How to write email to professor for MS or PhD Supervision

How to write email to professor for MS or PhD Supervision

How to write email to professor for MS or PhD Supervision: Some Important things about email.

First you have to find professor email from university website. If you want to apply for PhD then write subject

Subject: Request for Phd supervision

or if you want to apply for MS then write subject

Subject: Request for MS supervision

Respected Professor(name), 

Hope this email finds you in good health. My name is (Name). I have completed my Bachelor’s or MS in field of _______ from The University (Name) country name and year.

I have gone through your profile on the University’s website and read some of your published work (you can also mention one professor research paper title) and I found your research work quite interesting and relevant to my research interest. On the basis of the similarities in the research area I am particularly interested in (according to professor research direction)________

I am contacting you to express my profound interest in finding a PhD position in your research Lab. I am very interested in your future project " Project name”. I want to collaborate in your research work as a Ph.D. student. If you accept me as a Ph.D. Student, I will be extremely thankful to you. I will do my best and contribute my research expertise to your research group. I have attached my CV and Transcript.

Note:

*Send Emails only to the one professor from a department at a time and wait for 3 to 4 days. You may send email again or send gentle email reminder. 

If you  are searching email addresses on the professor profile, also look the phone number, search that phone number on WeChat and send request : (if you are applying for CSC Scholarship)

Why supervisor reject email when you apply ?

There can be several reasons why a supervisor may reject an email when you apply for a position. Here are a few possible explanations:

• Lack of available positions: 

Sometimes, supervisors receive a high volume of emails from prospective students, and they may not have any open positions or funding available at that time. In such cases, they may choose to reject the email or not respond to it. Mismatch of research interests: A supervisor may reject an email if the research interests of the applicant do not align closely with their own or with the projects they are currently working on. Supervisors typically look for students whose research interests complement their own and who can contribute meaningfully to their ongoing projects.

• Incomplete or poorly written email:

If your email is incomplete, lacks necessary information, or is poorly written, it may give a negative impression to the supervisor. It is important to ensure that your email is clear, concise, and professional, providing relevant information about your background, research interests, and why you are interested in working with that particular supervisor. Lack of relevant qualifications or experience: If you do not possess the necessary qualifications or experience required for the position, a supervisor may reject your email. They may be looking for candidates with specific skills or knowledge that are essential for the research project.

• Limited availability: 

Supervisors may have limited capacity to take on new students due to their existing workload or commitments. In such cases, they may not be able to accommodate additional students and may have to reject applications. It is important to remember that rejection is a normal part of the application process, and it does not necessarily reflect on your abilities or potential as a researcher. It is advisable to remain persistent, continue exploring other opportunities, and consider reaching out to other potential supervisors who might be a better fit for your research interests and goals.

Can we should send reminder email?

Yes, sending a reminder email can be appropriate in certain situations. If you have not received a response from a supervisor after a reasonable amount of time, it is generally acceptable to send a polite reminder email to inquire about the status of your application or to follow up on any previous correspondence.

When sending a reminder email, keep the following tips in mind:

• Maintain a respectful tone in your email. Remember that supervisors are often busy and may have multiple commitments, so it's important to be understanding and patient.
• Briefly mention the previous email you sent and the purpose of your reminder. This will help the supervisor quickly recall your initial inquiry.
• Keep it concise: Keep your email brief and to the point. A short reminder is more likely to be read and responded to in a timely manner.
• If you are inquiring about the status of your application, mention the position you applied for and any relevant details. This will help the supervisor locate your application and provide a more informed response.
• Reiterate your interest in the position and convey your enthusiasm for the opportunity to work with the supervisor. This shows your commitment and dedication.
• While it's important to follow up, avoid coming across as overly insistent or demanding. Remember to remain polite and respectful throughout your email.
• Use proper email etiquette: Ensure that your email is well-formatted, free of grammatical errors, and includes a professional closing and signature.
• Sending a reminder email can help draw attention to your application or inquiry and increase the chances of receiving a response. However, it's important to use discretion and consider the specific circumstances. If the supervisor has explicitly stated not to send follow-up emails or if you have already received a rejection, it's best to respect their instructions and focus on other opportunities.

what should we reply when you got acceptance email: write response email ?

Dear [Supervisor's Name],

I hope this email finds you well. I wanted to express my sincere gratitude for offering me the opportunity to join your research team at [University/Institution]. I am absolutely thrilled to accept the offer and become a part of the exciting work being conducted in your department.

I am incredibly honored to have been selected for this position, and I am confident that working under your guidance and alongside esteemed colleagues will greatly contribute to my academic and professional growth. The research projects being conducted in your lab align perfectly with my research interests, and I am eager to contribute my skills and knowledge to the team.

I am excited about the prospect of working on [specific project or area of research], as it perfectly aligns with my long-standing passion and previous research experience. I am committed to making significant contributions to the project and to the overall goals of the research group.

Please let me know if there are any further formalities or paperwork that I need to complete to secure my position in the program. I am more than willing to provide any additional documentation or information required.

I would also appreciate any advice or recommendations you may have regarding preparations for the program. I understand that there may be specific readings, resources, or prerequisites that I should be aware of, and I am eager to begin preparing myself accordingly.

Once again, I want to express my gratitude for this incredible opportunity. I am eagerly looking forward to joining your team and contributing to the ongoing research at [University/Institution]. Please do not hesitate to reach out to me if you require any further information or have any specific instructions.

Thank you once again for your trust and belief in my abilities. I am honored to have the opportunity to work with you and contribute to the advancement of knowledge in our field.

 

Yours sincerely,

[Your Name]