how to write a research request email

University Home

Search form

Undergraduate research opportunities.

Research Ethics
Preparing for Undergraduate Research
UCSC Divisions
UCSC Academic Options
The Independent Project Option
Join a Lab or Research Group
Examples of Emails to Professors
Other Research Opportunities
STEM Summer Research
UCSC Undergraduate Research Awards
Application Tips & Deadlines
What's Next?
For Students

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

How to Email a Professor for Research | 21 Example Emails

Introduction to email etiquette for engaging professors in research endeavors.

In the pursuit of academic excellence and professional development, establishing a connection with a professor for research opportunities represents a pivotal step. Crafting an email that succinctly and clearly communicates your intent, respect, and passion for the subject is crucial to initiating a promising collaboration. This guide is structured to assist you in formulating an email that adheres to the conventions of professional academic correspondence and effectively captures the attention of busy professors who are often inundated with requests from students and colleagues alike.

How to Email a Professor for Research: Essential Guidelines

Understand the Professor’s Research Interests Research extensively on the professor’s work to tailor your email, showing that you have a sincere interest in their specific research areas.

Highlight Your Background Briefly mention your academic background, any relevant skills, and why you are particularly interested in this research field.

Express Gratitude Conclude your email by thanking the professor for considering your request, showing appreciation for their time and expertise.

Template for Emailing a Professor for Research Opportunities

Subject line, introduction, statement of purpose, overview of academic background and interest, specific interest in professor’s research, inquiry about research opportunities, availability for meeting, notes on tone and clarity.

By adhering to this structured template, you position yourself as a serious and thoughtful candidate for research opportunities. This approach not only demonstrates respect for the professor’s time but also showcases your capability to communicate effectively in a professional academic setting.

Email Template | How to Email a Professor for Research

I hope this email finds you well. My name is [Your Name], a [Your Year] [Your Major] major, deeply interested in [specific topic or field]. Having followed your work on [specific research area/project], I am incredibly inspired and eager to learn more about potential involvement in research opportunities within your specialty.

An overview of my academic background and research interests. A discussion on your current and future research projects. Potential opportunities for me to contribute to your research initiatives. Thank you very much for considering my request. I am looking forward to the possibility of working under your esteemed guidance and contributing to the [specific research area] field.

Below are example emails to guide you in drafting your request. They are designed to address various situations and to help you articulate your interest in a research opportunity clearly and professionally.

Example Emails

General inquiries, let’s meet to discuss, a request- includes citing a publication.

Dear Professor Lee, Having read your recent publication on AI in healthcare, I am particularly interested in how technology can be leveraged to improve patient care. As a graduate student in computer science with experience in machine learning, I am seeking opportunities to apply my skills to real-world problems. Are there any openings for research assistants in your projects? Thank you for your consideration.

Looking For Research opportunities

Specific project inquiry, seeking guidance.

Hello Professor Thompson, I am reaching out to seek your advice on beginning a research project in the field of cybersecurity. Your extensive work in this area is incredibly inspiring, and I would greatly appreciate any guidance you could offer on how to approach this subject. Thank you very much for your time and assistance.

Expression of Interest in Research Collaboration

Inquiry about research assistant position.

Having followed your groundbreaking research on climate change and its impacts on marine ecosystems, I am writing to inquire about the possibility of joining your team as a research assistant. My studies in Environmental Science and hands-on experience with GIS tools align well with your needs, and I am enthusiastic about the possibility of contributing to your insightful work.

Request for Guidance on Research Project

Seeking opportunity for phd research, proposal for joint research initiative.

As a junior researcher in the field of renewable energy systems, I am keen to explore potential synergies between our work. I believe that a collaborative project could be mutually beneficial, particularly in enhancing the efficiency of solar panels using new materials. It would be valuable to discuss a potential joint initiative at your earliest convenience.

Expressing Interest in Lab Work

Applying for a research internship, inquiry about master’s thesis supervision.

As I finalize my plans for my Master’s thesis in international relations, I am particularly interested in your work on cybersecurity and state sovereignty. I would be honored if you would consider supervising my thesis. Could we meet to discuss this further?

Request for Participation in Field Study

Proposal for research methodology consultation, seeking research collaboration in engineering.

Your innovative research on the design of earthquake-resistant structures is closely related to my work on material science and its applications in civil engineering. Could we explore potential collaboration? I believe both projects could benefit significantly from shared insights and technology.

Request to Join Ongoing Research Project

Expressing interest for postdoctoral position, inquiry for research funding possibilities.

