how to write a research request email

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How to Email a Professor Regarding Research

Your email should:.

• have an informative subject line
• be formal: Dear Dr. Smith; Sincerely, Your Name
• not use Mrs. or Ms.
• NOT have slang, abbreviations, or emoticons
• address any qualifications the professor is looking for
• demonstrate your experience
• state specifically your interest in that research group (you need to read the professor's website)
• explain why research is important for your goals
• ask to schedule a meeting or say that you will be coming to office hours

DO NOT SEND THIS EMAIL

Generalized from an email to a UCSC Professor

Hi Joe, 

My name is  Name  and I am a major in  Major .  Is there space in your lab for an undergraduate?  If so, what is the pay rate?

Thanks, Name

DO SEND AN EMAIL LIKE THESE

General email to a stem professor.

Subject:  Meeting to discuss undergraduate research opportunities in  topic

Dear Professor   X ,

I am a year  student at university  majoring in major .   How you found out about the professor's research .   Expression of interest in specific paper or topic.   I would appreciate the chance to talk with you about your research in  topic of interest and about possible undergraduate opportunities in your lab.

My  experience in research   experience or class,  confirmed my intention to develop my research skills and goal.  I know you are very busy. We could schedule an appointment or I can drop by your office hours on  day and time .

I have attached my resume and unofficial transcript.  Please let me know if there is any other information I can provide. I look forward to talking to you soon.

________________________________

Generalized from an email to a UCSC professor

Subject:  Possible undergraduate research opportunities

     I am a (year, major) at (university) and I am writing to ask about opportunities for undergraduate research in your lab beginning (time period) . I have conducted undergraduate research on (topic) with (names) in (program or class) . (Expression of interest in the topic) . I would like to continue a path of research on (topic) and would ultimately allow me to (career goal) . I am especially interested in your previous work on (describe a paper or talk) .

I have attached my CV and unofficial transcript to this e-mail, but if there is additional information that I have not included that you would like, I would be happy to provide it to you. Thank you for your consideration.

Your Name Email address 

________________________

From University of Virginia, How to Sucessfully E-mail Professors

Dear Dr. Smith, My name is X  and I'm a second year biology major at UVa. In my introductory and upper-level coursework, I've developed a passion for science and am extremely interested in pursuing independent research as an undergraduate. An extensive research experience will greatly help me consolidate my future career choice. I am personally greatly interested in the molecular biology of stem cells. Recently I read your 2011 paper on the role of microRNAs in the differentiation of muscle stem cells and became fascinated by your work. In particular, I found it amazing that microRNAs can alter the fate of a cell in such a profound way. If possible, I would love to start working on a long-term project in your lab beginning this summer. Would you be available to meet sometime this week to discuss your research? I would also be happy to volunteer in your lab for a few weeks before we commit to anything to see if this is a good match. My transcript and resume are attached in case you are interested. I look forward to hearing from you! Thank you, X

_________________________

Template from UC Irvine

Dear  Professor X :

My name is  Peter Anteater , and I am very interested in becoming involved in research in  Subject Area . I am a  X  year student with a GPA of  X . I have taken  Courses  and  Additional Experiences . My goal is to  Goal .

I have reviewed your faculty profile and am interested in the work that you have done. I was intrigued by your journal article,  "Article Title."  It  Additional Information about Topic . I would like to get involved in research in this area because it will help me to better prepare for  Goals .

Would it be possible to meet with you to further discuss  Topic  and my possible involvement in research? I am available  Days and Times . I look forward to hearing from you.

Sincerely, Peter Anteater Student ID Address  Phone Email

University of California Santa Cruz, 1156 High Street, Santa Cruz, CA 95064

© 2024 The Regents of the University of California. All Rights Reserved.

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Tips for Writing an Email to Faculty about Research

For many students, the best way to get involved in research is to email faculty/principle investigators directly to ask about research opportunities. An email is an opportunity to highlight your shared interest in their research topic and to highlight attributes that will make you a good undergraduate researcher to work with. This page will help you write a concise and targeted email to maximize your chance at a reply.

The subject

Be short, but be clear what you are writing about. Something like “Undergraduate Research Opportunities in Your Lab” or “Openings for Undergraduates to do Research in [your research topic]” should work. Do not simply use “Hi” or “Research” as a subject.

The greeting

A formal greeting is always a safe bet, so always address the recipient using a proper title. When contacting faculty or postdoctoral fellows, “Dear Dr. ______,” is appropriate. If you are contacting someone without a doctorate or M.D., use “Dear Mr. ______,” or “Dear Ms.______” If you are unsure, always err on the side of using “Dr.” Never open an e-mail with “To whom it may concern” or any similarly vague phrase.

The main text

In the first line, identify yourself with your year in school and your major or anticipated major as well as your interest in research (e.g., “I’m a sophomore political science and public policy major looking to do research on voting rights in the South.” or “I’m a first year Neuroscience major and hope to get involved in Alzheimer’s research as soon as I can.”). You also want to explain why you why you are contacting this faculty in particular. It helps to mention how you know the recipient or where you got their contact information. If you took a class with them or have spoken with someone doing research with them, say so. If you are contacting them based on their profile on the department website, it is fine to say something like “When lookin for research opportunities in [subject area], I found information about your research on the department’s website.”

Next, explain your specific interest in this faculty’s research . Your goal here is to establish a shared passion for the particular area in which this faculty member conducts research — the more specific, the better. Are there aspects of their research that fascinate you? Do you want to be able to contribute to the understanding of some specific problem or issue? Is there something about your past classwork or research experience that sparked your interest? If there are broader motivations that drive you, include a sentence in your email explaining them. In addition, it can be helpful to pick a recent paper or book they’ve published and read or skim it. You don’t have to sound like an expert, but it helps to mention a recent finding that interests you and possibly ask a good question about their research (e.g., “Is the protein you study also regulated in a cell cycle-dependent manner?”). Be sure to describe any relevant experience or completed courses that would make you well suited to do research with the faculty, but keep in mind your shared interest/passion may be just as important as your background.

One word of caution: you don’t want to make it seem that their lab or their research project is only a stepping stone to the next step in your career (graduate school or medical school) — this might turn off many who are devoted to research and want to recruit students with a shared passion.

Grades and your CV/resume

While grades are certainly not the only factor faculty will consider, you may wish to include your GPA if you feel that it merits mentioning. However, refrain from making it the focal point of a sentence; instead, you can bring it up in the context of wanting some experience outside of class (e.g., “I am enjoying my classes so far and doing well (my GPA is 3.7), but I feel that I will learn a lot more by exploring my interests beyond the classroom”). Similarly, if you have a CV/resume that includes relevant research experience, you may want to include it (e.g., “I’ve attached my resume in case it might be helpful for you to know a bit more about me.”). If your academic qualifications are not as great as you’d hoped (for example, your GPA is on the lower end), you can put off attaching the CV for now and just state that you would be happy to send a CV or any other material if needed.

Concluding sentences and closing

Now you are ready to wrap up with a brief concluding statement. Thank the recipient for their time and ask for an opportunity to meet with them to discuss their research projects and to how to get involved in the type of research they do. A warm but simple closing (“Sincerely,” or “Best regards,”) is fine. It may help to include your email or phone number under your name if you have invited the recipient to contact you.

General considerations and next steps

First, remember to keep the email reasonably short. Two small paragraphs should cover everything you need say. Also, remember to proofread carefully. Spelling and grammar errors will reflect negatively and your attention to detail. Don’t use slang or abbreviations common in texting. Think of the email as something you would turn in for a grade. That said, be yourself! While it is best to be formal, the email does not have to be bland; let some of your personality show through. Lastly, if you don’t receive a reply after about two weeks, it’s okay to follow up by forwarding your original email back to the recipient and politely add “Dear Dr. ______, I’m writing to follow up on my earlier email about research opportunities in [your area of research]. I remain interested in speaking with you about your research if you are able. Thank you in advance for your time and consideration.” Faculty are very busy and your persistence may be appreciated, so it’s even okay to send another follow up email after another few weeks if you don’t hear back. After that, it may be time to move on to other opportunities.

Sample email

Dear Dr. ______,

I am a sophomore Computer Science major, and I am especially interested in your research on artificial intelligence.

With artificial intelligence constantly evolving, I am interested in exploring its true capabilities and how machine learning can improve language processing. While looking for research opportunities to explore my passions within artificial intelligence, I came across your Natural Language Processing Group at UNC. Connecting the capabilities of artificial intelligence and exploring its ability to communicate with human language is very captivating. I am enjoying my classes so far and doing well (My GPA is 4.0), but I am eager to supplement my classroom learning with a research opportunity. I feel that I would be able learn more about artificial intelligence by becoming a part of your research group or a similar project on campus. I’ve attached my resume in case it’s helpful for you to know a bit more about me and my research background.

I would appreciate an opportunity to briefly meet with you or someone in your research group to discuss your research and how I might be able to support your work at some point in the next three years. If you are able to meet with me, please let me know some times you are available to talk. Thank you in advance for your time and consideration, and I look forward to hearing from you.

[include a signature with your Name, Major, Class of 202_]

How to Email a Professor About Research Opportunities

Written by Nathan Brunner .

Last updated on March 26, 2024.

Amateurish emails are a deal-breaker for most professors.

If you’re hoping to land a research position, it’s essential to craft the perfect pitch!

You should use an informative subject line, formally address the professor, emphasize that the professor’s expertise relates to your research, and list your qualifications related to the field of study.

Applying these tips will significantly improve your chances of joining their research group!

Tip : Find College Student Jobs on Salarship .

Sample Email Asking for a Research Opportunity

Before we start, here is a generic sample email that you can customize to your needs:

Dear Professor <<Surname>> , I am a  <<year>>  student at  <<university>>  majoring in  <<major>> .  << Explain how you found out about the professor’s research group>> . <<Express your interest in specific paper or topic>> .  I would appreciate the chance to talk with you about your research in  <<topic of interest>>  and about possible undergraduate research opportunities in your research group. My experience in  <<research experience or class>> , confirmed my intention to develop my research skills and  <<goal>> . I know you are very busy. We could schedule an appointment or I can drop by your office hours on  <<day and time>> . I have attached my resume and unofficial transcript. Please let me know if there is any other information I can provide. I look forward to contributing to your research team. Best regards, <<Name>>

Note that this is an unspecific sample email that you will need to personalize based on your situation.

We will outline the important guidelines you should follow when customizing your email.

9 Guidelines to Craft the Perfect Research Opportunity Emails

Here are the guidelines you should follow when emailing a professor about research opportunities.

1. Begin Your Email With An Informative Subject Line

The subject line of the application email is the first thing that the professor will see.

This is your opportunity to spark their interest from the get-go. 

Avoid using phrases like “Looking for a research opportunity.” Rather try to sound more professional and link your subject line to the professor’s field of research. 

For example, you can say:

• Interested in Contributing to Your Research About X.
• Collaboration Proposal: Student Interested in Joining Your Research Team.
• Meeting to Discuss X Topic of Research.

When forming a subject line, try to use words that clearly indicate what your email is about. Your title should not be deceiving and should be phrased in a manner that does not come across as off-putting. 

2. Be Respectful and Address The Professor Correctly

When emailing professors, it is important that you address them under their formal title : “Dear Professor Surname.” Avoid calling them by their first name, as this can be interpreted as a form of disrespect.

Ensure that you do not use abbreviations, slang, or emoticons throughout your email. 

3. Introduce Yourself 

After you have formally addressed the professor, it is important that you introduce yourself.

Consider a message along the lines of “Dear Professor X, my name is (full name and surname). I am in my final year of X degree at X University.”

4. Explain Why The Professor Is A Good Match For Your Research Interests

Buttering up a professor may help you score some brownie points when looking to join their research group.

When emailing a professor, be sure to indicate that you have reached out to them because you consider them to be an expert in the area of research that you are interested in.

Also, explain why you think this professor would be a match for you.

5. Explain How Granting A Research Opportunity Would Be Beneficial To The Professor

As humans, we are more likely to want to get involved with something if we see a benefit for ourselves. Your professor is no exception.

For this reason, you want to start your email by expressing your desire to pursue independent research in a manner that appears to benefit the professor as well.

You may be able to persuade the professor by highlighting how your research will be a novice contribution to their field of expertise.

Professors are more likely to say yes if you highlight the significance and uniqueness of your research, as it is also an opportunity for their name to be attached to a contribution. 

6. Mention Your Letters of Recommendation, Experience, And Qualifications

If you have any qualifications, letters of recommendation, or research experience , it is crucial to mention this to the professor.

Showing that you have a basic understanding of the relevant field will significantly facilitate your integration into the research group.

It also indicates that you have set out to find previous experiences, which shows your determination and dedication to this field of research.

7. Explain Your Interest In Acquiring A Research Opportunity 

After briefly explaining your prior knowledge and experience in the professor’s research field, proceed to inform the professor of the reasons why you are interested in pursuing a research opportunity with them.

When explaining why you would like to participate in a research opportunity under their guidance, be sure to discuss the importance of the proposed field of research, how it relates to your goals and interests, and how you will be able to make a positive contribution to the relevant field.

