how to write email to professor for research assistantship sample

Ask for a Research Assistant Position: 13 Email Examples

Table of Contents

 Ask for a Research Assistant Position:

Sample email to professor.

In this post, we will be discussing how to write an email to a professor for a research assistant position. We will also discuss the steps that you should follow when sending out your email and what information should be included in it.

The first step that you should take is to research the professor’s work. This will help you know what they are currently researching and how it fits into your interests. Once you have reviewed the professor’s work, it is time to write an email asking them if they have any open research assistant positions.

The second step is to write out a draft of your email. The email starts with you introducing yourself and your interests.

You should include your name in your subject line so that they know who it is from right away. This will also help them figure out if they are interested in hiring you or not as quickly as possible. This will help you organize your thoughts and figure out what information you need to include in the email.

Include some information about yourself and why you are interested in the professor’s research. You should also include your CV and any relevant information that might be useful for them.

Next, send the email to yourself so that you can review it before sending it out. Check for typos and grammar. The next step is to contact the professor and tell them that you are interested in their area of research. You should ask if they have any funding available for a student who would like to help out with their current project.

Now, the most difficult part: waiting for the professor’s response. If they have funding available, they may ask you to fill out some forms and send in your transcripts and you can move on to the next step in this process. If the professor says that they don’t have any funding available, it may be worth asking them if they know of anyone else who does. You can also ask if there are any other ways that you could help out with their research (e.g., by taking surveys or doing interviews). The fifth step is to send in these documents and await approval.

Once approval has been granted, you can move on to the next step: beginning your research!

In this post, I will be using a template that has worked well for me in the past. It is important to note that every professor will have expectations for how these emails should be written.

Template Email to a professor for a research assistantship

Dear Professor [name] I am an undergraduate student at the [University] and I would love to be a part of your research team. My interests lie in the areas of [interests]. I am good at [what are you best at ] and would love to contribute to your research. I learned about your work from a classmate who had taken your course. I took some time to read through some of your papers and found your work to be extremely interesting, both from a technical perspective as well as from an application standpoint.

My current capabilities include [strong set of skills] but my interests are also in [relevant to the role]. This is what I hope to learn if I am fortunate enough to get this opportunity. As for my experience, I have previously worked on projects related to [field ] which helped me develop skills in [areas listed in the job description].

Before that, I worked on projects involving [topic] which allowed me to further develop my skills. My previous experience has honed my skills [skill you have mastered]; however, there is still much that I want to learn when it comes to [new area of knowledge you seek to develop].

You can find my CV attached to this email or online here. Please let me know if you need any further information. I look forward to your response.

Sample email to professor for research assistant position: 11 Email Examples

Sample email 1.

Dear Professor [last name], I am writing to you because I am interested in becoming a research assistant in your lab starting this summer. My interest in [area of research] began when I undertook an independent study course last semester. I hope to continue my education in [area of research] by pursuing graduate studies and eventually a Ph.D.  As part of my long-term career goals, I will be applying to graduate school this fall to pursue my Ph.D. I am eager to learn from you and contribute to the important work happening in your lab. I look forward to your response.

Sample Email 2

Dear professor [name] My name is [name]. I am writing to express my interest in the research assistant position. I have worked as an intern at [company name] for the past six months, so I am familiar with the skill sets required for data entry, organizing information and analyzing and presenting it in a user-friendly way. I am proficient in Microsoft Excel, Powerpoint and word. I have always enjoyed contributing to academic research. This would be a great opportunity for me to apply what I have learned so far as a student. Attached is my resume which details my education, work experience and contact information. Thank you for your time and consideration.

Sample Email 3

Dear Professor [name] I am a student in your [name of course] class. I enjoy the topic of this course and I would love to continue learning more about it. Do you have any research assistant positions available? I have heard great things about the work you do and would be interested in assisting you with your current projects. Please let me know if you are interested and we can set up a time for an interview or discuss possibilities. Thank you for your time.

Sample Email 4

Dear Professor [name] I am writing to apply for a research assistant position in your lab. I am very excited about the opportunity to work closely with you on this project and would greatly appreciate it if you could consider me for the position.. I have been following your work for some time, and it has been of great interest to me as both a biologist and a writer. I hope that my experience with writing scientific articles would help assist you with your research projects. My background is in biology, but I have written several scientific articles on a variety of topics over the past few years. I am a very hard worker and always strive to do my best in any task I am given. I hope that you will consider me for this position, as it would be an honour to work with you. I would be very excited to hear from you regarding this opportunity.

Please feel free to contact me at any time with questions or comments about my qualifications for the job.

Sample Email 5

Dear Professor [name] I am writing to inquire whether you would be interested in having me as your research assistant this semester. I have been interested in the field of [name of area] and am hoping to learn more about the subject. I am a student in one of your classes and would like to apply for a research assistant position. I am very interested in the subject matter and feel that my study of [Course Name] would make me an ideal candidate for this position. Please let me know if this is something you would consider. I have attached my resume for your review.

Sample Email 6

Dear Professor [name] I am writing to you because I am interested in becoming a research assistant in your lab starting this summer. I am a student in your class. I enjoy the topic of this course and would love to continue learning more about it. I know that you are often looking for students who can help with research projects, so I thought I would reach out to see if there was anything available this summer. If you have any questions or concerns, please let me know!

Sample Email 7

Dear Professor [name] I feel that I am well suited for this position because of my passion for science and my strong background in research. I have been involved with several projects as an undergraduate, including one where I was responsible for collecting data on [topic.] I hope that you will consider my application. Thank you in advance.

Sample Email 8

Dear Professor [name] I am a sophomore at the College of Engineering, majoring in Mechanical Engineering. I have been interested in your research area since taking EGR 202 and would love to be able to work on it this summer. I am available for full-time or part-time employment. I have excellent communication skills and strong attention to detail. I hope that you will consider my application.

Sample Email 9

Dear Professor [name] I am a third-year undergraduate student in the College of Arts and Sciences at [school]. I have been interested in psychology since high school, and my experiences as an RA with Dr. [first name] have helped me gain an understanding of what it is like to be a researcher. My interests include working with patients who suffer from depression and anxiety disorders, which I believe would be a good fit for your lab because you primarily focus on these disorders. I am planning on becoming a scientist, and working with you will give me valuable experience in conducting research. I would be delighted to work with you this summer, and I look forward to hearing back from you

Sample Email 10

Dear Professor [name] I am a junior in the College of Arts and Sciences at [university] and I’m planning to pursue a career as a scientist. The opportunity to work with you this summer will give me valuable experience in research, which is an important part of my future career plans. I have several years of experience in research and am eager to assist you this summer. I am planning on becoming a scientist, and working with you will give me valuable experience in conducting research. I would be delighted to work with you this summer, and I look forward to hearing back from you.

Sample Email 11

Dear Professor [name] I am writing to ask whether you would be willing to have me as your research assistant this semester. I have been interested in the field of [name of area] and am hoping to learn more about the subject. I am particularly looking for a research assistant position in the field of [name of area] because I am interested in learning more about this topic. I have been involved in several projects related to [name of area] during my time at [place].

Sample Email 12

I am a senior at the University of [name of school] and have been an active member of the chemistry club on campus. I am currently taking [subjects relevant to the job]. I am currently working on my undergraduate degree in biology at [name of university] and have been very interested in continuing my education by taking some graduate courses next year.

Sample Email 13

I would love to be able to gain some experience in the lab this summer as well. I am available to begin work as soon as possible and would be happy to answer any questions you may have. I look forward to hearing back from you.

Sample Email 14

Dear Professor, I am writing to inquire about the opportunity to work with you this summer. Such an experience will give me valuable able about  research, which is an important part of my future career plans. I have several years of experience in research and am eager to assist you this summer. I hope you will consider my application for a position in your lab. I am available to start in early June and would be happy to answer any questions that you may have.

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How to Email a Professor About Research Opportunities

Written by Nathan Brunner .

Last updated on March 26, 2024.

Amateurish emails are a deal-breaker for most professors.

If you’re hoping to land a research position, it’s essential to craft the perfect pitch!

You should use an informative subject line, formally address the professor, emphasize that the professor’s expertise relates to your research, and list your qualifications related to the field of study.

Applying these tips will significantly improve your chances of joining their research group!

Tip : Find College Student Jobs on Salarship .

Sample Email Asking for a Research Opportunity

Before we start, here is a generic sample email that you can customize to your needs:

Dear Professor <<Surname>> , I am a  <<year>>  student at  <<university>>  majoring in  <<major>> .  << Explain how you found out about the professor’s research group>> . <<Express your 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 research opportunities in your research group. 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 contributing to your research team. Best regards, <<Name>>

Note that this is an unspecific sample email that you will need to personalize based on your situation.

We will outline the important guidelines you should follow when customizing your email.

9 Guidelines to Craft the Perfect Research Opportunity Emails

Here are the guidelines you should follow when emailing a professor about research opportunities.

1. Begin Your Email With An Informative Subject Line

The subject line of the application email is the first thing that the professor will see.

This is your opportunity to spark their interest from the get-go. 

Avoid using phrases like “Looking for a research opportunity.” Rather try to sound more professional and link your subject line to the professor’s field of research. 

For example, you can say:

• Interested in Contributing to Your Research About X.
• Collaboration Proposal: Student Interested in Joining Your Research Team.
• Meeting to Discuss X Topic of Research.

When forming a subject line, try to use words that clearly indicate what your email is about. Your title should not be deceiving and should be phrased in a manner that does not come across as off-putting. 

2. Be Respectful and Address The Professor Correctly

When emailing professors, it is important that you address them under their formal title : “Dear Professor Surname.” Avoid calling them by their first name, as this can be interpreted as a form of disrespect.

