poteiza@ucdavis.edu <poteiza@ucdavis.

edu>;
zuzana_drobna@med.unc.edu <zuzana_drobna@med.unc.edu>;
aemitchell@ucdavis.edu <aemitchell@ucdavis.edu>;
mkanarek@wisc.edu <mkanarek@wisc.edu>;
jmdenu@wisc.edu <jmdenu@wisc.edu>;
barbara.fingleton@Vanderbilt.Edu <barbara.fingleton@Vanderbilt.Edu>;
jmp21@psu.edu <jmp21@psu.edu>;
nbrown@berkeley.edu <nbrown@berkeley.edu>;
rassassi@berkeley.edu <rassassi@berkeley.edu>;
ohshimah@u-shizuoka-ken.ac.jp <ohshimah@u-shizuoka-ken.ac.jp>;
Sabine.Ellinger@hs-niederrhein.de <Sabine.Ellinger@hs-niederrhein.de>;
cfranken@gmu.edu <cfranken@gmu.edu>;
jblument@ches.ua.edu <jblument@ches.ua.edu>;
vulpe@berkeley.edu <vulpe@berkeley.edu>;
lnewton@uab.edu <lnewton@uab.edu>;
acbenjamin@mytu.tuskegee.edu <acbenjamin@mytu.tuskegee.edu>;
emeuillet@azcc.arizona.edu <emeuillet@azcc.arizona.edu>;
a.bast@maastrichtuniversity.nl <a.bast@maastrichtuniversity.nl>;
jfcollins@ufl.edu <jfcollins@ufl.edu>;
harris@umich.edu <harris@umich.edu>;

How to Write an Email to a Potential Ph.D.

Advisor/Professor
Posted on July 25, 2011 by Karen

(Monday Post Category: Getting You Into and Out of Graduate

School)

One of the most common points of confusion among

undergraduates and new graduate students is how to write an
email to contact a professor to serve as a potential Ph.D. or
graduate school advisor. This can be a minefield. Yet the
email inquiry to a potential advisor is one of the most
important steps in your entire graduate school process, in that
it is your chance to make a first impression on the person who
will dictate many elements of your life for the next five to ten
years.
I have been on the receiving end of many emails from hapless
students who clearly had no guidance, and whose
communication with me ended up appearing flippant and
rude.
Here is that sort of email:
Dear Professor Kelsky, I am a student at XXX College and
Im thinking about graduate school on xxx and Im getting in
touch to ask if you can give me any advice or direction about
that. Sincerely, student X
This is an instant-delete email.

Here is what an email to a professor should look like:

Dear Professor XXX,
I am a student at XXX College with a major in xxx. I am a
[junior] and will be graduating next May. I have a [4.0 GPA]
and experience in our colleges [summer program in
xxx/internship program in xxx/Honors College/etc.].
I am planning to attend graduate school in xxx, with a focus on
xxx. In one of my classes, xxx, which was taught by
Professor XXX, I had the chance to read your article, xxxx. I
really enjoyed it, and it gave me many ideas for my future
research. I have been exploring graduate programs where I
can work on this topic. My specific project will likely focus on
xxxx, and I am particularly interested in exploring the question
of xxxxx.
I hope you dont mind my getting in touch, but Id like to
inquire whether you are currently accepting graduate
students. If you are, would you willing to talk to me a bit
more, by email or on the phone, or in person if I can arrange a
campus visit, about my graduate school plans? I have explored
your departments graduate school website in detail, and it
seems like an excellent fit for me because of its emphasis on xx
and xx, but I still have a few specific questions about xx and
xxx that Id like to talk to you about.
I know youre very busy so I appreciate any time you can give
me. Thanks very much,
Sincerely,
XX XXX

ample 2: A "better" e-mail

Dear Dr. Smith,
My name is Faysal Elahi Khan and I complete my Bsc in Food
Engineering and Tea Technology at Shahjalal University of Science and
Technology. In my introductory and upper-level coursework, I've
developed a passion for science and am extremely interested in
pursuing independent research as an undergraduate. An extensive
research experience will greatly help me consolidate my future career
choice.
I am personally greatly interested in the molecular biology of stem cells.
Recently I read your 2011 paper on the role of microRNAs in the
differentiation of muscle stem cells and became fascinated by your
work. In particular, I found it amazing that microRNAs can alter the fate
of a cell in such a profound way. If possible, I would love to start
working on a long-term project in your lab beginning this summer.
Would you be available to meet sometime this week to discuss your
research? I would also be happy to volunteer in your lab for a few
weeks before we commit to anything to see if this is a good match. My
transcript and resume are attached in case you are interested. I look
forward to hearing from you!
Thank you,
David Wu

