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Your PhD Application email

Woman using laptop when working from home office

Congratulations on deciding to apply for a PhD!

If you are applying to an institution where direct contact with a potential supervisor is expected, or for a funded PhD requiring supervisor outreach, you are in the right place. This article draws on my experience to help you make that crucial first contact effectively and authentically.

You may already have a topic, or a research proposal based on your interests. While there is a lot to consider (such as funding, refining your proposal, and managing the application process), it is important to begin with the basics: where do you want to study, and who will supervise your work? Have a realistic plan in place for your PhD studies. Remember, your institution affects access to support and resources, the university’s location will be your home for years; and your supervisor shapes your PhD experience. Search for PhDs on jobs.ac.uk and check admission criteria carefully, as processes differ. For example, UK applicants usually contact supervisors directly, while in the US, you apply to programmes and get matched later.

When choosing your supervisor, start by researching departments and academics whose work aligns with yours. Check potential supervisors’ profiles, publications, and projects to see if they are a good fit. A supervisor is also a mentor, so look for someone knowledgeable, inspiring, and collaborative. This research will help you decide who to contact and how to tailor your first email to them.

How to make your first email to the supervisor stand out

Building a strong, collaborative and professional connection with your PhD supervisor from day one is essential. A well-written email can make a lasting impression and significantly boost your chances of being accepted. Let’s start with some advice on how to approach the process strategically.

General advice for reaching out to potential supervisors

First, it is important to emphasise authenticity and a tailored approach. You may wish to reach out to more than one supervisor (in fact, contacting multiple academics is advisable); however, personalisation is key. Never send the same email to multiple academics. Tailor each communication, and the content of the attachments (e.g. research proposal), to reflect the objectives of your unique research project, as well as the specific research interests and expertise of the recipient.

Also, be honest and realistic. You must align your background with the supervisor’s work without exaggeration. It is almost certain there will be knowledge gaps, but acknowledge them and express a genuine interest in learning under their guidance.

Equally important, I advised you not to rely on artificial intelligence to write your email. Your background, personality and ideas should guide the content. That said, artificial intelligence can help you proofread and improve clarity and readability, but the email to your potential supervisor should be authentically your own. Keep the tone natural and sincere, as academics can easily tell if the email does not reflect your voice, communication skills and research skills.

Always respect the culture of the recipient and institution. For example, in the UK, emails are polite and understated. Use correct titles (e.g. Dr, Professor) and the supervisor’s name. Maintain a respectful tone and inclusive language. Avoid cultural or gender biases. Showing professionalism and cultural sensitivity demonstrates emotional intelligence, a key quality in research.

Next, let’s discuss structure, grammar, and confidence. Academics have limited time, so keep your first email short and easy to read (200-250 words, unless otherwise stated). Present your skills and objectives realistically, but use active, first-person (“I”) language and confident, forward-looking phrases. Show advanced, professional communication and review your email for clarity and good pacing. Convey enthusiasm, motivation for the research, and a thoughtful connection between your experience and the proposed topic.

Another important point is how and when you make contact. Send your message from a professional or institutional email address, or one that does not appear too casual. For better response rates, consider sending your email midweek to accommodate the academic’s workload. Always include a clear and specific subject line (e.g. “Prospective PhD student interested in [your topic]”). Be sure to attach all relevant documents (such as your most up-to-date CV and research proposal) and name the files with distinctive, clear filenames (e.g. CV_YourName_date). Unless the application is directly linked to funding, you may mention your funding status or potential scholarship applications, but don’t dwell on them. Close your email in a professional manner: include your full name and institutional affiliation. These details demonstrate you are serious and well-organised.

If you receive a reply, respond within 48 hours and thank them for their time. Be prepared for rejection or even silence, and don’t take it personally, as competition is high. Moreover, academics are busy; they receive hundreds of weekly emails. You may politely request a follow-up if you have not heard back two weeks after your initial email; however, my advice is to be patient and professional.

Specific advice about writing your email

After opening your email with a respectful salutation (Dear Dr/Professor + last name), begin by briefly introducing yourself: provide your name, academic qualifications, institutions attended, and your year of graduation.

In a new paragraph, if you have been referred by another professor or mentor, mention this early on. Then, outline your academic background, research interests, and any relevant work or research you have undertaken that is relevant to the proposed topic. Explain clearly how and why your research interests align with the potential supervisor’s research, referring to one or two specific overlaps, such as recent publications or ongoing lab projects. Clearly state your interest in being supervised by them and your intention to apply for a PhD at this institution.

In the next paragraph, highlight relevant experience and skills that make you a strong candidate for a PhD under their supervision. This may include academic achievements, research training, technical skills, and paid or voluntary experience in the field. Keep it brief, as you can refer to the email attachments for further details. To show academic maturity, refer to a publication or relevant conference in the research field.

As mentioned previously, only refer to funding in passing, unless it is directly relevant to the opportunity.

Your final paragraph should summarise your motivation, key strengths, and suitability for pursuing doctoral research under their supervision. Politely express your interest in a discussion, suggesting a call or meeting if appropriate.

End by thanking them for their time and sign.

Bringing it all together

I have put together key points you may wish to include in your first email to a potential supervisor. This reflects best practice but is not a strict template. Be sure to personalise it, add your own voice, and highlight what matters most, such as specific skills or research interests.

You can find templates online or use artificial intelligence to draft your first email, but don’t lose your authenticity. Do your research, check out real examples of effective communication and successful PhD applications, and above all, be yourself. I suggest the following resources: 1) Searching for and approaching a doctoral supervisor, and 2) How to email a potential research supervisor. Good luck with your application!

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Written by Marsia Bealby

Dr Marsia Bealby is an academic with over 15 years of experience in her teaching career, having taught in both UK and international institutions. She holds a PhD in Ancient History and Archaeology, along with Master's degrees in Practical Archaeology, Museum Practice and Management, International Business, and Strategic Public Relations. She is also about to complete a Master's in Tertiary and Higher Education. Meanwhile, she has built a solid research foundation over the years.

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