Ensure that you do not use abbreviations, slang, or emoticons throughout your email. 

3. Introduce Yourself 

After you have formally addressed the professor, it is important that you introduce yourself.

Consider a message along the lines of “Dear Professor X, my name is (full name and surname). I am in my final year of X degree at X University.”

4. Explain Why The Professor Is A Good Match For Your Research Interests

Buttering up a professor may help you score some brownie points when looking to join their research group.

When emailing a professor, be sure to indicate that you have reached out to them because you consider them to be an expert in the area of research that you are interested in.

Also, explain why you think this professor would be a match for you.

5. Explain How Granting A Research Opportunity Would Be Beneficial To The Professor

As humans, we are more likely to want to get involved with something if we see a benefit for ourselves. Your professor is no exception.

For this reason, you want to start your email by expressing your desire to pursue independent research in a manner that appears to benefit the professor as well.

You may be able to persuade the professor by highlighting how your research will be a novice contribution to their field of expertise.

Professors are more likely to say yes if you highlight the significance and uniqueness of your research, as it is also an opportunity for their name to be attached to a contribution. 

6. Mention Your Letters of Recommendation, Experience, And Qualifications

If you have any qualifications, letters of recommendation, or research experience , it is crucial to mention this to the professor.

Showing that you have a basic understanding of the relevant field will significantly facilitate your integration into the research group.

It also indicates that you have set out to find previous experiences, which shows your determination and dedication to this field of research.

7. Explain Your Interest In Acquiring A Research Opportunity 

After briefly explaining your prior knowledge and experience in the professor’s research field, proceed to inform the professor of the reasons why you are interested in pursuing a research opportunity with them.

When explaining why you would like to participate in a research opportunity under their guidance, be sure to discuss the importance of the proposed field of research, how it relates to your goals and interests, and how you will be able to make a positive contribution to the relevant field.

8. Ask To Schedule A Meeting

This is a classic marketing strategy known as a call to action.

It makes it easier for the professor to accept a meeting so that you can have an in-depth conversation about your research.

When asking to schedule a meeting, be sure to relay that you are at the mercy of the professor and will work your schedule around theirs. However, you don’t want to leave the time and date entirely open-ended. Consider giving them a framework to work with so that they can choose a time that best suits them. 

For example: “I would be delighted to discuss this research opportunity, I am available every week on Monday to Wednesday from 08h00 to 14h00. Please let me know if you have any availability between these times or if any other day or time would suit you.”

9. Optional: You Could Attach a Research Proposal to Your Email

While it is not a must, attaching a research proposal to your email will make your request for a research opportunity look a lot more attractive.

Your research proposal should, at most, be five pages long, as the purpose is simply to give the professor a better idea of what you hope to conduct research on.

Try to keep your proposal as succinct as possible, making it easy for the professor to read quickly while still showing your knowledge and interest in the research topic. 

In your research proposal, you should clearly set out what your research aims are, the sources available that are relevant to your research, any potential limitations to your research, and why the research you hope to conduct will contribute to the professor’s field of expertise.

Tip : 123,859 College Student Jobs Are Available on Salarship .

Mistakes to Avoid at All Costs When Asking a Professor for a Research Opportunity

It is not uncommon for students to make amateurish mistakes that can completely discredit their application. Here are three mistakes you should avoid at all costs.

Mistake 1: Do Not Ask About Financial Remuneration In Your First Email

It may come across as impolite if you mention remuneration in the first email, as it appears as if you are simply seeking a research opportunity for financial gain rather than a genuine interest in research and true dedication to the field of research the supervisor specializes in.

Ideally, you would want the professor to be the first person to mention remuneration. Alternatively, you can mention remuneration at a later stage once you are aware that the professor will be able to offer you a research opportunity.

Mistake 2: Make Sure You Do Not Have Any Spelling and Grammar Mistakes

Spelling and grammar are two fundamental parts of research. Sending an email with spelling or grammar mistakes shows carelessness and poor writing skills.

Take the time to run your email through a website that can check your spelling and grammar. 

Mistake 3: Do Not Email Professors Late At Night

If you’re a night owl, it’s likely that you’re most alert at night. However, not everyone shares these sentiments.

You should avoid emailing professors late at night at all costs .

If you send your email after office hours, you risk having the professor receive it during their personal hours.

It might send notifications to their phone or computer, disrupting their personal life. If your email finds them in a grumpy mood after you have disturbed their sleep, the professor is likely not going to be particularly enthusiastic about your proposal.

When emailing your professor, it’s important to email them at a socially acceptable, reasonable time. Any time after 8 am is generally regarded as professional and acceptable. 

The Bottom Line

Emailing a professor about research opportunities can be nerve-wracking. Putting yourself out there and actively seeking research opportunities can also be challenging. 

You may have to email quite a few professors before you find one willing to offer you a research opportunity. By sending polite, clear, succinct emails informing professors about your fields of interest and desire to take part in research opportunities, you’re likely to land a research opportunity quickly.

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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

DO NOT SEND THIS EMAIL

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

DO SEND AN EMAIL LIKE THESE

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

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Tips for Writing an Email to Faculty about Research

For many students, the best way to get involved in research is to email faculty/principle investigators directly to ask about research opportunities. An email is an opportunity to highlight your shared interest in their research topic and to highlight attributes that will make you a good undergraduate researcher to work with. This page will help you write a concise and targeted email to maximize your chance at a reply.

The subject

Be short, but be clear what you are writing about. Something like “Undergraduate Research Opportunities in Your Lab” or “Openings for Undergraduates to do Research in [your research topic]” should work. Do not simply use “Hi” or “Research” as a subject.

The greeting

A formal greeting is always a safe bet, so always address the recipient using a proper title. When contacting faculty or postdoctoral fellows, “Dear Dr. ______,” is appropriate. If you are contacting someone without a doctorate or M.D., use “Dear Mr. ______,” or “Dear Ms.______” If you are unsure, always err on the side of using “Dr.” Never open an e-mail with “To whom it may concern” or any similarly vague phrase.

The main text

In the first line, identify yourself with your year in school and your major or anticipated major as well as your interest in research (e.g., “I’m a sophomore political science and public policy major looking to do research on voting rights in the South.” or “I’m a first year Neuroscience major and hope to get involved in Alzheimer’s research as soon as I can.”). You also want to explain why you why you are contacting this faculty in particular. It helps to mention how you know the recipient or where you got their contact information. If you took a class with them or have spoken with someone doing research with them, say so. If you are contacting them based on their profile on the department website, it is fine to say something like “When lookin for research opportunities in [subject area], I found information about your research on the department’s website.”

Next, explain your specific interest in this faculty’s research . Your goal here is to establish a shared passion for the particular area in which this faculty member conducts research — the more specific, the better. Are there aspects of their research that fascinate you? Do you want to be able to contribute to the understanding of some specific problem or issue? Is there something about your past classwork or research experience that sparked your interest? If there are broader motivations that drive you, include a sentence in your email explaining them. In addition, it can be helpful to pick a recent paper or book they’ve published and read or skim it. You don’t have to sound like an expert, but it helps to mention a recent finding that interests you and possibly ask a good question about their research (e.g., “Is the protein you study also regulated in a cell cycle-dependent manner?”). Be sure to describe any relevant experience or completed courses that would make you well suited to do research with the faculty, but keep in mind your shared interest/passion may be just as important as your background.

One word of caution: you don’t want to make it seem that their lab or their research project is only a stepping stone to the next step in your career (graduate school or medical school) — this might turn off many who are devoted to research and want to recruit students with a shared passion.

Grades and your CV/resume

While grades are certainly not the only factor faculty will consider, you may wish to include your GPA if you feel that it merits mentioning. However, refrain from making it the focal point of a sentence; instead, you can bring it up in the context of wanting some experience outside of class (e.g., “I am enjoying my classes so far and doing well (my GPA is 3.7), but I feel that I will learn a lot more by exploring my interests beyond the classroom”). Similarly, if you have a CV/resume that includes relevant research experience, you may want to include it (e.g., “I’ve attached my resume in case it might be helpful for you to know a bit more about me.”). If your academic qualifications are not as great as you’d hoped (for example, your GPA is on the lower end), you can put off attaching the CV for now and just state that you would be happy to send a CV or any other material if needed.

Concluding sentences and closing

Now you are ready to wrap up with a brief concluding statement. Thank the recipient for their time and ask for an opportunity to meet with them to discuss their research projects and to how to get involved in the type of research they do. A warm but simple closing (“Sincerely,” or “Best regards,”) is fine. It may help to include your email or phone number under your name if you have invited the recipient to contact you.

General considerations and next steps

First, remember to keep the email reasonably short. Two small paragraphs should cover everything you need say. Also, remember to proofread carefully. Spelling and grammar errors will reflect negatively and your attention to detail. Don’t use slang or abbreviations common in texting. Think of the email as something you would turn in for a grade. That said, be yourself! While it is best to be formal, the email does not have to be bland; let some of your personality show through. Lastly, if you don’t receive a reply after about two weeks, it’s okay to follow up by forwarding your original email back to the recipient and politely add “Dear Dr. ______, I’m writing to follow up on my earlier email about research opportunities in [your area of research]. I remain interested in speaking with you about your research if you are able. Thank you in advance for your time and consideration.” Faculty are very busy and your persistence may be appreciated, so it’s even okay to send another follow up email after another few weeks if you don’t hear back. After that, it may be time to move on to other opportunities.

Sample email

Dear Dr. ______,

I am a sophomore Computer Science major, and I am especially interested in your research on artificial intelligence.

