When reaching out to potential professors to express interest in their research and inquire about graduate research opportunities, it's essential to be well-prepared and professional. Here’s a guide to help you gather information and craft an effective email.
Before reaching out, gather detailed information about the lab and the professor:
Specific Research Topics and Projects
Understand the current research topics and projects being pursued in the lab.
Look for ongoing projects that align with your interests.
Recent Publications and Key Findings
Review recent publications from the lab to understand the latest research findings.
Take note of key papers and significant contributions to the field.
Faculty Member’s Background and Research Contributions
Learn about the professor’s academic background, career achievements, and significant research contributions.
Familiarize yourself with their research philosophy and long-term goals.
Tips:
Try checking out the professor's website, Twitter/X account, or any other academic socials.
If you have a prospective program and advisor in mind, it is not too early to reach out! The earlier you get on their radar the better, and they can better prepare to have you as a student. This is a proactive timeline however this can be done in an accelerated manner close to the deadline if necessary. If you have surpassed this timeline DO NOT let that be the reason you don't apply!
Research Programs and Faculty (see above)
Initial Outreach
Send a concise, professional email to professors (see below)
Include your CV (if expected in your discipline), a brief introduction, and specific reasons for your interest in their research.
Ask about potential opportunities for graduate students in their lab or if they are "currently accepting students"
Follow Up (2-3 Weeks After Initial Email)
If no reply, send a polite follow-up email, restating your interest.
If they respond positively, maintain the conversation by asking about their lab’s current projects or upcoming opportunities.
Engage During Summer or Virtual Events
If professors or programs host summer webinars or virtual info sessions, attend and engage actively.
Plan Campus Visits (If Applicable)
Some programs may allow prospective students to visit informally; this can be a good opportunity to meet professors and current students.
Confirm Availability in the Lab
Ask about their plans to accept new graduate students.
Discuss potential fit and funding availability if they haven’t mentioned it.
Prepare Your Application Materials
Consider sharing drafts of your personal statement or CV if the professor is open to reviewing them.
Submit Early
If rolling admissions are available, consider submitting your application in November to show serious interest.
Send a Reminder Before Submission
Notify professors of your finalized intent to apply and thank them for their guidance.
Stay Professional
Express your enthusiasm about potentially joining their lab.
If you’ve had prior communication, reiterate your excitement about their ongoing research.
Thank and Follow Up
After applying, send a brief note thanking the professor for their time and letting them know you’ve applied.
Respond Promptly to Interviews
Be prepared to discuss how your research goals align with theirs during any interviews.
Note:
If you procrastinated beyond this suggested timeline (which we all do at times), still don't hesitate to reach out to faculty just do so ASAP - it doesn't hurt to check!
Subject Line
Example: "Prospective Graduate Student Interested in Your Research – [Your Name]"
Email Body
Opening
Introduce yourself and mention how you found out about the lab.
State your current academic status and the degree program you are interested in.
For example: "My name is [Name], and I am currently a [Your Current Academic Status] at [Your University]. I came across your research while exploring potential labs for my [Degree Program] and found your work in [Specific Research Area]..."
Interest in the Lab
Explain why you are interested in this particular lab.
Mention specific aspects of the lab’s research that align with your interests and goals.
For example: "I am particularly interested in your work on [Specific Research Topic]..."
Your Background
Provide a brief overview of your academic background, research experience, and relevant skills.
Highlight any specific experiences or accomplishments that make you a good fit for the lab.
For example: "My academic background includes a [Your Degree] in [Your Major] from [Your University], where I focused on [Relevant Topic]. During my undergraduate studies, I conducted research on [Related Research Project], which equipped me with skills in [Relevant Skills]. Additionally, my internship at [Relevant Experience] provided me with hands-on experience in [Related Work]."
Questions and Next Steps
Express your interest in discussing potential opportunities in the lab.
Ask specific questions about the lab, available positions, or the application process.
Mention your availability for a meeting or phone call to discuss further.
For example: "I am very enthusiastic about the possibility of contributing to your lab and would love to discuss any potential opportunities for collaboration. Could you please let me know if there are any available positions for graduate students in your lab? I am available to discuss further at your convenience and would be happy to arrange a meeting or phone call."
Professional Email Signature
Sincerely,
[Your Full Name]
[Your Contact Information]
[Your LinkedIn Profile or Personal Website, if applicable]