sample email to professor for graduate research assistantship pdf

How to Email a Professor for PhD and MS Supervision

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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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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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Written Samples

• 10 Sample Emails to Professors for Master’s Admission

Email communication has become an integral part of the modern academic world, especially when it comes to pursuing higher education.

Whether you’re seeking admission to a master’s program, looking for guidance on your research interests, or expressing your gratitude for a scholarship award, crafting well-structured and professional emails to professors is key to making a positive impression.

In the competitive landscape of master’s program admissions, the way you communicate with professors can greatly influence your chances of success. Your emails should not only convey your genuine interest but also reflect your professionalism and readiness for graduate studies.

To assist you in this endeavor, we’ve compiled a comprehensive guide with 20 sample emails, each designed for specific stages of the application process.

Sample Emails to Professors for Master’s Admission

Below are some sample emails that cover a wide range of scenarios, from initial inquiries about program details to follow-ups after interviews, expressing gratitude for scholarship awards, and more.

Each email is thoughtfully crafted and follows best practices for effective communication in academia.

1. Initial Inquiry Email

Subject: Inquiry About Master’s Program Admission

Dear Professor [Professor’s Last Name],

I hope this email finds you well. My name is [Your Name], and I am writing to express my strong interest in the [University Name] Master’s Program in [Program Name] for the upcoming academic year. I have read about your impressive research in the field of [Specific Research Area], and I am excited about the prospect of studying under your guidance.

In my pursuit of higher education, I have developed a keen interest in [Related Field] and believe that the resources and expertise offered at [University Name] align perfectly with my academic and career goals. I would appreciate it if you could provide me with more information about the admission requirements, application deadlines, and any specific prerequisites for your program.

I have attached my resume and transcripts for your reference. I am eager to learn more about the program and how I can contribute to the academic community at [University Name]. Thank you for considering my inquiry.

[Your Full Name] [Your Title] [Your Organization] [Contact Information]

2. Formal Application Email

Subject: Application for Master’s Program in [Program Name]

I hope this email finds you in good health. I am writing to formally apply for admission to the Master’s Program in [Program Name] at [University Name], beginning in the [Academic Year].

Having carefully reviewed the program’s curriculum and faculty profiles, I am particularly excited about the opportunity to work with you on research related to [Specific Research Area]. Your work in this field, as evidenced by [mention specific publications or projects], aligns perfectly with my academic and career aspirations.

I have submitted my online application, along with all required documents, including transcripts, letters of recommendation, and my statement of purpose. I have also ensured that my recommenders have submitted their letters directly.

I look forward to the possibility of joining the [University Name] community and contributing to the ongoing research efforts in [Specific Research Area]. If you require any additional information or documents, please do not hesitate to let me know.

Thank you for considering my application.

Warm regards,

3. Follow-Up Email After Application Submission

Subject: Follow-up on Application Status for Master’s Program

I hope this email finds you well. I wanted to follow up on my application for the Master’s Program in [Program Name] at [University Name], which I submitted on [Date of Submission]. I am eagerly awaiting news regarding the status of my application.

I remain deeply interested in the program, and I am enthusiastic about the opportunity to contribute to research in [Specific Research Area] under your guidance. I understand that the admissions process is highly competitive, and I appreciate the time and effort that the admissions committee invests in reviewing applications.

Is there any additional information or documentation you may require from my end? Please feel free to reach out if there are any updates or if you need further clarification regarding my application.

Thank you for your attention to my application. I look forward to your response.

Best regards,

4. Expressing Gratitude for Acceptance

Subject: Gratitude for Acceptance to Master’s Program

I hope this email finds you in good spirits. I am writing to express my heartfelt gratitude for offering me the opportunity to join the Master’s Program in [Program Name] at [University Name]. I am thrilled to accept your generous offer of admission.

Your research in [Specific Research Area] has been a significant source of inspiration for me, and I am excited about the prospect of working closely with you and contributing to the ongoing research efforts within the department.

I understand that the next steps involve the registration process, course selection, and orientation. I would greatly appreciate it if you could provide me with guidance on these matters and inform me of any important deadlines.

Once again, thank you for this incredible opportunity. I look forward to beginning this new chapter of my academic journey at [University Name].

5. Request for Meeting Before Enrollment

Subject: Request for a Meeting to Discuss Program Details

I hope you are doing well. As the start of the Master’s Program in [Program Name] at [University Name] approaches, I am eager to connect with you and discuss some important aspects of the program.

