Written Samples

  • 10 Sample Emails to Professors for Master’s Admission

Email communication has become an integral part of the modern academic world, especially when it comes to pursuing higher education.

Whether you’re seeking admission to a master’s program, looking for guidance on your research interests, or expressing your gratitude for a scholarship award, crafting well-structured and professional emails to professors is key to making a positive impression.

In the competitive landscape of master’s program admissions, the way you communicate with professors can greatly influence your chances of success. Your emails should not only convey your genuine interest but also reflect your professionalism and readiness for graduate studies.

To assist you in this endeavor, we’ve compiled a comprehensive guide with 20 sample emails, each designed for specific stages of the application process.

Sample Emails to Professors for Master’s Admission

Below are some sample emails that cover a wide range of scenarios, from initial inquiries about program details to follow-ups after interviews, expressing gratitude for scholarship awards, and more.

Each email is thoughtfully crafted and follows best practices for effective communication in academia.

1. Initial Inquiry Email

Subject: Inquiry About Master’s Program Admission

Dear Professor [Professor’s Last Name],

I hope this email finds you well. My name is [Your Name], and I am writing to express my strong interest in the [University Name] Master’s Program in [Program Name] for the upcoming academic year. I have read about your impressive research in the field of [Specific Research Area], and I am excited about the prospect of studying under your guidance.

In my pursuit of higher education, I have developed a keen interest in [Related Field] and believe that the resources and expertise offered at [University Name] align perfectly with my academic and career goals. I would appreciate it if you could provide me with more information about the admission requirements, application deadlines, and any specific prerequisites for your program.

I have attached my resume and transcripts for your reference. I am eager to learn more about the program and how I can contribute to the academic community at [University Name]. Thank you for considering my inquiry.

[Your Full Name] [Your Title] [Your Organization] [Contact Information]

2. Formal Application Email

Subject: Application for Master’s Program in [Program Name]

I hope this email finds you in good health. I am writing to formally apply for admission to the Master’s Program in [Program Name] at [University Name], beginning in the [Academic Year].

Having carefully reviewed the program’s curriculum and faculty profiles, I am particularly excited about the opportunity to work with you on research related to [Specific Research Area]. Your work in this field, as evidenced by [mention specific publications or projects], aligns perfectly with my academic and career aspirations.

I have submitted my online application, along with all required documents, including transcripts, letters of recommendation, and my statement of purpose. I have also ensured that my recommenders have submitted their letters directly.

I look forward to the possibility of joining the [University Name] community and contributing to the ongoing research efforts in [Specific Research Area]. If you require any additional information or documents, please do not hesitate to let me know.

Thank you for considering my application.

Warm regards,

3. Follow-Up Email After Application Submission

Subject: Follow-up on Application Status for Master’s Program

I hope this email finds you well. I wanted to follow up on my application for the Master’s Program in [Program Name] at [University Name], which I submitted on [Date of Submission]. I am eagerly awaiting news regarding the status of my application.

I remain deeply interested in the program, and I am enthusiastic about the opportunity to contribute to research in [Specific Research Area] under your guidance. I understand that the admissions process is highly competitive, and I appreciate the time and effort that the admissions committee invests in reviewing applications.

Is there any additional information or documentation you may require from my end? Please feel free to reach out if there are any updates or if you need further clarification regarding my application.

Thank you for your attention to my application. I look forward to your response.

Best regards,

4. Expressing Gratitude for Acceptance

Subject: Gratitude for Acceptance to Master’s Program

I hope this email finds you in good spirits. I am writing to express my heartfelt gratitude for offering me the opportunity to join the Master’s Program in [Program Name] at [University Name]. I am thrilled to accept your generous offer of admission.

Your research in [Specific Research Area] has been a significant source of inspiration for me, and I am excited about the prospect of working closely with you and contributing to the ongoing research efforts within the department.

I understand that the next steps involve the registration process, course selection, and orientation. I would greatly appreciate it if you could provide me with guidance on these matters and inform me of any important deadlines.

Once again, thank you for this incredible opportunity. I look forward to beginning this new chapter of my academic journey at [University Name].

5. Request for Meeting Before Enrollment

Subject: Request for a Meeting to Discuss Program Details

I hope you are doing well. As the start of the Master’s Program in [Program Name] at [University Name] approaches, I am eager to connect with you and discuss some important aspects of the program.

I believe that a face-to-face meeting or a virtual discussion would be immensely beneficial in terms of clarifying any queries I may have about course selections, research opportunities, and any specific requirements or expectations within the program.

Could we arrange a convenient time for a meeting or a virtual call in the coming weeks? I value your insights and guidance and want to ensure a smooth transition into the program.

Thank you for considering my request, and I look forward to hearing from you soon.

6. Email to Inquire About Program Details

Subject: Inquiry Regarding Master’s Program in [Program Name]

I trust this email finds you well. I am writing to inquire about the Master’s Program in [Program Name] at [University Name]. I am extremely interested in pursuing my master’s degree at your esteemed institution and have a few questions regarding the program.

Firstly, could you provide me with information about the program’s core curriculum and any elective courses available? Additionally, I would like to learn more about opportunities for research assistantships or internships within the department.

Furthermore, if you could guide me on the application process and any upcoming information sessions or open houses, I would greatly appreciate it. I am looking forward to applying and want to ensure that I am well-prepared.

Thank you for your time and assistance. I look forward to hearing from you soon.

7. Follow-Up Email After Interview

Subject: Follow-Up After Interview for Master’s Program Admission

I hope this message finds you in good health. I wanted to express my gratitude for the opportunity to interview for admission to the Master’s Program in [Program Name] at [University Name]. It was a pleasure discussing my academic and research interests with you.

I am eager to know if there are any updates regarding the status of my application or if there are additional steps I need to follow. I remain enthusiastic about the program and look forward to the possibility of joining your department.

Thank you once again for your time and consideration.

8. Expressing Continued Interest

Subject: Reaffirming My Interest in the Master’s Program

I hope this message finds you well. It has been a few weeks since I submitted my application for the Master’s Program in [Program Name] at [University Name]. I wanted to take a moment to reaffirm my strong interest in the program.

Your research in [Specific Research Area] continues to inspire me, and I am excited about the opportunity to contribute to the field under your mentorship. If there are any updates regarding my application or if you require any additional information, please do not hesitate to let me know.

I appreciate your consideration and look forward to the possibility of becoming a part of the [University Name] community.

9. Request for Scholarship Information

Subject: Inquiry Regarding Scholarships for Master’s Program

I trust you are doing well. I am in the process of finalizing my plans for graduate studies and wanted to inquire about any scholarship opportunities available for the Master’s Program in [Program Name] at [University Name].

I am highly interested in the program due to its strong alignment with my academic and career goals. However, as I consider various factors, financial support is a significant consideration for me. Could you please provide information on scholarships, assistantships, or any financial aid options that might be available to incoming students?

I appreciate your assistance in this matter and look forward to your response.

10. Expressing Gratitude for Scholarship Award

Subject: Gratitude for Scholarship Award for Master’s Program

I hope this email finds you well. I wanted to extend my heartfelt gratitude for awarding me the [Scholarship Name] for the Master’s Program in [Program Name] at [University Name]. I am both honored and thrilled to have received this scholarship.

Your support significantly alleviates my financial concerns and allows me to fully focus on my academic pursuits. I am excited about the opportunity to contribute to the [University Name] community and excel in my studies under your guidance.

If there are any further steps I need to take regarding the scholarship or any specific requirements, please let me know. Once again, thank you for your generosity.

Tips for Writing Effective Emails to Professors for Master’s Admission

  • Be Concise: Keep your emails clear and to the point. Professors receive many emails, so brevity is appreciated.
  • Research the Professor: Mention specific aspects of the professor’s work that align with your interests to show genuine interest.
  • Proofread: Ensure your emails are free of spelling and grammar errors to convey professionalism.
  • Use a Professional Tone: Address professors respectfully and professionally, using proper salutations and sign-offs.
  • Attach Necessary Documents: Include attachments such as transcripts, resumes, and recommendation letters as required.
  • Follow Up Politely: If necessary, follow up on your application, but do so politely and without being pushy.
  • Express Gratitude: Show appreciation when you receive an offer of admission.
  • Request Meetings Thoughtfully: If you request a meeting, do so respectfully and with a clear purpose in mind.

The sample emails above should help you navigate various aspects of the master’s admission process effectively. Remember to tailor your emails to your specific circumstances and maintain a professional and respectful tone throughout your communication with professors and university staff. Good luck with your master’s program applications!

  • 25 Sample Email Replies to Patient Complaint
  • 20 Sample Email Replies for Reference Check
  • 20 Sample Email Replies to Customer Inquiry
  • 20 Sample Email Responses to Employee Complaints
  • “20 Sample ‘Thank You’ Replies to Introduction Email”
  • 25 “Duly Noted” Email Reply Samples
  • 25 Sample Email Replies to College Coach
  • 20 Sample Replies to Escalation Email
  • 20 Offer Letter Acceptance Email Reply Samples
  • 20 Sample Email Replies to Applicant for Interview
  • 20 Sample Email Replies to Refund Request
  • 15 Sample Email Replies to Customer Asking for Discount
  • 25 Sample Email Responses to Apartment Listing
  • 15 “No Longer with Company” Email Reply Samples
  • 25 Business Email Auto-Reply Samples
  • 25 Audit Response Email Samples
  • 20 ‘Out of Office’ Auto Reply Email Samples
  • 20 Sample Replies to Appreciation Email from Boss
  • 25 Sample Email Replies to Promotion Email
  • 20 Sample Emails Asking Co-workers to Contribute to a Gift
  • 10 Sample “Thank You” Email Replies to Interview Invitation
  • 15 Sample Email Replies to Job Rejection
  • 20 Sample Email Replies for Hotel Reservation
  • 25 Sample Email Replies to Meeting Invitation
  • 25 Status Update Reply Email Samples
  • 25 Sample Email Replies to Negative Feedback
  • 25 “Do Not reply to This Email” Samples
  • 35 Sample Polite Replies to a Rude Email
  • 25 Sample Email Replies to Leave Rejection
  • 20 Sample Emails to Confirm Interview Schedule
  • 25 Sample Email Replies to Declined Job Offer
  • 12 Sample Emails to Reschedule a Meeting
  • 25 Sample Email Replies to Second Interview Invitation
  • 10 Sample Emails to Invite a Guest Speaker
  • 24 Sample Email Replies to “Your Price is Too High”
  • 25 Sample Email Replies on Behalf of Boss

how to write email to professor for phd admission

Get the Reddit app

This subreddit is for anyone who is going through the process of getting into graduate school, and for those who've been there and have advice to give.

The [A-Z] of contacting professors for graduate admissions along with tips and an email template.

Contacting professors before/ during the admissions cycle is no longer a "hack" but more of a necessity. The competition to secure seats in different programs all over the world is increasing every year which makes this so important. I will be covering a few points one needs to take care of while sending out emails.

I have hugely improved my own emails over the past 2 years. This year, I will be starting a fully-funded MSc+PhD at the University of Edinburgh.


First of all, let's briefly talk about the benefits of contacting professors -

It makes them aware of you and about the fact that you are applying in this admissions cycle.

It gives your profile a chance to stand out amongst the heap of applications.

It gives you an idea if the professor is looking for new graduate students (MS/ PhD) or if applying to them would be worthwhile - It is possible that the professor loved your profile but simply doesn't have the funding or space in their group.

There are a few main ideas that one needs to keep in mind while sending out emails -

Professors are extremely busy and their inboxes are flooded with requests - Hence, you need to be brief and clear with your request/ questions.

Check this tweet by Prof. Gautam Kamath at Waterloo to get an idea about how many emails professors get in a day ( https://twitter.com/thegautamkamath/status/1411030701307277315 )

Professors CANNOT admit your application for a program - This decision is made by the admissions committee. The professors can merely forward your application with interest to them which increases your chances.


In order to write an effective email that catches attention while accommodating the above points, I like to follow a simple template where I ask indirect questions that gives me an idea about the answers I am looking for. The template is as follows -

Dear Professor XXXX

[Your Introduction]

[Your current position and 1-2 Lines mentioning your prior work that aligns with the professor's research] - This allows your profile to stand out and gives it a chance to be remembered.

[What led you to the professor, his research and his group] - This shows you have done your due research and are not sending blind, cold emails. Also, augments their interest in your profile.

[2-3 Questions in bullet points that answer your real questions indirectly]

[Your resume/ CV at the end to give a detailed background about your work] - The professor reaches this part only if they found the previous points genuine and interesting.

Warm RegardsYour Name

Here is an actual email that I have sent multiple times.


My name is Raman Dutt, a graduate of XXXX University <insert URL>. I am currently working as a research associate at HITI Lab <insert URL> at Emory University with Professor A <insert URL> and Professor B <insert URL>. My research includes applications of deep learning for medical image analysis, with a special focus on domain adaptation and transfer learning. I have read your intriguing work on medical image analysis (such as <URL> and <URL>) and I am highly motivated to pursue an MS/ PhD in Artificial Intelligence. Here are a few questions -

Are you looking for new graduate students for Fall'21?

Which department should I apply to be able to best work in your lab?

What qualities/ skills do you prefer in a student?

I've attached my resume to give you more information about my background.  

Thank you for your consideration!

Sincerely,Raman Dutt <URL to personal website/ Google scholar/ Github/ etc>

Including links makes your email crisp and enriched with information.

Tailoring the email by including links to the professor's previous or recent papers makes it 10 times more impactful.

You have gotten an idea if the professor is looking for new students. If yes, mention his name in the SoP. If no, find more people with similar interests.

The professor might know your current mentors and that will make your application more interesting.

Remember to be genuine. If you randomly select any of their papers that don't have any correlation with your work, you will simply sound desperate.

ALWAYS, remember to schedule your email according to the time zone of the professor. I did the same with every email of mine so that it landed at the top of their inbox the next morning. The best time to contact would be 8-8:30 am in the morning on weekdays (Monday - Friday).

Here is a link to another post which talks about best practices for a successful graduate application - https://www.reddit.com/r/gradadmissions/comments/oc9gt7/advice_from_someone_who_got_rejected_from_all/

For any questions, you can contact me on Twitter .

All the very best everyone!

u/ConfusedCuddlefish had some great points to add ->

For some programs, it is required that a professor vouch and agree to work with a student for them to be admitted, so professors can have their own mini-application process to screen out their list of candidates before your application is even sent to the department for the regular admissions screening. A piece of advice for prospective students is as soon while you're looking for programs to apply to, pay close attention to their requirements and if you need faculty approval for admission.

Also, as for following up on emails, I've found that waiting two weeks is a good standard metric, and you can just reply to your original email to keep the same email thread and do:

"Hello Dr. X, I am greatly interested in your work and would love to talk with you to discuss your research and whether or not you are seeking new graduate students for the <Term> semester."

If you're emailing during a known exam season, I also found that if I asked if there was a better time to contact them, I seemed to have more responses (anecdotally).

If you have a Gmail account, there is a schedule send function that I found immensely helpful to be able to write emails at any time and send them precisely when I wanted to. Again anecdotal but I had a lot more success getting replies and quick replies when I scheduled emails to be sent either late Monday morning or Tuesday morning.

how to write email to professor for phd admission

Before you go, check this out!

We have lots more on the site to show you. You've only seen one page. Check out this post which is one of the most popular of all time.

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

Recent Posts

What Is The Average Cost of a PhD Program?

Many adults come to a point in their careers where they want to excel further and do more in their field. They may want to focus more on research, teach, or simply have the greater depth and breadth...

7 PhD Application Tips For PhD Programs (In Business Administration)

  This post provides tips for applying to PhD programs, particularly in any of the disciplines in Business Administration (i.e. Strategy, Finance, Marketing, etc.). Applying to PhD Programs is...

  • Features for Creative Writers
  • Features for Work
  • Features for Higher Education
  • Features for Teachers
  • Features for Non-Native Speakers
  • Learn Blog Grammar Guide Community Events FAQ
  • Grammar Guide

How to Write an Email to a Professor (With Examples)

Hannah Yang headshot

Hannah Yang

how to write an email to a professor

Table of Contents

How to email a professor in 7 steps, email to professor examples.

Emailing your professor can be a daunting task.

Writing professional emails is never easy, but composing an email to a professor can feel especially nerve-racking. After all, your professors have a lot of control over your academic success and your future career, so you don't want to make a mistake.

So, how exactly do you write a successful email to a professor?

In this article, we’ll give you a step-by-step guide for how to write an email to your professor, plus a set of email templates you can use.

We’ve broken the process of emailing your professor into seven simple steps.

Step 1: How to Write the Subject Line

Start by writing a clear, concise subject line for your email.

Your subject line should be specific to your situation. Ideally, your professor should understand why you’re emailing them without even having to open the body of your message.

email subject line tip

For example, if you’re emailing to request an extension for a research paper, you can use the subject line “Research paper deadline extension.” Or, if you’re emailing to ask for a clarification about the syllabus, you can use the subject line “Question about class syllabus.”

Step 2: How to Address a Professor in an Email

You should start your email with a formal salutation.

You can use formal greetings, such as “Dear” or “Hi,” followed by your teacher’s preferred title, whether that’s “Professor [Last Name],” “Mr. [Last Name],” “Ms. [Last Name],” or simply “[First Name].”

If you’re not sure about your professor’s title, “Dear Professor [Last Name]” is always a safe bet.

