Introduction

Sending a cold email for a PhD to a renowned researcher you have never met feels like sliding into their DMs! You hope they don’t ghost you! However, reaching out to a potential supervisor is often the first step in securing a PhD position. Crafting a professional and effective email can make all the difference. So, here’s how to write a cold email for a PhD that gets noticed, and more importantly, gets a response!

1. What to include
2. Dos and don’ts of Cold emails
3. Example of a bad cold email
4. Template!
5. Final Tips for Success

Why are cold emails important?

Cold emails allow you to introduce yourself to your potential supervisor while expressing interest in their lab. A well-written email shows initiative and professionalism, which can leave a lasting impression. Remember, academics receive countless emails a day, so yours must stand out!

Note: Supervisors also advertise PhD opportunities at FindaPhD.com all year round!

What to include

1. A clear subject line

• Keep it short, specific and professional. For example:
  • Prospective PhD student interest in [Research Area]Inquiry About PhD opportunities in [Lab name]
  • Interested in PhD Research on [Specific Research Topic]

2. A Polite Greeting

• Formally address the supervisor using their academic title (Dr. [Last name] or Professor [Last Name].) Remember to double-check their title to avoid any errors!

3. A Brief Introduction

• Mention your status (master’s student, PhD, recent graduate etc.) and your field of study
• Highlight your relevant achievements or experiences
• Keep this concise-two to three sentences max

4. Explain why you are reaching out

• Explain why their lab caught your attention
• Remember to BE SPECIFIC, sending universal emails to loads of supervisors about why you love science, in general, will get you nowhere!
• Reference a recent paper, project, or research area
• Connect it with your own interests and goals

5. What are your intentions

• Clearly state your purpose
• Are you seeking a PhD position, funding information, or general information about their lab

6. How do your studies and experience align with their labs?

• What about you makes you a good fit for their lab
• For example: Are you doing your thesis in the same area as their research? Have you already done an internship in this field? Etc.

7. A Call to Action

• Politely ask if they’re available for a meeting, or they have time to discuss potential opportunities
• Keep it open-ended but clear

8. A professional Closing

• Sign off with a polite closing (e.g. Best Regards, or Sincerely) followed by your full name and contact information
• Attach your CV (How to write an academic CV blog post here) and ensure its tailed to the supervisor’s research area

Dos and don’ts of Cold emails

Do	Don’t
1) Keep it concise (around 250-350 word) 2)Tailor to each specific supervisor 3) Proofread for spelling and grammatical errors 4) Follow up politely if you don’t get a reponse within two weeks	1) Copy and paste generic emails, these are easy to spot and will be ignored 2) Ask a generic question that can be found on the website 3)Use causal language

Example of a bad cold email

Why This Cold Email is Bad:

1. Generic Opening: The email doesn’t address the professor’s specific area of expertise. It also shows little effort to personalise the message, as it does not focus on their research.
2. Vague Interest: Saying “I find neuroscience interesting” is unconvincing. People should elaborate on why. They should also explain how it relates to their career goals.
3. Admitting Ignorance: Phrases like “I don’t know much about your work” can suggest a lack of preparation and seriousness.
4. Lack of Details: There’s no mention of specific skills, achievements, or how they could contribute to the lab.
5. Poor Structure and Tone: The email is overly casual, lacks a professional tone, and doesn’t follow a logical structure.
6. Weak Call to Action: While the email asks about available positions, it doesn’t propose a clear next step or offer a specific way to move forward.

Copy this Template!

Final Tips for Success

1. Do your homework: Familiarise yourself with the supervisor’s research. This can be done through google scholar, PubMed or the labs website. Mention specific details showing you have a genuine interest
2. Be patient: Academics are busy people, so don’t get too worked up if they don’t reply immediately. Give it some time before sending a polite follow up email
3. Practice makes perfect: Draft your email and have someone else review it for clarity and professionalism
4. Personalise: Remember to make each email unique! Sending a generic email to multiple supervisors will not look good!

Conclusion

Reaching out to potential supervisors can feel daunting, but a well-crafted email can open doors and exciting opportunities. So, so take a deep breath, hit send, and who knows, this could be the first step towards your dream PhD!