This year marks the final year of my PhD. It’s been one hell of a journey. Looking back, the best lessons I’ve learned all come down to one specific skill: troubleshooting.

But the hardest troubleshooting I ever did happened even before starting my PhD. It was during the time I was trying to email a PhD supervisor.

When I was applying for graduate programs, I sent out 130 emails to professors across universities in both the U.S. and Canada. Out of those, I received 53 replies — about a 40% response rate. From those 53, 22 professors expressed genuine interest in offering me a position in their lab and encouraged me to apply formally through the university’s graduate admissions portal.

That was a lot of work.

The truth is, that first email you write to a potential supervisor can make or break your application. You’re walking a thin line between making a strong first impression — or one hell of a bad one.

Knowing what I know now about academia, it’s easier for me to plan and write an email that lands well. But if you’re someone getting ready to contact a PhD supervisor, chances are you’re not at the end of your journey like I am.

And that’s exactly why I’m writing this post: to fill that gap and show you how to write the most effective email possible — the kind that might open the door to your dream program.

Part 1: Don't hit send yet: What You Need to Know Before Emailing a PhD Supervisor

Before You Write the Email

Should You Email a PhD Supervisor Before Applying?

First, and foremost: it’s not required to email a PhD supervisor before formally applying through the graduate admissions portal. Even if you send an email, you’ll still have to submit a formal application at some point in the process.

It often comes down to how much advisor fit matters in your discipline. In the humanities, for example, you might not work that closely with a supervisor, and admissions decisions are usually made at the department level. In that case, it’s still smart to mention specific faculty in your statement of purpose—it shows you’ve done your homework and have a good reason for applying.

In fields where advisor fit is central to admission, though, reaching out becomes much more important. An email in those disciplines isn’t just a formality—it can actually affect your chances of getting accepted.

One, it creates an environment of trust.

At the end of the day, every graduate student recruitment boils down to a single question: Is this student worth the time and money? To answer that, a potential supervisor needs data—lots of it. This is especially true when you’re applying from another country, where your past institutions might be unfamiliar, and your credentials harder to gauge from a CV alone.

But when you reach out, it shows that you chose them, that you’re trying to build a connection before committing to a serious venture. That simple step builds mutual trust.

Two, it signals that you know what you want to do.

Most graduate departments have multiple professors, most of the time working in very different research areas. While your application might hint at where your interests lie, emailing a potential supervisor makes it crystal clear: you’re laser-focused on a particular area of research. That clarity makes it easier for supervisors to evaluate your application—and sometimes even advocate for you.

Three, it saves time and money.

Applying to graduate schools isn’t easy—it takes research, effort, and a lot of money, too. Each application costs money, and rejections are always a possibility. By emailing PhD supervisors, you’re checking whether it’s worth committing those resources before making a commitment to spend your money.

Maybe no new grants were approved that year, and nobody in the department is recruiting. If you apply blindly, you lose money for reasons entirely outside your control. But if you’ve already connected with a supervisor who confirms they’re interested, you can apply with confidence.

That way, you know your money is well spent.

Do your research first

The first—and most important thing to do, is to do some research on the person you’re writing to.

You’re sending a personal email, so if it feels generic, there’s a good chance you won’t get a reply. By this stage, you should already have a general research area in mind, but it’s best not to get too specific either. Keep things open. Looking back, I didn’t fully understand how academia worked when I first started searching. Later, I realized that I can always narrow my focus and pursue exactly the research I want once you’re in a program. It’s more flexible than you might think.

But first, you have to find a program—and for that, it’s better to keep your options wide.

Once you’ve figured out your general interests, head to university websites. Start from the main page, then check out the department pages. You’ll usually find a section called “Academic Staff” or something similar, where professors are listed along with their research areas. Pick the ones that align with your interests, but don’t stop there. One step students often miss is checking whether those professors are actually taking new students—this is usually mentioned on their personal website or department profile.

After that, get a bit more specific. Check if they’ve published papers recently. That’ll give you a sense of whether they’re actively working in the field. Then pick one or two of their most recent papers that connect with your interests and read through them. You probably won’t understand everything, and that’s totally fine. Just focus on one or two points that caught your attention and made you curious.