With artificial intelligence constantly evolving, I am interested in exploring its true capabilities and how machine learning can improve language processing. While looking for research opportunities to explore my passions within artificial intelligence, I came across your Natural Language Processing Group at UNC. Connecting the capabilities of artificial intelligence and exploring its ability to communicate with human language is very captivating. I am enjoying my classes so far and doing well (My GPA is 4.0), but I am eager to supplement my classroom learning with a research opportunity. I feel that I would be able learn more about artificial intelligence by becoming a part of your research group or a similar project on campus. I’ve attached my resume in case it’s helpful for you to know a bit more about me and my research background.

I would appreciate an opportunity to briefly meet with you or someone in your research group to discuss your research and how I might be able to support your work at some point in the next three years. If you are able to meet with me, please let me know some times you are available to talk. Thank you in advance for your time and consideration, and I look forward to hearing from you.

[include a signature with your Name, Major, Class of 202_]

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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.

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.

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Asad Naveed

How to Email a Professor (for Research Jobs)

A template for cold emails that convert.

Hi! A cold email for a research position is a formal way to show genuine interest in a professor’s research and ask for an opportunity to work with them. A successful cold email can open the door to valuable first-hand research experience, mentorship, a funded position, and visa sponsorship. It can also help you build relationships and a network.

In this email, I will show you my cold email strategies that helped me get 9 responses and 3 interviews from just 16 emails. I’ll show you what I did differently from others. But before going forward, I want you to pause for a moment and think, how will you react if you get an unsolicited knock on your door? What would make you listen to the person knocking? What would make you take action? A knock on your home's door will only be received well if the person knocking does it well or uses the key phrases or passcodes. Similarly, professors have priorities and receive numerous emails (knocks) daily, so your email must stand out. Here are 4 steps to ensure your cold email stands out:

Thanks for reading Asad Naveed! Subscribe for free to receive new posts and support my work.

Step 1: Research

You should first learn about the professors' work from their faculty website or by searching them on google scholar or researchgate. You should determine what research areas they specialize in and browse through a few of their abstracts.

If your prior experiences or the professor’s work do not align, do not email them (yet).

For example, if the professor mainly does RNA Seq analysis projects requiring R knowledge, you should only email them if you are versatile with R.

Step 2: Draft the subject line

A concise and captivating subject line is essential to encourage your future supervisor to open your email. Ensure that the subject line is related to the message. The title will depend on whether you are applying for an opening or asking for a research opportunity.

I kept my subject lines clear and specific. Here are some subject line suggestions:

"Research opportunity in topic X ”

“ topic X + research”

“research at department Y ”

“postdoc application in topic X ”

Step 3: Draft the email

It is important that your email is concise, as it will increase the likelihood that your message will be read and replied to.

A cold email is different from a cover letter and your CV.

Your cold email aims to pique your professors' curiosity to read your cover letter and CV and have a meeting/ interview with you.

Most guides out there advise you to start by introducing yourself. For example, “my name is X, and I am a graduate in Y etc.” This, in my view, is a very boring way to start a cold email.

Instead follow this method:

The 1234 format: 1. About the professor 2. The bridge 3. About you 4. CTA 1. About the professor ( 1 or 2 lines) Explain why you’re emailing them about their research. Start your email by acknowleding the professor’s work and stating what stood out to you.

This part is your HOOK! It must be interesting and show that you have done research. No one dislikes getting a genuine praise/ kudos for their work. Recognizing their work and commending what stood out will get their attention. Questions to help you brainstorm this part:

Give examples from the research you have done on them (e.g. list one or two of their papers that you read and mention something specific that you found compelling). Why did I choose them as a good fit for my research interests?

2. The bridge ( 1 line)

The 1 or 2 lines above got their attention. Now, you need to state EXACTLY why you are emailing them. Don’t delay this further.

Write a line stating that their work aligns with your prior experiences, interests, and future goals as a researcher and that you would like to work with them or apply as a postdoc/ research assistant.

3. About you (1 or 2 lines)

After the bridge, you can write about your education, key past research experiences, and future goals that align with their work or make you a great fit to join their lab.

Keep in mind that professors are also always looking out for strong applicants who can push their research agenda forward. So getting a qualified candidate is a win-win situation for them as well.

Questions to help you brainstorm this part:

What sort of background, if any, do I have that is relevant to the research? Why does this matter to me? How will getting involved in research of this type help me get closer to whatever academic, career and personal goals I might have?

If you are also attaching a cover letter, do not repeat what is already there. Just summarize the most important highlights in these 1-2 lines.

4. CTA (Call-to-Action)

The best way to write this part is by asking them a question or requesting an appointment to meet them to discuss further. Without CTA, your email may be thrown into the “read later” folder. Briefly include days/times that you are available (i.e., Monday through Wednesday from 11–4, and all day Friday) and provide your contact information. Asking an interesting question will also help you get a response and potential interview.

Step 4: Email Add-ons

I always include an email signature in my emails and strongly recommend you do so. This is another subtle way of making an impression.

Your email signature should have your degree, a significant award (for example, Chevening Scholar), and contact details.

Additionally, if you have an institutional email from your University, use that instead of gmail or yahoo. This further improves credibility and delivery. It subtly gives them the idea that you are currently in academia.

Avoid using the terms Dear Sir/ Hello Sir/ Dear Ms. The word “Sir” is too generic. Always address them with a “Dr.” + “last name.”

Lastly, it is essential to review the email for any grammatical or sentence structure errors and ensure it is professional and conveys your legitimate interest in the research opportunity.

Example of a bad email: DO NOT SEND THIS

Hi Henrietta,

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

Example of a good “madeup” email:

Hi Dr. Hopkins ,

I hope this email finds you well.  What did you find fascinating about their research. Expression of interest in a specific paper or topic.   Your work aligns with my previous experiences in X and Y and I am contacting you to apply for a postdoctoral research position in your lab.

I did a  Master’s in X and Y  and obtained experience in  research experience or class ,  confirming my intention to develop my research skills and  goal .  

I have attached my CV and transcripts. I would appreciate the chance to speak to you about your research on  a topic of interest . Please let me know if there is any other information I can provide. I look forward to hearing from you soon.

Email signature

Getting your foot in the door with cold email can be tricky the first few times, but it can be highly effective once you grasp it.

Do not get discouraged if you do not receive a positive response right away. Like all things, this will take time and practice. Remember, all it takes is one “yes”! Let me know if you have any questions. Happy cold emailing!

Regards, Asad

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

Hannah Yang

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.

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!”

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.”

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.

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How to Email a Professor About Research

Last Updated: June 27, 2022 Fact Checked

This article was co-authored by Alexander Ruiz, M.Ed. and by wikiHow staff writer, Aly Rusciano . Alexander Ruiz is an Educational Consultant and the Educational Director of Link Educational Institute, a tutoring business based in Claremont, California that provides customizable educational plans, subject and test prep tutoring, and college application consulting. With over a decade and a half of experience in the education industry, Alexander coaches students to increase their self-awareness and emotional intelligence while achieving skills and the goal of achieving skills and higher education. He holds a BA in Psychology from Florida International University and an MA in Education from Georgia Southern University. There are 10 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 16,351 times.

Asking a professor about their research is the first step in gaining a mentor, knowledge, and new opportunities—but how do you do it? Emails are an excellent way to professionally and academically introduce yourself to a professor and express an interest in their expertise. If you don't know the professor well yet, this can seem nerve-wracking, but don't stress! In this article, we’ll tell you everything you need to know about emailing a professor about research and even give you a few examples to work with.

Best Practice for Emailing Professors

• “Meeting to Discuss Biological Engineering for Targeting Cancer Cells”
• “Seeking Opportunity to Research Wollstonecraft’s Gothic Prose”

• “My name is Allie Springer, and I’m an English major in my final semester at the University of Tennessee.”
• “My name is Courtney Chaps, and I am currently a sophomore at MIT.”

• “I have read several of your articles. Your piece on orangutans in National Geographic opened my eyes to a different perspective I am now exploring in my own work.”
• “Your theory on the evolution and prevalence of knighthood within Medieval romance is fascinating and thought-provoking.”

• “My Capstone project mirrors your research on Edmund Spenser’s allegorical characterizations, but with a focus on female representation.”
• “Your emphasis on the cellular properties of viruses interests me the most because of my extensive history in the medical field.”

• “Although this thesis is my first active research project, I’m eager to learn and challenge the foundations of my research. I’m a hardworking student who has received numerous leadership and scholarly awards, including the Princeton Scholarly Essay Award.”
• “My first research project focused on leukemia inhibitory factor’s role in cell activation. I have also worked on several experiments related to genetic screening.” [8] X Research source

• “An apprenticeship with you during the spring semester would allow me to explore my thesis further.”
• “Are there any undergraduate research positions available in your lab?”

• “I would love to meet with you to discuss your groundbreaking research at your convenience.”
• “I am available to meet via Zoom and in-person Mondays through Thursdays from 3 PM to 6 PM PST.”

• “Kimmy Reeds 9011133 (555) 881-000 [email protected]”

• Try sending the email during the professor’s office hours for a more timely response.