I am in the process of securing funding for a project on smart cities, and your research has been a significant influence on my work. Could we discuss potential funding opportunities or collaborations that might support this research?

Collaborative Proposal for Conference Panel

Most viewed, cold email template: strategies for effective outreach, 43 professional ways to end email messages, new hire email announcement | 39+ examples, how old do you have to be to get a job.

How to Write an Email to a Professor (With Examples)

By Hannah Yang

How to email a professor in 7 steps, email to professor examples.

Emailing your professor can be a daunting task.

Writing professional emails is never easy, but composing an email to a professor can feel especially nerve-racking. After all, your professors have a lot of control over your academic success and your future career, so you don't want to make a mistake.

So, how exactly do you write a successful email to a professor?

In this article, we’ll give you a step-by-step guide for how to write an email to your professor, plus a set of email templates you can use.

We’ve broken the process of emailing your professor into seven simple steps.

Step 1: How to Write the Subject Line

Start by writing a clear, concise subject line for your email.

Your subject line should be specific to your situation. Ideally, your professor should understand why you’re emailing them without even having to open the body of your message.

For example, if you’re emailing to request an extension for a research paper, you can use the subject line “Research paper deadline extension.” Or, if you’re emailing to ask for a clarification about the syllabus, you can use the subject line “Question about class syllabus.”

Step 2: How to Address a Professor in an Email

You should start your email with a formal salutation.

You can use formal greetings, such as “Dear” or “Hi,” followed by your teacher’s preferred title, whether that’s “Professor [Last Name],” “Mr. [Last Name],” “Ms. [Last Name],” or simply “[First Name].”

If you’re not sure about your professor’s title, “Dear Professor [Last Name]” is always a safe bet.

Step 3: How to Start an Email to a Teacher

Start your email by introducing yourself and explaining which class you’re in. For example, you might write, “My name is Hannah, and I’m a freshman in your ENGL 453 class.”

It’s common for professors to teach multiple classes, especially at large universities, so they don’t always know all their students by name. If you’re emailing from your academic account, they’ll likely be able to see your full name in the system, but it’s still better to be safe than sorry.

Of course, if you’ve already established a working relationship with your professor, and they know who you are, you don’t have to introduce yourself. Instead, you can start your email with a friendly greeting, such as “I hope your week is going well” or “Happy Friday!”

Good writing = better grades

ProWritingAid will help you improve the style, strength, and clarity of all your assignments.

Step 4: How to Explain Your Request

Now that you’ve finished your introduction, it’s time to explain all the essential information about why you’re writing this message.

Professors lead busy lives, so try to keep the body of your email as concise as possible. Don’t use a whole paragraph when a single sentence would do.

Try to keep a professional tone while you explain your request. You don’t need to sound overly stiff, but you should generally avoid using slang or making jokes.

If you’re writing about an issue that includes personal details, such as a health issue or the loss of a loved one, it’s okay to be vague when explaining your reasons. Don’t feel pressure to include details about your personal life that you’re not comfortable sharing.

Finally, be specific about what kind of follow-up action you’re requesting from your professor, if any. For example, you can write, “Please let me know if it would be possible to extend the deadline,” or “Please send me your feedback on this draft at your earliest convenience.”

Step 5: How to End an Email to a Professor

You can end the body of your email with a simple expression of gratitude. You can write something like, “Thank you for your understanding and support,” or simply “Thanks for your time.”

Step 6: How to Sign Off an Email

Sign off your email with a simple closing salutation, followed by your first name.

Keep it simple and polite. Popular choices include “Best,” “Thanks,” “Sincerely,” and “Regards.”

Step 7: Edit Your Email with ProWritingAid

You don’t want to send your professor an email riddled with grammar mistakes, especially if it’s your English professor! And even if they teach a different subject, like math or biology, you still want to make sure you’re putting your best foot forward.

Editing your email with ProWritingAid can help you avoid mistakes. Our editing tool will correct grammar errors, spelling typos, and weak word choices.

You can even ask the tool to help you ensure you’re using a formal tone so your email doesn’t come across as casual or unprofessional.

Now that we’ve gone over the seven steps for writing an email to a professor, let’s look at some examples.

Here are some email templates you can use, depending on your specific situation.

Sick Email to Professor Example

Subject line: Missing class today

Dear Professor [Last Name],

My name is [your name], and I’m a student in your class [class name]. I’m writing to let you know that I won’t be able to make it to class today, due to health issues. [Insert details if needed].

