How to email a prospective PhD advisor

While grad school admissions processes differ across universities and even across departments within the same university, in many cases, you will have to identify a possible PhD advisor.  That advisor will decide whether to take you on as a student. I get dozens of these emails each week. I currently have three PhD students in my lab, so you can see the number of applicants and the number of placements are very competitive. Here are some things to consider when trying to make a great first impression. Most of these tips fall under the concept of PERSONALIZING YOUR EMAILS.

DO THIS: Use the (CORRECT!) name of the professor. I can tell the email was sent out to everyone in the world when there is no greeting or the greeting is directed to someone else other than me. Double check this. I don't respond to these mass emails.

DO THIS: Look at proper etiquette for addressing professors if you are writing to someone in a different country. I get a lot of emails addressed to Professor Robin. In the US, we address professors by their last names to show respect, especially when we do not have a personal relationship with them. Too formal is better than too informal.

DO THIS: Explain why you are qualified to work in the professor’s lab. I often get food science students asking to become a member of my lab. They have a lot of experience using fancy equipment testing dairy products. I don’t use that fancy equipment, and I don’t test dairy products. Why are you writing to me?

Follow up: If you majored in statistics or biology but are interested in changing fields, you really should take some courses in the new field. If you don't have fundamental knowledge of the field you are pursuing, your chances of successfully finding a placement are very, very low.

DON’T DO THIS: Don’t cut and paste language I have used to describe my work. For example, students often say, “I am particularly interested in your work involving…PASTED FROM MY UNIVERSITY’S WEBSITE.” You should understand my work well enough to describe it in your own words.

DO THIS: Read a couple of recent papers from the professor you are contacting. Is their work interesting? If not, you will not enjoy working with them.

DON’T DO THIS: Don’t assume that recent papers reflect what is currently going on in the lab. Papers can take months or years to publish. Ask for the opportunity to discuss their current and future research plans.

DON’T DO THIS: Repeatedly email a professor demanding a response. If you have done the things I listed above to personalize your email, I respond. If you don’t, I am not going to waste my time when you have clearly not bothered to invest your time in producing a quality product.

DON’T DO THIS: Don’t use generative AI to write your email. AI-generated emails all follow the same format and use the same language in many places, and it’s obvious to the professor that, again, YOU did not personalize the email. This will make them question your ability to produce your own work because, currently, generative AI is not allowed to be used in scientific writing.

Book an appointment for a personalized plan on how to develop your PhD application and who you should be contacting: https://www.absolutelyenglish.com/book-online.