8. Ask To Schedule A Meeting

This is a classic marketing strategy known as a call to action.

It makes it easier for the professor to accept a meeting so that you can have an in-depth conversation about your research.

When asking to schedule a meeting, be sure to relay that you are at the mercy of the professor and will work your schedule around theirs. However, you don’t want to leave the time and date entirely open-ended. Consider giving them a framework to work with so that they can choose a time that best suits them. 

For example: “I would be delighted to discuss this research opportunity, I am available every week on Monday to Wednesday from 08h00 to 14h00. Please let me know if you have any availability between these times or if any other day or time would suit you.”

9. Optional: You Could Attach a Research Proposal to Your Email

While it is not a must, attaching a research proposal to your email will make your request for a research opportunity look a lot more attractive.

Your research proposal should, at most, be five pages long, as the purpose is simply to give the professor a better idea of what you hope to conduct research on.

Try to keep your proposal as succinct as possible, making it easy for the professor to read quickly while still showing your knowledge and interest in the research topic. 

In your research proposal, you should clearly set out what your research aims are, the sources available that are relevant to your research, any potential limitations to your research, and why the research you hope to conduct will contribute to the professor’s field of expertise.

Tip : 135,489 College Student Jobs Are Available on Salarship .

Mistakes to Avoid at All Costs When Asking a Professor for a Research Opportunity

It is not uncommon for students to make amateurish mistakes that can completely discredit their application. Here are three mistakes you should avoid at all costs.

Mistake 1: Do Not Ask About Financial Remuneration In Your First Email

It may come across as impolite if you mention remuneration in the first email, as it appears as if you are simply seeking a research opportunity for financial gain rather than a genuine interest in research and true dedication to the field of research the supervisor specializes in.

Ideally, you would want the professor to be the first person to mention remuneration. Alternatively, you can mention remuneration at a later stage once you are aware that the professor will be able to offer you a research opportunity.

Mistake 2: Make Sure You Do Not Have Any Spelling and Grammar Mistakes

Spelling and grammar are two fundamental parts of research. Sending an email with spelling or grammar mistakes shows carelessness and poor writing skills.

Take the time to run your email through a website that can check your spelling and grammar. 

Mistake 3: Do Not Email Professors Late At Night

If you’re a night owl, it’s likely that you’re most alert at night. However, not everyone shares these sentiments.

You should avoid emailing professors late at night at all costs .

If you send your email after office hours, you risk having the professor receive it during their personal hours.

It might send notifications to their phone or computer, disrupting their personal life. If your email finds them in a grumpy mood after you have disturbed their sleep, the professor is likely not going to be particularly enthusiastic about your proposal.

When emailing your professor, it’s important to email them at a socially acceptable, reasonable time. Any time after 8 am is generally regarded as professional and acceptable. 

The Bottom Line

Emailing a professor about research opportunities can be nerve-wracking. Putting yourself out there and actively seeking research opportunities can also be challenging. 

You may have to email quite a few professors before you find one willing to offer you a research opportunity. By sending polite, clear, succinct emails informing professors about your fields of interest and desire to take part in research opportunities, you’re likely to land a research opportunity quickly.

Salarship is a job board that focuses on low-competition jobs.

Our office is at Chemin du Valon 20, Sierre, Valais, Switzerland.

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How to Email a Professor About Research

Last Updated: June 27, 2022 Fact Checked

This article was co-authored by Alexander Ruiz, M.Ed. and by wikiHow staff writer, Aly Rusciano . Alexander Ruiz is an Educational Consultant and the Educational Director of Link Educational Institute, a tutoring business based in Claremont, California that provides customizable educational plans, subject and test prep tutoring, and college application consulting. With over a decade and a half of experience in the education industry, Alexander coaches students to increase their self-awareness and emotional intelligence while achieving skills and the goal of achieving skills and higher education. He holds a BA in Psychology from Florida International University and an MA in Education from Georgia Southern University. There are 10 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 16,996 times.

Asking a professor about their research is the first step in gaining a mentor, knowledge, and new opportunities—but how do you do it? Emails are an excellent way to professionally and academically introduce yourself to a professor and express an interest in their expertise. If you don't know the professor well yet, this can seem nerve-wracking, but don't stress! In this article, we’ll tell you everything you need to know about emailing a professor about research and even give you a few examples to work with.

Best Practice for Emailing Professors

• “Meeting to Discuss Biological Engineering for Targeting Cancer Cells”
• “Seeking Opportunity to Research Wollstonecraft’s Gothic Prose”

• “My name is Allie Springer, and I’m an English major in my final semester at the University of Tennessee.”
• “My name is Courtney Chaps, and I am currently a sophomore at MIT.”

• “I have read several of your articles. Your piece on orangutans in National Geographic opened my eyes to a different perspective I am now exploring in my own work.”
• “Your theory on the evolution and prevalence of knighthood within Medieval romance is fascinating and thought-provoking.”

• “My Capstone project mirrors your research on Edmund Spenser’s allegorical characterizations, but with a focus on female representation.”
• “Your emphasis on the cellular properties of viruses interests me the most because of my extensive history in the medical field.”

• “Although this thesis is my first active research project, I’m eager to learn and challenge the foundations of my research. I’m a hardworking student who has received numerous leadership and scholarly awards, including the Princeton Scholarly Essay Award.”
• “My first research project focused on leukemia inhibitory factor’s role in cell activation. I have also worked on several experiments related to genetic screening.” [8] X Research source

• “An apprenticeship with you during the spring semester would allow me to explore my thesis further.”
• “Are there any undergraduate research positions available in your lab?”

• “I would love to meet with you to discuss your groundbreaking research at your convenience.”
• “I am available to meet via Zoom and in-person Mondays through Thursdays from 3 PM to 6 PM PST.”

• “Kimmy Reeds 9011133 (555) 881-000 [email protected]”

• Try sending the email during the professor’s office hours for a more timely response.

Sample Emails

Expert Q&A

• ↑ https://salarship.com/article/email-professor-research-opportunities/
• ↑ https://academicpositions.com/career-advice/how-to-email-a-professor
• ↑ https://research.berkeley.edu/how-cold-email-professor
• ↑ https://www.purdue.edu/advisors/students/professor.php
• ↑ https://sites.psu.edu/gileswriter/2016/08/26/research-opportunity-please-how-to-email-a-professor/
• ↑ https://www.chem.purdue.edu/courses/chm49900/CHM499docs/499emailguide.pdf
• ↑ https://biology.nd.edu/assets/182128/example_of_emails_sent_to_a_professor_before_applying.pdf
• ↑ https://research.ewu.edu/writers_c_writing_email
• ↑ https://sciences.ugresearch.ucla.edu/getting-started/project/
• ↑ https://senr.osu.edu/undergraduate/undergraduate-research/dos-and-donts

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Office of Undergraduate Research

Email etiquette.

Begin by stating who you are and why you are writing to them. Make a connection by mentioning shared interests and goals.

Be specific and explain your interests. What aspects of their research fascinate you? What sparked your interest in their topic or area of focus? What motivates your interest in the topic or problem that their research focuses on?

If you’ve been referred by someone, you can mention that as well. State what it is you’re seeking, such as a conversation to discuss their research on ________, or to inquire about opportunities to get involved or assist with their work on ________.

End your email with next steps, such as letting them know what days and times you are typically available and asking if they may be able to meet during those times, or asking if it would be alright if you dropped by their office hours to talk with them further. In the case of professionals outside of the University, you can ask if they would be available for a brief, 20-30 minute phone conversation to discuss their work, which is oftentimes referred to as an informational interview.

• Keep it concise – Limit your email to essential information only, ideally no more than four to six sentences. Busy faculty members and professionals read emails quickly; a long, detailed email, no matter how well written, will often get ignored. Save the details for follow-up emails and/or conversations.
• Make your “ask” reasonable – When reaching out to a prospective mentor you do not yet know, asking for a meeting to discuss their research is a reasonable request. Asking whether you can join his/her lab or become his/her research assistant is a big request that should wait until after you’ve had a conversation, which gives both of you the opportunity to assess whether this is a good fit.
• Maintain formality – Even if you have spoken with this person before, it’s important to always maintain a formal tone and use formal language in an initial email to faculty or professionals. You never know whether your email might be shared or forwarded, so err on the side of formality.
• Be sincere and genuine – False flattery will not get you far. Only reach out to faculty or other contacts that you have a genuine interest in working with, and never exaggerate or misrepresent your interests.
• Begin emails with appropriate salutation – This goes back to maintaining formality. Though you may begin your everyday emails with “Hey” or “Hi,” using these informal salutations with faculty or professionals may be off-putting or prevent them from taking you seriously. Always begin with “Dear Dr. [Last Name],” “Dear Professor [Last Name],” or “Dear Mr./Ms. [Last Name].”
• Professional contact information – At the end of an email, always provide your email address and phone number. The email address you provide should be professional ([email protected] instead of [email protected]). Your voicemail message should also be professional, clearly stating your name and asking callers to please leave a message. Avoid music playing in the background, slang, and informal language in your voicemail message, as these can ruin the professional impression you are trying to make.
• Referrals – Only give the name of a referral if the person who referred you has instructed you to do so. Providing the name of a referral without their permission is frowned upon. Avoid exaggerating or overstating your connections. For example, stating in your email that “Professor Z recommended I contact you” when in reality Professor Z, in passing, recommended you reach out to faculty members in a particular department to inquire about opportunities, will not get you far in the networking process.
• Be patient – Don’t expect an instant response. Not everyone maintains a constant connection to their email. If you don’t receive a response within 10 business days (weekends don’t count!) you can send a second email. For the second email, simply resend the same email content, and avoid stating that you’re emailing a second time because you did not receive a response to your first email, as some people may find this offensive. If you don’t receive a response to your second email, either stop in during the faculty member’s office hours to ask your question(s) and begin establishing a relationship, or move on.

For additional guidance from the OUR Peer Research Ambassadors , check out the following Student Research Blog posts:

• It’s All About the Emails
• 20 Seconds of Courage
• 4 Ways to Get Into Undergraduate Research
• Getting In Touch: Making Contact With Professors
• It’s OK to be Told “No”

Email Templates

Dear Professor _____,

I am a ( class year ) majoring in ( indicate your major, and minor, if applicable ). I read your journal article on ( article topic ) and am very interested in your current research on ( research topic ). I am greatly interested in ( topic ) and was excited to learn of the connection to your work. In particular, I am drawn to ( specific aspect of research ). I would appreciate the opportunity to talk with you further about your research and would welcome any advice you would have for me as an aspiring ( field/topic ) researcher.

I am available for a virtual conversation on Tuesday or Thursday afternoons, any time after 1pm, though I can be flexible to accommodate your schedule. I look forward to hearing from you.

Jonathan Husky [email protected] 860-486-0000

Dear Dr. _____,

I am a ( class year ) majoring in ( major/minor ). I am writing to express interest in your research on ( research topic ). I was excited to read about your latest advance in ( topic ) in UConn Today.

As an aspiring ( career or academic goal ), I have focused my coursework on ( specific topics ). Previous research experiences in ( research background ) have given me a background in ( topic ), but I’ve continued to be drawn towards ( topic connected to their research ). In particular, I was excited by your focus on ( specific topic ).

I would appreciate an opportunity to meet with you ( virtually or in person ) to learn more about your research. My schedule is flexible and I am able to meet at a time that is convenient for you. I look forward to hearing from you.

Sample Emails

My name is Jonathan and I am a first-year undergraduate majoring in _____ and minoring in _____. I’m very interested in your research on _____. I was first introduced to this topic in my senior year of high school when I completed a project on _____ in my _____ class. This semester I’m taking _____ with Dr. _____ and have had a chance to explore this topic from a different angle. Through my readings, I came across your study on _____ and was intrigued by the focus on _____.

I would appreciate the chance to have a conversation with you to learn more about your research on _____. Can I stop by your office hours on Thursdays or is there a better time for us to meet? I’m typically available on Tuesday and Thursday afternoons but can be flexible to fit your schedule. I look forward to hearing from you.

Jonathan Husky University of Connecticut, Class of 20XX email address he/him/his

Dear Dr. _________,

My name is ______ and I am a sophomore, XYZ major interested in your research on ____________. With the rapidly evolving _______, I am intrigued by __________ and how it can impact__________. While exploring this area further in my ABC1000 course, I came across your research on _________ and read your paper on _________, igniting my interest in learning more about ________.

I would appreciate the chance to talk with you more about your current research, your career path, and any advice you may have for me as someone who aspires to contribute to research on ________. Can I set up a time to meet with you in the coming weeks? I’m free on Tuesday and Thursday mornings, as well as Monday afternoons, though can be flexible to fit your availability.

Thank you for considering this request.

Jonathan Husky Email Address University of Connecticut, Class of 20XX

My name is ABC Student and I’m a sophomore majoring in Allied Health Sciences. I was exploring research on_________ when I came across your 20XX paper in ______ on _______. I was intrigued by the impact of _______ on ________, and the overall implications of ______.

I was first introduced to ________ in Dr. Carson’s XYZ1000 course, where we studied ______. I continued to develop my interest by taking _________ and ________, where I expanded my understanding of ____________.

