It is now the season for students in the U.S. to begin the stressful, arduous, and sometimes expensive process of applying to PhD programs. One common piece of advice (that we give our own students) is to send emails to faculty at the institutions where you plan to apply. In this blog post, we explain why this is a good thing to do and how to do it. Some students find it very stressful to send these emails, and we hope that the “how to do it” section will make it less stressful. You don’t have to email the faculty, but it can be extremely helpful, and we strongly recommend that you do it.
How To Write An Email To A Professor For Graduate School Admission? ( Contacting Professors )
Why you should email the faculty
Although many students are accepted into graduate programs without emailing faculty prior to submitting applications to programs, there are many good reasons to do so. This can be especially useful for programs that use the apprenticeship model. First, you can find out whether they are actually planning to take new students. You don’t want to waste money applying to a given program only to find out that the one faculty member of interest isn’t taking students this year (or is about to move to another university, take a job in industry, etc.). Information about this may be on the program’s web site or the faculty member’s web site, but web sites are often out of date, so it’s worth double-checking with an email.
Second, and perhaps most important, this email will get you “on the radar” of the faculty. Most PhD programs get hundreds of applicants, and faculty are much more likely to take a close look at your application if you’ve contacted them in advance.
Third, you might get other kinds of useful information. For example, a professor might write back saying something like “I’m not taking any new students, but we’ve just hired a new faculty member in the same area, and you might consider working with her.” Or, the professor might say something like “When you apply, make sure that you check the XXX box, which will make you eligible for a fellowship that is specifically for people from your background.” Or, if the professor accepts students through multiple programs (e.g., Psychology and Neuroscience), you might get information about which one to apply to or whether to apply to both programs. Both of us take students from multiple different graduate programs, and we often provide advice about which program is best for a given student (which can impact the likelihood of being accepted as well as the kinds of experiences the students will get).
If admissions are being done by a committee, an email can still be important. For example, decisions may take into account whether the most likely mentor(s) are interested in the student. Or you might find out that none of the faculty of interest in a given program are currently taking students for lab rotations. This could impact the likelihood that you get into a program, and it might make you less interested in a program if you know in advance that you won’t have the opportunity to do a rotation in that person’s lab. In addition, faculty members can (and will) contact the committee before decisions are made to ask them to take a close look at a particular student’s application, pointing out things that might not otherwise be obvious to them. Finally, the faculty are often involved in the interview process, and having already established a relationship will make the interview less intimidating and more productive.
Why is it important to send a graduate school inquiry email?
Sending a graduate school inquiry email can provide you with a few benefits. First, by contacting the professor before applying, you can learn whether they are accepting new students. Another benefit of a graduate school inquiry email is that it introduces you to the professor running the program. With a graduate school inquiry email, you can provide more details about yourself compared to just an application.
Sometimes, the professor may write back with useful information. For example, they may recommend a different program based on your stated research interests. The inquiry email is an excellent opportunity to start a conversation with a professor before applying to ensure youre applying for the program that suits your needs.
Why email? You want to get to know the professor and get more information on their most recent projects. It is also an opportunity to learn if they are taking on new graduate students or not. It’s important to remember that the professor is looking to see if you are a good fit, but you are also looking to see if they are a good fit for you. After all, you’ll be spending 5+ years in their lab. Emailing will give you a sense of their communication style and possibly their personality. These are both important when choosing a lab eventually
When should you send these inquiry emails? Normally, applications are due sometime in late fall or early winter. I reached out the summer before the fall I applied for graduate school. This gives you the opportunity to develop a rapport with the professor and possibly visit the lab. But don’t be afraid to reach out earlier if you see that they or their graduate students will be at a conference. It’s a great idea to try to meet and chat in person. Conferences are a great way to do this!
What is a graduate school inquiry email?
A graduate school inquiry email is a letter sent to a university faculty member that runs a graduate school program. In this email, you introduce yourself to the professor and state your desire to join their graduate program. Its common, but not always required, for prospective graduate students to send an inquiry email before applying to a program.
How to write a graduate school inquiry email
Below are six steps you can follow to write a graduate school inquiry email:
1. Create a subject line
The subject line is the line that appears within the professors email inbox, so its the first thing they see regarding your inquiry. Its important to write a professional subject line that the professor can immediately notice when they open their inbox. Try to include the words “prospective graduate student” within the subject line, as this clearly states the purpose of the email.
2. Greet the recipient
Within the email, the first thing to include is a greeting for the recipient. For graduate school inquiries, the person you address is usually the professor in charge of the program or department. Be sure to properly address the professor using their title and last name, such as “Professor Smith” or “Dr. Jones.”
3. Introduce yourself
Underneath the greeting, start the email by introducing yourself to the professor so they understand who you are and why youre sending them an email. Include your full name, your current school status and what school you attend. Describe the graduate study program youre applying for and include your intended start date.
4. State your desire
After your introduction, you can go into more detail about why youre applying to them specifically. You can discuss how you learned about their program and aspects of the program that appealed to you during your search. For example, you might say that you read one of their papers or heard them speak at a conference. After this, talk about why youre interested in this subject and why you believe the graduate school program can help you further your studies.
5. Describe your experience
In the next section of your graduate school inquiry email, talk about your prior experience in this field. For example, you can talk about your undergraduate studies, completed internships, research projects or professional experiences. Use this section to demonstrate your abilities in relation to the professors program.
6. Close the email
Finish your email by asking for further consideration. Ask to talk to the professor further about pursuing a graduate degree program. If the professor requested any specific information, such as GRE scores or references, attach these in a separate file and ask the professor to examine them as part of your application materials. Finally, close the email with a sign-off and your full name.
Example of a graduate school inquiry email
Below is an example of an inquiry email for a graduate school program:
Subject: Spring 2022 Prospective Graduate Student Inquiry
Dear Dr. Melvin,
My name is Andrea Johnson, and I am a senior at Alpino University studying psychology. I am currently seeking a graduate school program in behavioral science for the spring semester of 2022. After discovering last years graduate research into human behavior and how its affected by genetics, I believe it aligns well with my own research interests. Im interested in pursuing a graduate-level research position in your program.
During my undergraduate studies, I completed a research project under Dr. Mendelsohn into how children react to different stimulants. It was this initial research project that really inspired me to study this subject further. I believe your lab is the perfect place to do so.
I would love to speak with you about your departments program and whether I would be a suitable fit. As requested on your website, I have attached my GRE scores along with references from two professors. I have also attached a cover letter and my resume to provide you with more information on my background.
Thank you for your consideration, and I look forward to hearing from you.
Sincerely,
Andrea Johnson
Dear Dr. XXX,
I’m in my final year as a Cognitive Science major at XXXX, where I have been working in the lab of Dr. XXX XXX. My research has focused on attention and working memory using psychophysical and electrophysiological methods (see attached CV). I’m planning to apply to PhD programs this Fall, and I’m very interested in the possibility of working in your lab at UC Davis. I read your recent paper on XXX, and I found your approach to be very exciting.
I was hoping you might tell me whether you are planning to take new students in your lab in Fall 2019 [or: …whether you are planning to take rotation students in your lab…]. I’d also be interested in any other information or advice you have.
[Possibly add a few more lines here about your background and interests.]
Sincerely,
XXX XXXX
FAQ
How do you write an email to a Masters?
How do you express interest in a graduate program?
- Step #1 – Investigate your school of interest. …
- Step #2 – Question your motives and craft responses. …
- Step #3 – Develop a mini-profile of your accomplishments. …
- Step #4 – Keep your resume professional. …
- Step #5 – List any special skills or talents you have.
How do you title an email to a professor for graduate school?