Sample Emails

Expert Q&A

• ↑ https://salarship.com/article/email-professor-research-opportunities/
• ↑ https://academicpositions.com/career-advice/how-to-email-a-professor
• ↑ https://research.berkeley.edu/how-cold-email-professor
• ↑ https://www.purdue.edu/advisors/students/professor.php
• ↑ https://sites.psu.edu/gileswriter/2016/08/26/research-opportunity-please-how-to-email-a-professor/
• ↑ https://www.chem.purdue.edu/courses/chm49900/CHM499docs/499emailguide.pdf
• ↑ https://biology.nd.edu/assets/182128/example_of_emails_sent_to_a_professor_before_applying.pdf
• ↑ https://research.ewu.edu/writers_c_writing_email
• ↑ https://sciences.ugresearch.ucla.edu/getting-started/project/
• ↑ https://senr.osu.edu/undergraduate/undergraduate-research/dos-and-donts

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How to Email a Professor About Research Opportunities

If you are a student trying to pursue your Ph.D. or Masters, you need to know the basics of how to email a professor for research opportunities. Email is the essential medium while approaching a potential supervisor for research opportunities or a scholarship program. 

Your email needs to be polished and concise. You have to put all the information about yourself which is appropriate for this particular program. Does it sound complicated? Do not worry. We’ve got you covered! 

The professors get thousands of emails every day from different students around the world . So your email must stand out from others and get selected . So here are a few tips that you should consider before and while writing a proposal email. 

Also,  check out the sample email to get some ideas about how to email a professor for research opportunities.

How to email a professor for research opportunities: 8 tips to remember

Before sending your email to a professor for research opportunities, try to use these 8 tips as a checklist. This will guide your process and help you with the email more efficiently. So that, your email will be outstanding and suitable for the topic.

1. Find your desired program

First of all, you need to think about which program you want to take for your master’s or Ph.D and which university to choose. You can read  Important factors on deciding how to choose a university for insight .

The Ph.D. program can be research-based, or it can be a professional doctorate as well. A professional doctorate program does not contain any research experience. Here is the elaborated description of  the different types of Ph.D .

So, make up your mind about the program you feel is right for you.

2. Do a detailed research

Before sending emails to the professors, it is important to look for all the details that you need to know. Go through the university websites to search for your potential supervisors. Moreover, you should check their field of work and research projects so that you can match your choice of research with them. 

There are several ways to explore their work via reading their articles & research papers, or attending their webinar, conference, etc.

3. Subject Line for the email

The first thing that will get noticed by the professor is the subject line of your email. Without a specific subject line, your email can get to the spam folder and remain unnoticed. You have to put the informative subject line so that the professor gets the purpose of the email immediately.  The subject line has to be short, precise, and relevant. 

For example, the subject line can be:

Applying for the research opportunity.

Requesting for a Ph.D. Position

Requesting for a master’s opportunity in your research lab.

Inquiry about the master’s program in your department.

4. Body description:

Remember that all the information that you are putting here is going to be a deal breaker for you. So take your time to prepare an email. Here are a few points that are needed to check while writing the body of the email.

Keep it formal

Since you are writing a professional email, you have to maintain a formal tone. Do not use any slang, emoji, emoticons in any part of the email.  Try not to use any unnecessary information, which is not required in this aspect.

How to address a professor in an email

You should not start your email by addressing your professor with “HI ____, or HEY ____’. Using words that sound polite is a mandatory thing when you write to your potential supervisor. For that, You can use  Dear  before writing the name of the professor. Do not use  Mr/ Mrs  as they are not appropriate.

For example,

Dear Professor X,

Dear DR. X,

Qualifications and experiences:

While writing the body of the email, you first need to address why you are writing this email in the first place. Then,  you have to put all your qualifications and educational background chronologically . Write the experience or skills you have in the research field. If you have any published article or paper, then you need to write about it. In case you don’t have one, do not worry about it! It is not going to make a difference.

After that, you need to write about your interest in this specific research field. You can write about why your experience and interest are valuable for this research opportunity. If you have worked on this topic before, write about it. Or maybe read articles regarding this topic so that you can use precise details about your interest. 

It will help your professor understand that you are a dedicated student who has an actual interest in this research opportunity.

Write your contact information.

If your professor likes your email, they may want to contact you further; therefore, write down your contact information like email ID, contact number, address accurately.

Conclusion of the email

To conclude your email, you should use appreciative words that will make a good impression on you. Do not use any words that sound harsh.  Keep it simple.  Finish it by expressing your enthusiasm for this project.  Attach your CV and other documents.

Thank you so much for your time and for reading my email about the research opportunity. Hoping to hear from you soon.

I appreciate you taking the time to read my application for the research internship for this project. I will be honored if I get the opportunity to work with you on this project.

5. Asking for a fund

If you ask for a fund for your Ph.D., you need to elaborate on your research topic precisely and all the costs estimation (if necessary). On the other hand, asking for a fund specifically for your master’s program, as a Teacher’s Assistant (TA) or Research Assistant (RA), should be addressed clearly on the subject line. 

For this particular set of positions, you may need to add the Statement of purpose (SOP) with the email. Check out this blog to know  how to write a statement of purpose.

6. Proofread the email before sending it

After writing everything, you need to check for any spelling and grammatical mistakes . Do not rush about the Email. Write the draft and re-edit it. Before sending it, check all the information thoroughly in case you missed something.

7. Word limits

As you can understand, your professor is an occupied person. Your email has to be direct. About 250-400 works might be good for you.  Do not make it long by adding irrelevant information.

8. Wait for the reply from a professor

Last but not least, you have to understand that your potential supervisor is busy with various works.  Keep patience!  It is entirely okay if they do not reply to you immediately. It is going to take time. 

Even if they do not reply to you back, you should start looking for other options. Do not take it personally.  Have patience, be persistent, and send emails to all the universities you like to get in. 

9. Email a potential supervisor Sample

This sample will help you to get an idea about how to email a potential supervisor. It contains the information you have to put in the  body of the email ,  addressing the professor  and others. Do not send this email. 

Subject: Applying for the research opportunity.

Dear Dr. X,

Hope this email finds you well. My name is _________. I have recently graduated from the University of _______ with a GPA of 3.8 in Microbiology. I am currently working as a research assistant at the University of _______ under the supervision of Prof. __________. I have published two papers on “ Presence of Microorganism in Rhizosphere soil” and “ Microorganism in different temperatures.” My research interest includes _________. (You can add other experience and skills here)

In my thesis, I worked on the topic “Environmental Microbiology.” And while working on my paper, I came across your research paper about ‘ Biotechnology and Environmental Biology”. I got inspiration from your paper about this topic. I have attended some of your webinars regarding this topic as well. Therefore, I wish to complete my master’s under your supervision. It will be great if I can work in your research program for my master’s program. I have attached my CV and my _______ documents with this email. 

I hope you consider me as a potential candidate for your program. Thank you so much for your time and for reading my email about the research opportunity. Hoping to hear from you soon.

Lara Stevenson

Contact number

These tips will give you an elaborated idea on how to email for research opportunities. Send emails to all the potential supervisors for your research opportunity. But, keep in mind that you should only apply to the program you feel interested in and genuinely prefer their research project for your master’s or Ph.D. 

You should always plan for a plan B and keep going. Good luck! 

How to email a professor | Will you be my advisor?

How to ace your first email to a potential academic supervisor?

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I am a final-year student in my undergrad program. I am an extroverted person who loves to make friends everywhere. I am passionate about my work and seek new opportunities every day.

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How to Email Your Professor (With Examples)

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.

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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!

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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.

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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!

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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.

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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.

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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. 

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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,

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ImPACKful Tips: How to Email Your Professor

Do you think it’s difficult to write an email to a professor asking for a recommendation letter or requesting a teaching assistantship? Don’t worry; you’re not alone! Most students find it difficult to ask their professors questions or to start a conversation with professors, especially if you’re a new international graduate student.

In graduate school, you will come across a wide range of occasions for writing emails to your professors. You may have to write emails requesting recommendation letters, emails for scheduling meetings, emails asking for opportunities in research or teaching, emails about an upcoming absence from a course or a meeting, emails about submissions or questions from a course, or follow-up emails.

Email plays an important role  in your grad life, not only when you apply for opportunities in your academic career, but also while you network with prospective employers.

We have always communicated with our teachers or professors since high school or undergrad via letters and emails. Yet it is important to pay enough attention to writing emails to professors in grad school, as an email might be your first impression as a professional to those professors.

Why is it difficult to write a simple academic email?

Many times, you have a different culture or a different style of writing from your time as an undergrad, or from your home country. Some may find that the American style of emailing a professor is too formal or too casual.

For example, back in India during my undergraduate experience, I remember using “sir” or “madam” excessively at the beginning or the end of each sentence in an email. Also, using “dear” as a greeting for a professor was not considered a formal gesture. Thus, though I was sufficiently fluent in written English, it was still difficult for me to adapt to the culture and etiquette of the “US style” of writing emails to professors.

But I slowly learned with the help of some feedback from my advisor and also by learning from the departmental emails that I initially received from professors or other grad students, and I became comfortable emailing professors.

Here are some simple tips to follow, which will help you get better at the “US style” of emailing your professors.

What are the important sections of an academic email?

Email address.

Always use your university-affiliated email address or, if not, use a professional email address to make sure your email does not land in the spam folder before the reader/your professor even notices it!

For example,

• [email protected] — Yes!
• [email protected] — Not quite.

The Subject

The subject line should instantly convey what the email is about and where it’s coming from. It should avoid ambiguity and mystery.

• Meeting request for Rahul Khanna  (add your name and surname)  — Yes!
• Hello! Is it possible to meet? — Not quite.

The Greeting

The greeting should personally address the receiver of the email, but at the same time, it should not be informal or too casual .

• “Dear Dr. Xyz,” or “Dear Prof. Xyz,” — Yes!
• “Hey there,” or “Hi!” — Not quite.

The Introduction

While starting to write your email, you should identify yourself and explain your connection to the professor in context with the purpose of the email.

• “I am Rahul Khanna, a graduate student enrolled in your course XYZ 750.” — Yes!
• “I want to ask you a question about…” — Not quite.