I believe that a face-to-face meeting or a virtual discussion would be immensely beneficial in terms of clarifying any queries I may have about course selections, research opportunities, and any specific requirements or expectations within the program.

Could we arrange a convenient time for a meeting or a virtual call in the coming weeks? I value your insights and guidance and want to ensure a smooth transition into the program.

Thank you for considering my request, and I look forward to hearing from you soon.

6. Email to Inquire About Program Details

Subject: Inquiry Regarding Master’s Program in [Program Name]

I trust this email finds you well. I am writing to inquire about the Master’s Program in [Program Name] at [University Name]. I am extremely interested in pursuing my master’s degree at your esteemed institution and have a few questions regarding the program.

Firstly, could you provide me with information about the program’s core curriculum and any elective courses available? Additionally, I would like to learn more about opportunities for research assistantships or internships within the department.

Furthermore, if you could guide me on the application process and any upcoming information sessions or open houses, I would greatly appreciate it. I am looking forward to applying and want to ensure that I am well-prepared.

Thank you for your time and assistance. I look forward to hearing from you soon.

7. Follow-Up Email After Interview

Subject: Follow-Up After Interview for Master’s Program Admission

I hope this message finds you in good health. I wanted to express my gratitude for the opportunity to interview for admission to the Master’s Program in [Program Name] at [University Name]. It was a pleasure discussing my academic and research interests with you.

I am eager to know if there are any updates regarding the status of my application or if there are additional steps I need to follow. I remain enthusiastic about the program and look forward to the possibility of joining your department.

Thank you once again for your time and consideration.

8. Expressing Continued Interest

Subject: Reaffirming My Interest in the Master’s Program

I hope this message finds you well. It has been a few weeks since I submitted my application for the Master’s Program in [Program Name] at [University Name]. I wanted to take a moment to reaffirm my strong interest in the program.

Your research in [Specific Research Area] continues to inspire me, and I am excited about the opportunity to contribute to the field under your mentorship. If there are any updates regarding my application or if you require any additional information, please do not hesitate to let me know.

I appreciate your consideration and look forward to the possibility of becoming a part of the [University Name] community.

9. Request for Scholarship Information

Subject: Inquiry Regarding Scholarships for Master’s Program

I trust you are doing well. I am in the process of finalizing my plans for graduate studies and wanted to inquire about any scholarship opportunities available for the Master’s Program in [Program Name] at [University Name].

I am highly interested in the program due to its strong alignment with my academic and career goals. However, as I consider various factors, financial support is a significant consideration for me. Could you please provide information on scholarships, assistantships, or any financial aid options that might be available to incoming students?

I appreciate your assistance in this matter and look forward to your response.

10. Expressing Gratitude for Scholarship Award

Subject: Gratitude for Scholarship Award for Master’s Program

I hope this email finds you well. I wanted to extend my heartfelt gratitude for awarding me the [Scholarship Name] for the Master’s Program in [Program Name] at [University Name]. I am both honored and thrilled to have received this scholarship.

Your support significantly alleviates my financial concerns and allows me to fully focus on my academic pursuits. I am excited about the opportunity to contribute to the [University Name] community and excel in my studies under your guidance.

If there are any further steps I need to take regarding the scholarship or any specific requirements, please let me know. Once again, thank you for your generosity.

Tips for Writing Effective Emails to Professors for Master’s Admission

• Be Concise: Keep your emails clear and to the point. Professors receive many emails, so brevity is appreciated.
• Research the Professor: Mention specific aspects of the professor’s work that align with your interests to show genuine interest.
• Proofread: Ensure your emails are free of spelling and grammar errors to convey professionalism.
• Use a Professional Tone: Address professors respectfully and professionally, using proper salutations and sign-offs.
• Attach Necessary Documents: Include attachments such as transcripts, resumes, and recommendation letters as required.
• Follow Up Politely: If necessary, follow up on your application, but do so politely and without being pushy.
• Express Gratitude: Show appreciation when you receive an offer of admission.
• Request Meetings Thoughtfully: If you request a meeting, do so respectfully and with a clear purpose in mind.

The sample emails above should help you navigate various aspects of the master’s admission process effectively. Remember to tailor your emails to your specific circumstances and maintain a professional and respectful tone throughout your communication with professors and university staff. Good luck with your master’s program applications!

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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.

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

By 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!”

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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 Yang

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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• AI, Your Side Hustle Hero to Make Money from Home

Think AI is just for super-smart scientists? Nope! There are tons of ways you can use AI to make some serious cash from home.