Find out if they have funding opportunities

Sometimes, supervisors aren’t planning to take on new students simply because they don’t have funding or aren’t looking for new opportunities. This is an important point to keep in mind—knowing it upfront saves you time and tells you that the option isn’t available. In my own search, I usually found this kind of information in two places. First, on the supervisor’s personal page, where it’s often mentioned directly. Second, on their research group website, where updates about openings are sometimes posted.

When should you reach out to a potential supervisor?

Graduate applications are usually due in late fall or early winter, so it’s important to know the timeline for your program. While reaching out to potential supervisors early isn’t a bad idea, reaching out too early has its downsides, too.

The best time is usually one to two months before the application deadline. That’s when professors often know whether if its possible take on new graduate students.

In many cases, funding decisions happen over the summer, so supervisors might not be sure about their capacity until closer to the deadlines. Some professors aren’t very responsive in the summer—they might be on break, buried in research, or focused on writing a book. During the academic year, they’re more likely to be available and able to reply.

Do your personalities match?

Finally, it’s important to think about whether your personalities are a good fit. After all, you’ll be working closely with your supervisor for at least three years, and personal compatibility matters if you both want to produce work you can be proud of.

It’s easy to overlook this when you’re in a rush to secure a position, but if I were advising anyone applying to graduate programs, this would be the first thing I’d mention.

You’ll also get a sense of this during a meeting with the supervisor—more on that later...

Questions to Ask a Potential PhD Supervisor

Now that the research is done, it’s time to think about what to write.

One thing to remember is that a supervisor’s time is extremely limited, and you’re not the only person emailing them. The goal of your email is simple: get a reply. It might not be the answer you’re hoping for—they may not have funding or might not be taking new students—but even a straightforward reply gives you valuable information. It lets you cross that option off your list and saves time and effort. The worst outcome isn’t a “no” reply—it’s no reply at all.

So how do you write an email that actually gets responses?

The key is to ask questions that benefit both you and the supervisor. A PhD, when done right, isn’t a zero-sum game. By the end of it, both you and your supervisor should have made meaningful progress in your respective careers. Your email should show that there’s a clear alignment of interests and that working together would be mutually beneficial.

Here are some specific questions to include in your email to a potential supervisor:

• How many PhD students do you currently supervise?
• What opportunities are there for publications, conferences, and teaching?
• How often do you hold supervisory meetings?
• What are your expectations for PhD students in terms of output and time commitment?
• Are there collaborative opportunities with other labs or institutions?

How to Structure Your Email

Now that you know what questions you want to ask, it’s time to structure your email. When you first start writing, it’s tempting to include every detail, hoping something will catch the supervisor’s attention. But that usually backfires—remember, it’s an email, not an essay.

If they want to know more, they’ll reply, and that’s when you can share the juicy details of your project. The main goal of your first email is just to grab their attention—nothing more. Keep it short and focused; 150–200 words is a good target.

Here’s a clean, effective structure you can follow for your email.

Subject line

The subject line is the very first thing your potential supervisor will see. So, having a proper one is extremely important.

But do not try to overdo it. The subject line isn’t where you should showcase all your creativity—that’s what the body of the email is for. Instead, the focus here is accuracy and clarity.

The best subject line is the one that encourages to read more.

Why is this important?

Put yourself in your potential supervisor’s shoes. Around application deadlines, professors may receive more than 100 emails a day, not to mention messages from industrial collaborators, other universities, and colleagues. They simply don’t have time to pause and wonder whether to open an email. Your subject line should be clear, precise, and interesting, so it gives them a good reason to make some time for you.

Some good examples include:

• Inquiry from a prospective graduate student
• Inquiry about potential PhD opportunities
• Request for PhD supervision
• Seeking a PhD position

And here are subject lines to avoid:

• No subject line (these often go straight to junk)
• “Hello”
• Using all caps (will likely mark your email as spam)
• “Graduate scholarship info needed, URGENT!”