Step 3: How to Start an Email to a Teacher

Start your email by introducing yourself and explaining which class you’re in. For example, you might write, “My name is Hannah, and I’m a freshman in your ENGL 453 class.”

It’s common for professors to teach multiple classes, especially at large universities, so they don’t always know all their students by name. If you’re emailing from your academic account, they’ll likely be able to see your full name in the system, but it’s still better to be safe than sorry.  

Of course, if you’ve already established a working relationship with your professor, and they know who you are, you don’t have to introduce yourself. Instead, you can start your email with a friendly greeting, such as “I hope your week is going well” or “Happy Friday!”

how to write email to professor for phd admission

Good writing = better grades

ProWritingAid will help you improve the style, strength, and clarity of all your assignments.

Step 4: How to Explain Your Request

Now that you’ve finished your introduction, it’s time to explain all the essential information about why you’re writing this message.

Professors lead busy lives, so try to keep the body of your email as concise as possible. Don’t use a whole paragraph when a single sentence would do.

Try to keep a professional tone while you explain your request. You don’t need to sound overly stiff, but you should generally avoid using slang or making jokes.

If you’re writing about an issue that includes personal details, such as a health issue or the loss of a loved one, it’s okay to be vague when explaining your reasons. Don’t feel pressure to include details about your personal life that you’re not comfortable sharing.

Finally, be specific about what kind of follow-up action you’re requesting from your professor, if any. For example, you can write, “Please let me know if it would be possible to extend the deadline,” or “Please send me your feedback on this draft at your earliest convenience.”  

Step 5: How to End an Email to a Professor

You can end the body of your email with a simple expression of gratitude. You can write something like, “Thank you for your understanding and support,” or simply “Thanks for your time.”

Step 6: How to Sign Off an Email

Sign off your email with a simple closing salutation, followed by your first name.

Keep it simple and polite. Popular choices include “Best,” “Thanks,” “Sincerely,” and “Regards.”

simple email sign offs

Step 7: Edit Your Email with ProWritingAid

You don’t want to send your professor an email riddled with grammar mistakes, especially if it’s your English professor! And even if they teach a different subject, like math or biology, you still want to make sure you’re putting your best foot forward.

Editing your email with ProWritingAid can help you avoid mistakes. Our editing tool will correct grammar errors, spelling typos, and weak word choices.

You can even ask the tool to help you ensure you’re using a formal tone so your email doesn’t come across as casual or unprofessional.

Now that we’ve gone over the seven steps for writing an email to a professor, let’s look at some examples.

Here are some email templates you can use, depending on your specific situation.  

Sick Email to Professor Example

Subject line: Missing class today

Dear Professor [Last Name],

My name is [your name], and I’m a student in your class [class name]. I’m writing to let you know that I won’t be able to make it to class today, due to health issues. [Insert details if needed].

Please let me know what material we’ll be covering so I can make it up before the next class.

[Your name]

Sample Email to Professor Asking for Help

Subject line: Help with [class name]

My name is [your name]. I’ve been really struggling with your class [class name] this semester, and I’m having a hard time understanding [details].

Would you have time to sit down with me and help me better understand the material? I would welcome any support you can offer.

Thank you in advance! I look forward to hearing from you.

How to Email a Professor About a Grade

Subject line: My grade for [assignment/exam name]

I hope your week is off to a good start!

I recently received my grade for [assignment/exam name], and it was lower than I expected. Could you please tell me where I lost points?

I know you have a busy schedule, but I would really appreciate more details, since I’m sure that information could also help me improve my grades in the future.

Thank you so much for your time!

Sample Email to Professor for Research

Subject line: Research opportunities in your lab

I hope you’re doing well!

My name is [your name], and I’m a [year, major]. I’m writing to ask about research opportunities in your lab next semester.

I’m really interested in the topic you’re researching because [details], and I have experience conducting research with [previous experience, if any].

Please let me know if you have any openings that might be suitable for me. I look forward to hearing from you!

How to Write an Apology Email for Missing a Class

Subject line: Missing class yesterday

I hope your week is going well.

I’m writing to apologize for missing your class [class name] yesterday. I was unable to attend because [details].

I know it was an important class and that I shouldn’t have missed it. I’ll do my best to ensure this doesn’t happen again. Thank you for your support and understanding.

Extension Email to Professor Example

Subject line: Extension for [Assignment Name]

My name is [your name], and I’m a student in your class [class name]. I’m writing to request an extension for our assignment about [assignment details].

I’ve been struggling to complete the assignment in time because of [reasons]. I would really appreciate it if you could extend the deadline to [new deadline date], due to my situation.

Please let me know if that would be okay. Thank you so much for your flexibility.

Thanks again,

How to Write a Follow-Up Email to a Professor

Subject line: Follow-up re: [subject]

I recently emailed you about [topic].

I’m just writing to follow up on my previous email and make sure you’ve received it. If you have, please let me know when I can expect a reply.

Thank you again for your time!

Warm regards,

How to Email a Professor About Getting Into Their Class

Subject line: Joining your class [class name]

My name is [your name], and I’m a [year, major] at [school name]. I’m interested in joining your class [class name]. I’m really fascinated by [topic] because [reasons], and I’ve heard that your class is a must-take class for students interested in [topic].

I don’t know how much demand there is for the class, but I’m curious if there’s anything I should do in advance to increase my chances of getting into the class.

Thank you for your consideration! I look forward to hearing from you.  

There you have it—our guide for composing a clear and professional email to a professor.

Good luck, and happy writing!

Hannah is a speculative fiction writer who loves all things strange and surreal. She holds a BA from Yale University and lives in Colorado. When she’s not busy writing, you can find her painting watercolors, playing her ukulele, or hiking in the Rockies. Follow her work on hannahyang.com or on Twitter at @hannahxyang.

Get started with ProWritingAid

Drop us a line or let's stay in touch via :

Flow through your inbox

Flowrite turns your instructions into ready-to-send emails and messages across your browser.

how to write email to professor for phd admission

For companies

Aug 8, 2022

How to email a professor with 22 different examples

Learn how to email your professor (and what to avoid doing) and check out 22 sample emails to help you get started.

Blog writer

Lawrie Jones

Table of contents

Is there anything more nerve-racking than sending an email to a professor?

Every student will need to send an email to a professor at some point, whether you're asking for an extension, explaining an absence, or a little extra help. But how do you write an email to a professor?

In this guide on how to email a professor, we break down the steps to writing better messages. You'll learn the structure of a good email to a professor (and what to avoid).

And if this is not enough to convince you that it's easier than you might think, we finish off by providing 22 sample emails to a professor!

If you want to impress your professor with perfect grammar, make sure to try Flowrite :

How to send an email to a professor

So, how do you write an email to a professor? Professors are professional people who will be used to traditional email etiquette. That's not to say that you can't introduce some individuality into your emails; it's just important to show respect. 

You'll understand your relationship better than we do. You can be a little less formal if you feel it's appropriate.

Following the correct email etiquette is essential – and easy. In this article we break it down into steps to illustrate what we mean. We've also written about proper email etiquette on our blog before:

It's also important to keep emails short and to the point. Professors receive hundreds of messages daily and don't have time to delve too deeply to get the information they need. Say who you are, what you want, and why you're messaging upfront.

Should I send an email to a professor?

Classes can be busy, and a professor's time can be limited, so email is an ideal way to communicate with your Professor. Emails enable you to go into detail, create lists and spend time crafting a complex message.  

If your question or comment is urgent or sensitive, consider whether it's better to book a meeting or pull them aside for a chat. 

Only you can decide whether to email a professor.

How long should I wait for a reply?

Professors are people with busy lives and professional responsibilities, so you may need to wait for a reply. But how long should you wait for a response from your Professor?

There are no hard and fast rules on how long to wait for a reply, but the general rule is to give it two or three days before sending a follow-up. You can learn more in our guide on how to write a follow-up email.

Email format for messaging a professor

The email format for a professor should be familiar to anyone who understands the basics of messaging. Here's how it works:

• Subject line

• Body copy

• Signature

If you're unfamiliar with how to write a formal email, check out Flowrite blogs that delve deeper into what makes a great subject line, how to greet someone, appropriate sign-offs, and striking the right tone of voice. 

Subject line for an email to professor

Your subject line should spell out exactly what your message is about. Why? Because professors get hundreds of emails daily, they'll need a reason to open and respond to yours. 

We've provided some examples below.

How to greet a professor in an email

Professors should always be addressed using their titles. You can open an email in a few ways, such as:

• Dear Professor 

• Hi Professor

Avoid casual openings, such as "hey" or "how are you doing?". Instead, always uses your Professor's title to show respect, even if you start an email with "Hi" or "Hello."

How to address professor in email

We've covered the importance of using a professor's title in an email, but there's more to it. When discussing how to address a professor in an email, we're talking about the tone of voice – and getting that right can be tricky.

You'll want to be personal, but being too familiar can cause problems. We've written before about how to hit the right tone, so start there. Our examples below show how we've put this into practice.

How to start an email to a professor

An excellent way to start your email is by stating who you are and explaining what your message is about. As we've established, professors receive hundreds of messages every day, so they'll skim-read your message. Unless you're clear with what you want, you could find it binned.

You can see 22 examples of how to address your emails and get to the point as soon as possible.

How to sign off an email to professor

There are several ways you can end an email you a professor. Traditionally, you'd use "your sincerely," but today, you can be a little less formal. Some safe email endings to a professor include:

• Kind regards

• Yours sincerely

Email to professor examples

So, we've explained the basics of emailing your Professor; now it's time to put it into practice with samples. Here are 22 email to professor examples that should cover any scenario. So, whether you're asking for advice, access to a class, or a little extra support, we've got a template for you. 

22 sample emails to a professor

Here are 22 examples of how to email your Professor. These should cover a whole range of situations that you could find yourself in. As with all our templates, use them as inspiration, and be sure to adapt them to your specific situation. 

Ready to get writing to your Professor? Then let's begin.

1. How to write an excuse email to professor example

2. how to email professor for extension example, 3. how to email professor asking for extra credit example, 4. how to email a professor about failing a class example, 5. how to send a follow-up email to a professor, 6. how to write a formal email to a professor example, 7. how to email a professor about getting into their class example, 8. how to email a professor about a grade example, 9/ how to introduce yourself in an email to a professor example, 10. how to ask professor to accept late assignment email example, 11. how to email a professor for a letter of recommendation example, 12. how to email professor about missing class example, 13. how to write a polite email to a professor example, 14. how to write a professional email to a professor example, 15. how to write a proper email to a professor example, 16. how to ask a question to a professor email example, 17. how to write a reminder email to professor example, 18. how to reply back to a professor's email example, 19. how to email a professor about research example, 20/ how to schedule an appointment with a professor email example, 21. how to email professor about being sick example, 22. how to write a thank you email to a professor example, closing words.

Writing emails to a professor can cause mild anxiety, but it doesn't need to be so. We hope that breaking down how to email a professor into steps and providing a massive number of samples will help.

It's essential to understand the principles of crafting professional emails, such as an email to a professor – now it's time to put it into practice.

Supercharge your communication with Flowrite

Write emails and messages faster across Google Chrome.

Explore Flowrite

Template visualization

Start using Flowrite today

Try it yourself

General template

Reply to: "

Received message

introduce flowrite short instruction to ready to send emails we finish email

Generate a reply

Generate an outreach

Share this article

Related articles

Blog visual

How to write a thank you email with 39 samples and template

Wondering how to say thank you? Our thank you email template and 30 thank you email examples will help you say thank you meaningfully.

Blog visual

How to ask for something in an email with 9 examples

Learn how to write request emails that get results with our in-depth guide. This article breaks down the process of writing request emails for information, documents, contact details, favors and more.

Blog visual

10 coolest new productivity tools of 2021

We went to find the best productivity tools so that you can skip the browsing and take them for a test drive.

Cookie emoji

We use cookies to analyze site performance and deliver a better experience for visitors.

Product visual

Product updates

Read the latest →

how to write email to professor for phd admission

About Flowrite

Get to know us →


how to write email to professor for phd admission

© 2023 Flowrite

  • Skip to primary navigation
  • Skip to main content
  • Skip to primary sidebar
  • Skip to footer

The Professor Is In

Guidance for all things PhD: Graduate School, Job Market and Careers

how to write email to professor for phd admission

How to Write an Email to a Potential Ph.D. Advisor/Professor

By Karen Kelsky | July 25, 2011

Please note that I no longer respond to comments/questions to this post! 

Grad school application guidance package and other help listed below the post..

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 I’m thinking about graduate school on xxx and I’m 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 college’s [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 don’t mind my getting in touch, but I’d 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 department’s 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 I’d like to talk to you about.

I know you’re very busy so I appreciate any time you can give me.  Thanks very much,

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 professor’s work.  It shows that you respect the professor’s 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 doesn’t 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.


Guidance package.

Encapsulates all of the advice that we provide in our graduate school advising services, including:

1. General instructions and overview of the function and “best practices” of an initial query email to someone you hope to work with

2. A template for what an email like that should look like

3. A sample email to a business school prospective advisor

4. A sample email to a comparative literature prospective advisor

5. A sample email to a computer science prospective advisor.




Similar Posts:

  • How Do You Write an Email or Letter to a Professor?
  • How Not To Invite The Professor To Your Campus
  • Working the Conference: A Letter from a Client
  • Don’t Go To Graduate School (An Inadvertent Guest Post)
  • Advisors, #dobetter

Reader Interactions

' src=

July 25, 2011 at 2:18 pm

Thanks for posting these bits of advice. There are so many little things about grad school that we don’t know but we are expected to know! Even though I always try to be respectful and professional in my emails to professors, having a template like this is helpful.

' src=

July 25, 2011 at 4:06 pm

You’re very welcome, Liana! I agree, it’s these little unacknowledged and untaught things that can make or break a graduate school career…. I am genuinely mystified as to why graduate colleges don’t keep a full time advisor on the staff to help undergrad and grad students with these small but critical processes. But since they don’t, I’m going to try and be that here at The Professor Is In!

' src=

January 21, 2014 at 2:28 am

I wanted to ask about: what if i sent a professor an email, which has no subject line? how will he see me, and how can i fix this problem?

2nd: i didn’t write my email as much detailed as shown above, and i sent my CV as a detailed introduction about me. so how will he see me and how can i fix this?

Please Help!

' src=

October 26, 2020 at 7:30 am

Hello there! I know this reply is late, but I just want to put it out here so that other students who had the same problem as you can know what to do. I have a question, how long ago did you send the email? If it is just a short while ago, like five minutes, you can send the professor another email saying that you clicked the send button by mistake, and this time round make sure you include a subject. If it is more than five or ten minutes, then it is best to wait for his reply. By waiting I mean one week. If he does not reply in one week, send him another email. This time you can be more detailed. And also do not forget to include the subject.

' src=

November 5, 2014 at 10:17 pm

I have sent phD project proposal to the potential advisor 12 days back, but I have not received any reply from her till today. What Shall I ask her, whether she has gone through the proposal or not or else she is not interested in that topic. Kindly advice

' src=

October 26, 2020 at 7:32 am

12 days are quite long, I will say send her a reminder email. Just one line will do, asking if she had the chance to read your previous email. If she does not reply in one week, then just move on.

' src=

August 2, 2011 at 11:26 am

This is really helpful. Actually, I had sent my first email to the potential supervisor which I had written myself without consulting to anyone or any websites and I am happy that I covered all the things that Karen has explained here. After I sent my first email he responded very well and we exchanged three emails as well. Finally he asked me to send my Masters dissertation, CV, and the proposal as well which I did after 20 days and I also got an email from him saying he received it and will get in touch with me soon. But now it has been nearly a month since I haven’t heard anything from him so I thought to write a follow up email to him and once I started writing I myself was not satisfied with the email that I wrote because I thought it was bit arrogant to directly ask what is happening with my application. So I would really be grateful if anyone could help me with that and I also don’t know how long should I wait before sending him follow up email. Any help highly appreciated. Thanks

' src=

December 5, 2017 at 4:06 pm

hi Niraj, What is happened after? I did and sent couple of professor and i did not get back yet. please advise me furhter. Thanks mohammed

' src=

November 30, 2021 at 7:10 am

Can you share with me your format of email?

' src=

August 5, 2011 at 9:00 am

What about writing an e-mail to request the addition of someone new to your committee? I have had one professor leave the University and another…well…let’s just say he is no longer a welcome member of my committee and I need to fill two spaces.

August 5, 2011 at 1:55 pm

I will do that, jenn. Look for it next week, on Monday.

' src=

September 20, 2013 at 8:44 am

Thank you! I could also use this advice, as I need to approach professors for my exams and it just feels … awkward.

' src=

October 22, 2011 at 8:37 pm

Dear Mrs. Karen, I am a Chinese stduent at Beihang University, and I want to get the first contact with my potential PhD. supervisor via E-mail, thank you very much for this constructive suggestion. Thank you very much! Best Wishes! Xu Chen

' src=

November 14, 2011 at 10:44 am

Good job demonstrating to students how to suck up to their “superiors” (and I use the word very, very lightly) by providing an example of how to properly be a subservient schmuck and schmooze a highly over-inflated, narcissistic ego. But then again, as many will end up wage slaves to people like you, it is a good skill to have. Then again, to others it reads like a massive endorsement for self-reliance.

What I find simply amazing is the endless self-congratulation that many professors give themselves for jumping through hoops in what amounts to an essentially, a pointless bureaucratic game. Hopefully your research contributes to the whole of humanity. Otherwise it is simply a waste of time in the larger scheme of things. There are people starving and dying out there, and we are worried how to properly impress the likes of you? You need to seriously examine the implications of this. In other words — get over yourself.

