One of the most frequent challenges among PhD applicants worldwide is “How to email professor for PhD supervision?” It is crucial for those seeking research-funded PhD positions to approach supervisors. Among the hundreds of emails sent to PhD supervisors (assistant, associate, and full professors), you want to stand out. Therefore, you should pick a succinct and informative cold email PhD body text and a suitable subject line for your PhD email. Depending on the country in which you are applying for a PhD, you may need to approach supervisors either before or after submitting your application. This article explains how to email professor for PhD supervision. Additionally, examples of successful supervisor email templates are provided.
When Should You Email Professors for PhD?
To inquire about fully funded PhD positions that are supported by research grants, you might need to email assistant, associate, or full professors. However, the country you are targeting and the PhD position type (being individual PhD or PhD program position) will greatly influence when you should get in touch with them. When applying to PhD programs in Australia, France, Germany, and the Netherlands, it is required to email professor for PhD supervision prior to submitting an official PhD application in order to establish a research topic and obtain their approval for your PhD supervision. Nonetheless, it is not obligatory when applying for individual PhD positions in these countries.
However, many supervisors at American and Canadian universities now prefer to be contacted after applicants have obtained an official admission letter from their department because of the large volume of cold emails for PhD inquires. This gives supervisors the ability to select from a pool of qualified candidates when determining who should receive funding for research assistants (RAs). Regardless of being optional or mandatory, approaching supervisors prior to applying is strongly advised since it can help create a good impression and improve the likelihood of being remembered during the selection process.
How to Email Professor for PhD: the Structure
Email Professor for PhD: the Subject Line
A strong subject line is essential in a cold email PhD, as it is 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 PhD supervisor’s research interests and background. We recommend including your intended degree (which is PhD here) and a keyword related to their research work (or your interests/background). Avoid generic, vague, or impersonal subject lines such as “PhD position” or “Seeking Opportunity”. Instead, demonstrate that your email is tailored and purposeful.
Email Professor for PhD: the Body Text
The body of an email to a professor for PhD supervision 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 cold email PhD reflects your professionalism and increases the likelihood of receiving a positive response. Remember that professors receive similar emails for PhD positions, so standing out with a focused and personalized message is key. Attach your CV to the email and ensure that the email:
- is concise.
- is formal. It should start with “Dear Dr.” or “Dear 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).
You can use the samples of prior PhD successful applicants to get ideas for your academic CV, but this can be confusing and time-consuming. As an alternative, you could use platforms like LinkedIn, which offer a generic CV formats for academic purposes. Applyindex, on the other hand, provides a more customized strategy with its data-driven, automated resume builder that is especially made for academic settings. For more information, see the article “How Applyindex tools work for applicants“.
How to Email Professor for PhD: Sample Templates
How to Email Professor for PhD Supervision Before Applying?
Below, we have provided two “email to PhD supervisor” samples to guide you in approaching potential supervisors in a professional and effective way. Since many universities encourage early communication with supervisors to align research interests, these examples are especially useful if you are reaching out to professors prior to submitting an official application. Reaching out in advance can be especially helpful for students who might struggle to obtain multiple recommendation letters or who are facing financial constraints related to application fees. Receiving a favorable response from a professor enhances your overall PhD application and raises the possibility of RA funding opportunities.
PhD Supervisor Email Template 1
Below is a PhD supervisor email template you may use for your PhD cold email outreaches. A PhD applicant sent the following email to a professor in the Department of Chemical Engineering at the University of Melbourne. They had not attached a PhD research proposal to the email, but it would have been better to do so.
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 a PhD. Having read your profile, I found out that you are working on drug delivery. I am so interested in applying for a 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 bachelor’s and master’s 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
PhD Supervisor Email Template 2
A PhD applicant emailed a professor in the Department of Chemical Engineering at Universidade de Santiago de Compostela, Spain, and was invited to a PhD interview just two days after her initial cold outreach. Citing one of the supervisor’s recent papers is among the most effective strategies on how to contact professors for PhD opportunities, as it demonstrates genuine interest and alignment with their research.
Subject: Seeking PhD position in wastewater treatment
Dear Prof. XXXXXXXXXXX,
My name is XXXX XXXXXX, an MSc graduate in Biomolecular Engineering from XXXXXX University, Pakistan. Environmental biotechnology is a key area of research interest for me, particularly in the field of wastewater treatment. After reading your profiles, I was impressed by your work in the field of wastewater treatment. Your review article titled [paper’s full tile] inspired me to pursue a PhD under your supervision. I would be grateful if you could inform me of an available funded PhD position in your research group.With a strong GPA of 3.48 (out of 4.0) in my master’s program, I successfully published two research papers based on my thesis:
- Paper 1’s title.
- Paper 2’s title.
I graduated second in my class of 2023 and possess excellent verbal and written communication skills in English. My CV, attached, provides further details about my background and qualifications. Thank you for your time and consideration. I look forward to hearing from you soon.
Best Regards,
Full Name
How to Email Professor for PhD Supervision After Acceptance?
Below, we have provided a sample email to guide you on how to contact supervisors after receiving an acceptance letter from a department. A PhD applicant approached supervisors (e.g., assistant, associate, and full professors) in the Department of Computer Science at the University of Texas at Austin with an official admission letter. This is one of the best ways in contacting professors for PhD funding.
Subject: Admitted PhD candidate seeking RA funding
Dear Professor XXXXX,
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
Conclusion on How to Email Professor for PhD
Mastering how to email professor for PhD supervision is one of the most important steps in securing a research position. An informative, well-thought subject line, a professional body text, and an attached CV tailored to the professor’s research are essential elements of a strong application email. Whether you need to email professors for PhD opportunities before submitting your application or after gaining acceptance, clarity and personalization will make you stand out from the hundreds of inquiries professors receive. By demonstrating your academic achievements, research interests, and alignment with their work, you can significantly increase your chances of receiving a positive response and securing valuable funding opportunities.
Frequently Asked Questions (FAQs)
When should I email professor for PhD supervision?
It depends on the country. In places like Australia or France, you should email professor for PhD opportunities before applying. In the US or Canada, professors often prefer to be contacted after you’ve received admission.
What should I include when I email professor for PhD positions?
Your email should include a clear subject line, a concise introduction, your research background, academic achievements, and why you are interested in their research work. Always attach a CV.
How can I make my email professor for PhD inquiry stand out?
Avoid generic messages. Personalize your email by referencing the professor’s research, highlight your unique strengths, and keep your writing professional and well-structured.
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