Amateurish emails are a deal-breaker for most professors.
If you’re hoping to land a research position, it’s essential to craft the perfect pitch!
You should use an informative subject line, formally address the professor, emphasize that the professor’s expertise relates to your research, and list your qualifications related to the field of study.
Applying these tips will significantly improve your chances of joining their research group!
Before we start, here is a generic sample email that you can customize to your needs:
Dear Professor >,
I am a > student at > majoring in >. >.
>.
I would appreciate the chance to talk with you about your research in > and about possible undergraduate research opportunities in your research group.
My experience in >, confirmed my intention to develop my research skills and >. I know you are very busy. We could schedule an appointment or I can drop by your office hours on >.
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 contributing to your research team.
Best regards, >
Note that this is an unspecific sample email that you will need to personalize based on your situation.
We will outline the important guidelines you should follow when customizing your email.
Here are the guidelines you should follow when emailing a professor about research opportunities.
The subject line of the application email is the first thing that the professor will see.
This is your opportunity to spark their interest from the get-go.
Avoid using phrases like “Looking for a research opportunity.” Rather try to sound more professional and link your subject line to the professor’s field of research.
For example, you can say:
When forming a subject line, try to use words that clearly indicate what your email is about. Your title should not be deceiving and should be phrased in a manner that does not come across as off-putting.
When emailing professors, it is important that you address them under their formal title: “Dear Professor Surname.” Avoid calling them by their first name, as this can be interpreted as a form of disrespect.
Ensure that you do not use abbreviations, slang, or emoticons throughout your email.
After you have formally addressed the professor, it is important that you introduce yourself.
Consider a message along the lines of “Dear Professor X, my name is (full name and surname). I am in my final year of X degree at X University.”
Buttering up a professor may help you score some brownie points when looking to join their research group.
When emailing a professor, be sure to indicate that you have reached out to them because you consider them to be an expert in the area of research that you are interested in.
Also, explain why you think this professor would be a match for you.
As humans, we are more likely to want to get involved with something if we see a benefit for ourselves. Your professor is no exception.
For this reason, you want to start your email by expressing your desire to pursue independent research in a manner that appears to benefit the professor as well.
You may be able to persuade the professor by highlighting how your research will be a novice contribution to their field of expertise.
Professors are more likely to say yes if you highlight the significance and uniqueness of your research, as it is also an opportunity for their name to be attached to a contribution.
If you have any qualifications, letters of recommendation, or research experience, it is crucial to mention this to the professor.
Showing that you have a basic understanding of the relevant field will significantly facilitate your integration into the research group.
It also indicates that you have set out to find previous experiences, which shows your determination and dedication to this field of research.
After briefly explaining your prior knowledge and experience in the professor’s research field, proceed to inform the professor of the reasons why you are interested in pursuing a research opportunity with them.
When explaining why you would like to participate in a research opportunity under their guidance, be sure to discuss the importance of the proposed field of research, how it relates to your goals and interests, and how you will be able to make a positive contribution to the relevant field.
This is a classic marketing strategy known as a call to action.
It makes it easier for the professor to accept a meeting so that you can have an in-depth conversation about your research.
When asking to schedule a meeting, be sure to relay that you are at the mercy of the professor and will work your schedule around theirs. However, you don’t want to leave the time and date entirely open-ended. Consider giving them a framework to work with so that they can choose a time that best suits them.
For example: “I would be delighted to discuss this research opportunity, I am available every week on Monday to Wednesday from 08h00 to 14h00. Please let me know if you have any availability between these times or if any other day or time would suit you.”
While it is not a must, attaching a research proposal to your email will make your request for a research opportunity look a lot more attractive.
Your research proposal should, at most, be five pages long, as the purpose is simply to give the professor a better idea of what you hope to conduct research on.
Try to keep your proposal as succinct as possible, making it easy for the professor to read quickly while still showing your knowledge and interest in the research topic.
In your research proposal, you should clearly set out what your research aims are, the sources available that are relevant to your research, any potential limitations to your research, and why the research you hope to conduct will contribute to the professor’s field of expertise.
It is not uncommon for students to make amateurish mistakes that can completely discredit their application. Here are three mistakes you should avoid at all costs.
It may come across as impolite if you mention remuneration in the first email, as it appears as if you are simply seeking a research opportunity for financial gain rather than a genuine interest in research and true dedication to the field of research the supervisor specializes in.
Ideally, you would want the professor to be the first person to mention remuneration. Alternatively, you can mention remuneration at a later stage once you are aware that the professor will be able to offer you a research opportunity.
Spelling and grammar are two fundamental parts of research. Sending an email with spelling or grammar mistakes shows carelessness and poor writing skills.
Take the time to run your email through a website that can check your spelling and grammar.
If you’re a night owl, it’s likely that you’re most alert at night. However, not everyone shares these sentiments.
If you send your email after office hours, you risk having the professor receive it during their personal hours.
It might send notifications to their phone or computer, disrupting their personal life. If your email finds them in a grumpy mood after you have disturbed their sleep, the professor is likely not going to be particularly enthusiastic about your proposal.
When emailing your professor, it’s important to email them at a socially acceptable, reasonable time. Any time after 8 am is generally regarded as professional and acceptable.
Emailing a professor about research opportunities can be nerve-wracking. Putting yourself out there and actively seeking research opportunities can also be challenging.
You may have to email quite a few professors before you find one willing to offer you a research opportunity. By sending polite, clear, succinct emails informing professors about your fields of interest and desire to take part in research opportunities, you’re likely to land a research opportunity quickly.
About The Author
Nathan BrunnerNathan Brunner is a labor market expert.
He is the owner of Salarship, a job board where less-skilled candidates can find accessible employment opportunities.
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