Writing your first email to a potential PhD supervisor is an important step in initiating contact and expressing your keen interest in their research work. There is a thin line between making a good first impression and making a bad one, so properly structuring your first email is crucial to getting a positive response. It is suggested that you reach out to the PhD supervisors one to two months before the set deadline.
A Few Golden Rules You Must Know Before Writing an Email
- What PhD programme you want to take. Before writing an email, check a few departments at the university to identify a research topic that interests you.
- Check the admission criteria for the program you intend to pursue
- Identify those professors whose research areas are closely associated with something you want to work on.
How to write first email to potential PhD supervisor?
Although looking for a potential PhD supervisor may seem like a daunting task, it is the first and necessary step to follow if you are applying for a PhD program.
Before writing an email, it is crucial to do some homework. Learn about the professor’s research work and academic specialisations. You can find this information on the university/departmental website, where the supervisors will have their own profile page. Here, they will mention their research work, whether they accept doctoral candidates and the areas they are keen to supervise.
Steps to Write a First email to Potential PhD supervisor
A Clear and Concise Subject Line
Avoid writing a vague subject line, especially in your first email to your PhD supervisor. There is a chance that it may end up in their junk folder. For example, the subject line can be something like this:
- Prospective PhD student interested in “Cell Based Nano Systems for Cancer Diagnosis and Treatment”
- Prospective PhD Student Inquiry
- Introduction
Begin your email with a respectful salutation. In the first paragraph, you can introduce yourself and write about your background, research experience and interests that align with the PhD supervisor’s work.
- Explain Your Intent
Clearly write about your intention in the main body of the email. This section must mimic your CV, highlighting your eagerness and suitability for the PhD programme and your interest in your supervisor’s research topic.
- Discussion or a Meeting
Request them to suggest a convenient day to discuss potential collaboration. This can be done either in person, on a call, or in an online meeting.
- Conclusion
The conclusion should summarise your suitability and your interest in the doctoral programme. Ensure that you have demonstrated your experience and commitment in the particular research area. Conclude by thanking the PhD supervisor for their time and consideration.
It is important to keep the email brief and specific. Avoid hesitant statements or passive sentences. Supervisors have hectic schedules, so it may take a couple of weeks to get a reply. If you don’t hear from them in a week or two, it is worth sending a polite reminder. However, avoid badgering them with numerous follow-up emails.
Examples of Sample Emails
Below are examples of sample emails to send to potential PhD supervisors. However, you can customise these emails by including your own research interests, background, and goals.
Sample 1:
Subject: Prospective PhD Student Interested in Your Research (Year)
Dear Dr. (PhD Supervisor’s Name),
My name is (your name), and I recently earned a degree in (degree) from (university name) in (year). I am keen on pursuing (research work you want to pursue), which made me look into (university name). I was excited to learn that my research interests (write about your research interest) coincide with your research work.
My interests align with your lab’s studies, particularly (your PhD supervisor’s research topic). I was delighted to read your latest publication on this subject, and I want to contribute to similar topics to further our understanding of (a topic that needs more research).
Are you currently considering applications from new students into your lab for (Year)? If so, I have attached my CV for your consideration.
Thank You for your time!
(your name)
Sample 2:
Subject: Prospective PhD Student Inquiry
Dear (Surname of Academic Title),
I hope you are well.
My name is (Your Name), and I am a (your academic background or current position) with a keen interest in (research interests). I am emailing you as I am considering applying to a PhD programme in (department) at the (University) for the academic year (relevant year). My research into (dissertation topic) during my (master’s or degree type) has inspired me to pursue (proposed area of interest) at the doctoral level.
I am reaching out to inquire about the possibility of pursuing my doctoral programme under your supervision. Your expertise aligns closely with my research interests, and I feel that you would be the most suitable PhD supervisor for this study programme. I have attached the outline of my research proposal to give a sense of the research work I plan to undertake.
Please let me know your initial thoughts or feedback on the research topic. Would it be possible to call or schedule a meeting to discuss potential PhD supervision in more detail at your convenience.
Thank you for your kind consideration, and I look forward to hearing from you.
Sincerely,
[Your Name]
Things to remember before writing an email to PhD supervisor
There are a few key facts to consider before writing an email to a PhD supervisor that will not only create a first impression but also increase the prospects of getting a favourable response.
- Research: Do your homework. Gather all information regarding the potential PhD supervisor’s research interests, recent publications, background, etc., to ensure it aligns with your own interests and goals.
- Personalize the Email: Do not send generic emails to every professor on your list. Personalize your email by addressing the supervisor by name. If you want a robust application, mention a few aspects of their work that you are keenly interested in. You can use a few similar phrases in the emails, but avoid using the same template.
- Clarity: Professors have busy schedules, so they do not devote much time to the emails they receive. So, impressing them in one or two minutes is crucial, or your email may end up in their junk folder. Clearly articulate your research experience, academic background, and interests in a concise manner. Do not forget to mention why you are interested in working with the professor.
- Subject Line: A clear subject line summarising your email’s intent is another crucial aspect that one needs to remember. Ex: “Research Collaboration Opportunity” or “Prospective PhD Student Inquiry”
- Express Gratitude: I politely request an opportunity to discuss the PhD supervisor or potential collaboration and express your gratitude for their time and consideration.
- Proofreading: Proofreading your email for grammar, punctuation, and spelling is important. A well-written email demonstrates professionalism.
FAQ:
How do you email a PhD guide?
Follow these steps while emailing a PhD guide:
- Clear subject line
- A brief introduction of yourself, your background, and your current position.
- Express your interest
- Explain why you are seeking Phd guide
- Request for a meeting to discuss PhD supervision
- Express gratitude and close the email politely.
- Proofread the email before sending
Can I copy paste sample emails?
Although it is acceptable to draw inspiration from sample emails, copy-pasting without personalisation may seem insincere and impersonal and may create a negative impression. So, it’s essential to customise the email to reflect your interests, background, and goals.
What to do if a phd advisor replies to your email?
- If a PhD supervisor replies to your mail, then follow these steps:
- Respond Promptly
- Express Gratitude
- Address all the questions of your advisor in your response
- Propose next steps
- Be flexible
- Prepare for the meeting
- Follow-up
- Continue building the relationship even if the initial interaction did not result in immediate supervision or collaboration.
Should I mail more than one potential PhD supervisor?
If you have multiple research interests, contacting numerous potential supervisors is fine. However, each mail should be personalised. Avoid copy-pasting identical mail to all potential supervisors.
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