Email plays an essential role when approaching a professor for scholarships, funding, and research supervision. The content of your email is the first impression you will give, and it reflects whether you are a serious and well-qualified applicant. So, what is the best way to write an email that increases your chances of being selected for a position in the professor’s lab or research group? Below are guidelines on the structure and content of the email.
Your email should clearly demonstrate that you are a qualified and suitable candidate for the open position in the professor’s lab. It should be short, clear, and concise without repeating all the details of your CV. Always make a strong first impression by reading about the professor’s research projects and mentioning them in your email. Throughout the email, pay attention to grammar and punctuation.
1. Subject Line
Professors are often busy with their research work and student supervision, so they may overlook emails. To avoid this, always include a strong, informative, and attention-grabbing subject line. A good subject line helps the professor understand the purpose of your email even before opening it. We recommend using a clear and compelling subject line such as:
- “Request for Research Supervision – Fall 2025”
- “Request for PhD Supervision”
- “Request for MS Supervision”
- “Prospective PhD Student Inquiry”
2. Formal Greeting
Your email should be formal and start with Dear Dr. [Last Name] or Dear Prof. [Last Name]. Always use professional salutations and avoid using titles like Mr., Mrs., or Ms.
3. First Paragraph
The first paragraph should contain a brief self-introduction, including your name and where you are from. Mention your qualifications and relevant experience that align with the professor’s research interests or open positions. You can write something like:
I would appreciate the opportunity to discuss your lab’s projects and research in the area of [professor’s research area of interest], as well as potential MS/PhD opportunities in your lab or research group.
Avoid using abbreviations and slang terms.
4. Second Paragraph
In the second paragraph, describe your previous research, work experience, or other skills relevant to the professor’s research. You can gather information about the professor’s current and past research projects from the official lab website. While writing about your experience, avoid unnecessary complexity. Present your expertise and achievements in a clear and easy-to-understand way to help distinguish yourself from other candidates.
Sure! Here’s a sample email you can include after the guidelines section:
Sample Email for MS/PhD Supervision Request
Subject: Request for PhD Supervision in Environmental Sciences – Fall 2025
Dear Prof. [Last Name],
My name is Naeem Ur Rehman, and I am currently pursuing my Master’s degree in Environmental Sciences at [Your University Name]. I am writing to express my interest in joining your research group as a PhD student for the Fall 2025 term.
I have reviewed your recent publications and ongoing projects, particularly your work on urban biocides and their environmental fate. Your research aligns closely with my academic background and research interests. My current thesis focuses on the environmental behavior of pollutants in urban soil systems, and I am eager to expand this work under your guidance, especially in areas involving contaminant transport and risk assessment.
In addition to my academic background, I have two years of research experience in environmental modeling and have presented my work at multiple national conferences. I am confident that my skills in data analysis, laboratory techniques, and scientific writing will allow me to contribute meaningfully to your team.
I have attached my CV, academic transcripts, and a brief research proposal for your consideration. I would be grateful for the opportunity to further discuss any available positions in your lab and how my background could fit within your ongoing projects.
Thank you for considering my request. I look forward to the possibility of working with you.
Sincerely,
Naeem Ur Rehman
[Your LinkedIn/Google Scholar/Website, if applicable]