Please let me know what material we’ll be covering so I can make it up before the next class.

[Your name]

Sample Email to Professor Asking for Help

Subject line: Help with [class name]

My name is [your name]. I’ve been really struggling with your class [class name] this semester, and I’m having a hard time understanding [details].

Would you have time to sit down with me and help me better understand the material? I would welcome any support you can offer.

Thank you in advance! I look forward to hearing from you.

How to Email a Professor About a Grade

Subject line: My grade for [assignment/exam name]

I hope your week is off to a good start!

I recently received my grade for [assignment/exam name], and it was lower than I expected. Could you please tell me where I lost points?

I know you have a busy schedule, but I would really appreciate more details, since I’m sure that information could also help me improve my grades in the future.

Thank you so much for your time!

Sample Email to Professor for Research

Subject line: Research opportunities in your lab

I hope you’re doing well!

My name is [your name], and I’m a [year, major]. I’m writing to ask about research opportunities in your lab next semester.

I’m really interested in the topic you’re researching because [details], and I have experience conducting research with [previous experience, if any].

Please let me know if you have any openings that might be suitable for me. I look forward to hearing from you!

How to Write an Apology Email for Missing a Class

Subject line: Missing class yesterday

I hope your week is going well.

I’m writing to apologize for missing your class [class name] yesterday. I was unable to attend because [details].

I know it was an important class and that I shouldn’t have missed it. I’ll do my best to ensure this doesn’t happen again. Thank you for your support and understanding.

Extension Email to Professor Example

Subject line: Extension for [Assignment Name]

My name is [your name], and I’m a student in your class [class name]. I’m writing to request an extension for our assignment about [assignment details].

I’ve been struggling to complete the assignment in time because of [reasons]. I would really appreciate it if you could extend the deadline to [new deadline date], due to my situation.

Please let me know if that would be okay. Thank you so much for your flexibility.

Thanks again,

How to Write a Follow-Up Email to a Professor

Subject line: Follow-up re: [subject]

I recently emailed you about [topic].

I’m just writing to follow up on my previous email and make sure you’ve received it. If you have, please let me know when I can expect a reply.

Thank you again for your time!

Warm regards,

How to Email a Professor About Getting Into Their Class

Subject line: Joining your class [class name]

My name is [your name], and I’m a [year, major] at [school name]. I’m interested in joining your class [class name]. I’m really fascinated by [topic] because [reasons], and I’ve heard that your class is a must-take class for students interested in [topic].

I don’t know how much demand there is for the class, but I’m curious if there’s anything I should do in advance to increase my chances of getting into the class.

Thank you for your consideration! I look forward to hearing from you.

There you have it—our guide for composing a clear and professional email to a professor.

Good luck, and happy writing!

Hannah Yang

Hannah is a speculative fiction writer who loves all things strange and surreal. She holds a BA from Yale University and lives in Colorado. When she’s not busy writing, you can find her painting watercolors, playing her ukulele, or hiking in the Rockies. Follow her work on hannahyang.com or on Twitter at @hannahxyang.

Get started with ProWritingAid

Drop us a line or let's stay in touch via:

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.

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.

Tip : 72,589 College Student Jobs Are Available on Salarship .

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 located at Chemin du Valon 20, Sierre, Valais, Switzerland.

For Job Seekers

For Employers

Quick Links

Dan Garisto

Freelance science journalist

How to write an email to a researcher you’ve never spoken to before

Since I’ve gotten asked about careers in science writing/journalism twice in the past week, I’ve been hunting down basic resources (what is science writing, how to pitch, where a science writing career stats) from excellent sites like The Open Notebook to help get folks started. But this is a particularly basic question—so basic that people usually don’t ask it and (IMO) it doesn’t get a lot of good answers. Here’s my take.

SUBJECT LINE Media Inquiry: Interesting Research

You want to clearly label your email as a media email—ideally from a specific publication, but if you’re a freelancer and not sure where it will appear, “Media” is just fine. You also want to make the topic of the email clear. Specific keywords that are relevant to their specific research are often helpful. For example, it might be better to include “Penrose process” than just “black hole” in the subject line. A more specific topic is more relevant to them and means your email is more likely to be read.