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Read : 5 ChatGPT Prompts to Drive Business Growth and Innovation

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Humans still needed: the ai hype is real, but….

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Subscribe to tech newsletters, mess around with new AI programs as they come out, and take online courses. The more you know about cutting-edge AI, the more valuable your skills become!

• Chat GPT Prompts to Drive Business Growth
• Modern Ways to Earn Money from Home in 2024

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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How to Write Email

How to write a professional email to your professor for research assistantship.

Gain insights into crafting compelling emails to professors for research assistantships, unlocking the secrets to securing impactful academic opportunities.

Table of Contents

Key Takeaways

• Use a clear and concise subject line with specific details.
• Address the professor formally and maintain professionalism throughout the email.
• Highlight relevant skills and suitability for the research assistantship.
• Express genuine interest in the professor's research and request a meeting or further discussion.

Crafting a Personalized Subject Line

Addressing the Professor Appropriately

Highlighting Your Relevant Skills

• Proficient in data analysis tools such as SPSS and Excel: Demonstrating analytical skills essential for conducting research.
• Experienced in literature review and academic writing: Able to contribute effectively to the research process.
• Strong communication skills: Capable of presenting findings and collaborating with team members.
• Detail-oriented and organized: Ensuring accuracy and efficiency in research tasks.

Expressing Genuine Interest in Their Research

Requesting a Meeting or Further Discussion

• Clearly outline our qualifications and experience to showcase our readiness for the research assistantship role.
• Express our specific interest in the professor's research group to highlight our enthusiasm for potential collaboration.
• Articulate why research is significant for our academic and career aspirations to demonstrate our commitment to the field.
• Politely request a meeting or indicate our availability for office hours to facilitate a face-to-face discussion about the assistantship opportunity.

Frequently Asked Questions

How to write an email to a professor for a research assistantship?, how do you ask a professor for teaching assistantship email?, how do i request a research assistantship?, how do you ask a professor for a research assistant position?, can the same email format be used for contacting a professor for research opportunities.

So, cast your email with confidence, and watch as the professor's response becomes the anchor that pulls you closer to your academic goals.

Erik – Email, SEO, AI Expert Writer Erik is the strategist, the thinker, and the visionary. His role at Influenctor is pivotal in integrating SEO with AI-driven content strategies. With an extensive background in email marketing and a profound understanding of search engine algorithms, Erik develops innovative strategies that elevate our client’s online presence. His work ensures that our content is seen, felt, and remembered.

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Make your message stand out with a p.s. in email.

• Using “P.S.” in emails can enhance your message and capture recipients’ attention.
• “P.S.” can be used as a powerful tool in email marketing campaigns to drive engagement and conversions.
• Adding a personal touch and using “P.S.” strategically can make your emails more effective.
• Understanding when and how to use “P.S.” properly is important to maintain professionalism and avoid miscommunication.
• An effective “P.S.” can optimize email engagement and help achieve your communication objectives.

Why and How to Use “P.S.” in Your Emails

Understanding the meaning of “p.s.”, using “p.s.” in email marketing, examples of using “p.s.” to enhance your emails.

• Add a personal touch : In your follow-up emails, include a “P.S.” to mention something specific about the recipient, showing that you value their individuality.
• Create urgency: Use a “P.S.” to emphasize a limited-time offer or a deadline for taking advantage of a promotion.
• Include a call-to-action: Use a “P.S.” to urge your recipients to take a specific action, such as clicking on a link or replying to the email.
• Reinforce your main message: Summarize the key point of your email in the “P.S.” to ensure it sticks with your recipient.

When to Use “P.S.” in Your Emails or Letters

• Adding an afterthought: If you have an additional idea or information that is relevant to your message but not crucial to the main body of your email, a “P.S.” is the perfect place to include it.
• Highlighting important details: Use a “P.S.” to draw attention to key information that you want your recipient to remember, such as a meeting time or an important attachment.
• Enhancing readability: If you have a lengthy email, you can use a “P.S.” to break up the text and provide a concise summary or final thought.

Using “P.S.” for Added Punctuation and Clarity

Best Practices for Using “P.S.” in Email Communication

Writing “p.s.” in the body of the email.

Adding a Personal Touch with “P.S.”

Considerations for using “p.s.” in email marketing campaigns, ensuring proper use of “p.s.” in your email or letter.