The Main Body

• Be polite while stating your request in the email.
• Pay attention to the language and grammar . Write a short , simple, and error-free message to save your time as well as your professor’s time.
• Remember not to ask questions about any information that is publicly available , such as information on a class syllabus. It is always better to be informed before you contact your professor.

The Closing

While adding closing remarks, consider the timeline for when you expect a response from the professor, for example, the deadline to submit a recommendation letter. Along with the request, the closing remarks should include an expression of gratitude for your professor’s time and consideration.

A professional signature may include your full name. You might also wish to use your preferred name that you would like your reader to use in future conversations. You may also include your affiliation and possible ways to contact you including the physical address of your office or college, office phone number, and maybe a link to a professional website and/or your LinkedIn profile.

Attachments

Lastly, remember to mention and attach any documents needed for the purpose of the email. The attachments may include your resume, CV, or documents for submission.

To learn more about the Do’s and Don’ts of emailing a professor from Dr. Katie Homar, please visit the link here .

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Expand Your Pack: Start or Join an Online Writing Group! 

Sample Email To Professor For Graduate Teaching Assistantship

As an aspiring historian with a thirst for knowledge and a knack for engaging others, I’m writing to express my keen interest in the Graduate Teaching Assistant (GTA) position for your upcoming [Course name] class. You’ll get here some sample Email to Professor For Graduate Teaching Assistantship or GTA with details.

Your groundbreaking work on [mention the specific area of the professor’s research related to the course] has deeply inspired me. Combining my academic foundation in [your area of study] with the opportunity to learn from a leading scholar like yourself would be an invaluable privilege.  It’s not just about expanding my understanding of history, but also about igniting that same spark of curiosity in others.

This email marks the beginning of my journey to bridge the gap between historical scholarship and student engagement. Let’s discuss how I can contribute as your GTA and help unlock the captivating mysteries of the past for your students!

Table of Contents

Tips of Sample Email to Professor for Graduate Teaching Assistantship

In the first paragraph of your email, start by introducing yourself with your name and current academic status. Mention the degree program you’re in or the degree you’ve already completed. To showcase your academic excellence, highlight any achievements you have, such as a high GPA, academic awards (like a Gold Medal), or relevant research experience. This first impression should convince the professor you’re a strong student.

Here are some tips for writing a sample email to a professor for a Graduate Teaching Assistant (GTA) position:

Subject Line:

• Keep it concise and informative. Mention the course name (if known) and your interest in the GTA position.
• Use strong verbs and keywords that grab the professor’s attention. (“Enthusiastic [Your Field] Student Seeking GTA Opportunity”)

Body of the Email

• Introduce yourself: Briefly state your name, current program (Master’s student in History), and your interest in the GTA position.
• Express your qualifications: Mention relevant coursework, research experience, or teaching experience (tutoring) that demonstrates your knowledge of the subject area.
• Highlight your passion: Briefly explain why you’re interested in the specific course and how you can contribute to student learning. Reference the professor’s research (if relevant) to show your interest in their work.
• Offer to meet: Mention your willingness to discuss your qualifications further and arrange a meeting (in person or virtually) at their convenience.
• Attach your resume (optional): If you have a strong academic resume or CV , consider attaching it for the professor’s reference.
• Proofread and edit: Ensure your email is free of typos and grammatical errors before sending.

Additional Tips:

• Tailor your email to each professor. Do some research on their interests and expertise to show genuine interest in their work.
• Be concise and to the point. Aim for a length of one page or less.
• Be professional and polite in your tone.
• Follow up if you don’t hear back within a reasonable amount of time (usually a week).

How to Write Email to Professor: Tricks

Keep your email to the professor short and sweet!  In the first sentence, tell them who you are (name, program) and highlight a big accomplishment (“high GPA of 3.9”, “Gold Medal winner”, “scholarship recipient”).  Then, explain why you’re interested in the GTA position by mentioning relevant experience (tutoring, research) and how it connects to the course.  Show your passion for teaching and helping students learn.  Finally, offered to meet and thank them for their time.  Proofread carefully before sending – professors appreciate clear writing and attention to detail.

Sample Email to Professor for Graduate Teaching Assistantship

Here’s a sample email template incorporating the tips previously given:

Sample email: 1

Subject: Enthusiastic History Student Seeking GTA Opportunity – [Your Name]

Dear Professor [Professor’s name],

My name is [Your Name], and I am a [Year] year Master’s student in History at [University name]. I am writing to express my strong interest in the Graduate Teaching Assistant (GTA) position for your upcoming [Course name] class, if available.

I have a strong foundation in history, having taken advanced courses in [mention relevant courses]. My research interests lie in [mention your specific area of interest], which aligns well with your groundbreaking work on [mention professor’s research area related to the course].

Beyond academics, I possess excellent communication and interpersonal skills, honed through my experience as a [mention relevant experience, history tutor, and research assistant]. I am passionate about fostering a dynamic learning environment where students can actively engage with historical concepts.

I am confident that my skills and enthusiasm would make me a valuable asset to your course. Now, I am eager to learn more about the GTA position and discuss how I can contribute to the success of your students.

Please let me know if you are available for a meeting at your convenience. I have attached my resume for your reference.

Thank you for your time and consideration.

[Your Name]

Sample email to professor 2

Subject: Eager History Student with Research Background – [Your Name]

I’m [Your Name], a highly motivated Master’s student in History at [University name] with a strong research background. I’m writing to express my keen interest in the Graduate Teaching Assistant (GTA) position for your upcoming [Course name] class, if available.  My research experience in [Your research area] has given me a deep understanding of [Topics related to the course], which aligns well with your groundbreaking work on [Professor’s research area related to the course].  I’m confident I can contribute to a dynamic learning environment where students can actively engage with historical concepts.

Thank you for your time and consideration. I’ve attached my resume for your reference and would be happy to discuss my qualifications further at your convenience.

Sample Email: 3

Subject: Investing in the Future: [Your Name] – Aspiring [Your Field] Educator

As a Master’s student in [Your field] at [University name], I’m writing to express my interest in the Graduate Teaching Assistant (GTA) position for your [Course name] class.

This opportunity aligns perfectly with my future goals of becoming a [Your desired career path in education].  Having the chance to learn from a renowned scholar like yourself and contribute to your course would be an invaluable experience.

While my academic background in [Your area of study] provides a strong foundation, I’m eager to gain practical teaching experience. My passion for [Your field] and excellent communication skills make me confident I can create a dynamic learning environment for students.

I’m eager to discuss how I can contribute to the success of your class and my educational journey. Thank you for your time and consideration.

Read also related topics: How to write an email to a teachers from parents ?

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Frequently Asked Questions

What are the qualifications for becoming a gta.

Qualifications can vary depending on the program and course, but generally, you’ll need to be a graduate student in good academic standing with a strong foundation in the relevant subject area. Some programs may also require experience in tutoring, research, or teaching assistantships.

What should I include in my application for a GTA position?

Your application may require a cover letter, resume, transcript, and potentially a writing sample or teaching philosophy statement. Be sure to tailor your application materials to the specific program and course you’re interested in.

What are the benefits of becoming a Graduate Teaching Assistant (GTA)?

Becoming a GTA offers numerous benefits, including:

• Gaining valuable teaching experience.
• Deepening your understanding of the subject matter.
• Developing strong communication and interpersonal skills.
• Improving your resume for future academic or professional opportunities.
• Potentially receiving financial compensation (stipends or tuition waivers) depending on the program.

How can I stand out as a strong candidate for a GTA position?

Highlight your academic achievements, relevant experience, passion for teaching, and strong communication skills in your application materials. Express enthusiasm for the specific course and professor’s work. Demonstrate initiative by offering to meet with the professor to discuss your qualifications further.

Landing a Graduate Teaching Assistant (GTA) position can be a rewarding experience, offering valuable teaching skills, deeper subject knowledge, and a boost to your academic career. By crafting a well-written email that showcases your qualifications, passion, and enthusiasm for learning, you can increase your chances of impressing professors and securing that coveted GTA role.

The emails presented here are just starting points. Tailor them to each professor and course you’re interested in, highlighting the specific connections between your background and their work. Don’t be afraid to showcase your unique voice and passion for teaching – this could be the defining factor that sets you apart from other applicants.

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How to Write a Professional Email: How to email a research professor

• How to write a email letter of recommendation
• How to email a research professor
• "I missed class" example
• "Help on lecture information" example

Waht it should contain

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
• If applying for an opening:
• Address any qualifications the professor is looking for
• Demonstrate your experience

When asking for a research opportunity: 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

DO NOT SEND THIS EMAIL

Subject: Research Job Op

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 and the hours?

Thanks, Name

DO SEND THIS EMAIL

Subject:  Possible undergraduate research opportunities

Dear Dr. Professor,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.

Ambitous Student Email address 

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Sample Email To Professor For Scholarship & Research Assistantship

Thouhedul Islam

02 July 2022

Hello SU Followers! I thought to write this article on demand of many students who inbox us and asked us Sample Email To Professor For Scholarship? How to write an Email to Professor?/ How To Contact supervisor? How to contact a professor for a Scholarship? So This article is based on my personal experience as I am doing a Master in Electrical Engineering from China So I would like to share this with my fellow friends.

I also take help from my other fellow friends who came here in China for MS & PhD scholarships. So before talking about Sample Email To Professor For Scholarship & Research Assistantship I would say please you must have an official Email. If you don’t have so please at least your real name should be in your Email For Example Your [email protected] i.e. “ [email protected] ” 

Tips of Sample Email To Professor For Scholarship & Research Assistantship  

Your email should start with your introduction. Who are you, which degree you are pursuing or which degree you have already completed? Then mention your achievement e.g. if you have a good CGPA or if you have secured Gold Medal or any other achievement you think will make your profile strong.

