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How to Email a PhD Supervisor Without Getting Ignored
Ali Hindi
February 07, 2025
Are you a prospective PhD student struggling to get a response from potential supervisors? You’re not alone. Academics are incredibly busy, and their inboxes are often flooded with emails. But with the right approach, you can craft an email that stands out and gets noticed.
In this blog post, I’ll walk you through the key steps to writing an effective email to a PhD supervisor…one that gets opened, read, and responded to.
1. Nail the subject line
The subject line is your first impression. If it’s vague or uninteresting, your email might get ignored. A good subject line is specific and relevant to the supervisor’s work.
Examples:
"Prospective PhD Student Interested in [Specific Research Area]"
"Inquiry About PhD Opportunities in [Your Field]"
Pro Tip: Avoid generic subject lines like "Inquiry" or "Question." Be specific and show that you’ve done your homework.
2. Personalise the greeting
Start your email with a respectful and personalised greeting. This sets the tone and shows that you’ve taken the time to address the supervisor properly.
Examples:
"Dear Dr. [Last Name],"
"Dear Professor [Last Name],"
Pro Tip: Double-check the spelling of their name and title. Avoid generic greetings like "To Whom It May Concern."
3. Introduce yourself briefly
Supervisors need to know who you are and why you’re reaching out. Keep this section short and to the point—2–3 sentences max.
Example:
“My name is [Your Name], and I am a recent graduate from [Your University] with a degree in [Your Field]. I am writing to express my interest in pursuing a PhD under your supervision.”
4. Show you’ve done your homework
Supervisors want to see that you’ve taken the time to understand their research. Mention specific papers, projects, or findings that align with your interests.
Example:
“I recently read your paper on [Specific Topic] and was particularly fascinated by [Specific Finding/Method]. Your work aligns closely with my research interests in [Your Area of Interest].”
5. Highlight your skills
This is your chance to show why you’re a strong candidate. Focus on skills and experiences that are directly relevant to their research.
Example:
“During my master’s thesis, I developed expertise in [Specific Skill/Method], which I believe could contribute to your ongoing work on [Their Project].”
6. Propose next steps
Make it easy for the supervisor to respond by suggesting a clear next step. Be polite and flexible, but also proactive.
Example:
“I would love the opportunity to discuss potential PhD projects in your lab. Would you be available for a brief meeting or call?”
7. End professionally
A professional closing leaves a positive final impression. Thank the supervisor for their time and consideration, and mention any attachments (like your CV).
Example:
“Thank you for your time and consideration. I look forward to hearing from you. Kind regards, [Your Full Name]”
Check out my PDF below on how to email a PhD supervisor without getting ignored:
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Take home message
Emailing PhD supervisors can feel like a hopeless task. But it doesn’t have to be. As someone on the receiving end of these emails, I can tell you this: when an email is done the right way, I’m far more likely to respond. So, think carefully about how you approach it because a well-crafted email can make all the difference.
Questions to think about
What specific aspect of the supervisor’s research excites you the most?
How can you demonstrate your genuine interest and preparedness in your email?
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