Email template to contact professors

Dear Professor Last Name,
My name is /First Name/ and I am a current student at /University or College Name/ . As
part of my Undergraduate project work with Professor Dr.XYZ implementing x y and z
methods using technologies.
I am contacting you because Im applying to programs in Major this . My research
interests are in A, B, and C
From your web page I saw that that you have done research on project X and Y.
Because of our similar interests, your lab is one of the ones I am intrigued by at
Graduate University. If you will be accepting any students into your lab for Fall 2015
Semester.
Id be interested in hearing more about your particular lab and getting in touch with
some of your current students.
Are you accepting new students for your lab and research work? I would appreciate, if
you can direct me towards your most recent research (manuscripts, etc) as well.
Thank you for your time, and I look forward to hearing back from you soon.
Best Wishes,
You.
Now, you can use the above email template as a starting point. Then make changes
based on the replies and types of professors you are contacting.
At times, you may have to just use a 3 line email or 10 lines email. The key is to
improvise your email.
More information you include about research work and your past research experience,
will make your email stand out from rest of the emails.
Your goal is get the conversation going from the first email.
P.S. Dont ask for funding in the first email
Dr. John,

I am applying to University of Houston for fall 2011 for MS in Marketing. I have read few
of your research publications onAdvertising Research targeting online customers. I have
worked on similar marketing project at school involving design and processing online
customer data by surveys. I am interested in advertising research area and would like
to know about research opportunities to work with you.
Looking forward for your reply,
Regards,
Kumar

How Do You Write an Email or

Letter to a Professor?
By karenkelsky
One of the most common points of confusion among undergraduates and new graduate students is
how to contact professors to serve as potential faculty advisors. This can be a minefield. I have been
on the receiving end of many emails from hapless students who clearly had no guidance, and whose
communication with me ended up appearing flippant and rude.
Here is that sort of email:
Dear Professor Kelsky, I am a student at XXX College and Im thinking about graduate school/doing
research on xxx and Im getting in touch to ask if you can give me any advice or direction about that.
Sincerely, student X
This is an instant-delete email.
Here is what an email to a professor should look like:
Dear Professor XXX,
I am a student at XXX College with a major in xxx. I am a junior and will be graduating next May. I
have a 4.0 GPA and experience in our colleges summer program in xxx.
I am planning to attend graduate school in xxx, with a focus on xxx. In one of my classes, xxx,
which was taught by Professor XXX, I had the chance to read your article, xxxx. I really enjoyed it,

and it gave me many ideas for my future research. I have been exploring graduate programs where I
can work on this topic.
I hope you dont mind my getting in touch, but Id like to inquire whether you are currently accepting
graduate students. And if you are, if youd be willing to talk to me a bit more, by email or on the
phone, or in person if I can arrange a campus visit, about my graduate school plans. I have explored
your departments graduate school website in detail, and it seems like an excellent fit for me because
of its emphasis on xx and xx, but I still have a few specific questions about xx and xxx that Id like to
talk to you about.
I know youre very busy so I appreciate any time you can give me. Thanks very much,
Sincerely,
XX XXX
Why is this email good? Because it shows that you are serious and well qualified. It shows that you
have done thorough research and utilized all the freely available information on the website. It
shows that you have specific plans which have yielded specific questions. It shows that you are
familiar with the professors work. It shows that you respect the professors time.
All of these attributes will make your email and your name stand out, and exponentially increase
your chances of getting a timely, thorough, and friendly response, and potentially building the kind
of relationship that leads to a strong mentoring relationship.
If the professor doesnt respond in a week or so, send a follow up email gently reminding them of
your initial email, and asking again for their response. If they ignore you again, best to probably give
up. But professors are busy and distracted, and it may take a little extra effort to get through.
Good luck!