Remember, if you have a good CGPA or any other achievement which shows you are academically strong, do mention it. The achievement can be the scholarship you availed in any country. Make the text bold for your achievement.

If you are pursuing the degree, you can then write about your Research for example, I am currently working on a thesis titled “Automation System”. Then you can write the status of your thesis in terms of publication For This Check How To Write Research Proposal

In the second paragraph, Explain your research work in 2 or 3 lines, what topic you are actually working on and what tools you are using to solve your problem either simulation or analytical or any other tool.

If you have done some research-related job or if you have attended any summer school or you are an international exchange student, mention explicitly and what work you had/you are doing in this job. 

If some of your research work is in pipeline, mention it. Then finally, if you want, you can tell about the tools you are good at and research interests you are interested in. For example, if you are good at programming mention the programming language or your level of expertise in it.

Sample Email To Professor For Scholarship is given at end of posts also tell the professor that you have seen his profile and your research interest matches with your research interests and ask him politely if he has some PhD position in his research group.

Must Attach your updated CV and transcripts for your bachelor/master’s. Must Attach good recommendation Letters. 

Tips & Tricks of How To Write Email to Supervisor

• Always be concise and clear in what you are saying. Try to explain your points with simple language and reread your email if you can understand easily what you have written.
• Make the text BOLD if you have some achievement e.g. high CGPA, gold medal, exchange student, scholarship and most important publications if you have any.
• Don’t make any grammatical mistakes as professors always appreciate good English skills.

Sample Email Is Below

Respected Professor _Name________

I hope you are doing well. I am currently enrolled in the Masters of Electrical program in _______ university. I have completed my coursework with 3.7/4.0 CGPA and secured a scholarship/gold medal. Currently, I am pursuing my thesis titled “Automation System”, which resulted in the publication of 1 conference paper in XYZ venue. My research interest includes machine learning, digital signal processing etc.

In my thesis, I have worked on the integration of XYZ technology with another xyz technology and measured its performance and sensitivity analysis in terms of xyz parameter etc. Currently, I am working as Research Assistant/ Exchange scholar at xyz University on an xyz project. In this project, I have worked on this technology and research topic etc. My area of research is currently focused on xyz.

The details of Thouhedul Islam and some more.

Sunday, September 27, 2015

Sample email to professors in usa for assistantship.

Subject : Prospective Student Fall 2016 - Interested in your Research "Security and key length in Cryptography" Hello Dr. Oscar,  I am a prospective student and I am applying to XYZ university for Fall 2016 for MS in Computer Science. I came across your research publication on "Security and Key Length in Cryptography". I have worked on similar research in my undergraduate studies which involves the role of length of the key in cryptography. I am really interested in your research work and would like to know if you have any opportunities for me.  Please find attached my resume for your kind perusal. Looking forward to hear from you. Thank You,  ABC  

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How to Email a Professor: Tips and Samples

Dec 19th 2023

There are many situations when you need to email your professor: Asking a question, inquiring about your grades, or informing them about a missed class. If you’re wondering how to write an email to a professor, at the end of this article, you’ll find several email samples you can use for different occasions.

How to write an email to a professor: A step-by-step guide

1. Make sure you really need to send that email

If you want to email a professor asking a question, check your syllabus first. Chances are pretty solid you’ll find the answer. The syllabus can tell you about your workload, assignments, deadlines, and more. Your classmates are another valuable source of information, so make sure to talk to them first.

If the syllabus, or your peers, can’t answer your question, it’s fine to send an email with additional inquiries.

2. Use your school email

This is the best course of action because such an email looks professional and shows a recipient that your message is about classes. If you don’t have an educational email address, make sure to use an appropriate email address like [email protected] . Your [email protected] address isn’t suitable for academic correspondence.

3. Write a clear subject line

The subject line defines if a recipient opens your email, so make sure it’s clear, concise and to the point. A good subject line tells a professor what your email is about and how they should act on it.

4. Include a proper email greeting

Start your email to a professor with an appropriate and respectful salutation. Double-check their name before sending an email and make sure your greeting is followed by a comma.

5. Remind who you are

Professors have lots of students, so it’s important to tell them your name and the class you’re attending. This helps you save the recipient time and ensures you get a reply faster.

6. Get straight to the point

After greeting a professor and introducing yourself, it’s time to state your question or request. Keep it concise and clear, so the recipient can quickly comprehend what it’s about and what action is expected from them.

7. End an email politely and include a professional signature

How to end an email to a professor? Thank them for their time and sign off your email with “Sincerely” or “Best regards” followed by your name.

8. Proofread your email

Pay attention to grammar, spelling, and punctuation. Make sure to stick to a formal tone and avoid emojis or informal abbreviations like FYI or ASAP. Check the spelling of your professor’s name one more time.

9. Put yourself in your professor’s shoes

Reread the email as if you are a professor who receives it. Is it clear who’s writing to you and what they want? Is the tone of the email polite and respectful? Does it comply with a formal email format? If all your answers are “Yes,” then feel free to send your email.

Email to professor samples

Once you’ve learned how to email a professor, it’s time to practice. Below, you’ll find a number of email samples for different situations. Please keep in mind that these examples are for reference only, and you should always personalize and tweak them to your needs.

If you frequently need to email your professor, you can add these templates to Spark and reuse them whenever needed. Learn how templates in Spark work .

1. Email to a professor about not attending class

Subject: History 1B: Class attendance Dear Professor Smith, This is Lexie Brown, from History 1B, Section 1. I am writing to inform you that I won’t be able to attend your class on Thursday, as I have a doctor’s appointment at 11 AM. Please find attached my assignment we are supposed to submit by Thursday. I will also do my best to look through the materials you provided for this class and ask my classmates to share their notes. Thank you. Best regards, Lexie Brown

2. Email to a professor about grades

Subject: History 1B: Inquiring about my grade Dear Professor Smith, My name is Lexie Brown, from History 1B, Section 1. I was wondering if we could set up an appointment to discuss my grade on [Assignment name] . I have checked that your office hours are scheduled on Wednesdays from 2 to 5 PM. If this is correct, please let me know if I can come. I look forward to your reply. Kind regards, Lexie Brown

3. Email to a professor asking a question

Subject: Question about the History 1B assignment Dear Professor Smith, I am Lexie Brown, from History 1B, Section 1. In the syllabus, the deadline for our latest assignment is listed as April 9th. However, in class on Monday you mentioned April 12th as the deadline. Could you please verify the correct deadline? Thank you so much for your time. Sincerely, Lexie Brown

4. Email to a professor asking for an appointment

Subject: History 1B: Appointment request Dear Professor Smith, I am a student in your History 1B class, Section 1. I faced some difficulties with selecting a topic for my research paper, and I would appreciate it if I could discuss it with you during your office hours. Please let me know if you are available to meet this week. Thank you for your time. I look forward to your reply. Best regards, Lexie Brown

Want to become better at email? Get Spark . This free and powerful email client lets you use email templates, so you can save time with writing similar emails. It also gives you email superpowers like snoozes, email scheduling, and follow-up reminders to help you work with email faster.

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Communicating with Professors: Sample Emails

Sending a personalized email to a faculty member.

Be professional! Keep it short and to the point

Include: a very brief bio about yourself, a statement about why you are interested in their research, that you would like to find out more about the possibility of working with them, provide your availability to begin, and be sure to ask for an appointment to meet with them.

Do not send out template emails. Personalize each one.

Limit your emails to 2 faculty within the same department.

Wait for a response. 

Correspondence Email Example #1

Dr. (or Professor)_______________,

My name is ______________ and I am a junior majoring in Biology with a minor in Health Advocacy. With exposure through the Lewis Honors College, I have become increasingly interested in undergraduate research, which is why I was so excited when you lectured Dr. Speck’s PGY206 class and presented your research lab. As an aspiring Physician’s Assistant with shadowing experience in Orthopedics, and as a former volleyball player with a personal interest in weight lifting and fitness, I believe that understanding the mechanisms of muscle hypertrophy would overall be very rewarding. 

I would greatly appreciate an opportunity to discuss the possibility of my involvement in your research. I am more than willing to commit for the spring semester and summer session of 2018 at the least. Please let me know when you may be available. Thank you for your consideration, I look forward to hearing back from you.

Correspondence Email Example #2

Dear Professor X:

My name is (your name), and I am very interested in becoming involved in research in Subject Area. I am a student at the University of Kentucky majoring in (major). I have:

Taken the following courses related to Subject Area...

Have had the following related experiences...

My goal is to...

I have reviewed your faculty research profile and am interested in the work that you have done. I was intrigued by your journal article "Article Title." (Provide reaction to article/area of research with specific references). I would like to get involved in research in this area because it will help me to better prepare for my long-term goals of…

Would it be possible to meet with you to further discuss (topic) and my possible involvement in research under your guidance? Here is my availability for the next two weeks (give several days and times that you’re available). I appreciate your consideration and look forward to hearing from you.

Respectfully,

Correspondence Email Example #3

NOTE: Sample email from UCLA student but would equate to a 395 course at UK Dear Dr. Bruin,

I am a first-year UCLA undergraduate student majoring in Psychology. I wish to enroll in the Student Research Program (SRP) 99 Contract Course administered by the Undergraduate Research Center–Humanities, Arts, and Social Sciences. The program offers course units for research completed under the guidance of a UCLA faculty mentor.