Dear Dr. So and So ,

Titles can be tricky. On first contact, I always use Dr. (as opposed to Prof.) unless I am positive they don’t have a PhD. If there are three people or fewer, use Drs. If for some reason there are more than three you can address it to “all.” Keep in mind that you generally want to avoid sending a single email to more than 3 or so researchers—things get messy. (One or two really is best.) Make sure to double check that you have spelled their name(s) correctly before sending . INTRODUCTION

My name is Dan Garisto and I’m a freelance science journalist currently on assignment with Such and Such publication writing about [topic of interest] . You want to convey who you are and what you’re knocking on their door about, generally within a sentence or two. Often you’ll want to add a clarifying sentence about the article you’re writing.

In particular, I’m hoping to give readers a glimpse of [topic] from [relatively under-reported angle].

Sometimes, but not always, you’ll want to prove your credentials upfront with the appropriate links.

I’ve previously written about [topic] here, here, and here.

REASON FOR CONTACT

I’m reaching out because of your work on [topic of interest], especially [somewhat recent paper].

In some ways, this is the most important sentence of your entire email . It’s one thing to receive a cold email from a science writer asking to talk; it’s another if they link to a highly specific (and relevant!) paper you published 18 months ago which has 3 citations. Linking to their relevant research demonstrates that you’ve actually done your homework. It’s an investment of your time into them; it shows you have genuine interest. They are so much more likely to respond if you do this.

Another possible reason: I’m emailing because So and So said you were the expert to talk to about [topic]. Slightly less good: Your university bio said you had expertise in [topic] and [related topic].

I was hoping to speak with you about topic.

This is maybe the least important sentence of the entire email. Don’t spend too much time on it. That you want their time is implicit; how you explicitly state that you want it is somewhat less important. That said, a couple variants to keep in mind:

I was wondering if you’d be willing to look over [forthcoming paper from another researcher] and share your thoughts with me . Rather than emailing multiple people, it’s often easier to put this request in the ask. Also a good way to diversify your sources. Would you or someone in your lab/one of your coauthors have time to chat?

LOGISTICS My schedule is pretty flexible later this week and I’m available via Skype/Zoom/phone. Could you let me know if there are any times that work for you?

Be clear about your availability, but on the first email, don’t list every time that you’re available. It’s messy and presumes a bit too much. Sometimes you’re in a crunch. Be upfront about that too.

Unfortunately I’m on deadline and I really need to get a draft to my editor by tomorrow morning or she’ll have my hide. I know this is a tough ask, but would you have time later today?

There are dozens of other permutations here, but the important thing is to remember to be gracious. Nobody owes you their time.

Looking forward to hearing from you .

This one is totally up to you. “Thanks for your time” works just as well.

Best/Sincerely/Cheers/Regards/Toodlepip,

PUTTING IT ALL TOGETHER

Media Inquiry: Interesting Research Dear Dr. So and So , My name is Dan Garisto and I’m a freelance science journalist currently on assignment with Such and Such publication writing about [topic of interest] . In particular, I’m hoping to give readers a glimpse of [topic] from [relatively under-reported angle]. I’m reaching out because of your work on [topic of interest], especially [somewhat recent paper]. I was wondering if you’d be willing to look over [forthcoming paper from another researcher] and share your thoughts with me . My schedule is pretty flexible later this week and I’m available via Skype/Zoom/phone. Could you let me know if there are any times that work for you? Looking forward to hearing from you . Cheers, Dan I’ll update this later if I think of stuff. But for now, that’s it.

How to email someone about your research

This post is for you if you’re using email to:

Directly or indirectly recruit people to research
Publicise a study
Request assistance with publicity/recruitment
Create a conversation with participants (for example scheduling interviews or following up after a study has been completed)
Invite others to collaborate (for example as examiners, research colleagues, or speakers for events)

You might be a student undertaking a research dissertation at undergraduate, Masters, or PhD level; or you could be an independent researcher and/or an academic that teaches research methods or undertakes their own studies. While the advice here is focusing on email, it also applies to other written correspondence across social media formats.

Why does a well-written email matter?

Emails can be an excellent way for recruiting, sharing, networking and showcasing you or your work. They can reach out to people who would benefit from being in your research – or enhance it through their participation. And bring you closer to others who’ll help you undertake your work more effectively, ethically, accurately and meaningfully.

Perhaps because we use email so much it’s assumed to be so simple it requires no real focus or dedicated project time. As a consequence many messages are poorly written, rushed and badly presented. Which results in wasted effort, may cause distress to recipients, and can have the opposite effect of what was intended. As in the email doesn’t invite people to join in – it puts them right off.