• Keep the “P.S.” short and concise to maintain its impact.
• Use the “P.S.” to convey important information or emphasize a key point.
• Avoid using “P.S.” multiple times in a single email or letter, as it may diminish its effectiveness.
• Proofread your email or letter to ensure that the “P.S.” is grammatically correct and supports your overall message.

Utilizing “P.S.” as an Additional Means of Communication

Tips for writing an effective “p.s.”, how to make the most of “p.s.” in your email’s main body, adding an afterthought with “p.s.”, understanding the importance of “p.p.s.” in email communication, using “p.s.” in personal email messages, optimizing email engagement with “p.s.”.

How do I write “P.S.” in an email to make my message stand out?

Why should i use “p.s.” in my emails, can i use “p.s.” in email marketing campaigns, when is it appropriate to use “p.s.” in my emails or letters, how can i make the most of “p.s.” in my email’s main body, how to write a professional pto request email.

Planning to request time off but not sure how to approach it? Learn the art of crafting a PTO request email with professionalism and gratitude.

• PTO is a valuable benefit that contributes to employee happiness and prevents burnout.
• Understanding the formal request process for PTO is essential, including advance notice and completion of a leave request form.
• Crafting a persuasive PTO request email involves clearly stating the dates, providing a valid reason, expressing willingness to be available for emergencies, using a professional tone, and offering to make coverage arrangements.
• Tips for successful time off requests include planning ahead, stating dates and reasons clearly, following up with managers, and communicating with the team before and after the time off.

• Plan Ahead : Request time off well in advance, especially for longer vacations or during busy periods. This allows your manager and team to plan for your absence and ensures a smoother transition.
• Be Clear and Concise : When writing the PTO request email, clearly state the dates you're requesting for time off and the reason for your absence. Use a professional and polite tone in your email.
• Offer Coverage : If possible, offer to make arrangements for coverage during your absence. This shows consideration for your team and helps ensure that work continues smoothly in your absence.
• Stay Available : Express your willingness to be available for any emergencies that may arise during your time off. Providing a contact number or email address where you can be reached shows responsibility and commitment to your role.

Can I Use the Same Format for Requesting PTO in an Email?

How to write a catchy p.s. in your email.

Yearning to master the art of email persuasion? Uncover the secrets of writing a compelling P.S. that leaves a lasting impact.

• The P.S. in email is a powerful tool for enhancing communication and marketing strategies.
• Proper formatting and punctuation of the P.S. is important for clarity and impact.
• The P.S. allows for added emphasis, personalization, and strengthening of relationships.
• The P.S. can be used as a compelling call to action, prompting immediate action from the reader.

• Use 'P.S.' or 'PS' without trailing punctuation to capture attention and reinforce the message effectively.
• Consider the audience and formality to decide on the appropriate usage of 'P.S.' in the email.
• Place the 'P.S.' after the signature to ensure it's noticed at the end of the email.

Can I Include P.S. in an RSVP Email?

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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. 

Professional Graduate Research Assistant Cover Letter Examples for 2024

Your graduate research assistant cover letter must demonstrate your dedication to academic research. Highlight specific experiences that showcase your expertise and analytical skills. Connect your scholarly pursuits to the research goals of the department you're applying to. Illustrate how your unique abilities will contribute to their ongoing projects.

Cover Letter Guide

Graduate Research Assistant Cover Letter Sample

Cover Letter Format

Cover Letter Salutation

Cover Letter Introduction

Cover Letter Body

Cover Letter Closing

No Experience Graduate Research Assistant Cover Letter

Key Takeaways

Embarking on your job hunt, you've realized a standout graduate research assistant cover letter is crucial, yet penning one feels like hitting a wall. You know your resume lays out the facts, but your cover letter should breathe life into one significant accomplishment, not echo bullet points. Crafting a narrative that's both professional and cliché-free can be tricky, especially within the confines of a single page. Let's unlock the secrets to creating a cover letter that tells your story compellingly.

• Personalize your graduate research assistant cover letter and get inspired by other professionals to tell a compelling story;
• Format and design your graduate research assistant cover letter to make an excellent first impression;
• Introduce your best achievement in your graduate research assistant cover letter to recruiters;
• How to make sure recruiters get in touch with you, using your graduate research assistant cover letter greeting and closing paragraphs.

What is more, did you know that Enhancv's AI can write your cover letter for you? Just upload your graduate research assistant resume and get ready to forward your job application in a flash.