I see by your faculty page that your research and teaching interests include stress in the workplace, and I recently read your article in Psychology Research entitled “Stress Analysis in the Workplace.”My research interests focus on the psychological impact of driving in Los Angeles, and I would like to explore how individual commutes could be a possible ‘upstream’ cause of workplace stress.

I would greatly appreciate an opportunity to meet with you to discuss the possibility of enrolling in an SRP 99 research course with you for the upcoming quarter. I am available on Tuesdays and Fridays after 2:00 p.m. for a meeting or interview. Please find my CV attached for your review. 

I appreciate your time and consideration.

Student’s Name

Correspondence Email Example #4

Dear Dr. (or Professor),

My name is __________________and I am currently a (year in school) here at the University of Kentucky majoring in (major) . Since coming to the University, I have become increasingly interested in getting involved in medical research. My ultimate goal is to become a pediatric doctor and I feel that participating in undergraduate research is a great way to gain further understanding of what being a doctor and working towards finding solutions to major medical issues is all about.

This semester I am a Chellgren Fellow, which has pushed me to get even more involved in research. As a Chellgren Fellow, we are prompted to get involved in research by finding a research mentor for the upcoming spring semester. I have attached a letter giving more details about the research aspect of the Fellowship from the professor in charge of the program.

I would love to meet with you to discuss the possibility of being involved in your research. Please let me know when you may be available. I truly look forward to hearing back from you. 

How to Email a Professor: Cold Email Strategies, Examples, Templates

• Sam Greenspan
• Last Updated on December 20th, 2023

There are moments throughout your college career where you’ll need to cold email a professor. If your college experience is anything like mine, most of those moments will be at two in the morning when you’re in an all-out panic. And you won’t have time to outline, write, edit, and re-write those emails making sure they’re phrased in the perfect way.

In this article, we’ll cover  everything you need to know about cold emailing professors , lecturers, TAs, and other teachers and instructors.

We’ll go over  strategies  (we’ve spoken with several students, professors, and experts to learn the best techniques) and give  examples and templates for specific types of emails to professors .

One note before we jump in. Please  adapt these templates and make them your own . Don’t use them word-for-word. Impersonal emails never work.

We hope this makes your future 2:00 A.M. meltdowns go a whole lot smoother.

How to Email a Professor: Table of Contents

13 strategies when you’re cold emailing a professor, templates for cold emails to professors, how to set up these personalized cold emails (and more) in gmass, how to email a professor: conclusion and takeaways.

Need to cold email a professor? That means:  Emailing a professor with a request when that professor likely has no idea who you are.

We’ll cover some specific examples later in this article but to give you a base, here are general tips for cold emailing a professor.

Fundamental tips for sending a cold email to a professor

Use an informative subject line.

Your subject line should  make it clear what you’re emailing about . And if you can personalize the subject line, that’s even better.

Keep it tight

Professors don’t want to read essays. (Unless they’ve assigned essays for a midterm. And even then, I’m not sure they’re dying to read them.)

Keep your messages tight —  three to four short paragraphs  is best.

Make it highly personalized

I can’t say this loud enough:  Generic mass cold emails won’t work. You need to tailor your message to the professor.

For instance, if you want to join their research group, cite their work that resonates with you, how it ties into your area of study, and the unique or valuable perspective you can bring to it.

Personalization here needs to go beyond, “I read your paper on articulated robots and found it interesting.” Show you  really  dug in and found some insight from their work.

Generally, if you’re going to cold email a professor, go for something less generic than “I noticed on your website that one of your interests is Machine Learning”. — Zachary Lipton (@zacharylipton) November 17, 2018

Dr. Monica Malta, a researcher and professor at the University of Toronto, suggests taking it even further. One of Dr. Malta’s top trainees came from a cold email.

“They knew what I was working on, not only by reading my professional page, but also by  following me on Twitter , where I’m quite active. And they were specific about what they were looking for as an internship, what qualifications they had, what they wanted to learn… this trainee did their internship and continued to a master’s degree with me.”

Sell yourself without sending a full autobiography

You have three sentences at most to (1) introduce yourself (2) sell yourself and (3) make it clear how you’re different than all the other people cold emailing this professor and, therefore, worthy of their time. Accomplishing all that is going to take effort… and lots of editing and re-writing.

Get the details right

Get the professor’s title right. (Dr.? Professor?) Make sure your email is typo-free, you demonstrate a full understanding of what the professor does, and your request is relevant to their work.

Olumuyiwa Igbalajobi, Ph.D., a mycologist at the University of British Columbia, stresses the importance of accuracy in his  work  with students on their cold emailing. “Read that email over and over again,” he says, “Before you press the send button.”

Don’t email a professor when you’re on a tight deadline for their response

If you email a professor something to the effect of: “I have a paper due tomorrow on [topic], can you please send me your research and answer these five questions?” you will not hear back.

Even if the professor has time they won’t be inclined to reward your irresponsibility.

Follow up if you don’t hear back

You don’t want to follow up too soon or too aggressively… but you  should  follow up.

Send a follow-up email about a week to two weeks after your initial email . If you still haven’t heard back after that and you’re  determined  to make this work, you could try visiting the professor during their office hours. Or… take the hint and move on to your next contact.

Advanced strategies for sending a cold email to a professor

Don’t email two professors from the same department at the same time with the same request.

Professors in the same department are more likely to talk to one another than professors in different departments or different schools. If they figure out you’ve emailed both of them,  suddenly your personalized request doesn’t feel so sincere .

Also, you should probably limit your cold emails to two professors in the same department total.

Flattery can work… if it feels sincere

Flattery is an art. If your flattery is coming from a genuine place, that will shine through. If you tell the professor a minor detail in a report they wrote 10 years ago changed your life… that’s less believable.

Your goal is to adequately  praise the professor’s work without coming off as insincere  or too sycophantic.

The basic principle of enticing any Professor when sending cold email is this: ‘Everyone likes to be quoted’ Once you understand this, you are good. — Oludayo Sokunbi (Deewon) (@Oludeewon) September 16, 2021

Warm up the cold lead by talking with other students already working with the professor

If you’re looking to join a professor’s lab or research group, contact the other undergrad or graduate students in that group. Pick their brains on what the professor is looking for and what messages might resonate.

Schedule your email for the right time

What’s the best time to email a professor?  Early-ish in the morning  so they get the email as they start their work day.

Also, avoid sending big requests when professors are busy around midterm and final time (if the professor teaches classes).

Important points to remember while emailing: 1. Schedule your email so that it reaches them before their office hours (around 8 AM their time zone) 2. Use the correct salutation (Dr./Mr./Miss etc.) @OpenAcademics @PhDfriendSana @hapyresearchers — Graduate School Counsellor📚🏫✈️ (@sjay_yayy) August 8, 2021

Warm up with a different request

If you have time to play the long game, you can establish a relationship with a cold email with a light request… then, down the road, send a warmer email with your big request.

This trick will make a professor respond to your cold email https://t.co/xIaUz9A5nm — Muneer Yaqub🇺🇸🇳🇬 (@elMunir5) May 24, 2022

For example, you could email a professor now telling them you’re citing their research in a paper you’re writing. Ask a clarification question, ask for a quote, ask if they can send you a copy —  any low-lift request .

Now, when you reach out in a few months about joining their research group, you can cite your prior interaction.

Dr. Malta agrees with the slower approach. “If, by any chances, you met this person at a cocktail party, how would you approach? You probably wouldn’t just walk up and start pitching them, right? … You might try to connect with this person, either by mentioning a shared friend or interest, and later you could make your pitch.”

How to end an email to a professor

It’s easy to overthink the end of your email. Make sure you end with a thank you — for their time and their consideration. Avoid saying “Thanks in advance” — that’s too presumptive.

“Finish with something nice,” Dr. Malta says, “If it’s appropriate, mention that you understand that their schedule is busy, assuring that they can reply when they have time.”

As for your “last word,” you can use “Regards,” “Sincerely,” “Thank you,” or anything else formal or semi-formal . (So as much as you want to end with “Keep it real,” resist the urge.)

How to email a professor about joining a research group or lab

An email to a professor about joining a group  needs to accomplish a lot of things in only a few paragraphs . You need to introduce yourself, demonstrate deep understanding and admiration for the professor/group’s work, show why you’re qualified to join and would be an asset, and give a call-to-action.

It should also trend toward a formal tone without being  too  stilted or unnatural.

Here’s a sample.

Template for joining a research group

Dr. Jones, My name is Myra Smith and I’m a first-year graduate student in the archaeology program. I was intrigued by your paper on the contravening impact of reptiles in the antiquities retrieval process. The section on the psychosomatic aspects of an archaeologist’s anathema toward snakes was particularly compelling and inspired; I cited it in my graduate thesis on the intersection of biology and archaeology. As an aspiring swashbuckling archeologist with an academic specialization on mythical religious antiquities and invertebrate avoidance, I would appreciate an opportunity to talk with you about joining your research group for the upcoming year (and beyond). My resume is attached and I am available for a chat in person, on Zoom, or over the phone. Please let me know if we can schedule a time. Regards, Myra Smith

Why the template to join a research group works

Here’s what this template does:

• Opens with the  correct title  (Dr. in this case).
• Has a  quick introduction  of the sender.
• Includes a brief discussion of the professor’s work. It shows the  student has read and understood the work  (and, in this case, even cited it).
• Gives the  student’s credentials . It shows the professor  why the student would be an asset to the group .
• Includes a  call-to-action  to reply.

Email to ask for thesis advisor or dissertation chair

The process of reaching out to a thesis advisor has some similarities to the research group email. You still need to introduce yourself properly and demonstrate a deep and specific knowledge of the professor’s work.