' src=

June 14, 2012 at 8:23 pm

You are not being fair at all. I thought you would suggest something more helpful after all the ranting. If you can’t help others don’t criticize those who are

' src=

March 14, 2013 at 10:12 am

I found this comment to be stimulating and engaging! Well done! Next time, you could also try to look at things from the other side of the argument. Many of us feel that in order to achieve success it’s important to perform in a way that academics recognise and sadly hoop jumping is a necessary facet of life whether you are a street performer looking for a permit from your local authority or an artist applying for grants from a Charitable Trust. The point of this post and the point it makes quite clearly is that many students such as myself are not trained or advised on the correct protocol concerning contacting people who are probably already quite busy and who have to read literally hundreds of emails a day. If you think you could do a better job or don’t like academia no one is forcing you to do it and there is certainly even less of an obligation to do a PhD. You site doing good for humanity as the goal we should live by. I think you also need to assess the assumptions that this makes and the moral and ethical values you espouse but don’t seem to understand.

' src=

May 12, 2013 at 10:06 am

' src=

July 15, 2013 at 6:02 pm

McDonald’s employee detected

' src=

October 13, 2013 at 2:46 am

Anunomus just about sums it up. All of this advice perpetuates academic arrogance because many of the students reading this will eventually become professors themselves and will in turn want to be treated the same way by future students.

' src=

October 11, 2015 at 8:09 am

With respect?

' src=

December 31, 2020 at 12:50 am

What’s wrong with telling a professor you like their research? Isn’t that the whole point you want to study under them? Because you respect their intellect, the unique way they approach a subject and because your interests align?

' src=

September 11, 2018 at 3:08 pm

I was hoping to find a comment like this. The author of this article “instantly deletes” an email asking for help on a matter? And for what reason, other than a disdainful hubris? Disgraceful, in my opinion.

' src=

December 29, 2011 at 10:56 pm

Dear Mrs. Karen i am really thank full to you providing such a nice post. this is very very helpful to student like me. i really appreciate your work. best wishes! and happy new year vishal mehra

' src=

January 31, 2012 at 5:00 pm

Dear Mrs. Karen

Thank you very much for your clear and concise post regarding this small but nevertheless quite important and hard to find advice.

I’m from Portugal. I’m starting my PhD in Clinical Research and i will focus my attention in resistant schizophrenia. Would it make sense to have a supervisor from a foreign country and which i don’t know personally? Don’t you think that he would accept?

Thank you very much for your help, Nuno

January 31, 2012 at 9:28 pm

Your advisor has to be in the Ph.D. program you enroll in. If you are interested in enrolling in a foreign program (and are still exploring options), then yes, you can get in touch with a potential advisor there, and if accepted, you can then attend that program. They won’t discriminate based on the fact that you are from another country, if your application is strong.

' src=

October 14, 2014 at 11:52 am

I know I’m replying to an old thread, but it occurred to me that nuno might mean getting an external advisor from a different institution than the one nuno is doing his/her PhD in. Is this done in the States at all? In a lot of European universities it seems to be possible to have an advisor from another programme or even another university.

' src=

February 20, 2015 at 12:24 am

Hey Christina,

In the US usually you are at the institution where you adviser is. However you usually have outside committee members that supervise your thesis and the can be from outside universities.

' src=

February 13, 2012 at 2:14 pm

I have a question about how to title the subject line of the email. What is a respectful and concise subject heading for an email to a potential advisor?

February 13, 2012 at 4:52 pm

Inquiry from a Prospective Graduate Student

' src=

October 10, 2013 at 2:15 pm

Thank you, this was the exact question I was trying to find an answer to. I wrote a professor earlier in the week just to introduce myself, and now I have an appointment set up with the department grad advisor and I want to meet with the professor while I am up there. I wrote a second email and asked if they had time to meet with me while I was in town. Is this rude?

' src=

February 16, 2012 at 11:19 pm

Karen, Great job ignoring anunomus, in fact I’d hugely disappointed if you do him the honor of trading words with him. This is a very helpful template. Thanks.

' src=

April 5, 2012 at 1:47 am

Dear Mrs. Karen It’s give me pleasure to visit your webpage, relay your post is very helpful, useful, and rich. I’m from Palestine, I awarded DAAD scholarship in 2008 to get M. Sc. in computer information systems, now I am looking to begin my PhD. in Germany, I must find a supervisor then we arrange to write the PhD. proposal. Finally, I found my supervisor , he send me acceptance letter after finishing PhD. proposal but my application was rejected for scholarship for some special reasons, now I am working to find another supervisor , what is your advice to me , it will better to inform the new supervisor about my previous one .. Or not? and could you provide me with a template for comprehensive motivation letters and statement of propose .

Thank you very much for your help, Rasha

' src=

April 5, 2012 at 12:16 pm

Thank you so much! I have been sitting here stumped as to how best to contact potential supervisors, as you only get one chance at a first impression. This was so helpful, and I just wanted to let you know my appreciation for sharing your advice.

Thank you, Amna

April 5, 2012 at 12:37 pm

you’re very welcome, Amna!

' src=

May 1, 2012 at 6:38 am

Professor Karen, thanks for this post. It is actually very helpful.

' src=

May 4, 2012 at 4:11 am

This is an excellent forum you have created. Thank you very much. Please i Just want to ask whether it is wise to call a Professor who has an open PhD position in his Lab and you are strongly interest, but you sent him and email and recieved no response. And is it generally a good idea to call a Professor on phone when you find interest in his research and hope that he takes you in into his Lab.

' src=

May 20, 2012 at 9:13 pm

This is what look for last long month ago. I have to say thank you very much for thing you have done, in my country we not familiar with this. Your advise help me to appropriate starting and encourage to step forward on my ph.d pathway. Thank you kullat,

' src=

May 28, 2012 at 1:21 pm

Dear Karen,

Thank you for the very insightful postings and advice.

Do you have any suggestions for a mature applicant for PhD program, who is older than most of targeted potential supervisors? I am currently working as an assistant professor as PQ faulty in a foreign institution and trying to pursue a doctoral degree starting from forthcoming fall semester.

Many thanks,

May 28, 2012 at 5:32 pm

My advice is don’t do it. I don’t say that to all potential PhD applicants, but I do say it to older ones. It’s generally a disastrous choice both financially and psychically.

' src=

July 2, 2013 at 9:47 am

I just wanted to say that I was quite pleased by this advice until I read this response. I entered higher education as a “non-traditional” student and it has turned my life around. I’m now a masters student looking at PhD programs. It pains me to see an someone in your position advising someone against further education because of their age.

July 9, 2013 at 4:17 pm

Unfortunately with the abysmal job market and the likelihood of massive debt, age becomes a major risk factor in any phd decision. I have seen the tragic outcomes among my clientele. Some do still prevail, but many more do not.

' src=

July 1, 2014 at 10:02 am

What do you consider as a “mature” applicant? Past age 25, or past age 30?

' src=

September 20, 2016 at 3:35 am

I suppose it depends what field you are in and if you are paid to be at the institution or not. In my field PhD students are typically given full funding packages and stipends, eliminating the need to take out loans. Of course, these stipends aren’t exactly generous and the job market is still dismal, but at least you don’t necessarily have to go into debt to receive a PhD. That being said, are you suggesting that there is another factor, perhaps some sort of “ageism” that also works against older students?

' src=

June 13, 2012 at 11:04 pm

Dear Karen, thanks for you rsuggestion! Do you think that including the CV as attachment might be a good move?

June 14, 2012 at 9:40 am

yes, you could. I have the slightest hesitation though. At your stage your cv won’t be very impressive, and may well be completely improperly formatted, so it could do a lot more harm than good. I suppose my instinct would be to not send it, until asked.

' src=

June 14, 2012 at 3:45 am

Dear Professor Karen Kelsky, I do appreciate creating such a great website for us as students. Actually your advice, comments and tips are very very helpful to me and I’m sure to others too. I check this website everyday indeed! Thanks Sepideh

June 14, 2012 at 8:27 pm

Thank you professor. this came at a good time.

June 14, 2012 at 8:28 pm

please continue to ignore the likes of anunomus .

June 15, 2012 at 10:41 am

' src=

June 20, 2012 at 4:12 pm

Thanks for this outline! I am currently looking into potential advisors for Fall of 2013 and would like to contact them. When would be the ideal time to do so?

' src=

July 2, 2012 at 8:58 pm

Hi Thank you for your great advices. It was all about phd application, but what about masters? What graduate school are looking for in master applicants to accept them? Thanks

' src=

July 15, 2012 at 12:04 pm

i am 3rd year medical student and want to go abroad for research elective.i have no past research experience but now i am interested in doing research in immunology.how should i write letter to any doctor.kindly paste a format here so that i can send it to docs. thanks

' src=

July 17, 2012 at 8:08 am

Thank you for your advice. Your example is the best I read so far! 🙂

' src=

April 25, 2013 at 9:14 am


' src=

July 25, 2012 at 12:26 am

Dear Professor Karen, Thank you very much for guiding prospective Ph.D students towards the realization of their dreams. These essential things add up in a big way to help secure an admit. It becomes a bit confusing as to how to convey all your thoughts to the professors and yet be concise in your approach. After all you just get once chance to hit the bull’s eye.

Thank you for your timely help.

Regards, Ashwini

' src=

July 25, 2012 at 9:41 am

Hello Professor Karen,

Thank for sharing this king of information.. Could tell what is subject line for seeking Phd Supervisor. And could you send the separate email for asking about that..

Thank You..

' src=

July 31, 2012 at 5:27 pm

Dear Professor Karen, Thanks so much for your help , it is highly helpful as I am in the process of communicating a potential Advisor . Hope I find an Advisor like you . By the way , Who Would Care Communucating With an anonm…… ?!

' src=

August 7, 2012 at 9:46 pm

It’s great to see you posting something like this, it has really helped me out. I was wondering though, I’m in a situation where there are two professors at the same University that I am interested in speaking with. Should I contact them both or just pick one and stick with it? They are in the same department, but are focused on different aspects of the same field (one is shellfish restoration and the other is shellfish aquaculture).

August 8, 2012 at 9:10 pm

It’s ok to contact both, but just disclose to each that you’re also contacting the other.

' src=

August 13, 2012 at 10:48 am

Thank you very much for you great input. Can you please post a followup email sample. I am working on one for about a week. But I think I came across rude.

Warm regards, Ashran

' src=

August 14, 2012 at 9:39 am

Thank you for your great post, that’s very helpful.

I have used your post as an email template and send it to several professors. About half of them respond positively. I think your template is a very good format for PhD application.

Could you also give me more suggestion on how to continue the communication with professors? shall I first talk about my own experience? Or I should do research about the professors’ current projects and talk about that. Thanks very much

Best regards,


' src=

August 25, 2012 at 10:55 am

Dear Prof. Karen,

I would like to thank you for your post, it is very helpful. I am in the process of communicating with two potential Advisors and this will be my last effort to attend a PhD.

Best Regards,

' src=

August 29, 2012 at 5:14 am

Thank you very much for this post. I am about writing my very first letter to a potential supervisor. I hope with these few tips you shared, that I get a good response.

Best regards.

' src=

September 2, 2012 at 3:28 am

thank you very much for your effort, i just want to ask if i can use this form to contact a professor in my faculty and i took some clases with him before

' src=

September 3, 2012 at 1:50 am

' src=

September 3, 2012 at 1:15 pm

Is it ever ok to send more than one inquiry to professors in the same department? Especially if it’s a large department?

September 3, 2012 at 2:28 pm

Yes, it’s ok, as long as you disclose in the email that you are doing so.

' src=

September 4, 2012 at 10:59 pm

Dear Karen, I’ve finished my master about 5 years ago. since then, I am working in research institutes. I want to apply for a one-year research fellowship abroad which needs to prepare research proposal. I do not know how to choose my subject. If I ask about it from a potential supervisor, would it be harmful?? It is very kind of you replying. Bests, Mary

September 5, 2012 at 10:23 am

Yes that would be harmful. the expectation is that you have a full-fledged research program of your own.

September 11, 2012 at 3:36 am

Thank you for your reply but do you agree with me that it is really a difficult decision what to choose for your PhD topic which is innovative and also appealing to yourself and others??

September 11, 2012 at 6:09 am

No, not necessarily. I think most phd students have a deep impulse or drive to do a topic and it just flows out of them. that was the case for me, certainly, and most others I know. If you don’t have that, I think doing the Ph.D. might be difficult.

' src=

September 17, 2012 at 8:40 pm

Thank you! I’m terribly nervous about communicating with professors–I was always the kid that sat by the door and snuck away at the end of class because I was too nervous to talk to adults–and the sample letter was hugely helpful in formatting the inquiry I just sent. Thank you, thank you for helping us would-be grad students not look dumb!

' src=

September 19, 2012 at 5:26 am

Dear Professor Karen, Thank you for posting such important information. I actually got your information after i sent my first email to my potential supervisor. I understand i made many mistakes. Now it has been days since i sent it. So will wait the response. God help me! My question for you, is it appropriate to contact another professor from the same university & the same department in case i get no response from the first professor?

Thank you very much,

Mesfin G. (Ethiopia)

September 19, 2012 at 10:34 am

Yes, you can do that. Just disclose that you have.

' src=

September 19, 2012 at 11:48 am

I wrote to one of the potential advisor and he has replied back the same day with a request for cv.

Can you please advise me for the tips for CV? I am in the University town. Do you think it is a good idea if I request him for a meeting?

thanks guneet

September 19, 2012 at 1:00 pm

Read the post, Dr. Karen’s Rules fo the Academci CV.

I would not meet him yet.

' src=

September 25, 2012 at 9:59 am

Thanks for this awesome post. I followed your advices and wrote an e-mail to potential faculty for Ph.D program that I want to join. And it worked very well. I received an e-mail back from him the following morning! I did not ask whether he had time to talk to me though, and I only asked whether he is accepting students this year. His e-mail was very brief (2 sentences), saying # of students he is accepting, and he encourages me to apply. Should I send another brief ‘thank-you’ e-mail? If so, should I try to talk to him more about his group/program? or would it be better to just keep it as ‘thank-you’ e-mail? I would very much appreciate your time and help!

' src=

October 7, 2015 at 5:26 am

what did you reply to the professor? I got same response.

Professor encouraged me to apply in the admissions. and he wrote nothing else.

' src=

December 12, 2016 at 1:36 pm

can you show your email to apply for phd i’d like to apply for phd program and want to contact w?th faculty member about the application and asking for schollarship.

' src=

September 26, 2012 at 1:55 am

Dear Karen Have you any suggestion for applying together with our spouse!! My husband and I are planning to attend in a same school. how should we contact with the potential supervisor?? Do we have to mention this in our first email? Do we have to send emails separately?? How can we improve our chance to get admitted in same place???

' src=

September 26, 2012 at 5:45 am

Thank you for your info. I found your advice reassuring. I have one question though. I have had some good responses and offers in Europe. Now I am planning to apply to some high-ranked US universities for a research position in electronics. My master’s institution in Sweden is not that famous which I perceived as a disadvantage. How much weight does professors in the US give to GRE and grade when selecting students for a PhD? My GRE (Q:800, V~510) and B+ GPA.

Thank you again. Daniel

' src=

September 27, 2012 at 6:16 am

i faced the same problem. i’ve sent email to one prof at uni. X, but after 3 weeks, he didint reply me. so i’ve sent another email tp another prof at uni. Y… after few hours he reply saying, im ready to supervise you, welcome to uni Y.

Then, a week after that, the Prof from Uni X replied me saying. plese send your 2 pages proposal for my consideration.

What should i replied him? Seeking for your kind opinion…..

' src=

September 29, 2012 at 11:53 am

Dear Dr. Karen Hello, Thank you very much for your helping. I’ve finished my master (marine biology) about 1 years ago and i would like to continue my study in PhD, but i don’t know, how i can to apply how i can obtain Scholarship and etc. Is it possible that i send email to head department and ask him/her about that? Would you please give me any advice or direction about that. Thanks in advance Regards Parisa A.Salimi

' src=

September 29, 2012 at 1:11 pm

Thank you very much. I am a senior, finishing up my B.S., and in the process of applying to Ph.D. programs. Writing to professors can be extremely intimidating. I found that your example was a wonderful tool for organizing the information and thoughts that have lead me to apply the my individual programs.

' src=

October 8, 2012 at 12:33 am

To what detail would I need to present my hypothesis?

' src=

October 12, 2012 at 11:20 am

Dear Karen there were great tips i have never known. i just want to know if it works if i mention that i completed a first year of PhD in my home country and i dont want to pursue it any more or not? What if i guess my publication is not enough strong to compete with other candidates in the university i want to apply for? Does it mean i will not be able to attract a supervisor? It is a big problem in my mind and i dont know how to deal with.???

' src=

October 15, 2012 at 7:31 am

Dear professor Karen, Thank you for this advice. could you please advice me about few matters. i have completed my M.Sc in Biomedical Genetics last year and now i am planning to do my PhD in genetics in Canada, for that i would like to contact a supervisor and in my letter what all the information should i have to include and another problem is, i am planning to publish an article in the last of this month i have already send to the journal, so whether i should try to contact the adviser after the article is published or i should contact the adviser now itself as there are only limited seats for PhD . please help me Thank you

October 16, 2012 at 9:00 am


' src=

October 20, 2012 at 12:09 am

thank you so much.

