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Reaching Out Professionally
Reaching Out Professionally
Now that you have identified your interests and prepared your materials, the next step is to reach out to the labs you’re interested in. This part can feel intimidating, but remember: professors and graduate students expect, and welcome, emails from students. Reaching out shows initiative and professionalism!
Now that you have identified your interests and prepared your materials, the next step is to reach out to the labs you’re interested in. This part can feel intimidating, but remember: professors and graduate students expect, and welcome, emails from students. Reaching out shows initiative and professionalism!
Before You Email
Before You Email
Important Note: If the lab’s website already lists open undergraduate research assistant positions and provides application instructions, you should follow those instructions directly. However, you should still read the guidelines below, as they are helpful for emailing professors and scheduling professional development meetings.
If the lab you’re interested in does have open positions, apply using the links on their website and carefully follow all directions provided.
Writing a Strong Outreach Email
Writing a Strong Outreach Email
When emailing a Principal Investigator (PI), graduate student, or lab manager, make sure your message is personalized. Clearly connect your interests to the lab’s research focus. This demonstrates genuine effort and thoughtful engagement with their work.
A strong outreach email should include:
A clear subject line (e.g., Undergraduate Research Assistant Inquiry)
A brief introduction (your name, year [e.g., senior], major)
A connection to their research (what drew you to their lab)
A request to learn about their lab, openings, or opportunities
A polite closing and thank you statement
Tip: For examples of effective outreach messages, visit the “Templates” tab on this website.
Professionalism Tips
Professionalism Tips
Feel free to adjust the email templates to match your personality, but keep your tone respectful, concise, and genuine.
Your email does not need to sound overly formal—just professional.
Avoid slang, abbreviations, emojis, and overly casual greetings (e.g., “Hey”).
Use proper titles (Dr. [Professor’s Name]) unless told otherwise.
Always double-check your writing for spelling and grammar. Small errors can leave an unprofessional impression. Taking the time to proofread shows attention to detail.
Reaching Out to Multiple Labs
Reaching Out to Multiple Labs
Don’t be afraid to email multiple labs or professors that align with your interests.
Even if a lab isn’t your top choice, the opportunity can still help you explore different research topics, lab environments, and people.
Never copy and paste the same email to multiple labs or professors. Personalize and tailor each message to their specific research focus.
Following Up
Following Up
If you do not hear back after 7-10 business days, it is appropriate to send a polite follow-up email.
Professors and graduate students are often very busy, so don’t feel discouraged.
Tip: For an example of a polite follow-up email, visit the “Templates” tab on this website.
After You Get a Response
After You Get a Response
If a PI or graduate student replies with interest, they may:
Invite you to an interview
Ask you to complete an application
Request additional materials
It is critical that you respond as soon as possible. A timely response shows professionalism and genuine interest.
If you don't hear back, if the lab isn't recruiting, or if you're not selected
If you don't hear back, if the lab isn't recruiting, or if you're not selected
Reaching out to labs comes with uncertainty, but every email you send builds your professionalism and ability to communicate. Not every lab will respond right away, have open RA positions, or select applicants. This is normal and happens to many students.
If You Don’t Hear Back:
Faculty and graduate students are extremely busy. Sometimes emails get buried in their inboxes.
What You Should Do:
Wait 7–10 days, then send a polite follow-up email.
If you still don’t hear back after your follow-up, it’s okay to explore other labs.
Silence doesn’t reflect your potential. Labs often have limited time and openings, so keep exploring opportunities that are the right fit for you.
If the Lab Isn’t Currently Recruiting:
Some labs only take new research assistants once a year or once per semester.
What You Should Do:
Thank them for letting you know.
Ask if you can be notified or apply again when positions reopen.
Continue looking at other labs while you wait.
Keep checking their website or emailing the following semester.
If the Lab Rejects Your Application:
Rejections are common and do not reflect your potential as a student. Labs often receive many more applications than they can accept.
What You Should Do:
Respond with appreciation and professionalism.
Ask (politely) if there are future application cycles or other ways to get involved.
Continue applying to different labs.
Final Advice
Final Advice
Persistence pays off. Continue applying to labs regardless of the outcome.
Rejections are part of the process, not a reflection of your abilities.
Use each experience to strengthen your emails, resume, and confidence.
Stay open to different labs–all labs offer unique opportunities.
Remember that each step builds your skills, shaping you to become a better student and researcher
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