Now, as I look ahead to my Honors thesis, I am exploring options to combine my interest in _______ with my academic background in __________. I would appreciate the opportunity to speak with you to learn more about your research and any advice you may have for me as I plan my next steps and build my knowledge on these topics. Would you be available for a meeting this week or next? I’m typically free on Mondays and Wednesdays until 11am, though can work around your schedule.

I appreciate you considering this request and look forward to hearing from you.

ABC Student email address she/her/hers

Dear Professor ____,

I am a junior majoring in ____. Last year I had the opportunity to study ____ with Professor ___ in her ____ class. I was particularly drawn to the intersection of ____ and ____, and exploring the relationships between _____ and _____. While researching these areas further, I came upon your paper on _____ and was excited to learn about your current research on ____, as this aligns with the direction I want to go with my honors thesis next year.

Would it be possible to set up a meeting to discuss your research? Below I have included my availability for the coming weeks, though I can be flexible to fit with your schedule.  I appreciate your consideration.  Also, look forward to taking your course next semester on _____ and gaining additional insight into ____.

Dear Professor___,

I am fascinated by the molecular biology of stem cells. Recently I read your 20XX paper on the role of microRNAs in the differentiation of muscle stem cells published in ____ journal and found your conclusions to be intriguing. In particular, I found it amazing that __________ can impact _________.

As a junior MCB major, I have developed a strong background in _____ and feel I am now ready to contribute to the field of molecular biology. I would appreciate the opportunity to talk with you more about your current research and the ways in which undergraduate students are able to assist. Would you be available for a meeting in the coming weeks? I am available on Monday and Wednesday afternoons, though can be available at other times to fit with your schedule. I look forward to talking with you soon and learning more about your research.

Jonathan Husky

Email Address, Phone Number

I would also appreciate learning more about the work that ABC Nonprofit is doing to educate the public on _____. Would you be available for a brief phone conversation next Thursday or Friday afternoon? Thank you in advance for your consideration and I hope to speak with you soon.

Sincerely, Jonathan Husky [email protected] 999-999-9999

How to Write a Professional Email: How to email a research professor

• How to write a email letter of recommendation
• How to email a research professor
• "I missed class" example
• "Help on lecture information" example

Waht it should contain

Your email should:

• Have an informative subject line
• Be formal: Dear Dr. Smith; Sincerely, Your Name
• not use Mrs. or Ms.
• NOT have slang, abbreviations, or emoticons
• If applying for an opening:
• Address any qualifications the professor is looking for
• Demonstrate your experience

When asking for a research opportunity: state specifically your interest in that research group (you need to read the professor's website) explain why research is important for your goals ask to schedule a meeting or say that you will be coming to office hours

DO NOT SEND THIS EMAIL

Subject: Research Job Op

Hi Joe, 

My name is Name and I am a major in Major.  Is there space in your lab for an undergraduate?  If so, what is the pay rate and the hours?

Thanks, Name

DO SEND THIS EMAIL

Subject:  Possible undergraduate research opportunities

Dear Dr. Professor,I am a (year, major) at (university) and I am writing to ask about opportunities for undergraduate research in your lab beginning (time period). I have conducted undergraduate research on (topic) with (names) in (program or class). (Expression of interest in the topic). I would like to continue a path of research on (topic) and would ultimately allow me to (career goal). I am especially interested in your previous work on (describe a paper or talk).

I have attached my CV and unofficial transcript to this e-mail, but if there is additional information that I have not included that you would like, I would be happy to provide it to you. Thank you for your consideration.

Ambitous Student Email address 

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• Writing Tips

How to Write an Academic Email

4-minute read

• 21st October 2019

When you email a professor or tutor for the first time, you want to make a good impression. But how can you do this? Our top tips for writing an academic email include the following:

• Consider whether you need to send an email. You may be able to find the information in your syllabus, timetable, or other course materials.
• Write a clear subject line setting out what your email is about.
• Let the recipient know who you are and make a specific request.
• Use a clear, concise writing style and appropriate academic language.
• Proofread  your email carefully before hitting send.

Check out our guide below for more on how to write an academic email.

1. When to Send an Academic Email

If you say the word “inbox” to an academic, they will shudder in horror. This is because most lecturers and tutors receive dozens of emails every day. Keeping on top of this can take a lot of time and effort.

So, before writing an email, ask yourself: Do I need to send this?

Often, you can find the information you need in other places. If you want to know about a reading assignment, for example, you should check your syllabus, course documentation, or reading list.

This isn’t to say you shouldn’t ask for help. Academic staff are there to assist you. But they can do this more effectively if they have time to spare, so it’s best only to email someone when you can’t find the information elsewhere.

2. Subject Line

Every academic email should have a  clear subject line  that sets out why you’re emailing. For example, if you need to discuss a paper you’re writing, a vague subject line like “Question” or “Urgent!” may be easy to overlook.

Instead, you could write something like:

Aristotle Paper – Tutorial Request for Wednesday

This is short and simple, but the recipient will immediately understand the topic of your email, what you need, and when you need it.

3. Be Specific About Why You’re Emailing

The text of your email should be as specific as possible. To do this:

• Set out who you are and your relationship to the recipient.
• Explain your situation in no more than a couple sentences. For more complex requests, you’re better off setting up a meeting in person.
• Suggest how the recipient can help you address the problem.

This will ensure the recipient knows who you are and what you need from them. The simpler you make this, the easier it will be for them to respond.

4. Be Clear, Concise and Formal

As well as being specific, you need to use an appropriate writing style. This should be clear, concise, and  formal . Be sure to:

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• Address the recipient using their proper title (e.g.,  Dear  Prof.  Smith ).
• Use academic language as appropriate (avoid slang and emojis).
• Be polite in your request; don’t make demands.
• Thank the recipient for their time at the end of the email.

It may be the recipient is happy for you to use a less formal writing style. But it’s best to stick to formal, respectful language until you get to know them.

5. Proofread Carefully

Finally, be absolutely sure you  proofread your email before sending it.

This will save you from any embarrassing typos, ensuring your email is easy for the recipient to understand.

Example Academic Email

In closing, here’s an example of an academic email:

Dear Prof. Smith,

I am a first-year student on your Ancient Greek Philosophy module, and I was hoping we could meet to discuss the upcoming Aristotle paper (due on March 3).

I am planning to write about Plato and Aristotle, and I have attended the lectures and completed the required reading, but I have questions I would like to ask before I begin writing. Will you be available to meet this Wednesday?

Early afternoon would be best for me, but I am happy to adapt my schedule if you are not available then. If we cannot meet, do you have any books or research papers about Plato and Aristotle that you can suggest?

Thank you for your time.

Kind regards,

Isaac Kinsella

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Physical Sciences Student Affairs Office

Search form, sample email for inquiring about research.

Dear  Professor X :

My name is  Peter Anteater , and I am very interested in becoming involved in research in  Subject Area . I am a  X  year student with a GPA of  X . I have taken  Courses  and  Additional Experiences . My goal is to  Goal .

I have reviewed your faculty profile and am interested in the work that you have done. I was intrigued by your journal article,  "Article Title."  It  Additional Information about Topic . I would like to get involved in research in this area because it will help me to better prepare for  Goals .

Would it be possible to meet with you to further discuss  Topic  and my possible involvement in research? I am available  Days and Times . I look forward to hearing from you.

Sincerely,  Peter Anteater  Student ID  Address  Phone  E-mail

( back to the Research page )

How to Write an Email Requesting Something: Tips & Templates

• October 10, 2023

Ah, the age-old quest: crafting the perfect email request. 

It’s somewhere between asking your crush out in high school and getting your cat to finally acknowledge your existence . (Seriously, Mr. Whiskers, a little eye contact wouldn’t hurt.) 

But, unlike deciphering feline moods, there’s a formula to sending that pitch-perfect email. 

You’re about to embark on a keyboard-tapping, screen-lighting journey that’ll elevate your email game from “Meh, that’ll do” to “ Masterpiece in the making .” 

If you’ve ever fretted about starting an email or wondered if your request sounds too needy, this one’s for you .

Ready to slide into those inboxes with panache and a sprinkle of charm? 

Let’s get the typing party started !

Understanding the Basics of a Request Email

So, you’re diving into the art of crafting a request email, huh? 

Well, let’s start with the basics! A request email is your digital handshake, a bridge that connects your need with someone else’s ability to fulfill it. 

Ready to dive deep into the world of request emails?

First up: What is it? A request email is essentially your digital handshake . Imagine it as a friendly nudge, saying, “I am writing this email to request something from you.” Simple, right?

But wait, there’s a tad more to it! Your email’s structure is paramount. 

From the subject line of your message to the signature of your email for request , each element plays a pivotal role. Short, crisp sentences make your intent clear , and your choice of words can be the difference between a response and radio silence.

Whether you’re sending an email requesting for documents or an email requesting for information—it’s all about getting the elements right !

Now, for the ‘why’. The primary goal is, of course, to get a favorable response .

Whether you’re looking to understand how to ask for something in an email or seeking advice on sending a more formal request, the purpose remains consistent: to engage, to seek, and to connect in a digital realm . 

So, let’s embark on this journey together and fine-tune your email requests!

How to Start Your Email

So you want to kick off your emails just right. Believe me, those opening lines can set the stage for everything that follows. Let’s ensure you nail it every time:

Greeting is Key

Before you dive into the “ask”, it’s essential to set a friendly tone . 

Whether you’re penning an email to HR for requesting something or firing off a quick email asking for information, always opt for a genuine greeting . ‘Hello [Name]’ or ‘Dear [Name]’ are your best bets. Remember, personalization goes a long way !

Clearly State Your Purpose

You don’t want the reader to fish around, guessing your intent.

So, right after your greeting, use clear phrases like “I am writing this email to request…” or “I’m reaching out to ask for…” . This way, the reader knows what’s coming and can respond appropriately.

Provide a Touch of Context

If, let’s imagine, you’re sending an email to a company requesting something, offering a tad bit of background can be super useful. It’s like giving them a sneak peek into why you’re reaching out, ensuring they’re on the same page as you .

A Gentle Nudge or Query

Finish your starting segment with a slight prompt, something along the lines of, “I was wondering if…” or “Could you assist with…?” This keeps the conversation engaging and interactive .

Structuring the Body of Your Email

Hey there, email artist! So you’ve aced your email’s opening lines, but what about its core?

Dive into the heart of your message—the body—and this is where you truly connect with your reader. But fret not, I’ve got your back!

Let’s deep-dive into the layers that make an email body irresistible :

Spot-On Topic Sentences

Think of your topic sentences as the trusty compass guiding a sailor through turbulent seas; they provide clarity and direction . Not only do they give your reader a handy heads-up on the journey ahead, but they also set the tone, ensuring that your message is neither lost nor misunderstood.

Imagine them as the spotlight on a stage , illuminating the star of the show: your main point. And just as every show needs a strong opener, your email deserves a crystal clear topic sentence to captivate and guide.

Rich Details

Don’t leave your reader guessing. If it’s an email for requesting documents, spell out the specifics. The more transparent you are about what you want, why you want it , and perhaps when you need it , the smoother the communication flow

Organize, Organize, Organize

Sending multiple questions in an email? Or maybe you’re asking for more details about a project? Use bullet points, subheadings, or even bold text for important stuff. This adds structure, making your email digestible and easy on the eyes.

A Touch of Humanity

Emails don’t need to be stiff and formal all the time. Toss in a sprinkle of personalization . Maybe recall a past conversation or sprinkle in a dash of humor. This can make even the most professional email request resonate on a personal level.

A Dash of Urgency

If you’re sending an urgent request email or something that requires immediate attention , make it noticeable. Use phrases like “urgent attention required” or “time-sensitive” but ensure you have a genuine reason for the urgency.

Attachments and Visuals

When sending emails, it’s crucial to make sure any attachments you include are not just haphazard add-ons. Always double-check that they’re correctly labeled . A clear, descriptive name can help the recipient understand the content without even opening it.

Keep your attachments lean and efficient, ensuring they don’t clog up the recipient’s inbox or take eons to download. And don’t underestimate the power of visuals ! Occasionally, a strategically chosen image or a concise chart can convey your message more effectively than a lengthy paragraph. 

How to End Your Request Email

Alright, you’ve written a killer email body, but how do you stick the landing? Wrapping up that request email can be just as crucial as the intro! 

Ending your email isn’t just about saying goodbye; it’s your final shot to make an impression . Here are key things to consider:

• Reiterate Your Request : Before you wave that digital goodbye, do a quick recap, reminding them of the core message can be super helpful.
• Express Gratitude : Never underestimate the power of "thank you." Whether it's a simple "thanks for considering my request" or an elaborate "I genuinely appreciate your help," gratitude can open many doors.
• Provide Your Contact Details : Especially when sending professional email requests, make sure they have a way to reach you. You know, just in case they need more clarity.
• Choose the Right Sign-Off: "Warm regards," "Best," or "Cheers" – pick one that fits the tone of your email . If you're going the formal route, "Sincerely" or "Kind regards" might be your best bet.
• Name and Affiliation : Especially if this is a business email request, pop your full name and title at the end. It adds a touch of professionalism and helps the recipient place who you are.