' src=

October 22, 2012 at 4:40 am

hello Thank you so much for this site, but what should be the subject of our emails?

' src=

October 23, 2012 at 6:29 pm

“My specific project will likely focus on xxxx, and I am particularly interested in exploring the question of xxxxx.”

While the second part of this sentence is fine, I’d be rather cautious about the first half. I am in the process of writing a letter to a potential supervisor myself and have gone to talk to different professors in my current university to ask for advice. I do have a topic in mind, but almost everyone told me NOT to mention a specific topic in the e-mail but rather general idea. One of the professors even told me that more often than not the person who says they have something specific in mind will be stubborn about changing their topic (because let’s be honest, PhD topics change) and consequently not asked for an interview.

Then again, I’m speaking from an European’s point of view. Maybe the grad school application approach is different in the States.

October 24, 2012 at 9:12 am

My advice reflects US expectations.

' src=

January 11, 2016 at 4:25 pm

I think you are right in that the approach is different in different countries. I am in Australia and I have met up with a university professor. He told me that most people would not be able to choose their own PHD topic and that it is important to be flexible while still making sure you will enjoy the topic you end up doing. This is because the professors apply for grants on specific topics and then need students to do that topic in their PHD. The only way you could do your own topic is if you do a self-funded PHD, i.e. apply for grants yourself. For this reason I will be including broad areas of interest in my emails rather than specific topics.

' src=

January 15, 2017 at 3:49 am

Hi Laura, I saw your reply and I though of send you this message as I am in Australia too and planning to work on my PhD. If usually we have to work on professors projects, I couldn’t find much published topics /projects online. The only thing I found was interests of supervisors and in few universities some research projects but not relevant to my field. I hope you can give me some guidance.

' src=

August 5, 2022 at 1:39 pm

Thank you, so helpful that it confirms the similar advice I got from a reliable source.

' src=

October 26, 2012 at 12:17 pm

that was a good manuscript sample for the astudents who intend to applying and they first language is’nt english.thank u

' src=

November 6, 2012 at 8:20 am

Thank you for your advice! Could you also suggest what I should include/how I should organize an email to a professor I met at a conference but don’t know well? Thanks again in advance!

' src=

November 23, 2012 at 2:32 pm

Thank you so much for your blog!

I am currently applying to graduate school programs and was wondering if you had any advice on interviews. Some programs do on-campus interviews, and others do phone/Skype interviews. I was wondering what I should expect.

' src=

November 27, 2012 at 9:51 am

Hi Karen, Thanks for the advice. I am an undergraduate student and will be applying for graduate school in the Fall of 2013, but I need to ask graduate schools if they will accept my pre-requisites for Speech Pathology because it varies at different schools… What would your advice be to go about emailing them?

' src=

November 28, 2012 at 1:22 am

Dear Prof. Karen Kelsky,

Thank you very much on posting such a wonderful e-mail template. It helped me a lot. I was wondering if you could kindly help me about writing ‘ Statement of purpose’ (SOP). I tried on my own and took the help of many seniors but all was in vain. I will be aplying for a masters degree in US for fall 2013 and I am very desperate to write a good enough SOP.

I would be obliged if you could reply as soon as possible. Thanks very much

' src=

December 28, 2012 at 4:26 am

thank you very much for your valuable hints

' src=

January 15, 2013 at 3:53 am

Thanks for providing such a nice insight and useful suggestions for admissions. I am 44 and wish to do an engineering MASc in Canada. Will my age(44) go against me ?? I am working in government of India R&D sector and can get a leave (without pay) for two years only (otherwise I would have opted for a PhD). I Will require funding. I hold a patent in Canada (should I mention that in my email ? This patent however is for a practical device and not related to professor’s field so much…)

' src=

January 16, 2013 at 12:58 am

Dear Professor Karen, Thanks for your suggestion . However, I am having a problem. I could not find any publication or research work available on the internet of the supervisor I want to work with. So what sort of comment(regarding his work) may I make which can help me grabbing his attention? I am a prospective MSc student.

Best regards Sanjoy

' src=

February 19, 2013 at 3:14 pm

Dear Karen, Your description was very helpful on how to write the e-mail, but what continues to stump me is what to put into the subject line. During my time as an undergraduate, I have had many professors tell my classes to chose our subject lines wisely because they delete mail not directly related to their classes or from faculty memebers. What would be short, to the point, and attention getting as a subject so the professor doesn’t just immediately delete the e-mail without reading it?

Best Regards, Danielle

' src=

August 15, 2013 at 3:46 am

I concur. I just finished composing my email to a potential Professor in an Ivy league school, and I am now confronted with the question of what subject would be appropriate for my mail. Please Karen, your help is really needed. Thanks

' src=

October 14, 2014 at 2:55 pm

This is probably of no use to you now, but she answered it in the above comments already. “Inquiry from a Prospective Graduate Student”

' src=

February 20, 2013 at 11:55 am

Very thanks Karen about this informations, it was so helpful to me. Regards >>

' src=

February 25, 2013 at 8:58 pm

Thank you so much for such a nice and informative article.I was about to send an email to professor with many mistakes. I have just visited your site and found your page likes on facebook are 3999 and i would be the lucky one to make it 4000. So congratulations from my side on reaching 4000 likes in FB.

Thank you again. Regards, Engr Nouman Khattak Junior Design Engineer BAK Consulting Engineers.

February 26, 2013 at 11:33 am

thank you, Nouman! good luck.

' src=

February 25, 2013 at 10:30 pm

Dear Professor Karen, Thanks for your valuable post . You have provide a good idea to write in a correct and polite way. This post is very helpful and guiding me to write an email for a professor.

Best regards Lia P.

' src=

March 2, 2013 at 4:30 pm

Dear Karen, I must confess that I have been terrified just thinking about contacting the professor in a program that I am interesting in. After reading your posting and your template, I feel so much better. I plan to pursue a master degree in biomedical engineering with a focus in medical instrumentation at the university of Saskatchewan. I have been on the program website but not quite sure how to address the section in your template: my specific project will focus on xxx and I will be interested in addressing the question of xxx Furthermore, how does one credit you for the information? Sincerely, Linus Luki

' src=

March 5, 2013 at 10:15 pm

Dear Professor Karen, Thank you for posting this guide! It’s taken the fear out of initially contacting a potential advisor. I was wondering if you have any suggestions or additions to this for students looking to apply to M.Sc. coursework programs? Tailoring the program to my interests is heavily dependent on my potential advisor, however I also feel that any competent faculty member would be able to assist me with this. I’m now questioning the value I’m placing on selecting the right advisor to contact. Thank you kindly in advance for any advice. Ana M.

' src=

March 8, 2013 at 7:10 am

Thanks for this very useful post Karen. I do have a question – it has been 9 years since I graduated from University (BSc. Hons) and have been working in a separate field since graduation (except 1 year spent teaching the Sciences to high school students). I am now looking to return to complete an MSc in Environmental Management. Should I mention/explain my break from the field in my email? What would be your suggestion on the best way to approach this?

' src=

March 26, 2013 at 9:21 pm

I just wanted to say I agree wholeheartedly about following up if you don’t get a response (and you’re serious about the professor and/or line of work). I wrote to a professor enquiring about full time openings in her lab but she didn’t reply. I followed up after 2 weeks, and she replied almost 2 seconds later apologizing for not getting in touch sooner because she was out sick and the email then got forgotten. In this case, there was a happy ending. The prof flew me out for an interview, and I’m still at the same lab working full time. I was never more glad of my persistent stick-to-it-ness.

p.s., I should probably add I didn’t send a form email and that my email was tailored specifically for that lab and the research the PI does.

' src=

May 29, 2013 at 6:00 am

Dear Professor Karen, Thank you so much for this valuable post. It was so informative. I am aspiring to do Phd in fall 2014. I would like to the right time for contacting professors regarding Phd and what are the things I should mention other than the info provided in your article

' src=

June 5, 2013 at 2:34 am

Dear Prof. Karen, Thank you so much for this very useful and valuable post. I would like to ask question about , how to reply a mail after a supervisor giving negative feedback for an application.

' src=

June 11, 2013 at 8:50 am

Hi Karen. Your advice was very useful in helping me figure out and frame my email to a potential supervisor. There is one concern however, and I have been frantically searching online for a tip on the same. I am a student doing my Masters (Thesis-based) and after three years I have decided to switch to a different university for a Course-based degree in the same program. I have completed 6 courses and a part of my research but it took me a while to figure out that research (long term research) does not suit me very well. My confusion is if I should mention that in my email and if I do then how to put it across in a polished manner, so that it does not have any adverse effects on my application. I would appreciate if you could kindly advise me on this. Thank you.

' src=

June 27, 2013 at 2:22 am

Thank you for your advice. I’m graduated 3 years ago (MSc.). I have 2 papers published and attended some workshop and 2 national congresses. I had been working as a teacher assistant. Meanwhile I had to work that is not related to my education for 2 years. Now I’m worried and I don’t know how to explain about the gap since the graduation up to now. Could you please advise me about that? thank you very much.

' src=

June 30, 2013 at 8:04 am

Hi Ms Karen,

Thanks very much for such an incredible post. It will really guide us through the application process and applying for funding opportunities. I can not imagine what would have happened if we did not have such a nice person like you around us! Really appreciate your work. Thanks Shabnam

' src=

July 12, 2013 at 10:47 am

This is a great resource for learning how to properly contact advisers, thank you for making this!

I think it would also benefit for us to know about social/Facebook etiquette when involving potential graduate advisers. Should we befriend them on Facebook? I could see reasons for and against do that. Seeing the posts, pics, and etc., could be helpful in getting to know the adviser better. On the other hand, if the adviser seems something on your page he/she doesn’t like, you run the risk of losing them. What do you? Maybe right another blog on social/ Facebook etiquette with advisers? Thanks!

' src=

July 29, 2013 at 7:09 pm

Dear Pro Karen,

Thank you for your advice. It’s help me a lot. I have already emailed my prospective supervisor, however i found out we have different personalities, and i’m afraid that i can’t work well with him. I’m decided to find another supervisor but I not know how to tell him. Besides, he work on human isolates ( microbe and molecular field) while im interested to deal with animal isolates as i’m animal science student.

I hope you can give any suggestion on this matter. Thank you..

' src=

August 2, 2013 at 6:21 am

Thank you for this guide, I was lost what to write for a potential thesis adviser.

' src=

August 4, 2013 at 1:08 pm

Thanks for this informative post! Mentioning the potential research focus in the email is still a sticking point for me (“My specific project will likely focus on xxxx, and I am particularly interested in exploring the question of xxxxx”). In my case, there are many research questions I am interested in exploring within a broader topic. I don’t want to be generic, noncommittal, or scattered, but I also don’t want to be dishonest by picking a research question and declaring it my particular interest. How can I reflect this openness while still showing I am focused?

' src=

August 14, 2013 at 4:14 pm

Dear prof. Karen,

Thank you for this great blog and willingness to share your professional knowledge. Could you please, very briefly, address two issues: 1. If a topic can be supervised by several members of faculty and is rather specific (it`s in social sciences), would it be appropriate to address one (presumably “highest ranking”) professor at the department, but at the end to kindly ask that if she/he is not interested or not able to be advisor to recommend to me someone in the department who could be more appropriate/willing/able/suitable to contact? I don’t think anyone has raised this, but coming from Eastern Europe, I don’t know if this would be considered “weak”, or “improper”, or “insulting”?

2. This is not so important, but I read few people asked similar question and it remained unanswered, but is also in way related to the previous one. I am intending to apply with my partner/fiancee who is in the same discipline, we met on first year, and since have studied, worked and lived together (I am 26, she is 39), and are very successful in it and highly compatible and productive when together – studying the same issue, but from quite different perspectives and different aspects of it (we might need to have different supervisors). Would you consider it to be a drawback that we are applying together for PhD in the US? And do you think that in similar cases it is better to send one e-mail to a Prof., or two separate, or two separate to two Prof.s?

Once more, thank you very much, I assume it`s a hassle. Best regards, Milos

PS – Your text on passives was very useful not just for British, but I would say for most of Europe. PPS – Please answer my post (at least No. 1), it was my birthday yesterday and I am so depressed! 🙂

August 14, 2013 at 9:17 pm

Yes you can do as you say re question 1. Well actually, don’t do it in the initial email. Wait until you’ve had a negative reply and then ask. To ask up front would be a little awkward. Re question 2: it’s fine for you two to both apply but you must both apply independently and contact the profs independently.You can let drop informally that you are a couple, but formally in the apps, it’s got to be entirely individual.

August 14, 2013 at 10:44 pm

Thank you very much! When we are accepted (implementing positive (American) attitude), we will write you an e-mail on issues we had as Eastern European candidates and how we successfully resolved them! 🙂 Thank you, once again, very much, your whole blog gave us a lot of positive energy and motivation to apply for PhD! 🙂 Best regards, Milos

' src=

August 20, 2013 at 3:59 am

Dear Professor Karen,

Thank you for giving such a nice template. I must say this would definitely help me in writing it to the professor for my phd program. This is awesome. I was always confused how to approach to the professor, i did get the reply for the emails i have sent to different school but this will make it more precise and would be easy for a professor to explain. Really appreciate it.

Best regards, Komal Sharma

' src=

September 1, 2013 at 12:05 pm

I think you just saved me from being just-another-email-to-delete in my potential supervisor’s inbox. I was going to send a poorly written email but decided to get some tips on what exactly to include in my first letter and I stumbled upon your excellently written article. I really appreciate you taking time out to write these articles.

I am going to apply for a masters degree and I am currently writing a letter to some of the professors in whose research I am interested in.

Thank you, Abdullah Siddiqui

' src=

September 20, 2013 at 8:06 am

Prof. Karen, Thanks for this insightful post. I’ve already contacted some Professors for possible Ph.D. supervision and the content of my e-mail was close to (but not as detailed) as the template here because I was trying to avoid sending a lengthy mail. However, I’ve not gotten any reply for days now. Please, I need your advice; should I resend my mails following this template or … ? Here’s a sample of the mail I sent on Tue, 17th, Sept., 2013:

Hello Prof. XXX,

I am XXX, a graduate of XXX and a current research student at the XXX University. I am writing you this email to inform you of my interest in your field of research (XXX). My current Masters research is in XXX and I have also been researching into more problems in this area. I have been able to come up with a research proposal for proposed Ph.D. and want to solicit your support in seeing my dream come true by accepting to supervise my work. Sequel to my preliminary findings, I make bold to reiterate that I have come to respect your insight and experience in this field and I am open to suggestions and/or corrections to my drafted proposal.

I have attached to this mail, a copy of my CV, a brief proposal and an abstract of the same proposal so you can quickly go through it.

I am currently applying for XXX Scholarship and I need an approval letter from my supervisor to complete my application. In case you will not be able to supervise me, I will appreciate it if you can suggest some other people whom you know can supervise my work. I look forward to reading from you soonest to allow me complete the application on time.

Thank you, Sir. Sincere regards

' src=

September 21, 2013 at 7:23 am

Hello Prof Karen, Thank you for generous tips and advice. I got tired to get such kind of information to relief my stresses. On the other hand, I would expect that I will need a far more deeper guidance about my PhD application road map. I have selected USCD (Materials Science + Chemical Eng.), Carnegie Mellon U. (Materials Science), U of South Florida (Chemical Engineering). My challenge that I will be facing both the TOEFL on Oct 25th and GRE on Dec 19th. Additionally, I have my courses in the master that I study here in Brazil, UFRGS. While the sites of the aforementioned schools state that it is not advised to contact faculties as they can not give any prior admission unless to submit all the application materials; test scores, transcripts, etc, it is welcome to contact them if you want to talk about the research they do or you want to do. The problem is that I am missing mind duel to all this timed tasks that I have to carry out simultaneously. During that I feel that an optional transaction like initiating a contact with a professor who shares my research interests – specially they won’t respond mostly – is not so advisable. Do you agree with me? Second point I study here in Brazil in Portuguese. As an Egyptian, I used to study engineering in a mixture of English and Arabic. Thus, it was difficult to understand and communicate with the teacher and classmates during discussion. After all, it is a MSc and understanding to solve questions in exams is important than understanding the language itself. So that I used to study in English and then make such conversion from English to Portuguese in exam times. As a result, I usually get B grades. I got only one A. Do you think that will lower my chance of getting admission? Third about recommendation letters, I do not have the complete ability to determine which faculty professors I should ask to recommend me. For example, my supervisor is really a nice woman and supportive. However, some times she looks like angry from me and neither I nor my colleagues know a specific reason for that. I just try to relax, supervise, and educate myself. Like that, shall i ask her to recommend me or not. Other professor who was my 65 year old supervisor in Egypt. He was considering me as a son to him and he has written many recommendations to me. But due to out-of-control problems in my work as a TA in the same dept, I feel like he has changed towards me. I am sure that he still appreciate my hard work and traits and he is the most knowledgeable person about me. Shall I ask him to recommend me?

' src=

October 5, 2013 at 7:20 pm

I am happy to find this template. I definitely believe it is a great help. I have one concern though. I saw you stated that age is a big risk. I am applying to PhD in finance programs for fall 2014. I will 40 years soon. I hold a triple major and an MBA.

Do you have any advice for me?

Thanks in advance.

' src=

October 27, 2013 at 5:54 pm

Thank you for the excellent resource. I just used it to email a prospective graduate advisor. I feel I ALWAYS ask this question, but panels are often targeted on larger problems like GRE, NSF, and personal statement advice.

