How to Approach Supervisors for Research Opportunities

How to approach supervisors for research opportunities can be challenging for applicants, particularly for those pursuing a master’s or PhD degree. However, postdoc applicants usually have prior experience effectively approaching supervisors or principal investigators (PIs) during their academic journey. This article guides on emailing potential supervisors for master’s-, PhD-, and postdoc-seeking candidates. Additionally, examples of successful email samples sent to academic supervisors are included. A helpful guide on securing a fully funded PhD in countries where applicants should approach PIs before submitting a formal application is also available.

When Should You Approach Supervisors?

Before diving into the best time to approach supervisors, it is important to first determine whether you need to. Our comprehensive guide on “Finding a Supervisor” helps you understand whether securing and approaching supervisors is necessary, depending on the type of position you’re applying for. Approaching supervisors before submitting an official application is common when applying to universities in the USA, Canada, and Australia. However, due to the high volume of emails, many supervisors at American and Canadian universities now prefer to be contacted after applicants have secured an official admission letter from their department. This allows supervisors to choose from a pool of accepted applicants when deciding whom to offer RA (Research Assistant) funding.

In contrast, applicants to European universities typically approach supervisors after receiving an official admission letter from the university or a scholarship program. Still, it is advisable to approach supervisors before applying, as it can help make a positive impression and increase the chances of being remembered during the selection process. Our article on the Marie Curie PhD Scholarship features real stories of successful applicants and when they chose to contact their supervisors.

Email Structure: How to Approach Supervisors

Email Subject Line

A strong subject line is essential, as it’s the first impression that encourages supervisors to open your email and review your CV. It should be clear, concise, informative, comprehensive, and relevant to the supervisor’s research interests and academic activities. We recommend including your intended degree, a keyword related to their research, and a brief reference to your background. For example:

• Prospective PhD Student – Interested in Your Work on Membrane Technology
• MSc Applicant – Research Collaboration in AI for Healthcare
• Inquiry: RA Opportunity in [Professor’s Lab Name]

Avoid generic, vague, or impersonal subject lines such as “PhD position” or “Seeking Opportunity”. Instead, demonstrate that your email is tailored and purposeful.

Email Body Text

The body of an email sent to a PI should be engaging and informative. It should quickly convey who you are, what you are seeking, and why you are reaching out to them. A well-structured email reflects your professionalism and increases the likelihood of receiving a positive response. Remember that professors receive similar emails, so standing out with a focused and personalized message is key. Attach your CV to the email and ensure that it:

• Is concise.
• Is formal. It should start with “Dear Dr.” or “Prof.” followed by the supervisor’s name, and end with “Sincerely Yours” or any equivalent, followed by your name.
• Does not use “Mrs.” or “Ms.” as the title.
• Does not contain slang, abbreviations, acronyms, or emoticons.
• Focuses on your significant academic accomplishments such as a high GPA, a competitive English test score, or the number of publications.
• Highlights your research background and interests.
• Specifically state your interest in the research group by reading the professor’s profile and a few of their scientific papers.
• Explains how doing research in their group can help you achieve your goals (optional).
• Requests to schedule a meeting or indicates that you will attend office hours (optional).

Email Samples: How to Approach Supervisors

How to Approach Supervisors Before Official Application

Below, we’ve provided three sample emails to guide you in approaching supervisors. These examples can be helpful if you are reaching out before submitting official applications. In general, students who face financial constraints for application fees and limitations related to recommendation letters often prefer to first secure a positive response from supervisors regarding potential RA funding opportunities.

Approaching Supervisors: Sample 1

A PhD applicant sent this email to a professor in the Department of Chemical Engineering at the University of Melbourne (UniMelb) in 2019.

Subject: Future PhD student in drug delivery

 

Dear Professor XXXXXXX,

 

I am XXXX XXXXXXX, an MSc alumnus of Chemical Engineering from XXXXXX University of Technology, Iran. Drug delivery is one of my research interests. I am currently working at the Drug Delivery Laboratory of XXXXXX University of Technology – one of the best universities in Iran – on the application of gold (Au) nanoparticles in cancer therapy. I would like to continue my studies overseas for the PhD. Having read your profile, I found out that you are working on drug delivery. I am so interested in applying for PhD from a faculty with your excellent background.

I would be grateful if you could inform me of any vacant position in the area of drug delivery systems for fall 2020. My undergraduate and master GPAs are 3.69 and 3.93 out of 4, respectively. My TOEFL iBT and GRE General scores are 104 and 323, respectively. Please find detailed information about me on my CV in the attached file. I am looking forward to hearing from you at your earliest convenience. Thank you for your invaluable time.

 

Sincerely Yours,
Full name

Approaching Supervisors: Sample 2

A postdoc applicant sent this email to an associate professor in the Chemistry Department at the University of California, Santa Barbara in 2021.

