phd email to professor sample

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

How to Email a Professor for Research | 21 Example Emails

Introduction to email etiquette for engaging professors in research endeavors.

In the pursuit of academic excellence and professional development, establishing a connection with a professor for research opportunities represents a pivotal step. Crafting an email that succinctly and clearly communicates your intent, respect, and passion for the subject is crucial to initiating a promising collaboration. This guide is structured to assist you in formulating an email that adheres to the conventions of professional academic correspondence and effectively captures the attention of busy professors who are often inundated with requests from students and colleagues alike.

When reaching out to a faculty member, it is imperative to remember that your email not only serves as a reflection of your commitment but also as testament to your communication skills. By utilizing a structured approach and tailoring your message with clarity, you increase the likelihood of receiving a positive response.

How to Email a Professor for Research: Essential Guidelines

Understand the Professor’s Research Interests Research extensively on the professor’s work to tailor your email, showing that you have a sincere interest in their specific research areas.

Keep It Brief and To the Point Professors are often busy; hence, a concise email ensures your message is communicated efficiently without taking up unnecessary time.

Be Clear About Your Intentions State explicitly what you are seeking – whether it’s a research position, guidance on a project, or insights on a research topic.

Highlight Your Background Briefly mention your academic background, any relevant skills, and why you are particularly interested in this research field.

Professional Courtesy Always address the professor formally using their preferred title, and ensure to proofread your email to avoid any typos or grammatical errors.

Show Flexibility Mention your availability for an in-person or virtual meeting to discuss the research opportunity further and indicate your willingness to adapt to the professor’s schedule.

Express Gratitude Conclude your email by thanking the professor for considering your request, showing appreciation for their time and expertise.

Template for Emailing a Professor for Research Opportunities

Subject line.

Start with a clear, concise subject line that directly states the purpose of the email. Include keywords like “Research Opportunity Inquiry” or “Interest in [Specific Research Area].” The subject line should capture attention and provide insight into the email’s content at a glance.
Begin with a formal greeting using the professor’s title and last name, such as “Dear Professor [Last Name].” If unsure about the proper title, defaulting to “Professor” is a safe and respectful option.

Introduction

Briefly introduce yourself, stating your name, your major, and your year of study. It’s crucial to immediately establish who you are to give the professor a context for your email.

Statement of Purpose

Clearly articulate the purpose of your email. Mention how you became interested in the professor’s work and specify the reason for your outreach. This section should convey your enthusiasm and the relevance of your inquiry to your academic and professional development.

Overview of Academic Background and Interest

Provide a summary of your academic background relevant to the research interest. Highlight courses, projects, or experiences that have prepared you for research in this area. This part demonstrates your credibility and readiness to engage in research.

Specific Interest in Professor’s Research

Mention specific aspects of the professor’s research that intrigue you. Referencing recent publications or projects illustrates that your interest is genuine and informed. It also shows you have taken the initiative to understand their work.

Inquiry about Research Opportunities

Politely inquire about available research opportunities within the professor’s lab or group. Be clear about your desire to contribute and learn, showcasing your motivation to be part of the team.

Availability for Meeting

Express your willingness to discuss possible research opportunities further and suggest your availability for a meeting. Offering flexibility in scheduling demonstrates respect for the professor’s time.
Conclude your email with a statement expressing gratitude for the professor’s consideration of your request. Restate your interest briefly and end on a positive note.
Include a polite closing, such as “Best regards” or “Sincerely,” followed by your name. Beneath your name, provide additional contact information, such as your university email address and phone number, fostering easy communication.

Notes on Tone and Clarity

Throughout the email, maintain a professional, respectful tone. Ensure the email is concise, clear, and free of jargon that might not be universally understood. Proofread for spelling and grammatical errors to showcase your attention to detail and commitment to a professional demeanor.

By adhering to this structured template, you position yourself as a serious and thoughtful candidate for research opportunities. This approach not only demonstrates respect for the professor’s time but also showcases your capability to communicate effectively in a professional academic setting.

Email Template | How to Email a Professor for Research

Subject: Request for Meeting: Exploring Research Opportunities in [Research Area]

Dear Professor [Last Name],

I hope this email finds you well. My name is [Your Name], a [Your Year] [Your Major] major, deeply interested in [specific topic or field]. Having followed your work on [specific research area/project], I am incredibly inspired and eager to learn more about potential involvement in research opportunities within your specialty.

My academic background includes [mention any relevant courses, projects, or experiences], which I believe have equipped me with a solid foundational understanding of [research area]. I am particularly drawn to your recent work on [mention any specific project or publication], and I see a strong alignment with my interests and career aspirations.

I am reaching out to kindly request a meeting at your convenience to discuss potential research opportunities under your guidance. I am available on [provide a range of dates and times] but am more than willing to adjust to your schedule. During the meeting, I would like to cover:

An overview of my academic background and research interests. A discussion on your current and future research projects. Potential opportunities for me to contribute to your research initiatives. Thank you very much for considering my request. I am looking forward to the possibility of working under your esteemed guidance and contributing to the [specific research area] field.

Warm regards,

[Your Name] [Your University] [Your Contact Information]

Below are example emails to guide you in drafting your request. They are designed to address various situations and to help you articulate your interest in a research opportunity clearly and professionally.

Example Emails

General inquiries.

Dear Professor Smith, I am interested in your work on environmental sustainability and wonder if you currently have any research opportunities for an undergraduate student in this area. Your work aligns perfectly with my academic background in environmental science and my passion for sustainability. I would greatly appreciate the opportunity to discuss this further with you. Thank you for considering my request.

Let’s Meet to Discuss

Hello Professor Johnson, I’ve closely followed your research on renewable energy solutions and am currently seeking opportunities to contribute to this field. With a solid foundation in engineering and a keen interest in sustainable technologies, I am eager to learn from your expertise. Could we possibly schedule a time to explore any potential research positions within your team? Thank you for your time.