I was wondering if you could answer two questions.

1) What should a good signature for an undergraduate student look like at the end of an email?

2) How important is a personal website in the application process?

' src=

November 4, 2013 at 12:35 pm

Wow!!!!! What an amazing and informative resource. Thank you so much Karen for taking precious time to advice complete strangers on something extremely worthwhile…it takes someone with a good heart to do just that. I (and many others as I’ve seen from the comments) have really benefited from this post on contacting potential supervisors. May God bless you so much beyond your wildest dreams!

' src=

November 7, 2013 at 3:10 am

Have you any suggestion for applying together with our spouse!! My husband and I are planning to attend in a same university. please let me know how I can write such an email.

' src=

November 14, 2013 at 12:00 am

I really appreciate this post. I was trying to write an e-mail to my potential advisor and had hard time figuring out what to write about.

I referenced your format when I was writing my e-mail. It was a great help.

Sincerely, Cho

' src=

November 14, 2013 at 1:57 am

I sure could have used this about two weeks ago. Thank you for providing this template and sharing your information, it is greatly appreciated. If I may ask a question Prof. Karen, is it any good to send a second email with this template to a prof? I sent a less dense email to two potential advisors about two weeks ago and I was hoping I could redeem myself as it appears my first emails were not impressive. Do you have any thoughts on the matter?

' src=

December 5, 2013 at 12:18 am

i recently completed my graduation in biotechnology. i want to per-sue my PhD, but it is difficult for me how to write a impressive email to a supervisor who really take interest in my mail.

' src=

December 12, 2013 at 8:18 am

Prof.Karen,Thank you very much for your helpful posts.

I have a question about communication with a as a future research group member. what should we do when we feel that the coordinator is not very straightforward( in case it is impossible to meet him/her in their office).

Should we talk about it with our professors? given that most cases they are supporter of each other.

' src=

December 17, 2013 at 5:20 am

Dear Prof. Kelsky,

Many thanks for such an informative post. Some of your answers in the thread are very helpful as well.

Do you think it is a good idea to send a draft research proposal to a potential supervisor when approaching him/her?

Kind regards,

' src=

December 18, 2013 at 12:14 am

Great posting. I sent a professional email to a my prospective adviser and she gave ma a short

“I do expect to accept one, maybe two, students for next year. I will look forward to seeing your application! Let me know if you have further questions in the mean time.”

I am not sure if I should keep the conversation or leave it at that. I kept it professional, stated my goals and interest and my interest in her research. I don’t want to send unnecessary questions and make myself look bad

' src=

January 16, 2014 at 12:29 pm

Can you please advice on whether or not it is a good idea to make a first email contact with a potential advisor, after having submitted the PhD application to the university?

' src=

January 18, 2014 at 1:12 am

Dear Professor Dr. Karen,

I am an international student. Your article, “how to Write an Email to a Potential Ph.D. Advisor/Professor”, had helped shining the way to communicate with professors who live overseas.

After sending my email to three places, I received a good reply from a prospective professor who told me that I was a good fit to his/her laboratory.

Because this is only one month after submitting my applications, I do not know whether the email from the professor will guarantee my chance of acceptance. At least his/her reply helps me narrow down the researches that I should pursue.

Recently, I came across a problem. I found a university in which there are more than one professor that I would like to work with.

In fact, this problem is often, but I cannot make a decision for this department. Could you please give me advice on whether I should send the letter to more than one professor in the same department or what positive or negative consequences that I might have encounter.

Thank you for taking your time.

Sincerely yours,

Suvita Swana

' src=

February 3, 2014 at 11:45 am

' src=

February 20, 2014 at 4:34 am

thank you Mrs. Karen for such a good post, i read it and its quite helping .i wanted to ask you that would it be good idea to go for a Ph.D after completing M.Sc. while you have a business mind more than an academic? I have completed BS in Electrical Engineering in 2013. Secondly i need to support my family after MSc so would i be able to support them while pursuing a PhD.

' src=

March 14, 2014 at 2:14 pm

Dear, Dr. Karen: Thank you very much for this helpful post. Ahmed Eltayeb Sudan

' src=

March 17, 2014 at 11:54 am

Hello Dear, Thank you very much for your valuable post. If you don’t mind, I want to share with you my letter which I prepared for my Master’s Course in Surgical Oncology in a Canadian university for your experienced guidance.

Thank you Najmul Islam Sabbir

' src=

April 3, 2014 at 2:23 am

Hi Karen, Thank you for this post. I just discovered it yesterday,before sending the first version 🙂 I wonder- I am about to finish my master in Germany when I finished my bachelor in Israeli and worked in between. Should I write all of this info in the first paragraph? I feel it might be too much? (CV style) I will be happy to hear your opinion before sending. Thanks a lot in advance. Jasmin

' src=

April 4, 2014 at 5:49 am

Thank you Prof. Karen. This letter provides necessary way to connect PhD guide. thank you once again.

' src=

April 16, 2014 at 9:55 pm

I can’t help but echo what someone else had already mentioned in the earlier posts. I feel like you have to suck up to the professor to get any real attention. I’m a straight forward guy, and I don’t understand why we can’t just keep it short and sweet, like two or three sentences, with a CV/resume.

I don’t think I can bring myself to go into detail about how great the professor is, or how I’ve read all his/her papers, or how excited I am to start my research career. It’s politics, and I hate that game.

' src=

May 8, 2014 at 12:40 am

Oh my goodness, thank you soooo much!! I am so glad i stumbled upon this right before i was about to send out my email! I’m contacting a masters supervisor, and i can assure you, my email was going to be along the lines of the “instant delete” one!! Thank you so so much! I think you just got me into a masters!!

' src=

May 29, 2014 at 3:41 am

thank you for your brief guideline for the most of us. i will try this way and if will success i will tell you.

' src=

June 11, 2014 at 2:11 am

Dear professor Karen, This is really the most important and fantastic system of writing for admission application i ever had. Surprisingly, I was facing a big challenge how to write a constructive email for consideration of my graduate program this year. I have now alleviated this mountainous problem. Thank you so much Keren!

' src=

June 22, 2014 at 6:17 am

Dear professor Karen, Hello. I am a graduate student in physical chemistry (Master of Science). I am going to continue my study in Computational Chemistry fields for PhD degree in abroad. I preferred an Email (see bellow) to Ph.D. positions. Would you please read this letter and say you point of view about, is this letter suitable for sending to professors?

Dear professor ….,

Hello. I am a graduate student in physical chemistry (Master of Science). I have worked in Computational and Theoretical chemistry for more 3 years. I have many publications in good journals (see attached files). I have very good experiences in theoretical and computational chemistry (Ab initio, DFT, Post-HF, QM/MM) and also working with computer systems, UNIX operating systems and programming.

After graduation for gaining more experience and knowledge, I went to Isfahan University of Technology, department of chemistry, as a Research Assistant and continued my research under Professor H. Farrokhpour.

I am going to continue my study in Computational Chemistry fields for PhD degree. I visited your homepage and I think your research areas are fit to my interest, very well and I am interested in working with you as my supervisor.

Regarding my characteristics, I am a reliable, organized, and so enthusiastic student. I can learn everything fast. I am sure that I will carry over the same enthusiasm and skill in doing my PhD as I know that my background will prove to be an effective match for your demands. Therefore, I would like to have the opportunity to develop my abilities, for which I am confident that I have the skills, knowledge and competence. In addition, my English language is good and I can read, speak, write and listen. For more information, please see my CV in attached file.

Thank you for your time and consideration and I look forward to hearing from you. Yours Sincerely, Mostafa Abedi

Research Assistant,

Department of Chemistry, Isfahan University of Technology, Iran

' src=

June 30, 2014 at 7:37 am

I have sent a very similar e-mail to my prospective supervisor. It been a week but I have not received a reply yet.I want to ask if he received my email how should I write an email?

' src=

September 11, 2014 at 6:32 am

Thank you so much for posting this information. I have used this information to contact my desired mentor, and I received a response within 24 hours. The professor has now asked for a writing sample. After performing multiple edits, the sample is ready to be sent. Is there a specific response I should give when I send this sample? Thank you again.

' src=

December 17, 2014 at 12:36 am

I believe the nice thing about this post is that it reminds you to tell something about yourself; your GPA, your experience, your good qualities. I think those are always worth mentioning. The other really nice thing is that it tells you to get to know the supervisor’s research (after all, why would you want a supervisor whose research was not interesting?) But I disagree with being too concerned about pleasing the professor. I think honesty is way better, and I think people should remember that it’s not just the professor evaluating the potential student, but also the student evaluating the professor; if the professor is always busy, he probably won’t have time for you either. Sucking up will eventually *always* fail. Also, by attempting to please the professor too much I think people are supporting a system where professors pick their students based not on their qualifications and interests but how much they like the person. Just my two cents.

December 17, 2014 at 8:12 am

There is no ‘sucking up’ in this email.

' src=

January 2, 2015 at 9:51 pm

Thank you so much for this great post! I am wondering if it is ok to mention my undergrad and grad project? Because it is related directly to the professor’s research area.

January 5, 2015 at 8:53 am

' src=

January 25, 2015 at 9:28 pm

Hi Karen, thank you for sharing, it really help.

After i read this article, there is one thing i need to ask you. On the statement above: “My specific project will likely focus on xxxx, and I am particularly interested in exploring the question of xxxxx.” I wonder how specific i should fill on the xxxx and xxxxx. Do you mean that i Should fill it with my research title? I was intend to fill it with my research title but then i was confused because i have some alternative for my research project.

Thank you and i appreciate any answer.

' src=

March 19, 2015 at 7:22 pm

Hello Karen,

Thank you very much for the blog. it was useful to get to know about Prof’s mindset. I am getting some replys with the help of it.

' src=

May 22, 2015 at 8:36 pm

This is an awesome post, I am using it to contact some researchers of my own.

Thanks. Neelam

' src=

August 10, 2015 at 2:53 am

Thanks for your post. I have been thinking of the most polite way of going about this and I think I just found one

' src=

October 20, 2015 at 11:34 am

Thank you for writing this post. In my day job, I frequently write professional correspondence to senior management, clients, and team members. That being said, I’m a little nervous about my PhD application. I appreciate the few tips I pulled from these examples.

' src=

March 7, 2016 at 11:28 pm

Dear Karen Would you please send me a template for PhD application? I am a PhD student in my country but I want to apply for a part-time PhD research as PhD research opportunity in a foreign country. Thank you Best regards, Mahboob

March 9, 2016 at 9:26 pm

No, I don’t send templates for any type of writing, and especially not for Ph.d. applications.

' src=

May 30, 2016 at 6:21 pm

Thank you for your advice, it really helped me. I sent e-mail to a professor and he answered me asking to send CV, Cover letter, and Personal statement. Would you please help me about what should I write in the cover letter and what is the difference between it and personal statement.

Thanks a lot.

May 31, 2016 at 3:19 pm

We offer this help on a case by case basis. Please email me at [email protected] .

' src=

March 25, 2017 at 5:12 am

Dear Karen:

Your kind help is helpful to many new graduates.

Sincerely, Khurram ali shah

' src=

August 18, 2016 at 1:32 pm

Dear Dr. Karen,

Thank you for your informative article. I have a rather trivial question about … style (?)

At the end of the text of the email, is there a reason for using a comma after “Thank you very much” instead of a period (dot) or an exclamation mark? Thank you very much!

' src=

August 30, 2016 at 5:42 am

Dear Karen I must say you have done a good job in helping people like me regarding this area. Thank you so much for sharing. I would like to know if you offer any paid services in relation to research in general. Secondly, I am currently working on my research proposal and will be consulting potential supervisors very soon, however I do have a big worry. I am 32 years and I intend to start my Ph.D next year. I have 2 Bachelor of Science Degrees and a Masters of Science Degree. I have never worked, all I ever did was go to universities.If the supervisor asks for my CV, which has only a list of courses I have undertaken, would it be OK if I told them I never worked? Do you think having never worked is a disadvantage for me to be considered for a Ph.D? Thank you

' src=

September 5, 2016 at 3:36 am

You are amazing for doing this. I found this absolutely helpful.

' src=

October 4, 2016 at 7:00 am

Just used your advices for a PHD request in Finland. Fingers crossed!

' src=

January 27, 2017 at 7:42 am

Great advice, I just used then in my Master’s application. Thank you!

' src=

February 19, 2017 at 9:13 am

Thanks, it gave me a boost.

' src=

May 19, 2017 at 6:07 pm

99% of the professors will ignore the email since it is too long, and they cannot afford to read 200 such long emails which come to their inbox every day.

' src=

March 28, 2018 at 2:11 pm

Good, but most importantly, “How do we reply for a response?”

[…] with the potential advisor is perhaps the most important element of all; refer to this post for advice on how to initiate the conversation. Ideally you want the advisor to commit to you ahead […]

[…] some good “how not to sound like an idiot when writing to a potential advisor” templates here and here. There are plenty more where these came from, so don’t sweat it if this is an area that […]

[…] satu bloger menulis dalam blognya ( http://theprofessorisin.com/2011/07/25/how-to-write-an-email-to-a-potential-ph-d-advisor/ )tentang pentingnya sebuah email bagi para pencari beasiswa dan menjelaskan mengapa email tersebut […]

[…] Source: theprofessorisin.com […]

[…] TPII is a great resource for students (of all education levels). Dr. Kelsky covers everything from contacting potential supervisors to mental illness in academia to getting tenure. She also offers paid services if you’re […]

[…] Source […]

[…] have two websites about that subject, you can link here and here. But in short I can say […]

[…] made a list with all the academics conducting researches that might interest me. These were alternative supervisors that I could contact by email. Not only the ones doing similar stuff to what I was doing, but people whose style of supervision I […]

[…] emails daily and many, many requests from prospective students every year. You need to stand out. Here is a very thorough post about nailing the inquiry email. If you are able, try to arrange an informal […]

[…] How to Write an Email to a Potential Ph.D. Advisor/Professor. […]

[…] > http://theprofessorisin.com/2011/07/25/how-to-write-an-email-to-a-potential-ph-d-advisor/ […]

[…] OPTIONAL, IF NEEDED: The Professor is In (blog): How to Fire a Professor (from your committee), How to Write an E-Mail (to a potential research advisor) […]

[…] https://theprofessorisin.com/2011/07/25/how-to-write-an-email-to-a-potential-ph-d-advisor/ […]

[…] supervisor is not your laurels. They can find that in your CV. It is the part where you establish common ground. You must be able to connect the dots between the professor’s research interests and your […]

Leave a Reply Cancel reply

Your email address will not be published. Required fields are marked *

This site uses Akismet to reduce spam. Learn how your comment data is processed .

  • Who Is Dr. Karen?
  • Who Is On the TPII Team?
  • In The News
  • Why Trust Me?
  • Testimonials
  • Peer Editing
  • PhD Debt Survey
  • Support Fund
  • I Help With Custody Cases for Academics

Get on my schedule to work on your tenure track job cover letter, CV, grant applications, book proposals, interview preparation, and more.

Check for Openings

How to Email Professors at Prospective Grad Schools

And get a response

RapidEye / Getty Images

  • Choosing a Graduate Program
  • Tips & Advice
  • Admissions Essays
  • Recommendation Letters
  • Medical School Admissions
  • Homework Help
  • Private School
  • College Admissions
  • College Life
  • Business School
  • Distance Learning
  • Ph.D., Developmental Psychology, Fordham University
  • M.A., Developmental Psychology, Fordham University

As an applicant to graduate school you have probably wondered more than once exactly what professors look for when they select students. Wouldn’t it be easier if you could just ask them? Before you go any further, keep in mind that emails can backfire. Many applicants email professors at graduate programs they wish to attend and receive terse replies, or more commonly, no reply at all. For example, consider the following common scenario:

I am trying to figure out a topic that would be most suitable for me. I have reached out to many professors with little luck. Occasionally, they will share articles, but rarely will I get a response to a question. My questions range from graduate opportunities to specifics about their work. 

This experience is not unusual. So why are professors sometimes unresponsive? Consider how to change your approach in order to get the response you're seeking.

Figure Out What You Want to Study

First and foremost, it seems that in the example above, the student needs to do more work before contacting prospective mentors . As an applicant, realize that choosing a field of study is your task and one that you should do before emailing professors at graduate programs. To help you decide, read widely. Consider the classes you've taken and what subfields interest you. This is the most important part: Talk with faculty at your university.  Approach your professors for help. They should be your first line of advice in this regard.

Ask Informed Questions

Before you email a professor for advice, be sure that you have done your homework. Don't ask questions about information that you can learn from a basic internet or database search . For example, information about a professor's research and copies of articles they have written are easily available online. Likewise, don't ask questions about the graduate program unless you have carefully reviewed all of the information on both the department's website and the professor’s website. Professors might view answering such questions a waste of time. Asking questions about information that is readily available might signal naiveté, or worse, laziness.

This is not to say that you should never contact professors at prospective programs. Before you email a professor make sure that it is for the right reasons. Ask informed questions that show that you are familiar with their work and the program and are simply seek clarification on a few specific topics.  

Here are three basic guidelines for emailing professors at prospective graduate programs:

  • Do not inundate the professor with questions. Ask only one or two specific questions and you will be much more likely to get a reply than if you ask a series of questions.
  • Be specific.  Don’t ask questions that will require more than a sentence or two in response. In-depth questions about their research usually fall in this area. Remember that professors may be pressed for time. An email that looks like it will take more than a minute or two to answer may be ignored.
  • Don’t ask questions that are outside of a professor’s purview. General questions about financial aid , how applicants are selected by the program , and housing, for example, fall into this area.