Salutation

When you’re emailing a PhD supervisor, always use the correct title: “Professor” or “Doctor.” Check their university or personal webpage to see what salutation they use before their name. It can be just as off-putting to call someone “Mr.” if they have a doctorate, as it is to call someone “Dr.” if they don’t. Make sure you know who you’re writing to.

Avoid using their first name in your first email. If they reply using their first name, that’s their way of saying it’s okay to be informal. Until then, stick with a formal greeting like Dear Professor [Last Name] or Hello Professor [Last Name]. Most university professors have doctoral degrees, so defaulting to “Dr.” is usually safe—but double-check, because mistakes happen.

For example, a researcher once addressed me as “Dr.” even though I was only a second-year PhD student. They assumed that being the first author on a published paper meant I had a doctorate. It didn’t offend me personally, but it didn’t come across as polite—it showed they hadn’t done their homework.

The Dilemma

The next question is how to address a supervisor once you’ve done your research and know their professional status. You might run into a situation like this:

I’ve been in touch with two potential supervisors who sign all their emails with their first names. Their grad students even refer to them by first name on calls. Is it okay to start emails with “Dear [First Name]”?

Situations like this can vary a lot depending on culture, region, institution, department, or even the research group. But despite all that, there’s an easy, non-awkward way to handle it.

It’s Always Safe to Be Formal

In general, supervisors don’t mind being addressed by their first names, but in a professional setting, it’s safest to be formal.

Also, make sure your salutation is appropriate. There’s a big difference between “Hey Prof. [Name]” and “Dear Professor [Name].” Starting formal shows respect and helps establish a professional relationship. Even if they prefer a more casual style, sticking to formality until you meet in person is the safest approach.

Let Them Handle the Situation

You can also get a sense of how they like to be addressed by looking at their email signature. If they sign off with their first name, it’s usually a hint that you can be a bit more informal. If they use a full, formal signature, stick with that level of formality in your emails.

The general rule is to let them lead.

Even if they sign with just their first name—or sometimes just an initial—wait for them to indicate that it’s okay to be casual. A potential supervisor might mention later in your email exchange that you can use their first name. Until then, don’t assume.

Introduce yourself with a short paragraph

Introduce yourself briefly in the first paragraph. You don’t need to mention your name here—it will show up in your email signature—but do include your educational background, like your most recent degree. Then, explain why you’re writing to them. Think of this first paragraph as an extended version of your subject line: keep it short, clear, and focused so your message flows easily.

It's time to be specific

Once you’ve introduced yourself and shared a bit about your background, you can move on to explaining why you’re interested in working with them. Mention that you’ve checked out their website and read some of their recent publications—but make sure you’ve actually read them and are being truthful in your email.

Explain why their research excites you and why you want to contribute. This is also a good place to highlight relevant achievements from your academic or work experience, focusing on technical skills that match their research interests. Avoid turning this into a full list of accomplishments—supervisors care not just about what you’ve done, but also about what you want to do in the future.

If you have a recent publication of your own, mentioning it here can be really effective. It shows you’re actively engaged in research and can make them more interested in your application.

A call to action 

You can ask if there are any openings in their lab for the upcoming semester. It’s always a good idea to include a call to action at the end of your email, in a separate paragraph. A call to action is important because it gives the professor a clear next step and opens the door for a conversation. Even if this particular opportunity doesn’t work out, the discussion could lead to other potential supervisors or opportunities you hadn’t thought of.

Email signature

As mentioned earlier, having a clear and relevant title in your email is the most critical factor in getting a reply.

But there’s another element that often gets overlooked—one that can significantly boost your response rate: your email signature.

When introducing yourself to a PhD supervisor, your email should ideally be no more than 200–250 words. Any longer, and it risks feeling like you’re not respecting their time. Less is more.

This limitation means you need a strategy to make a strong impression with minimal words—and that’s where a professional email signature comes in. It’s a subtle but powerful signal of seriousness and attention to detail. You can include relevant professional associations, especially those aligned with your research, but avoid overloading it. Including your institutional email address is also wise—it reduces the chances your message ends up in the spam folder.

