember, we had several discussions on this topic during my time as a research assistant.
As I work towards writing my proposal for my PhD dissertation, I would appreciate the opportunity to have your input on my current draft. I believe that your expertise and knowledge will be incredibly valuable in helping me refine my research question and developing a viable methodology.
I understand that you have a busy schedule, but I would highly appreciate any input and suggestions you could provide on my proposal. I am happy to work around your availability and can meet with you in person or over video conferencing.
Thank You Email for Providing a Recommendation Letter
I hope this email finds you well. I just wanted to take this opportunity to thank you for providing a strong letter of recommendation for my PhD application. I was thrilled to learn that I have been accepted into the program and that your letter helped in making the decision.
Your support and guidance have been invaluable throughout my academic journey, and I am grateful for the opportunity to work with you as my supervisor. Once again, thank you for taking the time to write such a thoughtful recommendation letter.
Requesting a Recommendation Letter for a Job Application
I hope this email finds you well. I am writing to request if you could provide a letter of recommendation for a job application. The job is in the field of __________ (name a specific area of research), and I believe your recommendation would be a valuable addition to my application.
As a research assistant on various projects, including ________________________________, I have had the opportunity to learn from and work closely with you. Your guidance and mentorship have played a significant role in shaping my academic and professional aspirations.
If you are available, I would be happy to schedule a meeting to discuss more about the position and why I think it would be an excellent fit for my career goals.
Requesting an Extension on a Deadline
I hope this email finds you well. I am writing to request an extension on the upcoming deadline for my dissertation proposal. Due to unforeseen circumstances, I have been unable to dedicate as much time and attention to my proposal as I would have liked.
I understand the importance of meeting deadlines, and I apologize for any inconvenience this may cause. However, I remain dedicated to completing my proposal to the best of my abilities and making significant contributions to the field of __________ (name a specific area of research).
If you could grant me a few extra days, it would allow me to complete my proposal to the standards that I know you will expect. Thank you for your understanding and ongoing support.
Expressing Gratitude for Support and Mentorship
I hope this email finds you well. I just wanted to take a moment to express my sincere gratitude for your ongoing support and mentorship during my PhD studies. Your expertise, guidance, and encouragement have played a significant role in shaping me as an academic, researcher, and person more generally.
As I prepare to defend my dissertation, I realize how vital your support has been throughout my academic journey. Your willingness to help, challenge me, and provide feedback on my research has allowed me to grow both professionally and personally.
Once again, thank you for everything you have done for me. I hope that our professional relationship can continue even post-PhD, and I am committed to staying in touch.
Tips for Writing an Email Sample for PhD Supervisor
When you are searching for a PhD supervisor, it is essential to make a good impression while contacting them. Your email sample must be professional, short, and precise.
Here are a few tips for writing an email sample for a PhD supervisor:
- Introduce yourself: Begin your email by introducing yourself, highlighting your educational background, research experience, and research interests with the potential supervisor.
- Express your interest: It is essential to exhibit enthusiasm about their research, expressing your interest in working with them, and explaining your reasons for choosing that specific supervisor
- Do your research: Before sending an email, do thorough research on the supervisor’s research area, current projects, previous work, and the university. This will enable you to tailor the email sample to their interests and show that you have done your homework.
- Keep it concise: Short emails are more effective than long ones. In your email, explain your research background and propose a brief outline of your potential research and how it aligns with their research interests.
- Attachments: If you have a research paper, thesis, or any other relevant attachment that displays your skills and experience, attach it with the email to demonstrate your competencies and abilities.
- Formal Tone: Your email sample must exhibit a professional tone and be addressed to the supervisor respectfully using the appropriate title. Avoid informal or colloquial language.
- Proofread your email: Ensure to proofread your email sample multiple times to eliminate any grammatical errors, spelling mistakes, or typos. Poorly written emails may negatively impact your chances of being accepted as a PhD student.
- Follow up: Finally, if you do not receive a reply after a week, a polite follow-up email sample can confirm whether or not your email was received and allow you to continue with the proper communication.
Writing an email sample to a potential PhD supervisor can be intimidating, but following the above tips will help you craft a compelling email sample that can land you a PhD position. Remember, your goal is to impress the potential supervisor and differentiate yourself from the competition by showcasing your interest, research experience, and your alignment with the supervisor’s research interests.