What should you ask prospective graduate mentors? Probably the question that you are most interested in is whether the professor is accepting students. That simple, direct question is most likely to yield a response.

Ask If They Are Accepting Students

In a simple email, explain that you are very interested in the professor’s research on X and, here’s the important part, would like to know whether they are accepting students. Keep the email brief and to the point. A short, concise email will likely yield a response, even if it is a “No, I am not accepting students.”

Send a Thank You Email

Immediately thank the professor for their response, whether it was positive or negative. If the faculty member is accepting students, then work on tailoring your application to their lab or program. If you'll be attending a program at their school, you'll want to leave a good impression with your future mentor.

Should You Continue the Email Dialogue?

You can’t predict how a professor will respond to multiple emails. Some might welcome them, but it is better to play it safe and avoid emailing the professor again unless you have specific questions about their research. Professors don't want to mentor students who require hand-holding, and you want to avoid being perceived as needy. Should you decide to ask a specific question about their research, remember that brevity is the key to receiving a response.

  • Should You Email Professors at Potential Grad Schools?
  • How to Write a Great Graduate School Acceptance Letter
  • Graduate School Admissions Interview: Dos and Don'ts
  • How to Get Recommendation Letters for Grad School
  • When Your Grad School Recommendation Letter Doesn't Arrive
  • Timeline for Applying to Graduate School
  • Applying to Graduate School: What You Need to Know
  • How Do You Deal with a Grad School Rejection?
  • How to Choose Between Grad Schools
  • 9 Tips to Prepare for a Skype Graduate School Interview
  • Can I Reapply to a Graduate Program After Being Rejected?
  • What to Expect During a Grad School Interview
  • Choosing the Best Economics Graduate Program
  • Should You Get a Recommendation for Grad School from Your Therapist?
  • What to Do When You Are Accepted to Grad School
  • Don'ts for Getting Letters of Recommendation for Grad School


  • USA Admissions & Scholarships Guides
  • How to Email Professors for Masters & PhD Funding in the USA?

How to email professors for the USA scholarships?

  • Faisal Khan
  • January 6, 2022
  • Jan 6, 2022

A lot of students are unaware that the majority of scholarships for the master’s and Ph.D. programs are sponsored by university professors in the USA. So, it is very important to email USA professors to improve your chances of availing full scholarship. In this article, we will guide you on how to email professors and what is the right format and approach to doing so.

The ideal time to approach professors is after summer and before December. The sooner you apply, the better chances you will have to get the funding. 

Disclaimer: Please note not all USA universities’ professors prefer that students should approach them for Ph.D. funding. However, in some schools, they do prefer it and it improves your chances of funding or scholarship. This guide will prepare you well for those universities where approaching professors can be an important element in admission and funding.

Who should you contact?

Usually, it’s important to email only relevant professors, whose research aligns with your own research objectives.

Before contacting a professor, you can check what the professors are researching simply by checking out the university web page, where you can also find their contact information. Basically, you have to see the type of studies that they do and what type of results you can expect based on the students they had. Also, make sure that you study their current students via LinkedIn.

Make sure that you do your homework

What you want to do is to read one of the recent papers. Check their homepage too. If their ideas don’t stand out to you, then you want to avoid wasting your time contacting them. If the research is nice and interesting, then all you have to do is send an introduction email and that’s it.

Make sure that you check programs of interest and find a list with sites that showcase the research talent and areas of those professors. You can even use search engines to find papers.

If you want to send an introductory email, make sure to keep it short. Move straight to the point, don’t beat around the bush. The professors can be very busy, so writing a shorter message increases the chances of your email actually being read. 

A Guide to the Concept of Prof-letting or Proofing:

Proofing, also known as prof letting, is a term that defines the first time you approach a professor about funding options and admission. Proofing is a very important aspect to keep in mind, and it can provide you with quite an interesting experience. It makes it easy for you to enjoy some great results and the value on its own is interesting, to say the least. In case you talked with many teachers, you can end up getting a few replies.

The focus is on contacting teachers who are interested in your profile. The idea is to make sure that you create a shortlist, which includes the grad schools you like. Then you will contact the professors, and assess from the replies if any of them is ready to take on more students–an important thing to take into consideration.

Keep in mind that some universities evaluate students according to other criteria, not the emails that they get. Even if you don’t receive replies, some universities will still be interested in you. So, something like Proofing allows you to lower the risk when it comes to university selection.

Things to keep in mind during the Proofing process:

Make sure that you start Proofing with only one professor at a time. Don’t interact with another teacher unless you receive a reply that the current professor can’t help. And during the process, make sure that you select professors who are specific to your particular type of work. This will make the entire process easier for you.

Replying with a Thank You to those that encourage you can show that even constructive criticism is received fairly by you. Of course, you shouldn’t focus on a single university. There are many which can be a good fit for you, so try to take as many into consideration as you can, and the results may even surprise you!

Also, you should save all the emails, which you receive a reply for and keep them in your own email list for the future. That’s what will come in handy in the future because you never know when you may need more contacts. Plus, staying in touch with relevant professors in your industry is always a good idea.

Yes, the process can be a little time-consuming, but it will be worth it in the end!

Email Structure:

  • The subject line needs to talk about your intention to apply for the Master’s or Ph.D. Program .
  • In the first paragraph, give a brief introduction of yourself and talk about the professor’s relevant research topic. Example:

Dear Professor Name, I came across your profile on the ABC University website. Upon going through your research articles, I am really interested in your research “Trait expression through perceived job characteristics: A meta-analytic path model linking personality and job attitudes”, which studies personality trait-job attitude relationships.

  • When it comes to the second paragraph, here you have to add a description of your interests. State how you found the research of this professor and how it matters to you. Here, you also have to showcase the areas you are interested in.

Previously, I have worked on employee Machiavellianism, workplace deviance, impression management, and organizational cynicism. I am interested in conducting research on linking personality traits with job performance but I am also flexible to extend my research to employee retention and turnover.

  • The ending will require you to request the professor if they can meet with you and discuss it. Suggesting some applications of the work or extensions can be a very good idea.

Academically, I was awarded gold medals in both Undergraduate and Master’s degrees. I would like to know if I can do research under your supervision. 

  • Attach a CV.

I have also attached my CV for your perusal.

Most importantly, proofread your email for grammatical, spelling, and typing errors. Keep the sentences short and use the structure listed above.

Once you send the email, you will have to wait. Remember that many professors receive tons of emails, so you may have to wait for at least a few weeks. You can also send a follow-up email if 2-3 weeks have passed and you didn’t get a reply. If you don’t receive a follow-up to the email again, then the professor doesn’t want to be your advisor.

Note: Do not get discouraged if you do not get any response from all the emails, you need one good response to get full funding and study in the USA.

Things to Avoid while Contacting Professors:

Approaching a professor is a great idea if you want to receive help with your Ph.D, but here are some things to avoid:

  • Avoid asking for financial aid in the first message you send. That first message is to identify if the professor has an RA position. You don’t want to ask for financial aid there.
  • The first mail should be short, less than 60 lines of text. Just make sure that you are concise, specific, and to the point to get the very best experience and results.
  • Speaking about how much of a hard worker and creative person you are doesn’t help at all. You have to create the right content, as the message will speak for itself. Telling the same about the professor won’t help either. So, try to be truthful and state exactly what has to be said without sharing too much information.
  • Stating various generic statements is not okay at all. You may want to make sure that you show your true interest in the topic with a specific statement.
  • Avoid using attachments, such as, research projects, transcripts, etc. You can use an URL that the professor can visit and integrate all the stuff you want there.
  • It’s important not to use HTML encoded emails or any type of non-standard character sets.
  • Stay away from the fancy formatting or anything like that. You want to stand out with the stuff you write, not the formatting.
  • Keep in mind that sending emails more than once without a response will constitute spam. Wait for a message and take your time with this. 
  • Avoid adding your address and other pivotal details in the signature, just add your name.
  • Stick to being professional; don’t use a common way to approach people.
  • Avoid any grammar issues, so try to double-check your content as much as you can.
  • Don’t use templates, if the professors see a generic message that goes right to trash.
  • You shouldn’t include marks in the mail, but you can integrate them into the resume.
  • Avoid including irrelevant personal problems and experiences in your email
  • Don’t contact two professors from the same department. However, if one professor doesn’t respond back to you, then approach the 2nd relevant professor after 2-3 weeks but not before that.

These are all things you want to avoid when you approach a professor. Make sure that you step away from any potential mistakes and proofread your content as often as possible. After all, you are only going to send the email once, so you might as well do it properly from the start. It’s certainly going to work a lot better with this approach!

3 Responses

Thank you for your important and helpful note

Nice guideline and suggestions Keep it up the good work Sir

Thank you 🙂

Leave a Reply Cancel reply

Your email address will not be published. Required fields are marked *

Save my name, email, and website in this browser for the next time I comment.

Related Posts

View all Posts

TOP GRE Vocabulary Words

Top 244 GRE® Vocabulary Words

  • 15 January, 2024

30 Top GRE Vocabulary Words

TOP 30 GRE Vocabulary Words

  • 5 January, 2024


Shorter GRE Questions Types And Sections Analysis

  • 21 September, 2023

New Shorter GRE Test 2024

The New Shorter GRE Test in 2024

  • 31 May, 2023

GRE Math Test Preparation

GRE Math Test Preparation and Reviews

  • 30 August, 2022

GRE Math Question Types

GRE Math Question Types

  • 19 August, 2022

Start Learning Now

Improve 20+ points or get your money back!

GRE High-Frequency Vocabulary App


  • GRE Mentoring

Follow ScholarDen

  • Scholar Den, Inc © 2023 - All rights reserved.
  • Terms and Conditions
  • Privacy Policy

How to Send a Graduate School Inquiry Email

Contributed by Jenn Houtz, co-presenter of the workshop “Crafting an Effective CV/Resume for Careers Inside and Outside Academia”  at AOS’s 2019 annual meeting in Anchorage, Alaska. This is the second in a series of blog posts developed from workshops presented at the meeting.

If you are considering attending graduate school, the quality of your inquiry email to a potential advisor can make or break your chances of a receiving a response. First impressions are everything, and you want to make a good one! This email might serve as the foundation for your graduate research career in your dream lab. Below we provide some useful tips for crafting a professional graduate position inquiry email.

1. Subject Line

These are the FIRST words a professor will see when they open up their email for the day. You want it to catch their attention and immediately notify them that you are a prospective student. The subject line should state the semester you wish to start a graduate program and include the words “Prospective Graduate Student” – for example, “Fall 2019 Prospective Graduate Student.”

2. Greeting

Address the professor by their last name using “Professor” or “Dr.” Do not use “Mr.”, “Mrs.”, or “Ms.” Use a friendly but professional greeting such as “Dear” or “Hello” instead of an informal “Hey.”

3. Introduction

The first line of the email should include your full name, year in school, major, and university/college, followed by a statement that includes what topic of graduate study you are currently considering and the semester you would start your degree. Make sure to also specify whether you are looking to do a Master’s or a PhD in their lab.

4. Relevant Experience

After introducing yourself, you want to grab the professor’s attention by providing a few lines about your research interests and relevant experiences. These experiences may include but are not limited to a seasonal field technician position, a summertime research experience for undergraduates (REU) at an external institution, or an independent study/honors thesis project at your home institution. You should state what research areas spark your interest, along with a short summary of any research projects you have conducted. You don’t want to go into extraneous detail (save that for your CV and cover letter), but you want to state the main goal of the research, the study organism, and the name of the advisor on the project.

Example:  “My interests in behavioral ecology and endocrinology line up well with the research conducted in your lab. More specifically, I worked as a field assistant on a project that investigated the effect of testosterone on the mating behavior of White-throated Sparrows under the advisement of Dr. John Smith.”

5. Why Their Lab?

This is where you tell the professor how you found out about their lab and why you are interested in applying. State where you first came across their research, which may be a paper you read in class or a talk you saw at a conference. Then, explain what specific topic from their work interests you the most. Do NOT copy and paste text from the “Research” section of the professor’s website. They took great care to write that section and will recognize if you use the same wording.

Example:  “I first became intrigued by your research after reading your 2019  Behavioral Ecology  review paper on avian mating strategies. During my graduate studies, I am particularly interested in investigating the mechanistic underpinnings of avian mating behavior. I believe I could not only contribute to the ongoing work in your lab, but also introduce novel investigations into the impact of glucocorticoids on breeding investment.”

6. Request Further Consideration

Directly state that you would like to talk with them more about pursuing a graduate degree in their lab. Make sure you include information specifically requested by the professor on their position announcement or website, such as GPA, GRE scores, references, CV, and cover letter. Usually, you can just include your GPA, GRE scores, and references within your CV, but make sure to point this out in your email.

7. Sign-off

Thank them for their time and say that you look forward to hearing back from them. End the email with a sign-off such as “Best” or “Sincerely” and your full name.

It is important to keep the email concise, because a professor is more likely to read a short email than multiple paragraphs. The main goal of your email is to express genuine interest in the professor’s research and earn the opportunity to talk with them more over the phone or video. Regardless of whether or not you receive a reply, have confidence in your abilities and experience. The right professor will appreciate you showing interest in their lab and contact you back. Good luck!

Example Template Email

Hello Dr.  (last name of professor) ,

My name is  (your first and last name) , and I am a  (year in school) (major)  at  (name of university) . I am currently considering  (topic of graduate study)  graduate programs for  (semester you would start graduate school) . My research interests in  (research topic)  line up well with the research conducted in your lab. More specifically, I have conducted research on  (main focus of project)  on  (study organism) under the advisement of Dr.  (name of research advisor) .

I first became intrigued by your research after  (how you first discovered their research) . This paper was very influential in shaping my research interests and ideas. During my graduate studies, I am particularly interested in investigating  (research topic that relates to the work conducted in the professor’s lab) .

I would love to open a dialogue with you about  (name of university and department)’s  program and your lab specifically as a potential avenue for graduate school. Attached is my CV, containing my GPA, GRE scores, and references. My attached cover letter outlines my research experiences in more detail and potential graduate project ideas.

Thank you for your time, and I look forward to hearing back from you.

(Your Name)

Thanks a lot, its a good guide

Leave a Reply Cancel reply

Your email address will not be published. Required fields are marked *

Save my name, email, and website in this browser for the next time I comment.

Notify me of follow-up comments by email.

Notify me of new posts by email.

  • Search All Scholarships
  • Exclusive Scholarships
  • Easy Scholarships to Apply For
  • No Essay Scholarships
  • Scholarships for HS Juniors
  • Scholarships for HS Seniors
  • Scholarships for College Students
  • Scholarships for Grad Students
  • Scholarships for Women
  • Scholarships for Black Students
  • Scholarships
  • Student Loans
  • College Admissions
  • Financial Aid
  • Scholarship Winners
  • Scholarship Providers

Student-centric advice and objective recommendations

Higher education has never been more confusing or expensive. Our goal is to help you navigate the very big decisions related to higher ed with objective information and expert advice. Each piece of content on the site is original, based on extensive research, and reviewed by multiple editors, including a subject matter expert. This ensures that all of our content is up-to-date, useful, accurate, and thorough.

Our reviews and recommendations are based on extensive research, testing, and feedback. We may receive commission from links on our website, but that doesn’t affect our editors’ opinions. Our marketing partners don’t review, approve or endorse our editorial content. It’s accurate to the best of our knowledge when posted. You can find a complete list of our partners here .

How to Email Your Professor (With Examples)

how to write email to professor for phd admission

Lisa Freedland is a Scholarships360 writer with personal experience in psychological research and content writing. She has written content for an online fact-checking organization and has conducted research at the University of Southern California as well as the University of California, Irvine. Lisa graduated from the University of Southern California in Fall 2021 with a degree in Psychology.

Learn about our editorial policies

How to Email Your Professor (With Examples)

Every academic year, more and more professors complain that students do not know how to write nor respond to emails. Often, students are simply not taught how to write such emails to begin with. Some students are entirely clueless about what they’re doing wrong. To help make sure you don’t make these same mistakes, we’re going to show you how to email your professor (with examples)!

Keep on reading so that you can be confident in what you’re saying before you even hit “send.”

Emailing professors: A how-to guide

We’re sure that you’ve emailed people before, whether teachers, coworkers, friends, or family, but emailing professors is a little different. Emailing professors requires a level of formality not typically required when emailing people you’re already familiar with (yes, even if you know the professor well!). So, to make sure you don’t leave a bad impression on your professors, we’ve established a few tips that you should go by before sending off that email. Let’s get into them!

Don’t miss:   How to ask for letters of recommendation

Be professional

Perhaps most importantly, you should be professional when emailing your professors. But, what do we mean by this?

Simply, being professional when emailing your professors means using proper grammar, not using slang or emojis, and using their proper title (we’ll get into what this means next).

Further, if you’re asking for an extension for an assignment, giving a heads-up as to why you’ll be missing class, or anything along these lines, try not to give away too much personal information as to why. For example, rather than saying you have a stomach ache or caught the flu, you can instead say that you came down with an illness. The exact sickness (or reason) is not the most relevant information. Your professor will probably be grateful not to know anyway.

