An email reflects your abilities, showcasing your competency, language proficiency, vocabulary, international exposure, and professionalism. It’s often your first impression, so crafting it thoughtfully is essential.
Email is a crucial tool when reaching out to professors for scholarships, funding, or research supervision. The content of your email creates the first impression, showcasing you as a serious and qualified candidate. So, how can you craft an email that increases your chances of being selected for a position in a professor’s lab or research group? Here’s a guide to help you structure and refine your email.
Your email should demonstrate that you are a qualified and ideal fit for the position in the professor’s lab. Keep it short, clear, and to the point—there’s no need to repeat everything in your CV. Start by researching the professor’s work and mentioning their projects in your email. Make sure your grammar and punctuation are impeccable throughout. At the end of the article, you’ll find a sample email template to help you get started.
Main Reasons for Sending Emails
1. Email Impact
It is true that “First impression is the last impression.” Therefore, sending an email that convinces the professor opens your chances to get a positive response and pursue your higher studies. Your email should reflect your competency, English Language proficiency, general and technical vocabulary, international exposure, and professionalism.
2. Why is the Email Important?
It can work to your advantage if you are already in contact with a professor. Having the same professor on the selection or interview panel can increase your chances of being noticed and considered favourably, as they are already familiar with you and your qualifications.
3. Email Goal
Obtaining an acceptance letter from a professor can significantly enhance your chances of securing a position in your research group or program. This letter formally acknowledges your qualifications and interest, strengthening your application during the selection process.
4. When to Send Email?
i. Write an email only when you have the following documents
- Detailed CV
- Self Statement or Statement of Purpose (SOP)
- Research Proposal
ii. If you don’t have a research proposal. You will lose the chance if the professor asks you for a Research Proposal. Again, it depends upon the type of program you are applying.
5. Email Format
- Subject: PhD Application based on DAAD Scholarship
- Brief introduction
- Education Application details (PhD, Scholarship name)
- Research Interest
- Motivation for PhD
- Motivation for this Lab / University
- Request for application acceptance
- Best Regards
- CV in attachment (PDF)
6. Points to Consider in Email
- Use Formal Language: Always include polite phrases like “Thank you.”
- Be Positive: Say things like, “I would appreciate your considering my application.”
- Maintain Politeness: Keep your tone courteous and respectful.
- Keep It Short: Limit your email to a concise message.
- Write 2 or 3 Paras: Structure your email in a professional, easy-to-read format.
- Use 2-3 Sentences Per Paragraph: Ensure each paragraph is brief and concise.
7. Points to Avoid in Email
- Address Professors by Name: Use “Dear Professor Ahmad” instead of generic terms like “Sir” or “Madam.”
- Avoid Personal Questions: Do not ask about their health, weather, or personal life.
- Stay Professional: Avoid informal language or slang like “Thanx.”
- Keep Emails Concise: Do not write overly long emails; avoid cramming everything into a single paragraph.
- Use Simple Formatting: Stick to one font and colour; avoid excessive styling.
- Avoid Using All Caps: Writing in all capital letters can be unprofessional.
- Do Not Mention Previous Rejections: Avoid mentioning it if the professor has declined you.
8. Attachment of Files in Email
- Attach Files at the Start: Always attach files at the beginning of the email to avoid forgetting them later.
- Use Proper File Names: Name your attachments clearly, such as “CV_Maisam_Masters,” instead of generic names like “CV1” or “Doc1.”
- For Multiple Attachments: Number your attachments for clarity, e.g.,
- CV_Maisam_Masters
- Personal Statement
- Research Proposal
- Include a Clear Include Statement: Mention, ‘Please find the attached file of my CV for your consideration.’
9. Final touch to proofread your email
- Check Email & Name: Ensure the recipient’s email and name are correct.
- Attachments: Confirm all attachments are included.
- Proofread: Perform a spell check and read through for errors.
- Language: Use professional and explicit language.
- Details: Verify that the degree and scholarship names are clearly stated.
- Completeness: Double-check for anything missing.
10: Final Step (What is Next?)
You have to send the email, then follow up the response as per details:
- Wait for the professor’s response.
- If the reply is positive:
- Ask about funding opportunities.
- Inquire about other relevant details.
- If the reply is negative:
- Identify and contact another professor.
- Repeat the process until successful.
- Stay persistent, and don’t get discouraged.
Don’t forget to read about How to Write a Winning SOP for a Scholarship.
You can share your valuable responses in the comment section.