You should also include your thesis focus. Figure out the best way to  present it so it intrigues the professor and is academically stimulating to them  without giving it all away or going into too much detail — that will draw them in.

Template for asking for an advisor

Dr. Jones, My name is Myra Smith. I’m a junior here at Marshall College in the archaeology department. Your research, in particular your work on the lost ark of the covenant, was the inspiration for the direction I’ve taken with my archaeology studies. The examination of facial liquefaction was particularly transformative. I am currently beginning work on my thesis on mythical religious antiquities. In particular, I’ve found myself focusing on artifacts guarded by the Knights Templar. Are you currently accepting students for thesis advisory? Based on your expertise and academic focus this partnership feels like the perfect fit for my work. Please let me know if we can schedule a time to discuss further. Thank you, Myra Smith

Why this template to a potential advisor works

This template:

• Keeps everything  brief .
• Opens with a  quick introduction .
• Shows an  understanding and admiration for the professor’s work . You shouldn’t say they were an “inspiration” unless they genuinely were; however, citing specifics in their work is important.
• Offers enough information about the student’s thesis to make it clear it’s a new and interesting topic — but leaves it  just  vague enough to  spark the professor’s curiosity .
• Gives a  respectful call-to-action .

Email to a professor for research assistance

Sometimes you may need to contact a professor for assistance with a research project.

In some ways, this cold email is a smaller ask than the others: You’re not asking to join their group or bring them on as an advisor, just for some research help. But in other ways, it’s a bigger ask: Research groups and advisory are defined parts of their job, sending info to a random student isn’t.

You need to  make a compelling case  why you’re reaching out to them. You also need to set a  strategic  deadline — you don’t want to seem irresponsible with a deadline that’s too soon, but also don’t want them to forget with a deadline too far off.

Template for asking for research assistance

Dr. Jones, My name is Myra Smith. I’m a senior at Marshall College in Connecticut in the physics department. I’m currently working on a report on the physics of the whip which I plan to submit to multiple journals. In my research I found your paper “The Versatility of the Whip: Weapon, Swing Assistant, or Artifact Retrieval?” Your empirical whip experience in all three facets is unique, to say the least, and your insight would be invaluable. Would you be available for a brief, 15-minute interview so I could ask some follow-up questions to your work? I can also email the questions if that’s more convenient. Please let me know if you’re available at any time in the next two weeks. Thank you, Myra Smith

Why this template for research assistance works

Here’s why this template works:

• The student  introduces themself in a succinct manner .
• The email  cites the professor’s relevant work  and makes it clear why the student is specifically reaching out to  them .
• The student  keeps the request for time brief  and convenient.
• The student sets a  strategic deadline without being pushy .

How to ask a professor for a letter of recommendation via email

A letter of recommendation request isn’t a true cold email — after all, the professor should know who you are if you’re asking them for the letter.

However, this is a cold request — in that they aren’t expecting it and it’s adding work to their plate.

A good letter of recommendation email will “re-introduce” you by covering your history with the professor, jogging their memory  about your relationship. It will explain  why you need the letter  of recommendation. And it will set a  reasonable deadline  — much like the research request above, a deadline that’s not too soon but not too far away.

Template for asking for a letter of recommendation

Dear Dr. Jones, It’s Myra Smith from Archaeology 504: Making Your Comeback by Searching for Alien Artifacts. The course has been fascinating, of course, much like the other two courses I’ve taken with you in the past. I was hoping based on my work in the class and our conversations during your office hours (in particular our hour-long chat on crystal skulls) you could write a recommendation letter for me. As you can see from my attached resume, I’m planning to apply for jobs for procurement at museums all around the world. I know a recommendation from you carries a tremendous amount of weight and would be invaluable as I begin my career. Please let me know if you’ll have availability to write the letter sometime in the next few weeks. I’m planning to begin applying in October. I’d also be happy to come by during your office hours to discuss this further. Thank you, Myra Smith

Why this letter of recommendation request works

This request does a lot in only four paragraphs.

• It  re-introduces the student  and jogs the professor’s memory on their experience together.
• It lays out  why the student needs the recommendation .
• It uses flattery, but  the flattery is genuine .
• It sets a  reasonable deadline  that shows the student isn’t operating last minute… but that there’s some sense of urgency.
• It  makes things easy on the professor , as the student offers to come to office hours as a follow-up.

Now that we’ve covered the strategies and templates, I’m going to walk you through  setting up these emails in GMass .

GMass is a cold email platform that works directly inside of Gmail or Google Workspace — no external app required.

Even though, in many cases, you’ll be sending these emails one at a time, you can (and should) still use GMass’s features like tracking, automated follow-ups, and scheduling.

And if you are sending emails to multiple professors at once, GMass’s Google Sheets integration should make that process even easier. With GMass, you’ll be able to  personalize the emails at scale .

Download and connect to GMass

Get started with GMass for free by  downloading the Chrome extension  from the Chrome Web Store. On the GMass free plan you can send up to 50 emails in a day. That should more than cover your needs here.

Our only ask: Based on our thousands of reviews, after you see GMass in action, you’ll realize there are so, so many ways you can use it in your future academic life and professional life. So please remember GMass when you’re ready to upgrade to a paid plan (or team plan) with a higher sending limit.

It should  only take a minute or two to download GMass and connect it to your Gmail or Google Workspace account . For step-by-step instructions, our  quickstart guide  will walk you through.

Compose your email

Open a Gmail compose window and type up your cold email — just like you’d type any other email.

Schedule, follow-ups, and tracking

Click the small arrow next to the red GMass button to bring up the settings for this email campaign. (Even though it’s a single email, we’ll still call it a “campaign.”)

Open and click tracking

Open and click tracking  are both turned on by default. If you want to turn them off for whatever reason, uncheck the boxes. GMass will track replies and bounces regardless.

Scheduling the email

Click into the  Schedule  section of the settings.

Use the dropdown menu next to “Time” to set the date and time for the email. (First thing in the morning is the recommendation.)

Set up an automated follow-up

You can use GMass to set up an  automated follow-up  — one that will only go out if the professor doesn’t reply to your initial email.

Click into the Auto Follow-up section of the settings.

Check the box under Stage 1. Then set the auto follow-up to go out If  No Reply  after  7  days. That means this follow-up message will go out after one week if the professor hasn’t replied.

Type your message in the box. I kept it  brief, polite, and formal  in this example.

Sending a test, then sending the email

You can  test the email (and the follow-up sequence)  with GMass.

At the top of the settings box, click the arrow next to the purple Send Test button. Then check the box next to “Send all stages” — that will send you the entire sequence.

Now  click the Send Test button  and check your inbox for a test version of the email.

As you can see,  the follow-up will come as a reply to the prior email . That simulates how you’d send the email if you were doing this process manually, not automated.

Check and double-check your emails to make sure everything looks right, there are no typos, you’ve remembered to attach what you said was attached, and you’re happy with what you’ve written.

Once you’re satisfied with the email, return to your draft and  hit the red GMass button to send . (Or, if you’ve scheduled the email for some time in the future, to queue the email to go out at the designated time.)

Re-using this template in the future

If things don’t work out with this professor, you can quickly re-use this email (and its follow-up) with  GMass’s template feature .

GMass turns any email you send into a template you can re-use  with one click.

To use a past GMass campaign as the template for a new campaign, open a new Gmail compose window and head into the GMass settings.

Click on the dropdown under Templates.

Then select your prior email from the list.

GMass will automatically fill in the old template in the compose window. Your settings and auto follow-up(s) will also carry over. Now you can edit this email to send to the next professor.

Sending multiple cold emails at scale with GMass

The how-to guide above works for sending a single email to a single professor. But what if you need to email multiple professors?

You can set that up in GMass — and use  mail merge  to make sure every email is properly personalized.

Set up a Google Sheet

Set up a  Google Sheet  with the professors’ info. In my sample here, I included columns for email, salutation, first name, last name, an entire personalized paragraph about their research and my connection to that research, and a link to a PDF of my research tailored toward their specialty.

Connect the Google Sheet to GMass

In Gmail, click the spreadsheet icon next to the Gmail search box. Then connect to this Google Sheet. (You will need to give GMass permissions to access your Google Drive files the first time.)

The Gmail compose window will come up once you’ve connected your spreadsheet.

You can use mail merge tags to fill in the data from your Google Sheet. Type a left curly brace  {  and you’ll see a list of your column headers — which are now  the merge tags for your email .

Here’s my email with the merge tags.

Personalized attachments

You can send  personalized attachments  with these emails by putting links to those attachments in your Google Sheet. GMass will “download” the file from that link and attach it to the proper email when you send.

It’s a  great way to add things like a tailored resume, cover letter, research findings, or other information .

Create drafts

When you’re dealing with sensitive information in a mail merge, you may want to review each email before you send it. You can do that with GMass’s  drafts feature .

In the GMass settings, click “Create Drafts” under Action.

GMass will create a draft of each personalized message. You can find them in your Gmail drafts folder , then either send them or delete them (to edit the email or your Google Sheet).

Cold emailing professors isn’t easy — and it’s natural to feel all sorts of anxiety right before and right after you send.

But cold email is a  fantastic  way to connect and communicate — and to  work with the professors you most want to work with .

You (almost certainly) won’t have a 100% success rate. But if you can avoid taking that personally, you stick with cold email, and you  keep refining and improving the messages you send  — you will get results.

We hope  GMass can be a huge asset for you  in the cold email process. Whether you’re sending a cold email to one professor or a whole list, GMass adds cold email features directly inside Gmail which can improve every step of the process.

Download  GMass from the Chrome Web Store to get started. And try it out for free — you can send up to 50 emails per day during your free trial period.

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