It shouldn’t serve as a mini-resume, but it should convey enough about you for someone to understand who you are at a glance. Key elements typically include your full name, major, university, year of graduation, email, phone number, and, if relevant, a personal or professional website.

Do’s for a graduate student email signature

• Keep it brief and minimal — ideally four to six lines. Anything longer looks cluttered.
• You can include a personal photo or your university logo.
• Use bold or italics to highlight key information.
• Include your role if relevant, e.g., campus ambassador or head of a student organization.
• Add a professional social media link, if applicable.

Don’ts for a graduate student email signature

• Avoid using your signature as a resume — skip achievements, certificates, or detailed skills.
• Don’t include quotes or religious text — what works for you may not work for the reader.
• Avoid high-contrast or overly bright colors, as they make your signature hard to read.
• Always include your institutional address if you have one; it helps prevent your email from landing in spam.

Sample email signature

Attachments

Avoid attaching too many documents to your email. Remember, your goal is to make things easy for the supervisor. If they want more information, they will ask for it. The primary goal of your first email is simply to get a reply. As a rule of thumb, compress any attachments to keep the total size under 2MB—enough to provide context without overwhelming the recipient.

You may want to attach :

1. Your academic CV with references.
2. Your proposal (If applicable)
3. Your recent publication(Attach only one, only if you have some related papers to prospective supervisors research)
4. Your academic transcript 

Part 2: Email Templates

My template

This is the email I wrote to the professor I’m currently working with. Make sure to adjust it to fit with your own field of study. Seeing this will give you an idea of the kind of information you might want to include in your email.

Title: Inquiry from a prospective graduate student

Dear Professor [name],

I am a (Your major) graduate from the (Your university). I'm interested in a graduate study opportunity under your supervision in your research group.

I am considering applying to your department's graduate program, one reason being that I am very interested in the work you are doing on Hydrophobic surfaces. Given that your research takes both experimental and theoretical approaches for surface analysis and development, it further encourages me to apply since it is a perfect confluence of my research interests. I particularly enjoyed your paper "[paper title]" and possibly see myself doing that kind of work. My own research interests relate to surface and interface science, computational materials science, thin films and coatings, and electrochemistry.

I graduated with a (Your overall GPA) and a (CGPA) in the last two years of undergraduate study and am currently working as a researcher for eight months at [institute], a world-leading manufacturer of weight measurement technologies. At [institute]'s research lab, I am implementing studies on the micro throwing power of watt's type baths by electrochemical simulations (COMSOL Multiphysics), ideally targeting to enhance Ni20Cr thin films' surface wettability. We have just submitted an article on my current research findings, which was accepted by [Journal name]. I have attached our recent publication and other relevant documents with more details.

I am wondering if you will be considering taking on new PhD advisees for the September intake, or if you have suggestions for other faculty I should reach out to. I would be happy to answer any questions or have an online interview if more information would be helpful.

Best regards,
Aruna.

[Your email signature]

Why This Template Works

1. Shows that you’ve done your research
2. Signals that the email is personal
3. Email is short and written to the point
4. Mentions relevant research
5. Aligns interests without overdoing it
6. Opens a dialogue

Template 1 – Funded Project Application

Subject: Application Enquiry (Funded PhD in [Project Title])

Dear Professor [Last Name],

I am writing to express my interest in the [Funding Body]-funded PhD project, “[Project Title],” advertised on [Website].

I am considering applying to your department's graduate program, one reason being that I am very interested in the work you are doing on [specific research area].

I am interested in your approach to [specific methodology or concept], and it further encourages me to apply since it is a perfect confluence of my research interests. I particularly enjoyed your paper "[Paper that you're interested in]" and possibly see myself doing that kind of work.

I recently completed my [Degree, e.g., MSc in Environmental Chemistry] at [University], where I [mention key achievement or research experience].

I am wondering if you will be considering taking on new PhD advisees for the September intake, or if you have suggestions for other faculty I should reach out to. I would be happy to answer any questions or have an online interview if more information would be helpful.

Best regards,
Aruna.