If the graduate research assistant isn't exactly the one you're looking for we have a plethora of cover letter examples for jobs like this one:

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Graduate Research Assistant cover letter example

Payton Webster

Indianapolis, Indiana

+1-(234)-555-1234

[email protected]

• Emphasizing relevant professional experiences: Mentioning specific roles and responsibilities, such as leading a team during an annual audit and reducing the error rate by 75%, directly correlates to the demands of the role and demonstrates an ability to achieve tangible results.
• Quantifying achievements: Quantitative results, like enhancing data quality by 80%, provides evidence of the candidate's impact and effectiveness in previous positions which can be particularly persuasive to hiring managers.
• Alignment with company's mission and values: Expressing an understanding of the company’s objectives and showing how past work experience and personal philosophy align with those goals, suggests a natural fit and potential for a smoother integration into the company culture.

What about your graduate research assistant cover letter format: organizing and structuring your information

Here is one secret you should know about your graduate research assistant cover letter assessment. The Applicant Tracker System (or ATS) won't analyze your cover letter.

You should thus focus on making an excellent impression on recruiters by writing consistent:

• Introduction
• Body paragraphs (and explanation)
• Promise or Call to action
• Signature (that's optional)

Now, let's talk about the design of your graduate research assistant cover letter.

Ensure all of your paragraphs are single-spaced and have a one-inch margins on all sides (like in our cover letter templates ).

Also, our cover letter builder automatically takes care of the format and comes along with some of the most popular (and modern) fonts like Volkhov, Chivo, and Bitter.

Speaking of fonts, professionals advise you to keep your graduate research assistant cover letter and resume in the same typography and avoid the over-used Arial or Times New Roman.

When wondering whether you should submit your graduate research assistant cover letter in Doc or PDF, select the second, as PDF keeps all of your information and design consistent.

The top sections on a graduate research assistant cover letter

• Header with Contact Information: It includes your name, address, phone number, and email, providing the recruiter with immediate access to your contact details for further communication.
• Opening Salutation: This section addresses the recipient by name if known, such as "Dear Dr. [Last Name]," which shows that you have researched the department and are addressing the correct individual.
• Introduction: This should clearly state your intent to apply for the graduate research assistant position, your current status as a graduate student, and a brief mention of the specific research interests that align with the role.
• Research Experiences and Skills: Elaborating on your academic and research achievements, as well as technical and analytical skills, demonstrates your suitability for the graduate research assistant position and how you can contribute to ongoing projects.
• Closing Paragraph: Express your enthusiasm for the opportunity, reiterate how your skills and interests align with the department's research, and include a call to action such as looking forward to discussing your application in an interview.

Key qualities recruiters search for in a candidate’s cover letter

• Research experience: Recruiters look for candidates who have hands-on experience in conducting research, analyzing data, and publishing findings.
• Technical proficiency: Familiarity with specialized software, laboratory techniques, or programming languages relevant to the field of study indicates a candidate can contribute meaningfully to research tasks.
• Attention to detail: Accuracy is critical in research, and candidates must demonstrate an ability to perform meticulous work without errors.
• Initiative and self-motivation: Graduate research assistants often work independently, so demonstrating the ability to initiate projects and work autonomously is crucial.
• Critical thinking and problem-solving skills: The ability to analyze problems, formulate hypotheses, and develop innovative solutions is key for a successful graduate research assistant.
• Communication skills: Clear and concise writing abilities for drafting reports, as well as strong verbal communication for presenting findings and collaborating with team members, are essential traits.

Greeting recruiters with your graduate research assistant cover letter salutation

What better way to start your conversation with the hiring manager, than by greeting them?

Take the time to find out who the professional, recruiting for the role, is.

Search on LinkedIn, the company website. And for those still keen on making a fantastic first impression, you could even contact the organization, asking for the recruiter's name and more details about the job.

Address recruiters in the graduate research assistant greeting by either their first name or last name. (e.g. "Dear Anthony" or "Dear Ms. Smarts").

If you're unable to discover the recruiter's name - don't go for the impersonal "To whom it may concern", but instead use "Dear HR team".

List of salutations you can use

• Dear [Recipient's Name],
• Dear Dr. [Last Name],
• Dear Professor [Last Name],
• Dear Mr./Ms./Mx. [Last Name],
• Dear Hiring Committee,
• Dear [Department Name] Selection Committee,

Introducing your profile to catch recruiters' attention in no more than two sentences

The introduction of your graduate research assistant cover letter is a whole Catch 22 .