FAQs related to Email Sample for PhD Supervisor
What should i include in the subject line of my email to my phd supervisor.
Make sure to include your name, the purpose of the email, and any important information such as the title of your thesis or the date of your next meeting.
How should I address my PhD supervisor in the email?
Use their formal title (e.g. Dr. or Professor) and their last name. If your relationship with them is more informal, you can use their first name with permission.
What information should I provide about my progress in my email?
Include a brief summary of what you’ve accomplished since your last meeting, any challenges or questions you have, and any upcoming deadlines you need to meet.
How should I close my email to my PhD supervisor?
End your email with a polite and professional closing such as “Thank you for your time” or “Sincerely.”
What is the recommended length for an email to my PhD supervisor?
Keep your email concise and to the point. Aim for no more than a few paragraphs.
Is it appropriate to ask for feedback on my work in the email?
Yes, it’s appropriate to ask for feedback on your work. However, be specific about what you’d like feedback on and be sure to acknowledge your supervisor’s time and expertise.
How soon should I expect a response to my email?
Your supervisor may have a busy schedule, but they should respond to your email within a few days. If you don’t hear back, you can send a follow-up email or approach them in person.
Should I attach any documents to my email?
If you have any relevant documents to share, such as a draft of your thesis or a presentation for your next meeting, attach them to your email. Be sure to explain the purpose of each attachment in your email.
What should I do if I need to cancel or reschedule a meeting in my email?
If you need to cancel or reschedule a meeting, apologize for any inconvenience and suggest some alternative times that work for you. Be respectful of your supervisor’s time and schedule.
Signing Off
All right, folks, that’s a wrap. I hope this email sample for a Ph.D. supervisor helps you to make a great first impression. Remember, you want to give the impression of being respectful, concise, and capable. And, of course, don’t forget to double and triple check your spelling and grammar. Thanks for taking the time to read this article – I appreciate it. Be sure to come back soon for more tips, tricks, and useful information. Until then, happy emailing!
- Sample Email to Professor for PhD Admission: Tips and Examples
- Sample Email From Student to Academic Advisor: A Guide for Effective Communication
- Sample Email to Academic Advisor: How to Write a Professional Message
- 10 Effective Academic Advisor Email Sample Templates to Inspire Your Communication
- How to Write a Perfect Potential PhD Supervisor Email Sample
- 10 Proposal Email Sample to Client Templates for Winning Projects
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How to Email a Potential Supervisor
If you’re interested in graduate school, chances are you’re also thinking about contacting professors you’re interested in working with. This type of introductory, “cold” email is an important part of the graduate school application process, but it can be tricky to get right. You want to create a good impression so you stand out as a serious applicant. Here are some things to keep in mind when emailing potential PhD supervisors to increase your odds of getting a response.
Keep it short
Professors are short of time and receive a ton of emails each day. As a result, they often skim emails. A short email is both faster for them to read and reply to. If you write a long email there’s a higher chance a professor will wait to read it “later” (read never.)
Make a Connection
If you have a connection to the professor, make sure to mention it. Were you referred to them by one of their former or current students? Did you hear the professor speak at a conference or invited talk?
Have a Clear CTA
Have you ever reached the end of an email and still had no clue what the sender wanted from you? Don’t send that type of email to a professor. Be very clear about what you want from them. Ask direct questions like, “Will you be taking on new PhD students in the fall?” Questions like this are easier to answer which increases the likelihood that the professor will answer your email.
Introduce yourself
Once you’ve asked if you can work with them, briefly introduce yourself in a sentence or two. In addition to where you study, include your research interests, why you’re interested in this professor’s work, and what you can bring to the table. You should also attach your CV to the email.
Have a Clear Subject Line
The purpose of a subject line is to tell the reader what the email is about. Use a subject line such as “Inquiry from a prospective grad student” or “Potential applicant interested in your lab” to reinforce your CTA.
Thank them for their time
Ending your email by thanking the professor for their time is a polite way to show respect. Follow this up with a professional sign off.
If you don’t receive a reply from the professor within a week, it’s okay to send a gentle follow up email asking for a response. If you still don’t get a response, it might be best to move on.
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