[Your email signature]

Why This Template Works

1. Direct and precise: No clutter. Clearly states the interest in the funded project and shows the mutual interest.
2. Connects experience: Shows how your prior research relates to the project.
3. Invites discussion: Politely suggests a meeting without being pushy.
4. Professional tone: Maintains formality expected for international communications.

Template 2 – Self-Funded / International Student

Subject: Inquiry from a prospective graduate student (self-funded)

Dear Professor [Last Name],

I'm writing to express my interest in a graduate study opportunity under your supervision in your research group.

I am planning to undertake a self-funded PhD starting [Month, Year], and I am considering applying to your department's graduate program, one reason being that I am very interested in the work you are doing on [specific research area].

Your approach to [specific methodology or concept] piqued my interest, and it further encourages me to apply since it is a perfect confluence of my research interests. I particularly enjoyed your paper "(Paper that you're interested in)" and possibly see myself doing that kind of work.

I recently completed my [Degree, e.g., MSc in Environmental Chemistry] at [University], where I [mention key achievement or research experience].

I am wondering if you will be considering taking on new PhD advisees for the September intake, or if you have suggestions for other faculty I should reach out to. I would be happy to answer any questions or have an online interview if more information would be helpful.

Best regards,
[Your name]

[Your email signature]

Why This Template Works

1. Shows initiative: Highlights self-funding and commitment.
2. Focuses on alignment: Connects your skills directly to the supervisor’s research.
3. Invites conversation: Politely asks for a discussion without demanding.
4. Professional tone: Suitable for global supervisors and international applications.

Template 3 – No Prior Research Experience

Even if you haven’t conducted formal research, you can still make a strong impression by emphasizing your academic curiosity, coursework, and independent projects.

It's important to talk about the skills and experiences you have, rather than the ones you don't.

Subject: Interest in PhD Supervision in [Topic]

Dear Professor [Last Name],

I am writing to express my interest in a graduate study opportunity under your supervision in your research group.

I am considering applying to your department's graduate program, one reason being that I am very interested in the work you are doing on [specific research area].

I am interested in your approach to [specific methodology or concept], and it further encourages me to apply since it is a perfect confluence of my research interests. I particularly enjoyed your paper "(Paper that you're interested in)" and possibly see myself doing that kind of work.

I recently completed my [Degree, e.g., MSc in Environmental Chemistry] at [University], where I [mention coursework, and independent projects].

I am wondering if you will be considering taking on new PhD advisees for the September intake, or if you have suggestions for other faculty I should reach out to. I would be happy to answer any questions or have an online interview if more information would be helpful.

Best regards,
Aruna.

[Your email signature]

Why This Template Works

1. Emphasizes curiosity: Shows genuine interest despite limited research experience.
2. Highlights academic preparation: Coursework and independent projects demonstrate potential.
3. Shows initiative: Politely requests a meeting without pressure.
4. Professional tone: Clear, concise, and easy for supervisors to read quickly.

Template 4 - Follow-up email

A general example

Subject: Follow-up about [Reason for Follow-up]

Dear Professor [Last name],

I hope all is well. I wanted to follow up on my email from [when you sent it] about [your concern or question]. I understand you have a busy schedule, but I wanted to see about [whatever you are following up on].

I greatly appreciate your time. I look forward to hearing from you soon! Thank you again in advance for your help with [question].

Sincerely,
[Your name]

FOLLOWED BY THE REST OF THE ORIGINAL EMAIL'S CONTENTS.

If you are sure your last email went to the spam folder

Subject: Follow-up about [Reason for Follow-up]

Dear Professor [Last name],

I emailed you on mm/dd from my personal email, but I am concerned that my message may have been blocked, so I am emailing you again from my former student account.

Sincerely,
[Your name]

FOLLOWED BY THE REST OF THE ORIGINAL EMAIL'S CONTENTS.

Why This Template Works

1. Polite reminder: Respects the professor’s busy schedule.
2. Shows continued interest: Reinforces your motivation without sounding demanding.
3. Clear reference: Mentions the previous email date for context.
4. Professional tone: Maintains credibility and demonstrates patience.

Part 3: From inbox to acceptance: Mastering your first email to a PhD supervisor

Schedule your emails

Out of all the tips I’ve received, this one was by far the most effective—and it’s surprisingly simple.