Apply to these scholarships due soon

$10,000 “No Essay” Scholarship

$10,000 “No Essay” Scholarship

$2,000 Sallie Mae Scholarship

$2,000 Sallie Mae Scholarship

$40,000 Build a College List Scholarship

$40,000 Build a College List Scholarship

$10,000 CollegeXpress Scholarship

$10,000 CollegeXpress Scholarship

Niche $10,000 “No Essay” Scholarship

Niche $10,000 “No Essay” Scholarship

$1,000 Appily Easy College Money Scholarship

$1,000 Appily Easy College Money Scholarship

$5,000 Christian Connector Scholarship

$5,000 Christian Connector Scholarship

$2,000 No Essay CollegeVine Scholarship

$2,000 No Essay CollegeVine Scholarship

$2,500 ScholarshipPoints Scholarship

$2,500 ScholarshipPoints Scholarship

Include their title + name.

Time for titles! If you’re not familiar with what titles are, titles refer to the words used before or after a person’s name that indicate a person’s position or role. When it comes to professors, students normally use either the title “Doctor” (abbreviated Dr.) or “Professor.”

And, as normally comes after someone’s title, you should be sure to include their last name after. So, let’s say you’re emailing a professor called Susan Robinson. You could start the email off with something like:

“Dear Dr. Robinson,” or “Hello Dr. Robinson,” or “Dear Professor Robinson,” or “Hello Professor Robinson,”

All these are fine choices, and it’s entirely up to you to choose whichever you prefer. And, if you haven’t quite noticed, it’s quite common to use “Dear” or “Hello” when starting off an email to a professor, but these aren’t your only options (just common ones). Whichever you use is, once again, up to your personal preference!

Don’t miss:  How to make a budget in college

Say something nice 

Yes, really. It doesn’t hurt to be nice when emailing professors, especially when you’re asking for their advice or help. 

So, how do you start out with something nice? Well, typically, after greeting your professor with their title and name (as we demonstrated above), you’ll add something along the lines of:

  • “Hope you had a great weekend.”
  • “I hope you’re enjoying the beautiful weather today!”
  • “Hope you’re doing well!”

Make sense? Some professors appreciate such niceties. Not only will it indicate that you realize they have a life outside of academia, but it’s also just a polite thing to do. Yes, admittedly, some professors might not care, but others will!

Give context (i.e. who you are)

College professors have tons of students. So, oftentimes (if not always), they may need a little reminder on how they know you. This is especially true if you’re not in touch with them frequently. This is exactly what you should do next – explain who you are!

If you’re a student of theirs, the easiest way to do this is to mention what class of theirs you’re enrolled in, and what time it meets (or, if there are names for each section, you can mention that instead). This will give them some context before you ask a question, so they can understand exactly what assignment, topic, or question it is you’re asking about. This might go something like:

“This is *insert your name* from the Psychology 101 section that meets Tuesdays and Thursdays from 1-2:30 P.M.”

Alternatively, if you’re not a student of theirs, explain your desired relationship to them (e.g., are you interested in enrolling in their class? Do you want to work in their research lab?). If this is the case for you, this might look like:

“This is *insert your name*, a second-year student majoring in Psychology. I am interested in enrolling in Psychology 102 next semester, and… *can ask/introduce your question here*” 

Now, unless you are 100% sure that your professor knows who you are by name, we definitely recommend you don’t skip this step! It may be awkward if your professor has to ask who you are after your initial email, so, better safe than sorry!

Last, but not least, try to use your university email if you have one! This immediately signals to your professor that you’re either a student or faculty member at their college. Your school email may make them more inclined to look at your email.

Don’t miss:  How to make money in college

Be straightforward

Since they have so many students, professors also receive a lot of emails. So, when emailing them, make sure to get straight to the point (no beating around the bush!). Be specific about your question, and provide context if needed. If you’ve already tried to solve your problem or answer your question in a number of ways, mention these. Doing so will cut down the amount of unnecessary emails sent back and forth. Also, it will also help you understand what tips or advice they shouldn’t give you (as you’ve already tried them).

On a similar note, if you have a question about a test or due date, we highly recommend checking your class syllabus first. These will contain your important test and due dates 99% of the time, if not more.

And, most importantly, remember to make your subject line specific and clear. For example, if you have a question about an assignment’s due date, your subject line could be something along the lines of “Question about Due Date of Assignment Name .” This will make it clear to the professor what the context of the email is, and will help avoid any misunderstandings.

After asking your question (or saying whatever you needed to say), it’s time to sign off! Most commonly, people will do this by using a “Best,”, “Thanks,” “Sincerely,” or something along those lines, followed by their name. If your university email does not include your full name, write both your first and last name in your sign off. This will make it clear to the professor who you are, even if they have another student with the same first name.

Start your scholarship search

  • Vetted scholarships custom-matched to your profile
  • Access exclusive scholarships only available to Scholarships360 members

A few examples

Time for a few examples! Here they are:

1.  If you’re asking a professor a question about an upcoming test date:

Hello Dr. Johnson,

Hope your week is off to a great start!

This is John Smith from your Chemistry 404 Monday/Wednesday/Friday 11 am – 12 pm class. Last Monday, you mentioned that our upcoming midterm is scheduled for September 25th. However, on the class syllabus it says that the test is planned for September 21st. I was wondering on which of these dates the midterm will be taking place?

Thank you in advance.

2.  Generalized email to a professor:

Dear Dr. Last Name ,

Hope you’re doing well!

This is Your name from Your class  at time . I had a question about * elaborate on the question.*

We hope that you’re now well-versed on how to write an email to a professor of yours. However, how do you go about cold emailing a professor for a research opportunity? That’s a great question! Let’s see.

How to email a professor for research opportunities

Luckily, the format for emailing a professor for research is not too different from that of emailing any professor. So, if you’ve already read all our tips above, you’re off to a head start. However, there are a few differences. 

Components to include

Before we get into what makes an email to a professor for research different, we should first list the basic components of this type of email (as they largely overlap with a normal email to a professor). Any email to a professor (for research) should:

  • Have an informative subject line
  • Be professional and straightforward
  • Include their title and name
  • Include why you want to join their research lab (why you’re interested in their research specifically)
  • Mention any previous experience (if applicable)
  • Elaborate on why research is important to you/will help you reach your goals
  • Ask to schedule a time to meet or discuss possible research opportunities
  • Your resume and transcript (attached to the email!)

Since we’ve already covered most of these components above (under Emailing Professors: A How-To Guide), we’ll now be focusing mainly on the unique aspects of writing an email to a professor for research. 

Don’t miss:  All about graduate assistantships

Do your research!

If you’re interested in doing research, now’s your time to show off your skills! Before you go about emailing any research professor for an opportunity to work in their lab, you must first know what their lab studies. Doing this research will help you elaborate on why you want to join their specific lab, rather than any others, which will help you stand out amongst possible applicants (and will help you know if you’re actually a good fit for the lab or not!).

Why are you interested in their research?

After you’ve done research on the research of the professor you’d like to work with, use this information to detail what exactly about their research interests you. This can normally be done within 1-2 sentences, and should be specific – make sure to relate it to your interests and goals! This may look something like:

I am particularly interested in topic . I recently read your name/year of research paper on topic and developed an interest in your research. Specifically, I was fascinated by mention one of the findings of the research paper . If possible, I would love the opportunity to work in your lab to help contribute to further research on this topic during time frame.

If this seems a little confusing right now, don’t fret! We have some actual examples for later, so you can get an idea of what this section should look like when real topics and findings are included.

Ask to schedule a meeting

Now, it’s time to schedule a meeting (or, at least ask to)! After you go about mentioning what you find interesting about their research and expressing an interest in working in their lab, you should make a request to meet with them. There’s a few different ways you can do this:

  • “ If you know of any internship, volunteer, or work positions available in research over the summer, I would love to set up a time to talk about these potential opportunities.”
  • “If you have time, I would love to set up a time to talk about potential research opportunities.”
  • “Would you be available to meet sometime this week to discuss your research?”
  • “Would it be possible to meet with you to further discuss Topic and my possible involvement in research? I am available on Days and Times .”

Simple, right? After you ask to schedule a meeting, we highly recommend mentioning that your transcript and resume are attached to the email (and make sure to actually attach them). If you do not attach them, professors will often ask for them promptly afterwards (but not always).

Last, but not least, finish off the email with a nicety! You can do it more formally, with something like, “I greatly appreciate your time and consideration.” Or, you can do it more casually, with something along the lines of, “I look forward to hearing from you!”

Which way you choose is ultimately up to you – just make sure to be respectful! 

More examples

Time for some more examples! These are real examples of emails written to professors, in which students were asking for research opportunities (although some names and info have been slightly altered). Here we go!

1.  Email from a student without any prior research experience:

“Dear Dr. Lee,

I hope this email finds you well. My name is Abigail Thompson and I am a first-year undergraduate at the University of Minnesota, majoring in Psychology and minoring in Japanese. I am currently looking for opportunities to get involved with research over the summer. 

Psychological research, especially that relating to social psychology, sounds very interesting to me, so I am hoping to get involved early into my undergraduate career. I have reviewed your faculty profile and am interested in name of the research paper , especially how you explored how people who have experienced traumas cope with what they’ve been through. If you know of any internship, volunteer, or work positions available in research over the summer, I would love to set up a time to talk about these potential opportunities. I greatly appreciate your time and consideration, and my resume and transcript are attached to this email.

2.  Email from a student with prior research experience:

“ Dear Dr. Pudi,

I hope this email finds you well. My name is Jacqueline Fisher and I am a sophomore at UCLA, majoring in Psychology. I am currently looking for opportunities to get involved with research for this upcoming semester or over the summer. 

Last summer, I assisted in research at the University of California, Berkeley, where we studied people’s psychological responses to traumatic events. I am also interested in developmental psychology and how your research studies the effects of marital conflict on children.

If you have time, I would love to set up a time to talk about potential research opportunities. I greatly appreciate your time and consideration, and my resume is attached to this email. 

Have a wonderful time frame .

Jacqueline ”

Dear Reader,

You’ve now reached the end of the article!

I hope that this guide (and our example emails) have helped you gain the knowledge and skill of being able to email your professors (for class, research, or otherwise!). It’s sure to come in handy at some point, so, we wish you good luck, and send you off!

All the best,

Don’t miss:  How to write an essay about yourself

Scholarships360 Recommended

how to write email to professor for phd admission

10 Tips for Successful College Applications

how to write email to professor for phd admission

Coalition vs. Common App: What is the difference?

how to write email to professor for phd admission

College Application Deadlines 2023-2024: What You Need to Know

Trending now.

how to write email to professor for phd admission

How to Convert Your GPA to a 4.0 Scale

how to write email to professor for phd admission

PSAT to SAT Score Conversion: Predict Your Score

how to write email to professor for phd admission

What Are Public Ivy League Schools?

3 reasons to join scholarships360.

  • Automatic entry to our $10,000 No-Essay Scholarship
  • Personalized matching to thousands of vetted scholarships
  • Quick apply for scholarships exclusive to our platform

By the way...Scholarships360 is 100% free!

How to Email a Professor for the Supervision in MS/PhD

Are you planning to study abroad and looking forward to writing an email to the professor but uncertain about the criteria? In this article, you will learn “How to Email a Professor for MS or PhD supervision” and you must know proper email is the basis for research supervision, scholarships/ research scholarships , and fundings. 

Your email should be outstanding, gives a nice impression, and assists you to be a well-qualified applicant. The applicant should be acknowledged regarding email patterns, keywords, and structure.

How to Email a Professor for the Supervision in MS/PhD?

How to address the professor.

Ignoring an email by a professor is quite normal as they have busy schedules, so be attentive while writing the subject line. In order to make sure that your email will not be ignored, try to include an information-based, strong, and attractive subject line. By the correct use of words in the subject line professor will be able to catch an idea of what your email is about. You can write like that, “Request for MS Supervision Spring 2020 or Spring 2021” or “Request for PhD Supervision” 


Body paragraph:.

In this paragraph, with the consideration of the professor’s research area, mention your work experience, skills, and previous research work. The applicant can get a brief overview of the professor’s research publications, previous, and current projects by visiting the lab’s official website. In order to be a good competitor, you must list all of your achievements and expertise to provide a clear vision about your passion in the professor’s research area. Avoid any jargon or slang words, and any kind of complexity.

Last Paragraph:

Closing statement:, proof reading:.

Make sure that you review your email before forwarding it to the professor, it will help you to convey your message in the nicest way.

Sample Email for requesting to the Professor for Supervision in MS/PhD

My name is (write your name) and I have completed (your degree title) from (Full university name) with (your CGPA, don’t mention CGPA if it’s low). Mention I got medals, certificates, and achievements if any.

I have attached my CV /other required documents and I would be glad to hearing from you soon.

Join our WhatsApp Channel

Latest opportunities, cern doctoral student program 2024 in geneva, switzerland | fully funded, miami university presidential fellowship program in the usa 2025 | fully funded, cern administrative student programme 2024, switzerland | fully funded, leadership management & conflict resolution certification, cambridge 2024, ylai fellowship program in usa 2024-25 | fully funded, ual international postgraduate scholarships in uk 2024, join our telegram channel, stay connected with us.

how to write email to professor for phd admission

Subscribe To Our Newsletter

You have successfully subscribed.

  • University Home

Search form

Undergraduate research opportunities.

  • Research Ethics
  • Preparing for Undergraduate Research
  • UCSC Divisions
  • UCSC Academic Options
  • The Independent Project Option
  • Join a Lab or Research Group
  • Examples of Emails to Professors
  • Other Research Opportunities
  • STEM Summer Research
  • UCSC Undergraduate Research Awards
  • Application Tips & Deadlines
  • What's Next?
  • For Students

How to Email a Professor Regarding Research

Your email should:.

  • have an informative subject line
  • be formal: Dear Dr. Smith; Sincerely, Your Name
  • not use Mrs. or Ms.
  • NOT have slang, abbreviations, or emoticons
  • address any qualifications the professor is looking for
  • demonstrate your experience
  • state specifically your interest in that research group (you need to read the professor's website)
  • explain why research is important for your goals
  • ask to schedule a meeting or say that you will be coming to office hours


Generalized from an email to a UCSC Professor

Hi Joe, 

My name is  Name  and I am a major in  Major .  Is there space in your lab for an undergraduate?  If so, what is the pay rate?

Thanks, Name


General email to a stem professor.

Subject:  Meeting to discuss undergraduate research opportunities in  topic

Dear Professor   X ,

I am a year  student at university  majoring in major .   How you found out about the professor's research .   Expression of interest in specific paper or topic.   I would appreciate the chance to talk with you about your research in  topic of interest and about possible undergraduate opportunities in your lab.

My  experience in research   experience or class,  confirmed my intention to develop my research skills and goal.  I know you are very busy. We could schedule an appointment or I can drop by your office hours on  day and time .

I have attached my resume and unofficial transcript.  Please let me know if there is any other information I can provide. I look forward to talking to you soon.


Generalized from an email to a UCSC professor

Subject:  Possible undergraduate research opportunities

     I am a (year, major) at (university) and I am writing to ask about opportunities for undergraduate research in your lab beginning (time period) . I have conducted undergraduate research on (topic) with (names) in (program or class) . (Expression of interest in the topic) . I would like to continue a path of research on (topic) and would ultimately allow me to (career goal) . I am especially interested in your previous work on (describe a paper or talk) .

I have attached my CV and unofficial transcript to this e-mail, but if there is additional information that I have not included that you would like, I would be happy to provide it to you. Thank you for your consideration.

Your Name Email address 


From University of Virginia, How to Sucessfully E-mail Professors

Dear Dr. Smith, My name is X  and I'm a second year biology major at UVa. 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, X


Template from UC Irvine

Dear  Professor X :

My name is  Peter Anteater , and I am very interested in becoming involved in research in  Subject Area . I am a  X  year student with a GPA of  X . I have taken  Courses  and  Additional Experiences . My goal is to  Goal .

I have reviewed your faculty profile and am interested in the work that you have done. I was intrigued by your journal article,  "Article Title."  It  Additional Information about Topic . I would like to get involved in research in this area because it will help me to better prepare for  Goals .

Would it be possible to meet with you to further discuss  Topic  and my possible involvement in research? I am available  Days and Times . I look forward to hearing from you.

Sincerely, Peter Anteater Student ID Address  Phone Email

University of California Santa Cruz, 1156 High Street, Santa Cruz, CA 95064

© 2024 The Regents of the University of California. All Rights Reserved.

Privacy Policy and Terms of Use

A First-Gen's Guide to Grad School: How to Get in, Survive, and Thrive

Helping first-gen students along their PhD journey!

PhD Admissions: Emailing Potential Advisors

A great way to initiate contact with a potential advisor is by introducing yourself through email! If you are applying to programs where you don’t need an advisor lined up, then you don’t necessarily have to do this step. However, if you are applying to programs where you are expected to have an advisor before you start, this step is especially important. Here are some of my tips for emailing potential advisors as well as the email templates I used:

PRO TIP #1: Make sure there are at least TWO professors whose research aligns with yours at each program you apply to! Only having one is risky because you never know what could happen (e.g., they could get a new position at another university and you don’t want to move with them).


PRO TIP #3: Read at least one recent article by your POI (professor of interest) so that you can mention their work in your email (e.g., one that was published in 2018 or later).

PRO TIP #4: Check the lab/program website BEFORE emailing POIs to make sure it doesn’t already say whether they are accepting students. Also check a professor’s personal website (if they have one).

