How to compose an effective message to potential supervisors?
Getting the attention of supervisors is one of the biggest challenges faced by PhD applicants. Regardless of reaching out to the supervisor in time, their emails often remain unanswered. PhD supervisors receive a large number of enquiries from new candidates to check if they can be a part of their research group. Apart from this, supervisors are often busy with other academic duties and are unable to reply to all enquiries on time. In this article, we use our experiences to provide some tips on how to write an effective message to PhD supervisors.
Guidelines for your first email
Identify your interests
Before reaching out to a supervisor, it is advisable for students to identify their own interests. For example, if you are planning to conduct research in artificial intelligence, then know about the latest developments and trends. This will help you understand the subject area, gaps in the existing research and how your skills can contribute to the field of artificial intelligence. It will further ensure that your research topic matches with the work and interests of your potential supervisor.
Once you identify your research interest, conduct online research to see which universities have a PhD program in this area. Universities often list the work of their supervisors on their websites. Understanding the work of different supervisors can be helpful in creating a list of supervisors you can contact for your research. Some researchers are also active on professional networks such as LinkedIn. By going through their profile, you will be able to learn about their latest publications and their expertise.
Research about the supervisor
Your journey towards becoming a successful researcher begins with the steps you take to find out more about the supervisor you are planning to contact. Before contacting a potential supervisor, make sure to conduct thorough research about them. I have come across multiple messages where candidates had no idea how their subjects aligned with my work. Or even if they had some idea about my work, they were not able to clearly state how their expertise could be helpful in the research project.
For example, many candidates send vague messages like “I have completed my master’s in computer engineering, and I am looking forward to conducting research in artificial intelligence. I hope you can consider hiring me for your research project.” These messages do not clearly state how the student’s master’s in computer engineering will align with my ongoing research on artificial intelligence. Instead of sending unclear messages, writing a clear and impactful message can get the attention of the supervisor.
Draft your first message
After identifying your research interests, knowing about the supervisor and understanding your strengths, the next step is to draft your first message. An ideal way to reach out to a potential PhD supervisor is by sending them an email. Following the below tips to write your first email will demonstrate your professionalism and keen interest in working with the supervisor.
Focus on the subject line
Your email’s subject line will be the first thing a supervisor will see before reading the entire message. Thus, make sure to keep the subject line clear, informative and precise. A recommended format for writing a subject line is, “Potential PhD Student – [Your Name] – [Research Area]”. This kind of subject line will inform the supervisor about the purpose of your research and also motivate them to open and read the email.
Opening paragraph
Begin your email with a formal salutation using the supervisor’s title and last name, such as “Dear Professor Smith”. Address the supervisor correctly by checking their details on the university website. After adding a salutation, use a clear opening sentence to state the purpose for writing.
Demonstrate how your skills align with the research project
Highlighting your relevant skills, experience and achievements will show your unique qualifications for the opportunity. For example, start by adding your degrees, GPA if exceptional, past publications or conference presentations, technical certificates, awards or scholarships and work experience that you have received in the past. Suggesting how you can add value to the research project or giving a few details about your long-term vision can motivate supervisors to have faith in your work. Remember that you have to just give an overview of your qualifications and not replicate everything written in your CV.
Explain your research
PhD supervisors are more likely to work with candidates whose interests and vision align with the research project. As a PhD is a long-term commitment, having different viewpoints might not help supervisors in building a rapport with new researchers. Thus, remember to give an idea about your research goals by adding a few lines about it and the events that motivated you to conduct research in a specific field. Start by stating the research problem you are interested in, listing a few reasons that suggest why the research is unique and describing potential methodologies that you might use. Lastly, make sure to indicate how your potential research aligns with or extends the supervisor’s current work.
Ask questions
Asking open-ended questions can further demonstrate your engagement with the field. Instead of asking easy questions, ask thoughtful questions. For example, you can ask questions to enquire about the current challenges in the research area, potential for future research or collaborative opportunities within the department.
Conclude your message professionally
It is common for students to send a message without adding a proper ending statement. While it is not mandatory, adding a concluding statement can show professionalism. To close your message, thank the supervisor for their time and consideration and further express your enthusiasm for potential collaboration.
Follow-up
Although most of the supervisors respond to messages within a few days, as a rule of thumb, you can wait for one or two weeks to send a follow-up email. As supervisors can have hectic schedules, prefer to send one or two polite reminder emails instead of sending multiple emails every day.
Conclusion
Sending a well-composed initial message to the supervisor can set the stage for further discussion and potentially lead to a successful PhD application. Remember, the goal of your message is to demonstrate your interest and how well-prepared you are in making a meaningful contribution to the supervisor’s research project. With proper planning, you can easily craft a message that is concise, compelling and effective in making a good impression on the supervisor.