Templates and Examples

Ever stumbled while crafting that seemingly simple email request, or maybe, just maybe, got cold feet when writing that request for documents email ?

Fret not! Many of us have been in those shoes. And that’s precisely where the magic of email templates and examples swoops in. They’re the unsung heroes in the email universe, giving us the confidence to hit that ‘send’ button. 

Let’s delve deeper into a few scenarios where having a robust template can elevate your emailing game:

Engaging with HR

Oh, the jitters of sending that email to HR for requesting for something! But breathe easy, because with the right template, you’re already halfway to drafting an impeccable email . 

Be it for leave applications, benefit queries, or understanding company policies, a tailored sample will always have your back.

Here’s an email template:

Subject: Request Regarding [Specific Topic, e.g., Annual Leave Policy]

Hello [HR’s Name],

I hope this email finds you well. I am writing to inquire about [specific topic, e.g., our company’s annual leave policy]. Can you please provide more details or direct me to the right resources?

Thank you for your assistance.

Best regards,

[Your Name]

Document Requests

Think of these templates as your guiding star when navigating the often complex world of email correspondence. They’re meticulously designed to ensure every word in your requests is both crystal-clear and strikes the right balance between authority and politeness.

Moreover, with their neatly structured format , you won’t leave any room for ambiguity. Instead of fretting over phrasing or structure, you can confidently lean on these templates to get your message across with precision and grace.

In essence, they’re not just templates; they’re your email toolkit for success.

Subject: Request for [Specific Document, e.g., Monthly Sales Report]

Dear [Recipient’s Name],

I hope you’re doing well. I’m reaching out to request the [specific document, e.g., Monthly Sales Report] for [specific time period, e.g., August 2023]. Could you please share it with me by [desired date]?

Thank you in advance.

Warm regards,

Requesting for Internship

Embarking on the journey of seeking an internship? It’s a bold move, one that speaks volumes about your drive and ambition. 

But let’s be real: cold-emailing can be daunting. Your goal is to stand out, be remembered, and get a response that isn’t an automated rejection.

So, how do you craft an email requesting for an internship that shines? Keep it genuine , highlight your passion , and show them why you’d be a great fit . 

Subject: [Your Major] Student Eager for Internship at [Company’s Name]

Hi [Recipient’s Name],

I’m [Your Name], a [Year] student at [Your University], majoring in [Your Major]. I’m deeply impressed by [specific project or aspect of the company] at [Company’s Name] and would love the opportunity to intern and contribute.

My background in [specific courses or experiences] aligns with the roles at your company. Please find my resume attached. I’d appreciate a chance to discuss how I can be an asset to your team.

Best, [Your Full Name] [Your Phone Number] [Your LinkedIn Profile or Portfolio Link]

Common Mistakes to Avoid

Sure thing! When it comes to sending out a request email, there’s a fine art to getting it right. Yet, many people fall into some common traps . So, let’s dissect these pitfalls a bit further:

• Being Vague : It's not just about being clear; it's about being specific. If you need documents, specify which ones. If you're setting a meeting, suggest a date and time. Leaving room for interpretation can lead to unnecessary back-and-forth.
• Forgetting the Subject Line : This isn't just about leaving it blank. A generic subject line like "Request" or "Important" can get lost in a sea of emails. Tailor it to your request, like "Requesting XYZ Document by Friday."
• Sending Super Long Emails : In our digital age, attention spans are short. If the recipient opens your email and is met with a wall of text, they might put off reading it entirely. Make your point, and make it quick.
• Not Double-Checking for Errors : And it's not just about spelling. Check names, dates, and details. An error might not just look unprofessional; it can also cause confusion or delay.
• Being Too Formal or Too Casual : Think about your relationship with the recipient and the culture of your organization or industry. A "Hey there!" might be perfect for a colleague but not for a senior executive. On the flip side, an overly formal tone can come across as distant or insincere.
• Not Including a Call to Action : This is crucial. After reading your email, the recipient should know exactly what's being asked of them. Whether it's to provide information, confirm attendance, or carry out a task, make it crystal clear.

With these insights in your back pocket, you’re already a step ahead in mastering the art of request emails. Remember, every email is an opportunity to communicate effectively and build relationships, so make each one count!

Frequently Asked Questions on How to Write an Email Requesting Something

Alright, diving into the world of email requests, it’s no surprise that certain questions keep popping up. It’s like when you’re crafting that all-important message, and there’s a nagging question at the back of your mind. 

Let’s dive right into these frequently asked questions:

How often should I follow up if I don't get a response?

A common conundrum! Generally, waiting a week before sending a gentle follow-up is a good rule of thumb. If it’s super urgent, you might shorten this to 3-4 days. But be cautious : continuously bombarding someone’s inbox can come off as pushy.

After the second follow-up , if you still don’t hear back, consider giving them a call or finding an alternative contact.

Should I use emojis in my email requests?

Ah, the modern-day dilemma! Emojis can add a personal touch and make emails feel less robotic. But here’s the thing: use them sparingly and consider your audience. If it’s a colleague you frequently chat with, a smiley face might be just fine.

For formal requests or if you’re reaching out to someone for the first time, it’s better to keep things emoji-free.

Is it okay to send email requests during weekends or late nights?

It’s totally okay to draft them, but hold off on hitting the send button. Late-night or weekend emails can sometimes give off the impression that you don’t respect the recipient’s personal time.

Many email platforms offer scheduling tools. Use them to make sure your email lands in their inbox during working hours , increasing the chances it’ll be seen and taken seriously.

Key Takeaways on How to Write an Email Requesting Something

Navigating the realm of email requests might initially seem daunting, but it doesn’t have to be.

Our deep dive into this topic revealed that successful emails start with attention-grabbing introductions , supported by a solid, well-structured body , and rounded off with an unambiguous, respectful sign-off .

But that’s not all – armed with tailor-made templates, especially for common scenarios like internship applications, you’ll be a step ahead.

However, watch your step! Pitfalls like verbose language, unnoticed mistakes, or overwhelming attachments can easily dampen your message’s impact.

Remember, put yourself in your recipient’s shoes . By mixing in understanding with a sprinkle of empathy, your journey to mastering email requests will be smoother and more effective.

To achieve the best results with email outreach, we recommend using a professional email automation software

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How to Write an Email Requesting Participation in a Survey

Are you planning to conduct a survey and need people to participate? This article will guide you on how to write an effective email requesting individuals to take part in your survey.

Table of Contents

What to Do Before Writing the Email

Before you start composing your email, take a few moments to consider the following steps:

• Identify your target audience: Clearly define who you want to reach with your survey. Understanding your target audience will help you tailor your email accordingly.
• Set clear goals: Determine what information you hope to gather from the survey. Having a specific objective will make it easier to communicate the importance of participation in your email.
• Prepare your survey: Make sure your survey is ready to go before sending out the email. Test it thoroughly to ensure a seamless experience for participants.

What to Include In the Email

Now that you’re ready to write your email, here are the key elements to include:

Subject Line

Your subject line should be concise but engaging, clearly stating the purpose of your email. For example: “Request for Your Valuable Feedback: Participate in Our Survey.”

Start your email with a polite and professional greeting, such as “Dear [Recipient’s Name].” If you don’t have a specific name, you can use a generic but respectful greeting like “Dear Participant.”

Introduction

Begin your email with a friendly introduction and explain the purpose of your survey. State why their participation is valuable and how it will contribute to your research or project.

Survey Details

In this section, provide essential details about your survey, such as the estimated time required to complete it, the deadline for submission, and any incentives or rewards for participation. Be transparent about the privacy and confidentiality of their responses as well.

Call to Action

Clearly state what you want the recipient to do next. Include a direct link to your survey or provide instructions on how they can access it. Make it as convenient as possible for them to participate.

Show appreciation for their time and consideration. Express gratitude in advance for their willingness to complete the survey and let them know how important their input is for your project.

Email Template:

Template 1:.

Subject: Request for Your Valuable Feedback: Participate in Our Survey Dear [Recipient’s Name], I hope this email finds you well. My name is [Your Name] and I am conducting a survey on [Survey Topic]. I am reaching out to you as a valued member of our community and would greatly appreciate your participation in this important research. This survey aims to gather insights that will help us understand [state the purpose or goals of the survey]. It will take approximately [estimated time] to complete, and your responses will remain completely confidential. We assure you that your feedback will be incredibly valuable for our ongoing efforts. You can access the survey through the following link: [Insert Survey Link] The deadline for submission is [Deadline Date]. We understand your time is valuable, and as a token of our gratitude, we would like to offer [incentive/reward details] upon completion of the survey. Thank you in advance for your participation. Your input will make a significant impact on our project. If you have any questions or concerns, please do not hesitate to reach out to me directly. Warm regards, [Your Name]

Template 2:

Subject: Help Us Improve: Participate in Our Survey Dear Participant, I hope this email finds you well. As part of ongoing efforts to enhance our services, we are conducting a survey to gather valuable feedback from users like yourself. Your opinion matters greatly to us, and we would appreciate it if you could take a few minutes to complete our survey. Your responses will enable us to better understand your needs and preferences, leading to improved experiences for our entire community. Access the survey by clicking on the following link: [Insert Survey Link]. It should only take around [estimated time] to complete, and we assure you that all information provided will remain confidential. We value your time and would like to express our gratitude by offering [incentive/reward details] to participants who complete the survey. The survey will remain open until [Deadline Date], so please submit your responses at your earliest convenience. Thank you for your valuable contribution in advance. Should you have any questions or require further assistance, feel free to contact us directly. Sincerely, [Your Name]

Writing an email requesting participation in a survey is a critical step in ensuring the success of your research or project. Remember to be polite, clear, and appreciative of the recipient’s time and efforts. By following the guidelines outlined above, you can create an effective email that encourages individuals to take part in your survey.

• Keep your email concise and to the point.
• Personalize your email whenever possible, using the recipient’s name.
• Highlight the importance of their feedback and assure confidentiality.
• Consider offering incentives or rewards to increase participation rates.
• Proofread your email carefully before sending it.

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Drafting an effective reference request email

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What’s a reference?

The importance of choosing the right references, who should i ask to be a reference, how to ask for a reference by email, how to write a reference request email, reference request email examples, references are the secret to job hunting success.

Picture this: you’re putting together an application for your dream job, fine-tuning your resume and proofreading your cover letter. Before you send your documents off to the hiring manager, you know it’s time to ask some people if they’ll be your references.

But you aren’t sure who would be the best reference, and if you do, you might not know how to ask if they’re willing to vouch for you. Fortunately, the people you’re thinking of asking likely know you and your skills well from past experiences, meaning they’d be happy to help you take the next step in your career path. 

And sending a polite, well-worded reference request email is the launching pad you need to line up a list of references that will make a favorable impression on potential employers. Let’s explore how to write one that empowers you to land the next job you want.

A reference is a person or contact you share with a potential employer who can speak to your professional experience.

Anyone can talk up their own accomplishments, but your references provide proof that what you say about yourself on your resume is true. In addition to confirming the information in your resume, your reference can also offer insight into your past performance and predict your ability to take on the new role.

Their word becomes a powerful endorsement, assuring your prospective employer that they’re making the right decision in extending a job offer — or persuading them to go with another candidate. 

When should I ask someone to be a reference?

The best time to ask someone to be a professional reference is when you don’t need one.

Acting as a reference is a serious role for many people. Most of your options — including your current or former boss — won’t appreciate a last-minute call or reference letter request. It’s best to arrange your references as soon as you start your job search so everyone has plenty of time to decide what to say and prepare for questions.

Survey data from global staffing firm Accountemps suggests that one in three candidates are removed from consideration following reference checks . Such an evaluation almost always includes information about your previous employment, experience in past roles, and more. And a strong reference might be what you need to tip the scales in your favor against other strong applicants.

Employers want to get as much information from your references as possible. Because it’s a hiring manager’s job to offer the job to the strongest candidate , you need a reference who can attest to the stellar person and employee you are.

The hiring process is all about giving potential employers a chance to get to know you better. Positive comments from a good reference can help you stand out and improve your chances of locking down your desired position. Your reference can help you land the job by enthusiastically discussing your:

• Growth potential
• Skills and experience
• Qualifications
• Personality

Typically, a potential employer would like to hear from a boss or immediate supervisor at your most recent place of work. In some cases, they might also appreciate hearing from someone you worked cross-functionally with. They trust these types of references to paint a reliable and compelling picture of you as an applicant because they can speak to your current skills, work ethic , and character. However, if your current job doesn’t know you’re leaving and you aren’t ready to tell them, you also have other options.

Trusted co-workers and happy past clients can also describe what it’s like to work with you. These are also great options if you didn’t have the best experience at your last job and aren’t sure if management will be honest or objective. Whatever the case may be, you want to ask someone who thinks highly of you and steer clear of those with negative impressions.

If you’ve just completed your education, you likely don’t have many professional references. To fill this gap, consider seeking an academic or character reference from a professor you worked well with, someone who’s mentored you in your chosen field, or a person you’ve done volunteer work with. 

Wondering how to ask a professor to be a reference by email? Treat them just as you would a professional colleague — kindly and courteously.

