Using AI for PhD Applications? Avoid These 7 Email Mistakes That Get You Ignored
Here's the TL;DR: don't be lazy.
I know it might be tempting to blast as many emails to professors as possible requesting information on possible open positions, but this is a time for quality over quantity. I've received so many AI-generated emails at this point, that once I determine it's not a genuine inquiry, I delete it. I used to feel bad, but not anymore. If you aren't putting in the work for something this important to your career, why would I expect that you would put the work in once you enter our program?
Below is a sample email I asked AI to create. While the details are different, it looks almost identical to the dozens of emails I get from prospective students each week. Read each paragraph and note the mistakes to avoid, so that you increase your chances of getting a response to your PhD application inquiry.
Dear Dr. [Last Name],
I hope this message finds you well. My name is [Your Full Name], and I am writing to express my interest in pursuing a PhD under your supervision. I graduated from XYZ University with a 3.9 GPA. I have developed a strong research focus in gestational diabetes mellitus (GDM), and I am particularly interested in your work on low-fat dairy product formulations [see mistakes 1 & 2], which closely aligns with my academic background and future research goals.
Mistake #1: Contacting a professor whose research does not align with your knowledge and experience. Be sure you are qualified to work in their lab. Qualifications include academic training. Don't apply to a kinesiology department if you've never taken a class in that field. Don't assume your biology degree is "close enough". If you are accepted into a program that is different from your undergraduate degree, expect that you will have to take additional foundational courses.
Mistake #2: Don't cut and paste what the professor does from their website. Rephrase it in your own words. You need to think about how that research area aligns with your interests; rephrasing shows you've done that.
During my undergraduate studies in [Your Degree, e.g., Biomedical Sciences/Nutrition/Public Health] at [Your University], I maintained a GPA of 3.87 while actively engaging in research related to GDM. My work has involved [briefly list 2–3 concrete experiences, e.g., conducting literature reviews on GDM pathophysiology, assisting with data collection for maternal glucose tolerance studies, analyzing metabolic and pregnancy outcome datasets, working with ELISA/biomarkers, statistical analysis in R/SPSS, etc.] [see mistake 3]. Through these experiences, I developed skills in study design, data analysis, and critical appraisal of clinical literature, and I became particularly interested in [specific angle: e.g., insulin resistance mechanisms, maternal–fetal outcomes, nutritional interventions, health disparities, early biomarkers] [see mistake 4].
Mistake #3: Listing skills that do not pertain to the research the professor does. Tailor your
description of your experience to the lab you hope to join. Review the professor's work to see what kinds of techniques they use and if you are knowledgable, highlight that qualification. I receive a lot of emails from students talking about their skills that our lab simply doesn't use. Students will go into great detail about their HPLC prowess when my lab has more of a public health focus. I'm happy you have these skills, but your time is better spent discussing any experience you have with the techniques we use.
Mistake #4: Not personalizing your interests to the professor's interests. What questions interest you that might directly apply to their work? I don't work in maternal-fetal nutrition, so why would you want to work with me? I doubt you will be happy.
My current research interests center on [1–2 sentences describing your proposed PhD direction] [see mistake 5]. I am especially keen to explore how this work could contribute to improved screening, prevention, or management strategies for GDM, with potential translational impact on maternal and neonatal health.
Mistake #5: Setting your own research agenda. For US applications, I don’t recommend doing this because most professors will have grants that already describe the research they will do. If you sound too rigid in terms of interests, the professor might not want to try to convince you to follow their research agenda.
I am very motivated to undertake rigorous doctoral training and contribute meaningfully to your research group [see mistake 6]. I would be grateful for the opportunity to discuss potential PhD opportunities in your lab and whether my background might be a good fit for your ongoing or upcoming projects.
Mistake #6: This sentence is meaningless, so you can delete it. Everybody wants to do these things, and if you don't, maybe a PhD is not for you?
I have attached my CV and academic transcript for your consideration. Thank you very much for your time, and I look forward to the possibility of speaking with you.
Kind regards,
[see mistake 7]
Mistake #7: All of these AI-generated letters follow the same format and use more or less the same phrasing. They include weird bolding and a lot of it. Avoid using AI for content and structure! Use it to smooth language mistakes, if you must, but I would rather get an email that has some grammar errors than something that you didn't bother to create. This suggests to me that you do not have the work ethic to thrive in a PhD program. Furthermore, I had a student once who had someone else write her initial emails to me. It will be very difficult for you to make adeuqate progress in your program if you misrepresent your true abilities at the start.
Overall, I’m looking for a student who has foundational training in my research area and has demonstrated an interest in my work. See my other blog post about how to write this email more effectively: https://www.absolutelyenglish.com/post/how-to-email-a-prospective-advisor
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