Don’t send your email immediately after writing it, especially if your prospective PhD supervisor is in a different time zone. They receive an enormous number of emails each day. If you hit send at midnight, your message will likely be buried at the bottom of their inbox when they check it at 9 AM the next day.

Think about it from their perspective—you don’t want your email to be the last one they see. When they sit down at their desk in the morning with a clear mind, your email should be the first thing they see.

The chances of getting a reply are exponentially higher if you do this.

For example, here’s a snapshot from my inbox on a single day, just one hour apart: I scheduled 14 emails to go out at 9 AM and received nine replies within the hour.

Follow these steps to schedule your email:

1. Find out your supervisor's time zone and compare it to yours. Use time zone converter.
2. Check the time in your time zone that matches the 9 AM (Weekdays only) of your prospective supervisor's time zone.
3. Schedule your email

Suppose your supervisor lives in Victoria, BC, and you live in Colombo, Sri Lanka. You have to schedule your email for 10.30 PM.

If you use the Outlook Windows app, you can schedule an email by clicking "Delay Delivery" under the "Options" tab.

Keep refining and modifying your templates

Throughout this whole process of emailing PhD supervisors, you’ll probably notice a few tweaks along the way that could potentially make the conversion rate better. When you find thing like that, make sure to update your email draft accordingly.

But also make sure to be specific. If you’re using the same template to write to multiple professors, always change the subject, the content, and most importantly, the professor’s name. Professors can usually tell when an email was clearly meant for someone else, and they might dismiss it without even reading it.

Since you’ll likely be using the same template with a text expander, it’s a good idea to use tools like PhraseExpress or PhraseExpander to make things faster and easier.

Be patient

After you’ve hit send, the next step is waiting—a period that can feel surprisingly long.

Check your inbox regularly so you can reply quickly to any questions or requests for clarification. But don’t expect an immediate response. Professors are busy—especially during exam season, which often overlaps with application deadlines—and many catch up on emails over the weekend.

Don’t be disheartened by a negative response—or by no response at all. Some professors only contact candidates they shortlist. Persistence matters, so don’t give up after reaching out to just two or three.

Cultural Etiquette by Region

If you’re applying to graduate positions in different countries, cultural etiquette is something to keep in mind. These norms aren’t set in stone—they can vary from supervisor to supervisor, and even from department to department. Being aware of these differences, though, might be helpful to navigate situations where a supervisor leads the conversation in a certain direction. It will help you follow along respectfully.

• US/Canada: More direct, but still formal.
• UK: Slightly more formal tone, include academic achievements early.
• Australia/NZ: Professional but conversational.

Regional Guidelines

• US / Canada:
  • Tone: Direct but formal.
  • Structure: Highlight academic achievements early.
  • Tip: Be concise; professors are used to quick, information-rich emails.
• UK:
  • Tone: Slightly more formal and polite.
  • Structure: Include academic achievements early, but balance with a conversational tone.
  • Tip: Focus on aligning your research interests with the supervisor’s work.
• Australia / New Zealand:
  • Tone: Professional yet conversational.
  • Structure: Emphasize collaborative attitude and enthusiasm for research.
  • Tip: Avoid overly formal or rigid phrasing; an approachable tone works well.
• Europe (Germany, Netherlands, Switzerland, etc.):
  • Tone: Formal and precise.
  • Structure: Be clear about your qualifications, funding status, and research interests.
  • Tip: Include specific references to relevant publications or projects.
• Asia (Japan, South Korea, China, India, etc.):
  • Tone: Respectful and formal.
  • Structure: Emphasize educational achievements and proper titles.
  • Tip: Avoid informal language; show deference and preparedness.

Good vs. Bad Email Examples

• Focus on what you can control
  • At this point, a lot of things are out of your hands—your GPA, publications, and past research experience. There’s no point stressing over them, even if you think some areas could’ve been better.
• Your email is yours to get right
  • What you can control is the email you send. So make it as accurate, thoughtful, and well-crafted as you possibly can. This is your shot to make a good impression.
• Avoid emails that won’t get replies
  • Some emails just won’t get a response. Knowing what not to do will save you time, frustration, and a lot of wasted effort. So make sure to reflect on them and make necessary changes.