You have an allocated space of no more than just a paragraph (of up to two sentences). With your introduction, you have to stand out and show why you're the best candidate out there.

Set out on a journey with your graduate research assistant cover letter by focusing on why you're passionate about the job. Match your personal skills and interests to the role.

Another option for your graduate research assistant cover letter introduction is to show you're the ideal candidate. Write about how your achievements and skills are precisely what the company is looking for.

However you decide to start your graduate research assistant cover letter, always remember to write about the value you'd bring about. Making it both tangible (with your metrics of success) and highly sought out.

How to write an achievement-focused graduate research assistant cover letter body

We've got the intro and greeting covered. Now, comes the most definitive part of your graduate research assistant cover letter - the body .

In the next three to six paragraphs, you'd have to answer why should recruiters hire you.

What better way to do this than by storytelling?

And, no, you don't need a "Once upon a time" or "I started from the bottom and made it to the top" career-climbing format to tell a compelling narrative.

Instead, select up to three most relevant skills for the job and look back on your resume.

Find an achievement, that you're proud of, which has taught you these three job-crucial skills.

Quantify your accomplishment, using metrics, and be succinct in the way you describe it.

The ultimate aim would be to show recruiters how this particular success has built up your experience to become an invaluable candidate.

Final words: writing your graduate research assistant cover letter closing paragraph

The final paragraph of your graduate research assistant cover letter allows you that one final chance to make a great first impression .

Instead of going straight to the "sincerely yours" ending, you can back up your skills with a promise of:

• how you see yourself growing into the role;
• the unique skills you'd bring to the organization.

Whatever you choose, always be specific (and remember to uphold your promise, once you land the role).

If this option doesn't seem that appealing to you, close off your graduate research assistant cover letter with a follow-up request.

You could even provide your availability for interviews so that the recruiters would be able to easily arrange your first meeting.

No experience graduate research assistant cover letter: making the most out of your profile

Candidates who happen to have no professional experience use their graduate research assistant cover letter to stand out.

Instead of focusing on a professional achievement, aim to quantify all the relevant, transferrable skills from your life experience.

Once again, the best practice to do so would be to select an accomplishment - from your whole career history.

Another option would be to plan out your career goals and objectives: how do you see yourself growing, as a professional, in the next five years, thanks to this opportunity?

Be precise and concise about your dreams, and align them with the company vision.

Key takeaways

We hope this graduate research assistant cover letter writing guide has shown you how to:

• Format your graduate research assistant cover letter with the mandatory sections (e.g. header, greeting, intro, body, and closing) and select the right font (P.S. It should be the same as the one you've used for your resume);
• Substitute your lack of professional experience with your most noteworthy achievement, outside of work, or your dreams and passions;
• Ensure recruiters have a more personalized experience by tailoring your cover letter not just to the role, but to them (e.g. writing their first/last name in the salutation, etc.);
• Introducing your biggest achievement and the skills it has taught you in your graduate research assistant cover letter body;
• Write no more than two sentences in your graduate research assistant cover letter introduction to set the right tone from the get-go.

Cover letter examples by industry

AI cover letter writer, powered by ChatGPT

Enhancv harnesses the capabilities of ChatGPT to provide a streamlined interface designed specifically focused on composing a compelling cover letter without the hassle of thinking about formatting and wording.

• Content tailored to the job posting you're applying for
• ChatGPT model specifically trained by Enhancv
• Lightning-fast responses

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sample email to professor for graduate research assistantship

Ask for a Research Assistant Position: 13 Email Examples

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Sample Email To Professor For Scholarship & Research Assistantship

Hello OD 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 

• 1 Tips of Sample Email To Professor For Scholarship & Research Assistantship 
• 2 Tips & Tricks of How To Write Email to Supervisor

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. To Get Free Certification From International University Enroll Here   United Nations Online Courses 2020 (Verified)

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. Check Here How to make an effective CV. Must Attach good recommendation Letters Check Here. 

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.

I am currently writing a Journal paper on xyz technology to integrate with another xyz technology, which is to be submitted. I am also working on the extension of my previously accepted work which focuses on xyz Moreover, I have good analytical skills and I am an expert in a python programming language.

I got my inspiration by visiting your profile and found that your research interest in xyz is relevant to my research area. I believe there are a number of similarities between your specialization and my research interest and I was wondering if you have any PhD/MS positions for me in your research group. Attached to the email is my CV and transcript for both master/bachelor’s for your kind consideration. I hope to hear from you soon. Thank you for your time.

“Mention Your Name”

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