Guideline For Emails To Supervisors
Finding a Supervisor
To narrow down the search, you have to first know what your interest/ambition is. I know it is not easy to know the exact topic of research at such an early stage but you should know your area of research. One way is to search some latest survey papers related to your field, just skim through the content, do not expect yourself to understand everything at this point, look at the author profiles at the end of papers. After doing some literature review, you can see that a leading professor in your area of research would be most cited and by this, you can point to potential supervisors currently involved in your topic of interest. Another way is to further narrow down your search by universities; where you wish to pursue your degree then visit the university’s website and your program’s page. Here you will see a couple of professors doing similar research, you must see their latest publications to finalize potential supervisor.
Once you have selected a professor who can be a potential supervisor for your research, please follow the general guidelines on how to contact him.
Importance of the first email to Supervisor
In a successful search for a professor, who is willing to supervise your research, you have to make a strong first impression because you may get only one chance for each professor. If you fail to impress or convince him about your abilities in first contact, it’s probable that you can never do that again. The most common and formal way to contact a supervisor is through email. There are some common mistakes which if avoided would result in splendid communication regarding your motivation.
Do's For An Email
Most frequent questions and answers
Know him well
Know your professor’s profile well, try to see his latest publications, especially one which interests you and try to quote them in your email just the title of the paper. Write a formal, short but comprehensive email including information about your research interests, how you found him, and your background.
Subject of email
The subject of the email is very important as professors are very busy and would not spend time reading all emails in their inbox; the subject line is to catch their attention. Write like ‘Interested in Research area _____ with your group’ or similar.
Know the culture
In some cultures you do not call elders by name or first name. For example in Korean culture, writing “Dear Professor” is better than “Dear _Name” as the social hierarchy is vertical. While in west there is no harm in calling Professor’s name as social hierarchy is horizontal. It looks a minor point but I am telling you it reflects a lot if you do it rightly. Do not flatter the recipient beg or plea as it is not considered a good thing.
Be precise
As mentioned earlier, message should be precise and to the point. If you are referring to some of professor’s papers, just mention the title of paper/project. You do not need to go in details of your own work at this stage, just try to connect that with the research interests of professor.
Attachments
Never forget to attach a CV and ideas about your expected area of research. Do not attach all those award certificates and transcripts at this point in time.
Review Email
Check all the grammar, spelling, typos, and similar careless mistakes. These would not put a good impression about finishing your work. Conclude your email well, ask him to talk more about your ambitions, and do let you know if need more information.
Don'ts For An Email
Most frequent questions and answers
One Email to many
Be careful, do not email to more than one professor at the same department simultaneously, because if a professor finds you suitable he will arrange an interview with more than one or two other professors and usually you end up with the same professors you emailed, besides one who is interested in you and this raises a question about your commitment or seriousness because you cannot be ambitious about different research interests at the same time.
Make specific Query
The professors get hundreds of emails from students asking for funding to support their studies. The most important thing professors want to establish about you is level of ‘seriousness’ and ‘motivation’. Some students write an email with generic content and send to many professors and universities and this is worse way to make contact with a professor. Try to be specific to your own case and refer to things which motivate you to join that particular group. Generic emails would never be read and replied.
Avoid Casual language
Your email should be very formal without use of any casual language and check twice for your abbreviation which you frequently use with your friends etc. For example writing short for your as ‘ur’, thanks as ‘thnx’, ‘R U fine?’ and others.
Do not ask about weather/health
As a stranger to professor, its better not to ask how is he feeling and how the weather is. For initial contact this kind of questions/wishes are not appreciated. To the point message is better as it saves time of recipient.