PRO TIP #5: I sent out emails mid-late October, which I think is a good time to do so. By this time, professors will probably have a sense of whether they will be able to accept a student into their lab. However, if you want to email earlier, that’s also fine.

PRO TIP #6: Don’t be afraid to send follow-up emails if your POIs don’t respond the first time! I sent a few follow-up emails after 2 weeks and received responses from everyone. Also be sure to send the follow-up email in the same thread that you sent your initial email so your POIs can see your previous attempt to reach out. I had a 17/18 (94.4%) success rate with the following email templates, so I hope they work as well for you all!

how to write email to professor for phd admission

Share this:

  • PhD admissions

' src=

Published by enricab7

Fourth-year Communication and Media, and Developmental Psychology PhD candidate at the University of Michigan. Future media/developmental psychologist. Interested in the ways that media help us form our identities. My blog aims to help other first-gen students on their PhD journey! View all posts by enricab7

36 thoughts on “ PhD Admissions: Emailing Potential Advisors ”

Good tips! Especially #3.

Thank you SO MUCH for this. I have not seen a better example.

No problem! I’m glad it’s helpful 🙂

Thank you so much! I hope you know how much this means to me as a first-gen/Latinx student!

No problem! I’m glad I can be of help 🙂

A motivating discussion is worth comment. I do believe that you should publish more about this subject, it may not be a taboo matter but usually people do not speak about such topics. To the next! Kind regards!!

Thank you so much for your help. Your tips are really amazing! I hope you can publish more soon. I have just written my CV and need someone to provide me some valuable feedback on that. Would you please help me with this matter and, if possible, send me your email address? I would be greatly appreciative of your valuable help.

Sure! You can email me here: [email protected] .

Excellent post. I used to be checking constantly this weblog and I am impressed! Very useful information specially the closing section 🙂 I deal with such info much. I used to be looking for this particular info for a very lengthy time. Thanks and good luck.

Hi! This is my first comment here so I just wanted to give a quick shout out and say I genuinely enjoy reading your posts. Can you recommend any other blogs/websites/forums that deal with the same topics? Thanks a ton!

Thank you so much! If you want to read more posts about being first-gen or just about grad school life in general, I would definitely recommend Academic Twitter posts (this page would be a good place to start: https://twitter.com/academicchatter ). Also feel free to check out #AcademicTwitter and #firstgen posts!

Thank you for your information! I am an international student and have a question. Is the last sentence of the follow-up email template grammatically correct? I do not see conjunction before “will you?” I would appreciate it if you could help me with English.

Hi! There is a comma before “will you” in the template, which I *believe* is grammatically correct.

Thank you so much for the awesome tip!!

No problem!

Thank you so much for this guide. Sir can you review my statement of purpose

no problem! If you send it to me at [email protected] , I can maybe take a look at it (I may not be the best person to review it if you’re applying for programs outside of the social sciences, but I can try!).

Your tips has risen great confidence in me. I hope to share my success story with you. Thanks

I’m glad my tips have been helpful!

Hello, thank you for this post! I am new to all this. I applied to a Master’s program in January. I thought for my particular program that it was not a requirement to secure a supervisor prior to applying. So I didn’t email any professors. Now people are hearing back and one successful applicant shared that I should’ve talked to a potential supervisor. Is it now too late to do that? or since I didn’t get rejection yet, I should go ahead and try emailing some professors? what would you advise? 🙂 Thank you in advance!

Hi! I don’t think it would hurt to email professors. The worst that could happen is that they don’t respond (which could be the case for several reasons, so I wouldn’t take it personally). Go for it!

You are at a really nice university. Good job! 👍 Who taught you to advocate for yourself? Did you have a mentor?

Thanks! I’ve had several mentors over the years that have believed in me and my abilities even when I didn’t (and still have a hard time doing so now). Their encouragement is why I have been able to slowly but surely advocate for myself and help others do the same!

Hi! Thank you for this post. Regarding pro tip #4, I’m wondering if it would still be a good idea to email potential advisors if they did list whether they are taking students in this application cycle. Should I confirm with them if they are taking students, or would that be redundant? Would it be a good idea to just introduce myself or ask another question? What are some other questions that may be good to ask?

Hi Lisa! If a potential advisor lists that they are taking students for this application cycle, I don’t think it’s necessary to email them (unless it is not clear that they are accepting students for the 2023-2024 school year, then you can maybe email to clarify as this info may be from last year).

However, if you are wondering whether, for example, they are still planning on taking their research in a direction that relates to your interests in the near future, you can maybe ask that? Otherwise, I would say to maybe not send an email. Some professors also say that they don’t chat with students before interview/recruitment weekend so that’s also something to keep in mind. Hope this helps!

Thank you so much for the advice! It is really helpful! I did notice one professor wrote on her faculty page that it is not necessary to contact her ahead of time. Others encourage students to reach out ahead of time. So it sounds like it varies widely.

No problem! Yes, I would definitely say it varies widely.

Thank you!! This was extremely helpful!! I’ve been overthinking these emails for weeks. This helped clarify something’s for me.

this is awesome! will definitely use this

glad it’s helpful!

Leave a comment Cancel reply

' src=

  • Already have a WordPress.com account? Log in now.
  • Subscribe Subscribed
  • Copy shortlink
  • Report this content
  • View post in Reader
  • Manage subscriptions
  • Collapse this bar

The  GRE ®  Test is the world’s most widely used admissions test for graduate & professional school.

Which of the following best describes why you’re here today?

I am a test taker


I am a score user

I am an advisor, gre admissions and recruitment resources.

how to write email to professor for phd admission

  • GRE General Test
  • GRE Subject Tests
  • GRE Search Service
In addition to almost universal acceptance for my postgraduate goals, the GRE test offered a range of flexibilities that fit into my busy schedule. I was able to choose a testing date with minimal notice.

Saundrea Shropshire

Student, Georgetown University Law Center

American Bar Association approves GRE® score use for law school admissions

how to write email to professor for phd admission

ETS Introduces Official GRE Mentor, an online test prep and skill-building course


Stack Exchange Network

Stack Exchange network consists of 183 Q&A communities including Stack Overflow , the largest, most trusted online community for developers to learn, share their knowledge, and build their careers.

Q&A for work

Connect and share knowledge within a single location that is structured and easy to search.

How do I thank a professor for choosing me as his PhD student (via email)?

I emailed my potential supervisor to express my interest in her works. We talked once and I was encouraged to apply to the university. Recently, I emailed her to inform her that I have submitted my application. I got a response from my potential supervisor that I am admitted. How should I thank her for admitting me?

Also, one of my recommendation letters is not submitted yet. Does that mean I am definitely admitted? Because I have to ask about financial aid and scholarships and I have no idea when or how to do so...

  • graduate-admissions

ff524's user avatar

  • When you say "thank her for admitting me", do you think it was her sole decision? In many departments, such decisions are made by a committee; your potential supervisor may not have been involved in this decision at all. –  Nate Eldredge Dec 22, 2016 at 22:56
  • yes, i think it was her sole decision. As i said, I emailed her to get her attention before applying and I was accepted before my application was fully completed. Also I was informed about by my (hopefully) future supervisor herself. That's why i want to thank her. –  Mahsa Dec 23, 2016 at 6:21
  • 3 "yes, i think it was her sole decision." Don't just base on your guess. It's very strange that it's all done by one person and your application was not even complete. You can still write and thank for the good news, and ask when you should expect the formal notice from the university admission office (all questions on scholarship/aids should go to them anyway). Until then better to stay put. You can also check your application status with the admission office independently. –  Penguin_Knight Dec 23, 2016 at 16:54
  • 2 Thank her by doing a good job :-) –  Captain Emacs Jan 6, 2017 at 15:33

2 Answers 2

How should I thank her for admitting me?

Just like you would phrase any other similar email, within or outside of academia. There is no need to overthink this. There is no specific protocol for that, and no need for a special "thank you" email (although an answer that acknowledges that you have received the mail and are still interested in the position is definitely advisable).

I am very happy to hear this, and I am looking forward to working with you.

Can you please advise me on what the next steps for me are?

All the best, Mahsa Gamiji

As a quick sidenote to all those expressing disbelief that a single professor may have decided to accept or reject a PhD candidate: This is how it works in most places in Europe. Don't assume that admission to PhD school is organized the same as in the US everywhere.

xLeitix's user avatar

You won't know for sure whether it was her sole decision. Even if she has a major role in the process, she probably had to influence other people in her department. Be polite and write how grateful you are to be accepted in that institution, and how eager you are to start working with her. You won'd be mistaken.

famargar's user avatar

You must log in to answer this question.

Not the answer you're looking for browse other questions tagged phd graduate-admissions etiquette email ., hot network questions.

  • Have I ruined my AC by running it with the outside cover on?
  • XeLaTeX+polyglossia+french+biblatex complain about missing character (U+200B)
  • Complexity of definable global choice functions
  • Application of Lie group analysis of PDE (beyond calculation of exact solutions)
  • Do we know how the SpaceX Starship stack handles engine shutdowns?
  • Convergence of integral over sequence of functions
  • Asking about Schengen visa application form
  • Am I seeing double? What kind of helicopter is this, and how many blades does it actually have?
  • Moving after copying in assignment of conditional operator result
  • Advice on DIY Adjusting Rheem Water Heater Thermostat
  • Why is the Mean Value Theorem called "Gauss's"?
  • Regarding upper numbering of ramification groups
  • What is the U.N. list of shame and how does it affect Israel which was recently added?
  • How do I snap the edges of hex tiles together?
  • Why "Power & battery" stuck at spinning circle for 4 hours?
  • Could a 200m diameter asteroid be put into a graveyard orbit and not be noticed by people on the ground?
  • Does retirement (pre-Full Retirement Age) qualify for a special enrollment period for the affordable care act?
  • Why is killing even evil brahmins categorized as 'brahma hatya'?
  • Are your memories part of you?
  • Does the Gunner feat let you ignore the Reload property?
  • How to refer to a library in an interface?
  • Smallest Harmonic number greater than N
  • What is the meaning of the 'ride out the clock'?
  • Why do we say "he doesn't know him from Adam"?

how to write email to professor for phd admission


  1. How To Write A Mail To Professor For Phd

    how to write email to professor for phd admission

  2. How Do I Write the First Email to a Professor for PhD Application

    how to write email to professor for phd admission

  3. How to Email a Professor: Tips, Tricks, & Email Samples

    how to write email to professor for phd admission

  4. (PDF) How to Email a Professor for PhD and MS Supervision

    how to write email to professor for phd admission

  5. Definition Essay: Sample email to professor for phd admission pdf

    how to write email to professor for phd admission

  6. How Do I Write the First Email to a Professor for PhD Application

    how to write email to professor for phd admission


  1. How to Email a Professor for Research Opportunities

  2. How to Write Email to Professor| #studyabroad #scholarship #email #professor

  3. How to Email a Potential Research Supervisor/Professor (MSc./PhD Applicants-USA/Canada)

  4. What's the correct way to address your professor?

  5. How to write Email to Professor for PhD or MS

  6. How to approach professors as international students


  1. 10 Sample Emails to Professors for Master's Admission

    Each email is thoughtfully crafted and follows best practices for effective communication in academia. 1. Initial Inquiry Email. Subject: Inquiry About Master's Program Admission. Dear Professor [Professor's Last Name], I hope this email finds you well. My name is [Your Name], and I am writing to express my strong interest in the ...

  2. The [A-Z] of contacting professors for graduate admissions along with

    The [A-Z] of contacting professors for graduate admissions along with tips and an email template. ... If you have a Gmail account, there is a schedule send function that I found immensely helpful to be able to write emails at any time and send them precisely when I wanted to. Again anecdotal but I had a lot more success getting replies and ...

  3. The Ultimate Guide to Writing a PhD Admissions Email to a Professor

    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.

  4. Why and how to email faculty prior to applying to graduate school

    Why you should email the faculty. Although many students are accepted into graduate programs without emailing faculty prior to submitting applications to programs, there are many good reasons to do so. This can be especially useful for programs that use the apprenticeship model. First, you can find out whether they are actually planning to take ...

  5. How to Write an Email to a Professor (With Examples)

    Extension Email to Professor Example. Subject line: Extension for [Assignment Name] Dear Professor [Last Name], My name is [your name], and I'm a student in your class [class name]. I'm writing to request an extension for our assignment about [assignment details]. I've been struggling to complete the assignment in time because of [reasons].

  6. graduate admissions

    Write it in the tone of someone who (modestly) believes in their own professional worth but understands that it is the graduate school's prerogative to decide. A3. Answer obvious. Write to Dean of Postgraduate Studies in that Graduate School and he/she will either send you formal application forms or else refer the letter to either or both. A4.

  7. How to Email a Professor for PhD and MS Supervision

    The subject line will help the professor to guess. about the contents of your email even before opening it. We recommend you to always use a. clear and catchy subject line. For example, "Request ...

  8. How to Email a Professor for PhD and MS Supervision

    I visited (write professor Lab or Research Group name e.g. Networking lab) website and found that you have research interests in (write research area of professor e.g. 5G, Internet of Things and ...

  9. graduate admissions

    Yes, try to contact and visit the professor you want to work with. Your answers are valid for European-style systems in which you apply directly to an individual professor; they don't work so well when you have a "centralized" admissions system, as is more standard in the US and Canada.

  10. PDF Example of emails sent to a professor before applying

    graduate program and am very interested in your work. After glancing at a few of your recent papers and your research summary I find your research greatly coincides with my research experiences and interests. Will you be taking on new students next year? I have worked on several different research projects as an undergraduate in Dr. David R.

  11. How to email a professor with 22 different examples

    1. How to write an excuse email to professor example. Dear Professor (name), My name is (your name), and I'm in your (insert details) class. First, I would like to apologize personally and explain why I have been unable to (insert what you need an excuse for). II would like to reassure you that this won't happen again.

  12. How to Write an Email to a Potential Ph.D. Advisor/Professor

    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 college's [summer program in xxx/internship program in xxx/Honors College/etc.]. I am planning to attend graduate school in ...

  13. How to Email Professors at Prospective Grad Schools

    Here are three basic guidelines for emailing professors at prospective graduate programs: Do not inundate the professor with questions. Ask only one or two specific questions and you will be much more likely to get a reply than if you ask a series of questions. Be specific. Don't ask questions that will require more than a sentence or two in ...

  14. How to email the USA professors for masters or PhD programs

    Yes, the process can be a little time-consuming, but it will be worth it in the end! Email Structure: The subject line needs to talk about your intention to apply for the Master's or Ph.D. Program. In the first paragraph, give a brief introduction of yourself and talk about the professor's relevant research topic.

  15. How to Send a Graduate School Inquiry Email

    Greeting. Address the professor by their last name using "Professor" or "Dr.". Do not use "Mr.", "Mrs.", or "Ms." Use a friendly but professional greeting such as "Dear" or "Hello" instead of an informal "Hey.". 3. Introduction. The first line of the email should include your full name, year in school, major, and ...

  16. How To Write a Graduate School Inquiry Email in 6 Steps

    Below are six steps you can follow to write a graduate school inquiry email: 1. Create a subject line. The subject line is the line that appears within the professor's email inbox, so it's the first thing they see regarding your inquiry. It's important to write a professional subject line that the professor can immediately notice when they open ...

  17. How to Email Your Professor (With Examples)

    And, as normally comes after someone's title, you should be sure to include their last name after. So, let's say you're emailing a professor called Susan Robinson. You could start the email off with something like: "Dear Dr. Robinson," or "Hello Dr. Robinson," or "Dear Professor Robinson," or "Hello Professor Robinson,".

  18. How Do You Email A Professor For PhD Admission?

    How do you email a professor for PhD Admission? This video is useful if you are looking for things to write in an email to supervisor for a potential PhD adv...

  19. How to Email a Professor for the Supervision in MS/PhD

    By the correct use of words in the subject line professor will be able to catch an idea of what your email is about. You can write like that, "Request for MS Supervision Spring 2020 or Spring 2021" or "Request for PhD Supervision". Always begin or address the person by using professional greetings for instance with Dear Prof._____,

  20. graduate admissions

    Sending an email the 22nd of December, just before holidays, is not the best idea. You can leverage on that to rephrase your second email, if you want to write a second one. Also keep in mind, when I was looking for a PhD, about 80% of professors I have tried to contact have not answered my email (a single one).

  21. How to Email a Professor Regarding Research

    Your email should: have an informative subject line. be concise. be formal: Dear Dr. Smith; Sincerely, Your Name. not use Mrs. or Ms. NOT have slang, abbreviations, or emoticons. if applying for an opening: address any qualifications the professor is looking for. demonstrate your experience.

  22. PhD Admissions: Emailing Potential Advisors

    PRO TIP #6: Don't be afraid to send follow-up emails if your POIs don't respond the first time! ... Previous Post PhD Admissions: Letters of Recommendation. Next Post PhD Admissions: GPA + The Dreaded GRE. ... So I didn't email any professors. Now people are hearing back and one successful applicant shared that I should've talked to a ...

  23. The GRE ® Test is the world's most widely used admissions test for

    The GRE General Test is an objective assessment of skills that are critical for success in thousands of graduate, business and law programs worldwide. ... The GRE ® Test is the world's most widely used admissions test for graduate & professional school. Which of the following best describes why you're here today? I am a test taker . Select ...

  24. graduate admissions

    You can still write and thank for the good news, and ask when you should expect the formal notice from the university admission office (all questions on scholarship/aids should go to them anyway). Until then better to stay put. You can also check your application status with the admission office independently. -