Cold email templates
Cold email templates
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Research Email Templates & Tips
Research Email Templates & Tips
Reaching out to a potential research supervisor can feel intimidating, but a strong email can open doors. This page includes subject line ideas, email writing tips, and templates designed specifically for uOttawa students. Whether you're looking for a volunteer position, a summer project, or research experience through NSERC or USRO, this guide is for you.
Quick Tips Before You Email
Quick Tips Before You Email
Start with research
Before emailing anyone, take 10–15 minutes to look through the professor’s recent publications or lab website. Try to understand their main research themes so your email shows genuine interest. Mentioning something specific will help your message stand out.Keep it short but personal
Professors are often managing labs, teaching, and supervising students. Get to the point quickly, but don’t sound robotic. Show them why their research interests you, and why you want to learn from them in particular.Be honest about your goals
Whether you’re hoping to volunteer, complete a summer project, or apply for NSERC/USRO, say so. It's helpful for supervisors to know what kind of commitment you're looking for and when you're available (e.g., summer 2025, fall semester, etc.).Attach a simple, clean resume
Your resume should be 1 page and highlight things like relevant coursework, technical skills (e.g., pipetting, coding, statistics), or past volunteer roles. You don’t need a ton of experience, just show that you’re motivated and ready to learn.Polish and proofread
Small grammar or spelling mistakes can make your message feel rushed. Read it out loud to catch errors and check that it flows clearly. You want to come across as thoughtful and professional.Use your uOttawa email and name your files clearly
Stick with your school email to look professional. Save your resume as something like Firstname_Lastname_ResearchResume.pdf to make it easy for them to find later.
Template 1: General Cold Email
Template 1: General Cold Email
Subject: Research Opportunity Inquiry – uOttawa Undergraduate Student
Dear Dr. [Last Name],
My name is [Your Full Name], and I’m a [Year] undergraduate student in [Your Program] at the University of Ottawa. I recently came across your work on [brief mention of a specific topic, project, or publication], and it really resonated with my interests in [your area of interest].
I’m currently looking to gain hands-on research experience and was wondering if there might be an opportunity to get involved in your lab as an undergraduate volunteer or assistant. I’m especially interested in learning more about [specific method, technique, or theme they focus on].
I’ve attached my resume for your reference and would be happy to provide any additional information. Thank you very much for your time and consideration, and I hope to hear from you soon.
Best Regards,
[Your Name]
[Your uOttawa Email]
[Phone number – optional]
[LinkedIn or website – optional]
Template 2: USRA or USRO-Specific Inquiry
Template 2: USRA or USRO-Specific Inquiry
Subject: USRA Inquiry – uOttawa Undergraduate Student
Dear Dr. [Last Name],
I hope you're doing well. My name is [Your Name], and I’m a [Year] undergraduate student studying [Your Program] at the University of Ottawa. I’m reaching out because I’m currently exploring the NSERC USRA [or USRO] program and am seeking a supervisor.
I came across your work on [specific project, area, or technique], and I would love the opportunity to contribute to your lab while developing my own research skills in [related topic or technique]. I’m particularly drawn to your research because [insert 1 sentence showing genuine interest].
If you're open to it, I’d be happy to send more information or set up a time to discuss whether this might be a good fit. I’ve attached my resume for your reference.
Thank you for your time and consideration.
Best regards,
[Your Name]
[Your uOttawa Email]
Resume Tips
Resume Tips
Keep it to one page
Include an optional short summary or objective
Highlight lab skills, software (e.g., R, Python, Excel), relevant courses, or certifications
Add GPA (mainly only if it’s strong)
Save as: Firstname_Lastname_ResearchResume.pdf
Final Reminders
Final Reminders
If you don’t hear back in ~10 days, it’s completely okay to send a short and respectful follow-up email. See the template below.
It’s normal not to get a response from every professor. Don’t get discouraged and keep trying.
Always personalize your message for each lab or supervisor! A tailored email is more likely to get a response.
Follow-Up Email Template (2 weeks later)
Subject: Follow-Up – Research Opportunity Inquiry
Dear Dr. [Last Name],
I hope you're doing well. I just wanted to follow up on the email I sent last week regarding potential research opportunities in your lab. I remain very interested in your work on [brief topic] and would love the opportunity to get involved or learn more about your current projects.
If you’re currently not taking on undergraduates, I completely understand and still appreciate your time. Thank you again for considering my request.
Best regards,
[Your Name]
[Your uOttawa Email]
Need help reviewing your email or resume? Reach out to us at dendriteuottawa@gmail.com or message us on Instagram at @thedendriteuottawa.
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