Bad Email Example

Subject: Hi

Hi Professor,
I am interested in doing a PhD in your group. I have some experience in [research area]. Can you accept me? Please let me know.
Thanks,
[Name]

Things to improve

• Vague subject line (e.g., “Hello”)
• Generic greeting (e.g., “Hi Professor”)
• No mention of research interests or their work
• Overly informal tone or casual language
• No attachment of CV or relevant documents

Types of responses you might get

1. Positive, Engaging Response

Some professors may reply with genuine interest in your background and invite further discussion:

"Thank you for reaching out. I am interested in your profile. Could we schedule a short meeting to discuss your research interests?"

This is great news! They may suggest a Zoom call, email Q&A, or even request you to go ahead and apply via the department's graduate application portal.

2. Neutral or Vague Response

Other professors may respond politely but without a clear indication of their decision:

"Thank you for your email. I look forward to reviewing your application."

It does not seem like much. But this is not bad news. Now you know that they are interested in your application. This is a green light for you to apply formally via the application portal.

3. Referral to Another Faculty Member

Sometimes, professors suggest you reach out to someone else whose research aligns more closely with your interests:

"You may want to contact Professor [Name], who works in a similar area."

Take this as a valuable lead, not a rejection. It can help you connect with faculty who have available positions or funding.

In fact, I also received this type of reply.

Then, following his guidance, I found a professor whose research interests lined up really closely with mine. I emailed him, we had a couple of online meetings, and eventually he told me to go ahead and apply through the department’s application portal.

And then I got accepted. Now, I’m doing my PhD in his research group. The professor who had guided me to other professors in the department ended up becoming one of my PhD panel members.

4. No Response

It’s possible you might not get a reply to your emails—and that’s okay. Don’t dwell on it. There are plenty of reasons beyond your control why it might happen.

For example, I remember writing to a different professor in the department I’m part of now—not once, but twice. I never got a reply. At the time, I couldn’t figure out why. Later, after joining the department, I realized our research interests had nothing in common. I completely misjudged it. That professor probably saw it and didn’t feel the need to explain why. It might sound rude, but considering a professor’s workload, it totally makes sense why they didn’t respond.

That could happen to you, too—don’t take it personally.

My email conversion rate was 40%, which means that I haven't heard anything 60% of the time.

Believe it or not, professors receive more than 100 emails per day when the deadlines are closer. So, there is a bigger chance that the professor hasn't even seen your email.

Maybe your research background does not properly align with what they are looking for from a graduate student to join their lab. Here's a reply I received from a professor mentioning this issue.

Or maybe, they have retired!

There are a bunch of reasons why you might not hear back after emailing a PhD supervisor.

• Busy schedules – Professors get hundreds of emails every day, especially around application deadlines or during teaching season. It’s easy for your email to get buried.
• Funding limitations – Even if they like your profile, they might not have funding for new students right now.
• Misaligned research interests – Your background or proposed research might not line up closely with what their lab is working on.
• High volume of applications – Some professors only respond to candidates they shortlist because of the sheer workload.
• Email issues – Sometimes your email lands in spam or gets filtered out by their server.
• Timing and career stage – Professors nearing retirement or shifting their research focus might not be taking on new students at all.

Part 4: Post-Email Strategies: What to Do After emailing a potential Supervisor

How to write a follow-up email?

Even if you didn't get any reply, you still have options. You can always try again, and there’s nothing wrong with following up. Just make sure you follow some basic etiquette so you don’t accidentally offend anyone when writing a follow-up email.

Give them time

Give professors a decent amount of time to respond. A week is reasonable, but you can even wait two weeks before following up. They might be busy, and some of them even mention on their research page that they won’t reply if they’re not interested in taking a student.

Here's a good example:

I emailed a professor on January 8th while applying to graduate school, and I didn’t hear back until April 18th. In his reply, he said he was intrigued by my application but wasn’t sure at the time if he had the resources to take a new graduate student.