Subject: Available postdoc position

 

Dear Dr. XXXXXXX,

 

I am writing you to find out if you have an available postdoc position in your lab. My name is XXXXX XXXXX, and I hold a PhD in organic chemistry from XXXXX University of Technology, Netherlands. Over the last three years, I have been working on my PhD project on [thesis title or topic]. I find a strong bond between my experiences and expertise and your field of research. My hands-on training and experience in [research area 1] and [research area 2] make me confident that I can learn efficiently in your lab and contribute to establishing new techniques.

I am highly interested in your work on responsive materials for treating diabetes mellitus [two of their recent papers are mentioned here]. My attached CV further highlights my experiences and accomplishments. I would be grateful if we could meet online, so I can further explain my plans to you.

Kind regards,
Full Name

Approaching Supervisors: Sample 3

A postdoc applicant sent this email to a professor in the School of Chemistry at UNSW Sydney in 2022. They had met at an international conference, and the professor knows the applicant’s PhD supervisor.

Subject: Postdoc researcher in polymer chemistry

 

Dear Professor XXXXXXX,

 

I am a postdoc researcher in India. My name is XXXX XXXXXXX. I did my Ph.D. and first-year postdoc in [professor name]‘s group at the University of Melbourne. I have excellent experience in [technique 1] and [technique 2] in polymer chemistry. Currently, I am working on a biochemistry project, i.e., [project title], trying to synthesize polymer inside living cells using XXXX polymerization. Moreover, I have published 20+ papers since my master’s studies, and my h-index is XX. I would like to join your high-quality group as a leading research group worldwide. I am looking for a postdoc position in [country name]. Thus, I wonder if you have any available positions in your top research group. Thank you for your time in advance.

 

My research profiles are if you would like to have a look:

Google Scholar: Profile link
LinkedIn: Profile link
Applyindex: Profile link

 

Best regards,
Full Name

How to Approach Supervisors After Acceptance

Below, we’ve provided three sample emails to guide you in approaching supervisors. These examples can be helpful if you are reaching out before submitting official applications. In general, students who face financial constraints for application fees and limitations related to recommendation letters often prefer to first secure a positive response from supervisors regarding potential RA funding opportunities.

Approaching Supervisors After Acceptance: Sample 1

A PhD applicant did approach supervisors (e.g., assistant, professors, and full professors) in the Department of Computer Science at the University of Texas at Austin in 2015.

Subject: Admitted PhD candidate seeking RA funding

 

Dear Professor XXXXXXX,

 

I hope this email finds you well. My name is XXXXXXX XXXXXXXXXXX, and I am excited to share that I have been admitted to the PhD program in the Computer Science Department.

My research focuses on machine learning, computer vision, and big data analytics. My Master’s thesis, “A Real-Time Machine Learning Pipeline on ECG Signals“, was published in the Journal of XXXXXX XXXXXXXXXXXX. I have also published four other journal articles leveraging machine learning and social network analysis applications in healthcare. As the first author, I have published five papers in reputable scientific journals, and my IELTS overall score is 7.0 (please see my CV attached for more information).

I am very interested in pursuing my PhD under your esteemed supervision. I looked up your research profiles (university profile, Google Scholar, etc.) and found that your work in machine learning and big data analytics aligns closely with my academic interests. Accordingly, your guidance would be invaluable to my academic and professional development. I would like to know if you have any available RA funding opportunities to support my PhD studies and research.

Thank you very much for considering my request. Please let me know if you require any additional information.

 

Sincerely Yours,
Full name

Need a CV to Send to Supervisors?

When it’s time to approach supervisors, crafting a standout CV becomes crucial. Applyindex excels in delivering a tailored, top-tier CV that sets you apart from the competition. Our commitment to excellence ensures that your academic resume is not just a standard document but a dynamic representation of your academic achievements, skills, and aspirations.

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• Tailored Content: Our system crafts a CV that highlights your academic achievements, research experiences, and skills, aligning perfectly with what admissions committees seek. We’re dedicated to helping you make a lasting impression and secure your place in the educational institution of your dreams.
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3. Download and Customize: Within seconds, download your CV in Word format and make any necessary personal adjustments. After downloading the document, it’s important to fine-tune it to reflect your unique qualifications and experience. Make sure to:

• Remove any sections and headings that are irrelevant to your background.
• Include any additional information that may be necessary.
• Modify the formatting or spacing to ensure the document meets the required length. While two pages are the ideal length for a resume, it can be extended to three pages if you have a significant amount of relevant experience to showcase.

The final personalization of your resume takes less than 15 minutes but ensures that it accurately represents your qualifications and stands out to prospective universities to win a fully funded PhD position.