Asking for a reference involves more than just making your request known — your message must be clear, courteous, and consider the other person’s needs. 

Here are eight tips for asking someone to be your reference via email:

• Choose someone you believe will respond favorably to the request: If you’re asking someone you didn’t work with very closely, the probably won’t be the strongest reference. Make sure your list of potential referees includes people who can truly vouch for your work ethic.
• Use a clear, simple subject line and be direct in the email’s body: Don’t cloud the request with unnecessary information.
• Always ask the person for permission before you add them to your list of references: Surprise phone calls and emails reflect poorly on you and may negatively affect your relationship with your potential reference.
• Make sure they’re a good reference: If they can’t right now (or don’t want to), always give them the option to decline your request.
• Provide your reference with all the information they need:  Send them an updated resume, the company’s name, and the job description of the role you’re applying for. This is especially important if it’s been a while since you last worked together, and they need an update on where you are now.
• Include your contact information in the reference request email: Your potential reference might have questions or need additional information before agreeing.
• Notify your reference whenever you share your list of references with an employer: This way, they know to expect a phone call or email asking for a reference.
• Express your gratitude: Don’t forget to send a thank-you email for the reference’s contributions each time you kickstart a new round of job searching.

Now that you know what to say, it’s time to write that email. Here are a few solid tips for formatting each section:

• Subject line: Keep this part simple. Consider something like “Reference request: [your name]” or “Would you provide me with a reference?” You can be a tad more informal if you know the referee well.
• Opening line: Use the opening line of your email to soften your request by letting the recipient know you value their opinion. And if you need to remind them who you are, this is the perfect place to do so.
• Email body: Use this space to clearly articulate your request for a reference and provide some details about the new company and role.
• Conclusion : Let your potential reference know when someone might get in touch with them, ask their permission to include them as a reference, and thank them for taking the time to read your email.

As you’ll see in the following reference email examples, it’s best to keep your message short, sweet, and to the point — this is respectful of the recipient’s time. With that in mind, here are a couple of reference email templates.

These concise yet effective reference request email templates can help you shake off writer’s block and craft the perfect message. Feel free to change as much or as little as you’d like.

Asking a colleague or manager

Dear [recipient’s name],

I hope you’re well!

I’m currently seeking employment for my next role and am writing to ask if you’d be comfortable providing a reference for me. Having worked with you for several years at [company], I believe you can provide potential employers with information about my skills and character that will improve my chances of being awarded the job.

I’ve attached my current resume. Please let me know if you need any additional information about my qualifications and, if you’re willing, what contact information I should provide for you. If this isn’t a good time, or if you aren’t comfortable providing a reference, please let me know. Thank you so much for your consideration.

Kind regards, [Your name]

[Your contact information]

Asking a teacher or mentor

Dear [teacher or mentor’s name]

I hope all is well. 

I am a former student from your [subject] class at [institution] in [time frame]. I was recently asked to provide academic references for [job or internship opportunity] and wanted to reach out to see if you’d be willing to contribute. I thought you’d be a fitting person to ask, as I truly enjoyed my time in your class and the material I had the opportunity to study, and I learned a great deal from you.

The deadline to turn in references is [deadline].

Please let me know whether you’d be willing to provide a reference. If you need any additional details from me, I’m happy to provide them.

Thank you in advance for your time.

Best, [Your name]

A good reference is someone who can vouch for your competency and character. Because references have the power to make or break your job search, you need to be sure you ask the right people in the right way, giving them all the information they need to provide a stellar report to your prospective employer.

With a little confidence and guidance from a reference request email template or two, you can put together a great list of references that will give you the boost you need to finally land your dream job .

Ace your job search

Explore effective job search techniques, interview strategies, and ways to overcome job-related challenges. Our coaches specialize in helping you land your dream job.

Elizabeth Perry, ACC

Elizabeth Perry is a Coach Community Manager at BetterUp. She uses strategic engagement strategies to cultivate a learning community across a global network of Coaches through in-person and virtual experiences, technology-enabled platforms, and strategic coaching industry partnerships. With over 3 years of coaching experience and a certification in transformative leadership and life coaching from Sofia University, Elizabeth leverages transpersonal psychology expertise to help coaches and clients gain awareness of their behavioral and thought patterns, discover their purpose and passions, and elevate their potential. She is a lifelong student of psychology, personal growth, and human potential as well as an ICF-certified ACC transpersonal life and leadership Coach.

Character references: 4 tips for a successful recommendation letter

A quick guide on how to list references on a resume, what are professional references and how to ask for one (examples), use professional reference templates to make hiring smoother, how to ask for a letter of recommendation (with examples), 9 elevator pitch examples for making a strong first impression, what is referent power your guide as a leader, what is gig work and does it make the dream work, 15 teacher interview questions and how to answer them, similar articles, how to get promoted, the do’s and don’ts, how to write an unforgettable goodbye email to coworkers, what do employers look for in a background check, 7 networking email templates to make virtual connections easier, stay connected with betterup, get our newsletter, event invites, plus product insights and research..

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3 Ways to Make a Request That Doesn’t Feel Coercive

• Rachel Schlund,
• Roseanna Sommers,
• Vanessa Bohns

To get an authentic yes, give your employee room to say no.

Research shows that people feel more pressured to agree to requests than we realize, frequently agreeing to do things they would rather not do, such as taking on burdensome, low-promotability work tasks. As a manager, what can you do to ensure that your employees aren’t taking things on because they feel like they have to, but because they actually want to? In this article, the authors share three research-backed suggestions for how to elicit a more voluntary “yes” when making a request: 1) Give people time to respond. 2) Ask them to respond over email. 3) Share an example of how to say “no.”

When staffing a project, asking your team to work overtime, or finding someone for a last-minute task to meet a deadline, it can sometimes feel like you need to get your employees to say “yes” at any cost. But what is that cost? When employees feel pressured or guilted into agreeing to a request they personally find disagreeable it can lead to feelings of regret, frustration, and resentment. An employee who begrudgingly agrees to a request in the moment may provide lower-quality assistance or back out of their commitment at a less convenient time.

• Rachel Schlund is an incoming Principal Researcher at the University of Chicago, Booth School of Business. She is currently finishing her PhD in organizational behavior at Cornell University. You can learn more about her research here .
• Roseanna Sommers (JD/PhD) is an Assistant Professor of Law at the University of Michigan, where she directs the psychology and law studies lab. Her teaching and research interests revolve around the many ways in which the law misunderstands people and people misunderstand the law. You can learn more about her research on consent and related topics   here .
• Vanessa Bohns is a Professor of Organizational Behavior at Cornell University and the author of You Have More Influence Than You Think . You can learn more about her research on social influence and persuasion here .

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How to write a meeting request email [17 samples for your colleagues, leads, & clients]

I’ll admit it upfront. As an introvert, I’m not a fan of meetings. And meetings that could’ve been emails? They’re pretty much the ultimate test of my patience (except spoilers on social media 🥲).

Despite my disdain, though, meetings can often be the binding force for relationships at work. They keep the communication going, provide a place to air and resolve differences, and ultimately bring people closer in pursuit of common goals. 

Async and written communication cannot accomplish everything—a lot gets lost in the absence of facial expressions, tone of voice, gestures, and body language. This is perhaps why virtual meetings gained such popularity when we couldn’t meet in person due to the COVID-19 pandemic. 

Knowing how to request a meeting, thus, becomes a key skill that can help one navigate the world of work with greater ease. 

It's why I'm excited to share with you some tips and tricks on how to write a meeting request email that gets a positive response. With inputs from my colleagues at OSlash , I’ve also included 17 different samples for you to choose from, so you can tailor your message to fit the situation. Let’s get started.

What is a meeting request email?

A meeting request email is a professional invitation to get together and discuss something, typically sent in a business setting. It helps ensure that everyone is on the same page and that the meeting runs smoothly. 

Automate your repetitive typing with OSlash. It’s free to get started.

What are the different types of meeting request emails.

Depending on the level of familiarity or relationship you have with the recipient, meeting request emails can either be cold or warm.

• Cold meeting request email : This type of email is sent to someone you don't know or have a very limited relationship with. It's called "cold" because there's no prior communication or relationship established. Cold emails are typically used for outreach or prospecting purposes.

Recommended reading: 11 cold email templates that will get you more leads instantly

• Warm meeting request email : This type of email is sent to someone you have an existing relationship with, whether it's a colleague, business partner, or friend. Warm emails are typically used to set up meetings with people you have already interacted with or have some level of familiarity with.

In a cold meeting request email, you need to introduce yourself and explain the reason for your email clearly. You also need to personalize your email and explain why you think the recipient would benefit from the meeting.

Recommended reading: 13 foolproof ways to introduce yourself via email 

In a warm meeting request email, you can be more informal and friendly. You can refer to previous conversations or interactions you've had with the recipient and provide context for the meeting. Since you already have a relationship, the tone of the email can be more relaxed and conversational.

How to politely request & schedule a meeting via email?

“never be so polite, you forget your power., never wield such power, you forget to be polite.”.

Some of my favorite lyrics also serve as a good mantra while requesting a meeting. 

No one likes to read a rude, pushy, and entitled email in their inbox, much less agree to a meeting with the sender of said email. Politeness is what will make all the difference between you getting a positive response and your meeting request email being marked as spam.

So, how do you politely schedule a meeting ? Here are 7 tips.

• Start with a clear, explanatory subject line that does not confuse or clickbait the recipient. (See our section on subject lines below for some good ol’ inspiration!)
• Begin with a polite greeting and include the name of the recipient in the salutation to make your meeting request more personable.

Some options include:

Hey, [First Name],

Hello [First Name], hope you’re well

Dear [First Name], I hope you’re having a good day

• If you’re writing a cold meeting request email, be sure to include a short introduction stating who you are and some context on why you are writing to them. This indicates your respect for their time and attention. Psst…Steal our introduction email templates to come up with the perfect one!
• Don’t forget to explicitly mention the purpose of the meeting and key details such as possible date, time, and venue . Pro tip: Suggest a few potential meeting times that work for you, but also be open to other options if those don't work.
• Acknowledge that the person you're requesting a meeting with is likely busy, and be respectful of their time. Offer to keep the meeting short and to the point , and assure them that you won't take up more of their time than necessary. A tool like Calendly lets you give the recipient flexibility in scheduling the meeting, especially if the meeting is something you want more than they do.
• Close your email by thanking them for considering your request and expressing your appreciation for their time and attention. Make sure to include a CTA (call to action) .

Some possible CTAs are:

You can reach me at [email] or [phone number]

Please feel free to book a slot on my calendar [insert link to calendar]

Please let me know if you’re available on [date & time] or if an alternative time works better for you

Please don’t hesitate to contact me at [email] or [phone number] if you have questions

• Proofread your email before sending or employ a writing assistant to do it for you. Sending an impeccable, polished request will make a great impression and increase your chances of getting a favorable response.

Turn your long URLs & snippets into quick shortcuts. Get started with OSlash today!

By sending a well-crafted meeting request email, you can ensure that your meeting is productive and efficient.

10 meeting request email subject lines

The subject line of your meeting request email is the first impression you make on the recipient—make it count with these 10 attention-grabbing examples.

Let's Connect, [Name]?

[Name], Can We Meet?

Meeting Request: [Purpose of the Meeting]

Requesting Your Time for a Meeting

[Date/Time] Meeting Request

Quick Meeting Request: [Purpose of the Meeting]

Meeting Request: [Your Name] and [Recipient's Name]

Seeking Your Expertise: Request for a Meeting

[Recipient's Name], Let's Discuss [Purpose of the Meeting]

Schedule a Meeting: [Purpose of the Meeting]

Since the subject line by itself is not enough for you to get a meeting, we’ve also crafted 17 templates that will allow you to do so.

17 meeting request email samples—for colleagues, leads & clients

In this section, we have curated 17 effective meeting request email samples that you can use to request meetings with your colleagues, leads, and existing clients.

Meeting request email samples to schedule a meeting with colleagues

On a typical workday, we perhaps end up interacting the most with our colleagues. We schedule meetings with our managers, bosses, peers, and subordinates. Some of them are individual meetings while others take place in a team setting. This section will walk you through simple meeting request email samples and templates for all such situations. 

