How to Email Potential promoter/supervisor

somberskypoem:

So, here we go. I’ll try to fulfil my promise on writing how to first e-mail your potential research supervisor.

Many people confused when it comes to writing in English. My analogy is:

E-mailing foreigner: 3x check

E-mailing foreign researcher: 33x check

E-mailing foreign researcher as future supervisor: 333x check

So, instead of wasting your time to write an e-mail that would not be read by the people behind the PC, why don’t you make an e-mail which is straightforward and polite and keep it simple.

After dealing with several applications, I notice the core of writing a successful e-mail is keep it simple. Why? They won’t bother to read your attachment in your very first email. Like all you did in a face-to -face meeting, first appearance matters. You should keep it concise and address it for the right person. Of course, you won’t e-mailing a marine professor for asking neurological master degree. First, write for someone in correct expertise. 

You should carefully browse the web, especially US universities network because they have a lot of program and news and -implicitly- ask prospective student to email them because they have no detail on their website. Unlike the UK uni, they usually write their entry requirements on a whole paragraph that you can easily find on the bar. You should select the staff and professor tab and read carefully one-by-one Professor who accept supervising for your intended admission year ex: Fall 2017 or September 2017. Check their specialities, whether it match with your research proposal or not. Take some time to peruse your potential supervisor. Do a research!

Second, do not greet them with “Mr/Mrs/Ms”. Yes, this is crucial folks, you don’t know their status quo, so your e-mail won’t looked cranky just because your very first line is nothing more than a false greeting. I won’t explain further about the ethics of e-mail which should comprise clear subject and a ‘thank you’ for closing.

I will give you some formal closing example here:

I look forward to hearing from you.

I look forward for your reply.

For your prompt reply and information, I thank you.

And, no, you don’t do closing like personal e-mail. “Yours faithfully”, or “Sincerely”. Big no! A simple “warm regards” is fine.

Third, never send e-mail to more than one professor in one e-mail. Your mailing list should be very private. So he/she will recognise you really need their answer personally. You need to initiate contact and develop good relation and not to forget to reply the e-mail you’ve got.

Fourth, have a very clear idea of your area of expertise. If your area of expertise match, they won’t give you a second thought to reply your e-mail. You don’t need to attach your research proposal at your very first e-mail. Your supervisor won’t expect any fledged plan at the beginning. Yet you have to now the rough of the field, correct method [some prestigious uni like Oxbridge appreciate experiment research], and last but not the least, the urgency of that variable.

Fifth, be honest with your status. Looking for scholarship, granted funding, etc. It will help the Professor to skim your position and the availability of spot.

If your introductory e-mail does not follow the basic guidelines, there’s an exquisite chance that you won’t get any respond. 

Ah, don’t forget to check the time-zone. You need to ensure your e-mail won’t “ping” at Professor midnight sleep. *blink*

Hereby I give you FIRST e-mail example.

Hope it useful! Love from the writer, Aldani Putri Wijayanti

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Dear Prof. ZZZ,

I am [your name], a [year you study/current bachelor degree] from [college name] majoring [your department]. I am looking for a master of research opportunity at University of [name].

My academic standing has been good so far, and my current GPA is [xx.xx]. I am ranked [xx] in my department. I have background in research about [your field], particularly in [your specific variable/topic]. I have developed a great interest in [your aimed department] owing to course [spesific course taught by the supervisor]. I have recently taken up project work from [your background research] in [name the place/organisation].

It will be a great opportunity if you let me to further develop this topic with you to supervise.

Looking forward to hear from you.

Regards,

[your name]

Graduate student of [Uni]

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