A Request- Includes Citing a Publication

Dear Professor Lee, Having read your recent publication on AI in healthcare, I am particularly interested in how technology can be leveraged to improve patient care. As a graduate student in computer science with experience in machine learning, I am seeking opportunities to apply my skills to real-world problems. Are there any openings for research assistants in your projects? Thank you for your consideration.

Looking For Research opportunities

Hi Professor Martinez, I am writing to inquire about research opportunities in your lab, specifically related to genetic editing. As an undergraduate in biology, I am fascinated by the potential of CRISPR technology and eager to gain hands-on experience. I would be honored to discuss how I might contribute to your research. Thank you for your time.”

Specific Project Inquiry

Dear Professor Robinson, After attending your lecture on the historical impact of architectural design, I am inspired to delve deeper into this topic. I am particularly interested in the project you mentioned on urban development patterns. Could I possibly assist with this research in any capacity? I am currently completing my thesis in architecture and believe this experience would be invaluable. Thank you for considering my request.

Seeking Guidance

Hello Professor Thompson, I am reaching out to seek your advice on beginning a research project in the field of cybersecurity. Your extensive work in this area is incredibly inspiring, and I would greatly appreciate any guidance you could offer on how to approach this subject. Thank you very much for your time and assistance.

Expression of Interest in Research Collaboration

I am currently pursuing a Master’s in Biochemistry and am very interested in your recent work on protein folding, which I believe has transformative implications in drug development. With a strong background in molecular biology and a keen interest in pharmaceutical applications, I am eager to contribute to your research team. Could we possibly discuss potential collaboration opportunities?

How to Email a Professor for Research

Inquiry About Research Assistant Position

Having followed your groundbreaking research on climate change and its impacts on marine ecosystems, I am writing to inquire about the possibility of joining your team as a research assistant. My studies in Environmental Science and hands-on experience with GIS tools align well with your needs, and I am enthusiastic about the possibility of contributing to your insightful work.

Request for Guidance on Research Project

I am in the early stages of planning a thesis on the socio-economic impacts of urbanization and greatly admire your expertise in urban sociology. I would appreciate any advice or guidance you could offer and am particularly interested in any opportunities to collaborate or assist in your ongoing research projects.

Seeking Opportunity for PhD Research

I am considering applying for a PhD, and your research area in forensic psychology is closely aligned with my interests, particularly your work on cognitive biases in eyewitness testimonies. Could we schedule a meeting to discuss potential doctoral research opportunities under your supervision?

Proposal for Joint Research Initiative

As a junior researcher in the field of renewable energy systems, I am keen to explore potential synergies between our work. I believe that a collaborative project could be mutually beneficial, particularly in enhancing the efficiency of solar panels using new materials. It would be valuable to discuss a potential joint initiative at your earliest convenience.

Expressing Interest in Lab Work

I am a senior Chemistry major eager to gain more lab experience, particularly in organic synthesis, and I am very interested in your research on non-toxic solvents. Would there be any opportunities to work in your lab, even on a volunteer basis? I am eager to apply my learning in a real-world setting and contribute to your research team.

Applying for a Research Internship

After reviewing your publications on the role of artificial intelligence in public health, I am inspired to apply for the summer research internship advertised on your faculty webpage. With a solid foundation in both public health and computer science, I believe I can offer valuable assistance in your ongoing projects.

Inquiry About Master’s Thesis Supervision

As I finalize my plans for my Master’s thesis in international relations, I am particularly interested in your work on cybersecurity and state sovereignty. I would be honored if you would consider supervising my thesis. Could we meet to discuss this further?

Request for Participation in Field Study

Your field study on the biodiversity of the Amazon rainforest stands out as a landmark research initiative, and I am very interested in participating. As a graduate student in biology with fieldwork experience, I am well-prepared for the challenges of remote research and would be eager to contribute to your team.

Proposal for Research Methodology Consultation

I am currently developing a research proposal centered around the use of mixed methodologies to study educational outcomes. Given your expertise in quantitative research methods, I would greatly value your insights and feedback on my approach.

Seeking Research Collaboration in Engineering

Your innovative research on the design of earthquake-resistant structures is closely related to my work on material science and its applications in civil engineering. Could we explore potential collaboration? I believe both projects could benefit significantly from shared insights and technology.

Request to Join Ongoing Research Project

I am particularly impressed by your ongoing project on the historical analysis of European art movements. As a doctoral candidate specializing in art history, I am eager to contribute my knowledge of Renaissance art. Is there any possibility of joining your project team?

Expressing Interest for Postdoctoral Position

As I near the completion of my PhD in molecular genetics, I am actively seeking postdoctoral positions that align with my research interests and skills. Your lab’s work on genetic markers for neurological diseases is fascinating, and I would like to inquire about possible postdoctoral opportunities.

Inquiry for Research Funding Possibilities

I am in the process of securing funding for a project on smart cities, and your research has been a significant influence on my work. Could we discuss potential funding opportunities or collaborations that might support this research?

Collaborative Proposal for Conference Panel

Would you be interested in collaborating on a panel for the upcoming International Business Conference? Your research complements mine in corporate ethics, and I believe we could offer compelling insights on transparency and governance in new markets.

Note: While templates and automated writing tools like chatGPT can serve as starting points, your email should be a testament to your unique interest and qualifications for the research position. Engaging personally in the composition of your email not only sets you apart but also demonstrates your commitment to professional excellence and continuous development in your chosen field. Remember, the goal is to engage, intrigue, and convince the professor of your potential as a research collaborator. Prioritize clarity, personal relevance, and specificity in your email to ensure it resonates with its recipient.