1. Requesting a meeting with your boss sample email

Subject: Requesting your time for a meeting Dear [Boss's Name], I hope this email finds you well. I would like to request a meeting with you to discuss [briefly state the purpose of the meeting]. I believe that this meeting would be beneficial for [provide reasons why the meeting is important]. Would it be possible for us to meet [suggest a few possible dates and times]? I understand that your schedule is likely very busy, so please let me know if any of these dates and times work for you. Thank you for your time, and I look forward to hearing from you soon. Best regards, [Your Name]

2. Requesting a meeting with your manager sample email

Subject: Schedule a meeting: [Purpose of the meeting] Dear [Name], I hope this email finds you well. I wanted to schedule a meeting to discuss [topic] with you. I believe your inputs will help me improve my performance and contribution to the team.  Can we schedule a meeting for [suggest a few possible dates and times]? If none of these times work for you, please let me know when would be convenient. Thank you for your time and guidance. Best,  [Your Name]

3. Requesting a one-on-one meeting with your colleagues sample email

Subject: Request for one-on-one meeting Dear [Colleague's Name], I hope you are doing well. I wanted to reach out and request a one-on-one meeting with you. I believe it would be helpful for us to discuss [briefly state the purpose of the meeting]. I value your input and believe that this meeting would be beneficial for both of us.  I am available on [insert a few possible dates and times]. Let me know if any of these work for you or if you’ve an alternative in mind.  Thanks a lot, and I look forward to meeting with you. Best regards, [Your Name]

4. Follow-up meeting request sample email

Subject: Following up on my earlier request for a meeting Dear [Recipient's Name], I’m writing to follow up on my previous email regarding a meeting request to discuss [briefly state the purpose of the meeting].  I would greatly appreciate a chance to speak with you. If the previous dates I suggested don't work, please let me know your availability so we can find a mutually convenient time. I am looking forward to chatting with you soon. Thank you for your time. Best regards, [Your Name]

Recommended reading: How to write the perfect follow-up email?—A no-nonsense guide [16 free templates inside]

5. Team meeting request sample email

Subject: Team meeting on [date and time] Hi Team, Hope you’re all having a good month so far.  I would like to request a team meeting to discuss [briefly state the purpose of the meeting]. This meeting will be an opportunity for us to [state the objective of the meeting and what you hope to achieve]. I’ve booked the [conference room] for [date & time] and would request you to confirm your attendance on this link [insert link] as soon as possible.  I’ll share a detailed agenda for the meeting soon. Some of the topics of discussion include: [Topic 1] [Topic 2] [Topic 3] Let me know if there are any other topics you would like to take up. Looking forward to a great session with you all! Thanks, [Your Name]

Recommended reading: Got a remote team? Check out the OSlash guide to effective communication in the new remote world

6. All-Hands/Town Hall meeting request sample email 

Subject: Request for All-Hands/Town Hall meeting Dear All, I hope you are doing well. I am writing to request an All-Hands/Town Hall meeting for our team/company. The purpose of this meeting will be to [briefly state the agenda and objectives of the meeting]. I believe this meeting will provide us with a valuable opportunity to connect as a team, share important updates and information, and foster a sense of community.  The meeting is scheduled for [date, time, location] and attendance is mandatory for all employees. Thank you for your consideration, and I look forward to seeing you all at the meeting. Best regards, [Your Name]

Recommended reading: 11 tools to improve internal communications in your business

7. Standup meeting request sample email 

Subject: Request for standup meeting Dear Team, I hope this email finds you well. I am writing to request a weekly standup meeting for our team to discuss our progress, priorities, and any blockers we may be facing. The purpose of this meeting will be to provide everyone with a brief update on their current tasks and to identify any issues or challenges that need to be addressed so that we can stay on track with our projects. I would suggest scheduling the meeting for [suggest a few possible dates and times]. If none of these times work for you, please let me know when would be convenient. Please come prepared with a brief update on your current tasks and any issues you may be facing. Thank you for your time, and I look forward to seeing you all at the meeting. Best regards, [Your Name]

8. Request for meeting agenda sample email

Subject: Request for agenda for our planned meeting Dear [Name], I hope things are well. I am writing to request a meeting agenda in advance of our upcoming meeting on [date and time]. Having an agenda in advance will help ensure that the meeting is productive and focused, and that we are able to address all of the important topics. If the agenda has not yet been prepared, could you kindly provide an estimated timeline for when it will be available? I’d be thankful if you could share the agenda at least [insert number of days] prior to the meeting. Thank you so much! Best regards, [Your Name]

With the above samples, you should be able to bid your meeting scheduling woes at work a permanent goodbye. 

Meeting request email samples to schedule a meeting with leads or potential clients

One of the trickiest things to do is to set up a meeting with people who aren’t your clients yet but whom you’d like to get in business with. They could range from potential customers to business partners; could be cold connections or people familiar to you; and they can be reached out to by using the below no-nonsense meeting request email samples.

1. Cold email meeting request sample email

Subject: Introduction and request for a meeting Dear [Name], I hope this email finds you well. My name is [Your Name], and I am [Your Position/Company]. I came across your work while researching [topic related to the recipient's field/industry], and I was impressed by your expertise in this area. I am interested in learning more about your work and exploring potential opportunities for collaboration. Would you be available for a brief meeting or call sometime in the next few weeks? I would love to discuss how we might be able to work together and hear more about your experiences in [industry/field]. Here’s the link to my calendar [insert link]. Feel free to book a slot that’s convenient to you.  I’m really looking forward to getting to know you and for us to work together! Best regards, [Your Name]

Related: How to write LinkedIn connection requests that get accepted?

2. Business meeting/Sales meeting sample email

Subject: [First Name], can we meet? Dear [First Name], I hope this email finds you well. I am writing to request a business meeting with you to discuss potential opportunities for [insert what you are looking to achieve, e.g. partnership, investment, sales, etc.]. Based on my research and understanding of your organization, I’ve learnt that you’re looking to [solve a particular pain point]. I believe my company can help you do exactly that with [list of potential benefits].  I would love to explore this further with you and your team. If you are available, I would like to schedule a meeting at your earliest convenience. Alternatively, you can book a slot on my calendar for next week [insert link].  In the meantime, I’ve attached a case study that might interest you.  Thank you for considering my request, and I look forward to talking soon! Best regards, [Your Name]

Recommended reading: Ace the cold email game with our free cold emailing ebook 

3. Requesting a meeting appointment via email

Subject: Request for an appointment Dear [Name], I would like to request a meeting appointment with you to discuss [insert topic of discussion].  If you could let me know of your availability by sharing a few dates and times or give me access to your shared calendar, that would be greatly appreciated. I can find a time that works for both of us and schedule the appointment.  Looking forward to hearing from you. Many thanks, [Your Name]

4. Request to reschedule a meeting sample email

Subject: Request to reschedule meeting Dear [Recipient’s Name], I hope this email finds you well. I wanted to reach out regarding our upcoming meeting scheduled for [insert date and time]. Unfortunately, due to [insert reason for rescheduling], I would like to request that we reschedule the meeting to a later date. I apologize for any inconvenience this may cause and hope that we can find a time that works for both of us. Please let me know what dates and times work best for you in the upcoming [insert time frame, e.g. week, month, etc.]. I am available [insert availability details] and am willing to be flexible to find a time that suits your schedule. Thank you for your understanding, and I look forward to hearing back from you soon. Best regards, [Your Name]

We truly hope that all your important meetings with leads pan out well. And we also hope we’ve gotten you off to a great start with the templates and samples we just shared. 

Meeting request email samples to schedule a meeting with an existing client

As necessary as it is to close new business, it’s even more important (and tough) to retain old clients. Old clients don’t just bring repeat business, they also play a key role in word of mouth marketing and can be an excellent marketing channel in themselves. This is why touching base with them, even when everything is going according to plan, makes a good deal of business sense. These meeting request templates for existing clients will help you do that, minus any awkwardness. 

1. Meeting request sample email for a client

Subject: Request for meeting with [Client’s Org] Dear [Client Name], How’s it going with you at [Org Name]? I’m writing to quickly check in with you and share what a pleasure it has been working with you and your talented team over the past few months. I also wanted to take this opportunity to discuss some updates and new collaboration opportunities with you. Would you like to meet on [insert potential meeting dates and times] to discuss the progress of our ongoing project and to explore this? I’ve a feeling it will be beneficial to both our organizations.  Please let me know your availability, and we can catch up. Thank you for your time, and I look forward to the opportunity to meet with you soon. Best regards, [Your Name]

2. Introduction meeting for a new colleague/team member sample email

Subject: Introduction meeting with [Client’s Company] for [New Team Member’s Name] Dear [Client’s Name], I hope this email finds you well. I wanted to introduce you to our newest team member, [New Team Member’s Name], who will be working closely with you and your company. [New Team Member’s Name] brings extensive experience in [insert relevant skills] and is excited to collaborate with you. To facilitate a smooth transition, we would like to request a meeting with you to introduce [New Team Member’s Name] and to discuss how we can continue to provide you with the highest level of service. The meeting will be an opportunity to discuss any updates or changes to your business needs and to identify any areas where we can provide additional support. Please let us know if you are available to meet and suggest any dates and times that work best for you. We are available [insert availability details] and are willing to be flexible to find a time that suits your schedule. Thank you for your time and consideration, and we look forward to hearing back from you soon. Best regards, [Your Name]

Related: Welcome new employees to your team with these 21 welcome message templates

3. Lunch/dinner meeting request with a client sample email

Subject: Invitation for a lunch/dinner meeting  Dear [Client Name], I hope this email finds you doing well. I wanted to take a moment to extend a lunch/dinner invitation to you. It would be great to catch up and discuss any new developments regarding our work together. I am thinking of [suggested restaurant name and location] on [date and time]. The restaurant is known for its [type of cuisine] and I believe it would be a great place to have a meal and discuss further opportunities. Please let me know if this works for you. I understand if you have prior engagements, and I am open to adjusting the date, time or location to accommodate your schedule. Looking forward to hearing from you soon. Best regards, [Your Name]

Congrats! You’re all set to tackle all sorts of meeting requests with the above repository of email samples. Just one last thing before we wrap up with a quick lesson in email etiquette—you also need sample emails to communicate a gracious acceptance or convey a polite refusal to attend a meeting. After all, you might find yourself at the end of a meeting request email too!

Here goes… 

Accepting a meeting request sample email

Subject: Re: Meeting request Dear [Meeting Organizer's Name], Thank you for inviting me to attend the meeting on [Date and Time]. I am happy to accept the invitation and look forward to the meeting. Please let me know if there are any specific materials or information I should prepare before the meeting. I am eager to contribute to the discussion and make the most out of our time together. Thank you again for including me in this meeting, and I am excited to see you soon. Best regards, [Your Name]

Declining a meeting request sample email 

Subject: Sorry to miss your meeting. Let's catch up soon! Dear [Meeting Organizer’s Name], Thank you for inviting me to attend the meeting on [Date and Time]. Unfortunately, due to [reason for declining], I will not be able to attend the meeting. I apologize for any inconvenience this may cause, and I hope to be able to attend (a) future meeting(s). If there is any information or materials that I can provide to contribute to the meeting in my absence, please let me know. Thank you again for including me in this meeting, and I appreciate your understanding. Best regards, [Your Name]

Final words: Email etiquette for sending meeting requests and invitations the right way

When it comes to requesting meetings via email, there are a few key etiquette rules to follow. Think of it like sending a virtual handshake—you want to make a good impression and ensure that everyone feels respected and valued.

Here are 4 things to remember when sending a meeting invitation. 

1. Have a clear agenda 

Having a clear agenda for your meeting is essential for making the most of everyone's time. When sending a meeting invitation email, be sure to include a brief outline of the topics that will be discussed and what you hope to accomplish. This not only helps attendees prepare for the meeting but also ensures that everyone is on the same page and that the meeting stays focused.

2. Follow the two-pizza rule for meeting invitations 

Jeff Bezos' "two pizza rule" is a great guideline for deciding who to invite to a meeting. The rule states that a meeting should never have more people than can be fed with two pizzas. In other words, keep your meeting small and invite only the people who are necessary for the discussion. This helps keep the meeting efficient and ensures that everyone who attends has a meaningful contribution to make.

3. Don’t Rubik’s cube your way to a meeting

Avoid unnecessary back-and-forth by checking calendars in advance whenever possible. When sending a meeting invitation email, suggest a few potential meeting times and ask attendees to let you know which one works best for them. Alternatively, use a scheduling tool like Calendly or Doodle to allow attendees to select a time that works for them. This can help avoid the "Rubik's cube" of scheduling and save time and frustration for everyone involved.

4. Be considerate of everyone’s time

Suggest a few potential meeting times that work for you, but also be open to other options if those don't work. And if you're requesting a meeting with someone who is higher up in the organization, be respectful of their schedule and availability. Wrap meetings up in time so as to be mindful of other people’s schedules and commitments.

Follow these golden commandments and we’re sure your meeting invitation acceptance rates will soar through the roof!

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Whether you're setting up a one-on-one with a colleague or organizing a company-wide meeting, OSlash streamlines the process, saving you time and energy. Plus, with customizable templates and seamless browser compatibility, OSlash is the ultimate solution for requesting and scheduling meetings, hassle-free. 

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8 Tried and Tested Review Request Email Templates for Success

Today’s savvy consumers frequently receive review requests in their inboxes, making it essential for yours to stand out. The journey to a successful review follows these steps: when the review request email is successfully sent, there’s a 25% success rate.

If the customer opens the email, this rate jumps to 50% . Should the customer click the auto-generated “Write A Review” button, the success rate rises to 75%. Finally, if the customer submits the review, the success rate reaches 100%. By understanding this progression, you can better tailor your approach to maximize review submissions.

Reviews are your business’s lifeblood and influence online brand reputation and purchase decisions.  However, winning reviews is not an easy feat. To win precious customer reviews, you have to hustle a bit.

Emails are your wingman in this quest. They are direct, can be personalized, and can nudge satisfied customers to leave a positive review.