After a quick interview within a week of that email, I got my acceptance letter to join his lab. I accepted it, and now I'm doing my PhD in his lab. Looking back at those nerve-racking three months, I’m 100% sure it was worth the wait.

Never lose hope! Timing is everything—and everyone has their own timing.

Do not send the same email back

This is a mistake a lot of students make when writing a follow-up email to a potential PhD supervisor. The key is to be practical. If you send the same email twice, you’re already assuming your professor missed it—but that’s just one possibility out of many.

If they did see your email and weren’t interested in your application, sending the same message again won’t change anything.

A better approach is to send a short follow-up, forwarding your original email. At the very least, you might get a response letting you know they’re not interested, which is extremely important—especially if you’re applying to multiple universities at the same time.

Do not demand a reply and only follow up once

It’s usually better not to ask them to respond either way. If they’re too busy to reply, they’ll likely just ignore that request. If you don’t get a response to your second email, it’s a clear sign that it’s time to move on.

Never send a follow-up for a follow-up—just one follow-up is enough.

Always stay polite. Don’t scold them for not replying, and don’t ask why they haven’t responded. Keep it respectful and professional.

Preparing for a Meeting

Something else you might have noticed in the email was how it ended:

“I would be happy to answer any questions or have an online interview if more information would be helpful.”

There are lots of ways to phrase this, but the key is to leave the option open without directly demanding a meeting. If the professor isn’t taking new students this term, scheduling a meeting would be a poor use of both your time.

If they want to talk more, they’ll likely suggest it themselves. Or, you can wait until you get a reply to decide whether to ask for a meeting based on their response.

Sometimes, professors will offer to answer questions in their reply. In that case, you can ask your questions directly over email—or say something like:

“I do have some questions. Would you prefer email, or would it be easier for you to talk on the phone or via video conference?”

A few tips if a meeting does happen:

• Read their last 2–3 publications.
• Review your own email so you remember what you wrote.
• Be ready to explain why their work excites you.
• Dress professionally, even on Zoom.
• Prepare 3–5 thoughtful questions.

FAQs

How to effectively manage emails

When I was writing to potential supervisors, I was working full-time in a research lab—10 hours a day. So, it took me a while to actually start reaching out.

By the time I began, it was already late in the application cycle. Friends told me to wait until next year, since they had already contacted supervisors and secured positions.

That’s when I snapped out of my procrastination bubble and started thinking seriously about how to secure a graduate position. Before contacting professors, I went through profiles at hundreds of universities to find labs that matched my interests.

I realized I needed a robust but simple system to manage the whole process. After a few tweaks, I built an effective workflow using the Notion app.

With this system, it only took me two weeks to find professors whose research aligned with mine—and I secured a graduate position in a lab doing exactly the research I was excited about.

You can grab the template for free below.

Free Download: Grad Application Toolkit

Manage your graduate applications, stress free.

An ultimate organization system to help you curate, manage and schedule your graduate applications as effectively as possible.

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Conclusion

Connecting with a potential PhD supervisor doesn’t have to be intimidating. With the right preparation, a clear, well-structured email, and a genuine interest in their work, you can make a strong first impression and set the stage for a successful research journey. Professors are busy, yes—but they appreciate students who show initiative, curiosity, and alignment with their research.

The goal is simple: show that you’ve done your homework. Let them see that you understand their research, that your skills are a good fit, and that you respect their time. Even a short, thoughtful email can open the door to meaningful mentorship, funding opportunities, and a fulfilling PhD experience.

Following these steps doesn’t just improve your chances of getting a reply—it lays the foundation for a professional relationship built on respect, preparation, and shared research interests.

Above all, be truthful, humble, and polite in your emails. Your tone leaves a lasting first impression and is a simple but powerful way to build trust with someone who has never met you.

Remember, the first email is just the beginning. From there, a polite follow-up, preparation for a potential meeting, and continued engagement with their research can help you stand out as a strong applicant.

For those who’ve already passed this hurdle, feel free to share your experiences and comments below.

And for anyone currently navigating this phase of your graduate application journey, I hope this blog post helps—even in a small way. Good luck!