However, the recipe for a perfect request email can be tricky. If the content is not compelling, the email may not have the right impact. At the same time, if you are too pushy, it might deter the customers and stop them from giving a review. This means that you need to know the right balance of ingredients for the email to be effective.

This blog will give you steps and best practices for writing an effective review request email that helps you get more reviews and enhance your online reputation. There is more! You will also receive free templates for request review emails that you can simply copy and customize as per your needs.

Why Ask for Reviews?

The first question you must ask is why customer reviews are important.

Consumers seeking to buy goods and services look for recommendations and reviews from other product users. They trust online reviews more than a business’s promotional marketing.

Here is how the positive reviews can help your business:

• Increased Visibility: Positive reviews help to increase your visibility. For example, if you receive a considerable number of positive reviews on your Google Reviews profile, chances are you will rank better in local searches and thus be more visible.
• Paint Favourable Image: 80% of people are more likely to buy products that have positive reviews. Positive reviews help to paint a favorable image of your brand as compared to the competitors and also help you improve your reputation.
• Helps Beat Competition: Customer reviews are a powerful tool to take you ahead of the competition. They extend you valuable insights into competitors’ strengths and weaknesses. At the same time, positive reviews build your social proof, with about 88% of people putting their trust in businesses based on positive online feedback.
• Gives Final Nudge: Displaying reviews on web pages or applications can provide last-minute assurance to consumers about the quality and trustworthiness of the brand and thus help increase the conversion rate.
• Acts as a Communication Channel: Reviews act like communication channels between the brand and the business. They enable customers to share their perceptions about the business.

Now, these are some really compelling reasons for your business to focus on getting more positive reviews. Now, as promised earlier, let’s dive into the easy steps for writing email templates that get results. Plus, we will share some effective review request email templates to make your life easier. Let’s get started.

6 Easy Steps for Writing a Compelling Review Request Email

Writing a perfect email is an art. It is not only about what you say but how you convey it. A well-written email can help you capture your audience’s attention, engage interest, and motivate them to take action.

Let us look at 6 simple steps to help you write compelling emails for your consumers to generate a flux of reviews. Here we begin –

Step 1: Use an Attractive Subject Line

In any email, the subject line is the first thing that comes to attention. It is a chance to create the first impression, and therefore, it is crucial to have a subject line that follows the 3 C’s principle — Clear, Concise, and Contextual.

A clear subject line helps communicate the purpose of the mail and conciseness helps ensure that it is to the point. At the same time, contextual relevance ensures that the subject line aligns well with the expectations of the recipient.

Follow the SocialPilots’ 3-C principle and write a subject line that leads to increased open rates and more reviews.

Step 2: Begin by Introducing the Business and Yourself

It is very important to set up the context of the mail at the very beginning. Start by introducing yourself and the business as the first step towards setting the context.

While getting to the point swiftly is crucial, introducing yourself and whom you represent reduces the confusion and enhances the email’s relevance for the recipient. For instance, in the image below, the sender introduces herself and her brand before requesting a review. This is a good way of writing a request review email as it helps in creating a personal and professional connection with the recipient.

Step 3: Express Gratitude to the Customers

A simple thank you note can go a long way in establishing a long-term relationship with the customer. This simple gesture fosters brand loyalty and encourages repeat business.

By expressing gratitude and acknowledging the customer’s choice of your product or service over the competitors, you can convey that we deeply value their association. By expressing gratitude and acknowledging the customer’s choice of your product or service over the competitors, you can convey that we deeply value their association.

This is evident from the below review request email example, where the sender is expressing gratitude to the recipient for the opportunity to serve them while also highlighting the importance of their feedback. It’s all about making the customers feel valued and important to your business.

Step 4: Jump to the Point – Ask for Genuine Reviews

Do not waste customers’ time by jumping around the bush. You can also adopt the above-mentioned 3-C principle for your email body. This will help you respect customers’ time and ensure that the language of the email is clear, concise, and contextual.

Your aim should be to:

• Clearly explain the intention of the mail, which is to request a review from the customers
• Provide a direct link to the review page and guide them on how to give a review

For instance, in the review request email example below, the transition from thanking customers to requesting a review is seamless and efficient. The email promptly invites them to share their experience, creating a direct yet courteous appeal for feedback. This approach respects the customer’s time while valuing their opinion.

Step 5: Set Expectations for Online Review

Transparency is key to building a good relationship with customers. Therefore, you must clearly explain to the email recipients what type of feedback you are seeking and how you plan to use it. 

When you politely lay down your expectations without influencing the customer’s objective opinion, it encourages them to provide positive, relevant, and constructive reviews to attract new customers and improve the current offerings.

You can also let customers know the potential wave their feedback can create, such as better product quality, enhanced customer service, and a personalized shopping experience for everyone. Once the customers know they can play a key role in the brand’s success, they might get excited to submit their reviews.

The example image effectively illustrates how setting clear expectations for online reviews fosters transparency. By detailing the type of feedback desired and its potential impact, customers are motivated to provide thoughtful, constructive reviews, enhancing product quality and customer service.

Step 6: Share Additional Channels for Communication

Give consumers easy access to leave feedback on their preferred review platform. Some customers may not be comfortable with Yelp, while others may prefer to leave a review on Google Reviews.

Hence, provide multiple alternative review platforms to customers in your email communications.

Also, some customers may want to leave longer comments if they have complex issues. To accommodate such circumstances, make sure to provide alternate solutions, such as a separate email address or a phone number.

How to Ask for Online Reviews in Email Effectively: 5 Best Practices to Keep in Mind

Asking for reviews is not rocket science. The good part is that 76% of people who are asked to leave a review will do so.

You can use an email request to reach out to these people and fetch more online reviews. But are you new to asking for reviews and are wondering how to write a review request email?  

Don’t worry! We will take you through 5 best practices that will help you get the most out of your email request:

1. Give Easy Access to the Review Page

No matter how well your mail is designed until your recipient can access the review page, your efforts are good for nothing. While writing a review request mail, make sure to create a frictionless review leaving process for the customer.

These handy tips will help you to get more reviews with your request email:

• Add a direct link to your review page with a catchy CTA in your email. The link can be to your Google Review page, Yelp, Facebook review page, and more.
• Embed a one-click ‘Leave Us a Review’ button for quick access.
• Put a QR code in the email body for quick and easy access through your mobile.
• Offer multiple review platforms to accommodate customers’ preferences. Also, keep in mind that some customers may want to leave elaborate suggestions or feedback. To assist such customers, provide a separate email ID or phone number to account for such circumstances.

The image below is an example of a review request email that gives easy access to the customers through a “Write a Review” button.

2. Choose the Right Time

Yes, considering the best time slot is essential when sending a review request mail. However, it is not that straightforward. The best time differs from business to business, as well as the product.

For instance, for immediate-consumption products such as food, you can ask for a review after allowing the customer some time to taste it. Similarly, for items that will take time to deliver, you can send a review email after the item has been delivered.

Best approach to decide the time for sending customer request review email:

• Wait for the product to be delivered to the consumer, if it is not immediate. Then, allow the consumer some time to use the product and form an opinion about the experience.
• Track the trends and figure out how long the consumers took in the past to post the reviews of your business.
• Keep a check on time and see if the average time has passed. It is best to send the mail once the time has passed.

While you follow the above approach, it would be good to know that, as per trends you are most likely to collect reviews by sending review request emails one or three days after delivery.

Also, the best time in the day would be between 2pm to 3pm and 6pm to 7pm. During these days and hours, the customers are most likely to respond to the review request.

3. Stay True to Your Brand Voice

Your brand voice is who you are.

You must ensure that your brand voice remains consistent across all your touchpoints, including the emails you send to customers to request reviews. 

Therefore, before you write the mail, identify the brand’s tone of communication. It could be friendly, formal, or strictly professional. Once the tone has been identified, make sure to keep it consistent across all the emails.

Email communication that reflects the personality of your brand would help consumers connect with you easily and make your email shine.

The reference brand voice chart here highlights four key voice characteristics— Passionate, Quirky, Irreverent, and Authentic—each with specific descriptions, dos, and don’ts. You can use this as a reference to write review request emails that are consistent with your brand voice and resonate with your audience.

4. Add Existing Reviews in the Email

Positive reviews of your customers are a form of digital word-of-mouth of great value.

Positive customer reviews are a highly valuable form of digital word-of-mouth. You must leverage them and consider adding them to your email requesting feedback.

When the email recipient reads positive reviews of other users, they are inspired to share their honest feedback. The recipients also get an idea about the kind of feedback they can write for your business. This helps you receive the intended feedback.

Before you add existing reviews to the email, keep in mind the following things:

• Relevance: Select the reviews that are relevant to the purpose of the email and the target audience.
• Diversity: Include different types of reviews so that multiple aspects of the product or the service are covered.
• Authenticity: Only add objective reviews that are not overexaggerated. This is necessary for building trust and credibility.
• Attribution: Include the reviewer’s name with each review. This will enhance the transparency and credibility of the review.

5. Send Follow-Up Email

A good review request email has the potential to fetch feedback from customers. In fact, as a result of the review request emails, the number of reviews can increase by 4–9 times.

However, not all recipients will respond to your email every time. In such a case, sending a follow-up email request is a great idea. Following the initial outreach, the follow-up emails can bring in 50% more reviews .

While sending follow-up emails is important, pushing the consumers too far can backfire and lead to unwanted reviews. It would be wise to show consideration for the recipient’s time and decision-making process.

8 Best Request Review Email Template

Designing an effective request review email depends on deeply understanding your customer’s needs and considering their journey with your brand.

Yet, designing one can be overwhelming. But worry not! We’ve got you covered. Dive into our 8 top email review request templates, tailored to simplify your life.

Whether you’re seeking reviews for your local business or aiming to engage your online audience, we’ve designed templates to meet your needs effortlessly.

1. Requesting Review for Local Business

Suitable For : This review request email template is meant for local businesses to send to their customers.

Review Request – Let Us Know How We Did!

Dear (Customer Name),

At (Your Business Name), we are dedicated to providing the best service possible. We aim to delight customers like you and become the top solution provider in your neighborhood.

Your feedback is important as it helps us improve our services and maintain the highest customer service standards. We greatly value your opinion and appreciate your support in helping us grow and serve you better.

We request that you submit your valuable review. This will not only help us understand what we’re doing right but also guide us in areas where we can improve.

Leaving a review is very easy. Just click the link below to share the feedback.

(Senders Name)

2. Google Review Request Email Template

Suitable For: Here is a Google review request email template that you can use to ask for reviews on your Google Business profile.

Your Opinion Counts: Leave a Google Review!

Thank you for trusting (your company’s name) and giving us an opportunity to delight you with our service.

One of the main ingredients of our growth recipe is the feedback from customers like you.

While good reviews motivate us, negative ones help us correct our mistakes.

We would appreciate it if you could spare a few minutes to review us on Google Reviews.

Please click the direct link below to review us -.

(Review Link)

We thank you in advance for your feedback and hope to see you again.

3. Facebook Review Request Email Template

Suitable For: Use this customer review request email to ask customers for reviews on Facebook .

Love Our Service? Share Your Thoughts on Facebook!

We deeply appreciate your trust in (Your Company’s Name) and the opportunity to serve you with our exceptional service.

Feedback from valued customers like you is essential for our continuous growth and improvement.

To help us grow further, would you be willing to share your experience with us on our Facebook business page? Your feedback would mean the world to us.

Giving us a review is easy. Simply click the direct link below to visit our Facebook review page:

Thank you for your time. We look forward to hearing from you and hope to welcome you back soon.

(Sender’s Name)

4. Service Sector Email Review Template

Suitable For: Are you a service sector business? Use this email template to seek feedback from your customers.

Your Feedback Matters: Review Your Recent Service!

I (Customer Representative name) from (Business name). Thank you for giving us a chance today to please you with our service.

We strongly believe that businesses like ours can only move forward with the help of vital feedback provided by customers like you. Your feedback is invaluable to us, and we would request that you share your thoughts on our service.

To help us continue meet your expectations, please review our service by clicking on the below ‘Review Us’ button.

(Review Button)

Thank you for your time. We eagerly anticipate your response and can’t wait to delight you again soon!

(Sender Name)

5. SaaS Product Free Trial Review Email Request Template

Suitable For: Do you provide your potential customers with free trials? Here is a free product review request email template to ask for review.

Your Feedback Matters – Review Your [SaaS Product] Trial Experience!

Thank you for trying our (Product name). We hope that you had a great experience with the free trial, experiencing all the features our platform has to offer.

At (Business name), we are driven to provide the best experience to our customers. Your feedback is invaluable in helping us achieve that goal. Whether you love it, have faced significant challenges, or have suggestions for improvement, we want to hear from you!

Please spare a few minutes to share your thoughts on the trial experience with the (product name).

Please click the link and share your trial experience with us.

(Review Us)

Thank you for trying our product. We appreciate your support and look forward to hearing from you.

6. Hotel/Hospitality Industry Service Review Email Template

Suitable For: Businesses in the hospitality industry can seek reviews from customers with this captivating template.

Thank you for your stay at (Business Name) don’t forget to leave your feedback.

Hello (Customer Name),

Thank you for staying at (Hotel Name). We hope that you had an amazing time here.

We’re dedicated to touching the hearts of our guests with exceptional service. Your feedback is invaluable in this regard. Kindly take a moment to share your reviews with us. Your voice matters in helping us continuously improve our service.

Click the link below and let us know how you felt about your visit.

We look forward to welcoming you again.

7. EdTech Industry Review Email Template

Suitable For: Looking for a review request email template for the EdTech industry? Here is an amazing email template that EdTech businesses can send to their consumers.

Hey Superstar! Please review your experience.

Hello (Customer’s Name),

We congratulate you for taking a step ahead towards a better career with (your EdTech Business name).

Over the years, we tried to empower professionals like you, helping you upskill and elevate your career trajectories. We are passionate about providing the best tools and resources for our users.

We hope we’ve provided you with an enjoyable experience so far. Could you spare a moment to share your thoughts on your experience with our (EdTech Product)?

Your insights will greatly help us enhance our product and help us serve our learners better.

Please click the link below to leave your review now.

Thank you for being part of our learning community.

(Your Name)

8. Amazon Seller Review Template

Suitable For: All Amazon sellers should promptly request buyer feedback after timely delivery. A well-crafted email can notify customers about on-time shipments while politely requesting them to share their experience through reviews, providing valuable insights to improve your Amazon selling strategy.

Your Feedback Matters – Please Review Your Recent Purchase

Hello (Customer’s First Name),

We hope you are enjoying your new (Product Name)!

We strive to provide the best products and service for our customers, and your feedback is very important to us. Could you please take a moment to share your experience by leaving a review on Amazon?

Your review will help us improve and also assist other customers in making informed decisions.

To leave a review, simply click here to access the review page.

(Add review page link)

Thank you for your time and support!

Best Regards,

(Your Amazon Store Name)

Get More Customer Reviews

If you are looking for more customer reviews, we hope that this blog has enlightened you about how and why an email request review is worth your time.

By following the best practices and strategies and also utilizing the templates, you can easily encourage constructive feedback from the customers. However, there are a few things you should keep in mind before sending out the mail –

• Some countries, such as the U.K., have data privacy laws, such as GDPR. These laws restrict the use of personal customer data, such as contact information. Before sending out the mail, make sure you have the permission to do so.
• Keep the tone genuine. Don’t force it on the email recipient.
• Keep it simple for the recipient to leave a review. Provide a direct link to the review page.
• Keep the email clear, concise, and contextual. Use simple and easy-to-use language.

Consistently receiving good and objective reviews is good for your business reputation. So, follow these practices and use email communications to get more reviews.

Frequently Asked Questions

How do you request a review by email?

Follow these 6 simple steps for writing a review request email:

• Use an attractive subject line
• Introduce the business and yourself
• Express gratitude to the customers for choosing you
• Use simple language and jump to the point
• Set expectations for the online review
• Share direct links to different channels for submitting a review

When to send an email request asking for a customer review?

Although different businesses can have different best times and days for sending review request emails, it has been found that sending such emails on day three between 2 pm to 3 pm and 6 pm to 7 pm can yield better results.

How do you politely ask for a review?

You must use polite phrases in your email. You can use phrases such as:

• Please take a moment to share your thoughts on your experience with us. Your review will help us to improve our services and motivate us to grow more in the future.
• We hope you had a great experience with us! Could you take a moment to share your thoughts by leaving a review?
• We'd love to hear about your recent experience. If you could spare a few minutes to leave a review, it would greatly help us improve our services.

Can I send a follow-up email?

Yes, you can send a follow-up email to your customers if they do not respond to the initial emails. However, do not be too pushy and allow the customers to process their experience with your business.

About the Author

Abhas Mathur

Abhas is a seasoned content wizard with expertise in developing researched content that resonates with the target audiences. With a rich digital marketing and social media background, Abhas is adept at devising content strategies that drive organic brand growth.

You can find Abhas on LinkedIn here.

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November 17, 2022

How to write a research email with an email template

How to reply to a research email with an email template, how to write email research using our email template.

Learn how to write better research emails with our tips and templates.

Learn how to reply to research emails with our tips and templates.

Learn how to write email research using our tips and template

Table of contents

So you want to write the best research email, but might be a bit unsure how. Here’s our question:

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Try it yourself

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Hi Aaro, I came across your website and your email tool sounds amazing! Can you tell me a bit more about Flowrite and how it works? I'm curious to try it.Kind regards, Sam

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Can you tell me a bit more about Flowrite and how it works? I'm curious to try it.

Kind regards, Sam

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Flowrite's smart template gallery covers the most common emails across roles and teams.

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Research email template

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Use Flowrite to to generate AI-powered messages with one click today, like this:

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Replying to a research email might seem tricky, but it shouldn’t be.

Do you wish you would never worry about how to reply to a research email (or any other kind of email) again? Or think about what’s the proper email format? Or stress about grammar and punctuation of your emails?

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Research response email format

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Use Flowrite to to generate AI-powered reply messages with one click today. See it for yourself and test some of our templates below:

So you want to write the best email research, but might be a bit unsure how. Here’s our question:

Do you wish you would never worry about how to write a type of email again? Or think about what’s the proper email format? Or stress about grammar and punctuation?

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Email research template

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“Applications of AI Tools for Governance Research”, featuring Sean Cao

Posted on May 21, 2024 by Finance Department

On May 13, 2024, presenter Sean Cao discussed “Applications of AI Tools for Governance Research” . The lecture continued in person at Indiana University’s Kelley School of Business for faculty and PhD students.

Sean’s slides from the lecture can be found here .

Dr. Sean Cao , Director and Founding Faculty of the AI Initiative for Capital Market Research and tenured Associate Professor at the University of Maryland, is also affiliated with Harvard Business School (D^3 Institute). His research is featured in media like Financial Times, CNBC, and Bloomberg, and honored with best paper awards, including from Review of Financial Studies. Dr. Cao champions AI’s impact in finance and accounting, acknowledged by Deloitte’s Initiative for AI and Learning (DIAL), SEC, and Japan’s Central Bank. He promotes accessible learning on AI, fintech, and accounting through an AI textbook and short-term PhD seminars.

For more information on the webinar please contact Professor Jun Yang, Director of the Institute for Corporate Governance at [email protected] .

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Why we don't exercise

We know that moving our bodies is good for us. So what keeps us from doing it?

For the better part of a year in 2017, I could barely will myself to leave my house. I was experiencing a prolonged depressive episode with daily, sometimes hourly, panic attacks, and I couldn't see the point in continuing on.

Many things helped me survive. Talking it through in therapy several times a week was like opening a pressure valve in my brain — it kept me functioning just enough to get by. Medication had mixed results — I felt less panicky, but also less joy, excitement, and other essential emotions. Crying to friends provided temporary catharsis. But it wasn't until I discovered Muay Thai, a form of kickboxing , that it felt as if day-to-day life might provide something other than hopelessness.

Every other form of healing I'd tried had focused my mind — its disordered thoughts and supposed chemical imbalances. What I hadn't tried was getting out of it altogether. When firm but well-meaning coaches yelled at me to fix my form, do five more pushups, and kick the bag until my shins were red and nearly bleeding, it jump-started my nervous system. It made me feel human again.

It's a trope to say you should not tell a depressed person to go outside, take a walk, or go for a run. Doing so would dismiss the severity and reality of their illness, like telling someone with a broken arm to go play catch. To some extent, this is true: It's probably not the best idea to tell someone struggling deeply with mental illness to simply suck it up and walk it off. But it's also true that when someone encouraged me to get out there and use my body, it was precisely what I needed at my lowest moment. I ended up at the gym only because my friends repeatedly encouraged me to come with them to a class until one day I finally did. It wasn't a cure-all, but it made me believe that a solution might exist.

Many of our collective crises — depression , anxiety , unhealthiness, and loneliness — are made worse by the same thing: our tendency toward a sedentary, shut-in lifestyle . We live in a society that makes it extremely difficult to find the time and space to be active. An abundance of research shows that exercise is good for depression , and yet most of the time when I hear people talk about the mental-health crisis — on TikTok, on X, and in real life — it is rarely mentioned. In my experience, it's much more common to hear people talk about finding the right diagnosis, the right medication, and the right kind of therapy than it is to see people encouraging their loved ones to get the heck outside.

Related stories

Many of us know exercise is good for us. All that's left is getting up off our asses.

The evidence is overwhelming that physical activity is good for both our bodies and our brains. A meta-review of studies that included 128,000 participants found that exercise of any kind significantly reduced symptoms of anxiety and depression . There are several theories as to why this is — exercise could increase the availability of neurotransmitters like dopamine in the brain, or it could help the brain form new neural pathways that are helpful to escaping cycles of depression. Either way, moving is good for our brains.

And the physical consequences of not moving enough are well-documented: heart disease, diabetes, high blood pressure, cancer, and a host of other maladies are linked to low physical activity. It is also bad for our mental health: A 2014 meta-analysis of more than 100,000 people found that increased sedentary time was positively correlated with rates of depression. A study from the beginning of COVID found that it was harder for people to stop being depressed if they spent too much time sitting.

Depression is a vicious cycle; it pits your brain against itself.

Despite the research, Americans have become less active over time. By one estimate, we're getting 27 fewer minutes of physical activity on average each day than we did 200 years ago. And for the past several decades, only about a quarter of American adults have met the recommended guidance of at least 20 minutes of exercise a day, according to the Centers for Disease Control and Prevention. One 2019 study found that we spent 82% of our time sedentary.

For kids, who need even more physical activity, the decline is stark. A 2022 Report Card on Physical Activity for Children and Youth gave the US a D- score, concluding that America, while never sufficiently supportive of physical activity, had become even worse at making the space and time for it. In 2007, an estimated 30% of adolescents completed the recommended 60 minutes of moderate-to-vigorous activity every day. By 2020 that number had fallen below 9%. Far fewer kids participate in team sports or walk or bike to school than did in the past, the report found. In Canada, as one study put it, pediatricians are so concerned about the decline in physical activity that they are encouraging parents to let kids engage in "thrilling and exciting forms of free play that involve uncertainty of outcome and a possibility of physical injury."

Instead of getting enough exercise, we're stuck lounging around on our phones. We've replaced real-world, bodily stimulation with mental stimulation from our screens. Meanwhile, our brains are rotting. In one study, nearly half of Americans ages 18 to 29 reported experiencing depression or anxiety in 2023. And over the past few decades, mental illness for teens and children has been on the rise.

Instead of looking at the situation and concluding that we all need to exercise more, some people are doing the opposite. Certain trends circulating social media emphasize not using your body: " hurkle-durkle ," aka "bed rotting," involves wrapping yourself in comfy clothes and bed linens and staying in bed way past the time you should be waking up. But while there is a time and place for doing nothing and relaxing, Americans aren't actually getting more rest. Much of the country is chronically underslept .

In this trend, I see the logic of depression — the sense that nothing can or will change so there's no point in trying. Much of America, it seems, has given up on trying to be active.

Over time, my year from hell faded from my mind. But eventually, my exercise routine went with it. I didn't need to work out to stay sane, I thought, and so I stopped committing to it. Then I moved away from the Muay Thai gym and completely fell out of the routine. After a few years, the depression caught up to me. It wasn't as catastrophic as before, more of a persistent ennui that was hard to shake. I tried to figure it out in therapy. I tried to intellectualize it. I tried to excuse it: There was no point in trying anything, life was just inherently bad, the political state of the world was scary, the outside world was too expensive. It wasn't working.

I've gotten to the point where exercise — being in my body, sweating — is more important to me than more mind-oriented forms of therapy.

Then one day, early in the pandemic when I was prone to languishing in my room for hours on end, a roommate suggested I come to the tennis court with them for an hour. I was immediately hooked. Playing tennis with friends several times a week wasn't just fun, and it didn't just help get me into shape — it became a main focal point of my life. It provided me with a new relationship to my body and mind. I'd forgotten that exercise, while not a cure for my mental illness, was a necessary precursor to my mental wellness. After years of intellectualizing my sadness and discomfort, I once again had something that got me into my body, got my endorphins going, and, most important, got me to stop thinking about anything other than where to place the ball on the other side of the court.

Depression is a vicious cycle; it pits your brain against itself. When I was at my worst, the usual advice of "don't tell a depressed person what to do" wasn't helpful to me because I needed someone to help me break that cycle by telling me to stop repeating the same patterns. What saved me was friends who helped me get out of the house, suggested I join the gym with them, or encouraged me to do anything to get me out of my head.

I still sometimes get depressed. I still struggle with mental health. But I now feel as if I have a reliable way to help myself out of it. I've gotten to the point where exercise — being in my body, sweating — is more important to me than more mind-oriented forms of therapy . It's not a magic cure, but I now see it as a fundamental baseline. If I'm not moving, nothing will help my sad state.

SSRI prescriptions continue to rise and more people are seeking therapy , but depression and anxiety rates remain sky-high. If you've tried nearly everything else, why not simply get moving?

P.E. Moskowitz runs  Mental Hellth , a newsletter on psychology, psychiatry, and modern society. They are also the author of the forthcoming book Rabbit Hole, a combination of memoir and reportage about the role drugs play in our happiness.

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