10 things to check before you send an email

is email the best way to reach the people I want to connect with? How do I know this? Who will I bring in or leave out if I use email as my main way to connect – and what other options might I consider instead?
what other similar studies have used email and done well from it recruitment/networking wise?
if I’m intending to recruit participants via email, do I have specific ethical approvals to do this (including noting if the emailing will be unsolicited/unanticipated – a form of cold calling; or when it may be something respondents opt into)
how will I find the people I want to email (e.g. mailing lists, pre-existing databases, snowballing, advertising your details on blogs etc)
what’s my email strategy going to be – how many emails will I be sending out, over what time period, and how will I keep track of who does/doesn’t respond?
will I be the only one sending emails or is it a group/team effort? Is email the only way I’ll be making contact or will I also be using other approaches (e.g. email plus posters advertising my project or email followed by a phone call)?
is emailing people to help with my work a required part of my course? Do I need permission from my college/tutor before I proceed? Do I have a clear purpose plus support/supervisory structure behind me?
what’s my Plan B if I try emailing people but this doesn’t generate much of a response?
what do I want to say in my email?
am I messaging the right person, at the right time, in the right way?

A few more things to consider….

Check the email address of the person you’re contacting. Is it correct? This is particularly important if you’re using pre-existing lists or databases.

Note how you came by a person’s email (they may well want you to explain this in your message to them).

If you’re doing a bulk/group mailout how can you maintain confidentiality and anonymity – and are there any other ethical issues you need to consider when you’re approaching lots of people? [Consider if you want to do bulk/group emails, or individual ones – tracking may be easier with the latter but it also could be more time consuming].

Have you included in your project planning a time frame that allows for emails – have you piloted how long sending and chasing up emails might take? If you’re unsure, do you know anyone who could help give you a rough estimate?

Let’s have a go at writing an email, here’s a stepwise approach to the things you need to consider and check

Your email address

Where possible use your work address – your charity, college etc. If you’re undertaking a research project or programme where you’ll be emailing a lot of people it may be appropriate to set up a dedicated account just for your particular project. This needs to convey a serious tone, avoiding terminologies that might lead to a message ending in spam, or potentially put participants off (or put them at risk, more on this later).

Don’t use email addresses that sound unprofessional or carry different connotations to the study itself (for example things like sexyboi, hunnigirl, or yummymummy_28).

The subject line

This should be engaging, truthful and short. For example ‘can you give a talk for us?’, ‘viva examination request’, or ‘please join my study on women’s health’

For sensitive research topics avoid putting things in the subject line that may be triggering, distressing, or potentially risky to recipients – I saw one recently entitled ‘MY BIG GAY STUDY’, which might be fine to receive if you’re happily out; easily ignored if you’re straight; but could be alarming if you are LGBT+ but not out, or not out in the place you just got that email! Similarly, a study I declined to promote used ‘domestic violence project’ in the subject heading. Something that could well be spotted by an abusive partner and put victims at more risk of harm, or make someone who’s tentatively trying to escape feel threatened and exposed. If you feel emailing someone direct could put them at risk, revise your recruitment strategy. Remember, the way you introduce your study in a subject line can convey you’re in control of a thoughtful project – or imply you’re not to be trusted.

Note also that bland, spammy, or confusingly long subject lines are liable to end up in the bin, or not read promptly. You may wish to experiment with a number of subject headings to see what feels the most inviting – particularly if email invitation is your main way of recruiting respondents and if you’re effectively ‘cold calling’ them (as in the email from you will be the first they’ve ever heard of you/your research).

The salutation

This should be ‘Dear….’ You’re making a formal request to a participant, student or colleague so you need to signify respect. If you wish to seem slightly less formal you may want to use ‘hello’ but this should be considered in relation to who you’re approaching and why. Terms such as ‘good day’ ‘greetings’ or ‘good morning/afternoon’ may be acceptable but are often a feature of spam messages so could easily not reach your intended recipient(s).

Avoid ‘Hi’, ‘Hai’, ‘Hiya’ or ‘Hey’ – this is not an email to your friend, and while some recipients may not mind informality, many will find this approach overly familiar or even rude. Don’t assume that young people will warm towards using a more casual address, or that they don’t need to be treated with the same respect as older recipients.

In some cases you may not wish to use any salutation and may just post a message about your research. This may be appropriate in cases where it’s clear you’re sending to a group. However, it might feel impersonal and lead to fewer people replying to you.

I’ve used English addresses here, but when writing in other languages the same rules apply – formal addresses to open an email, not casual terms.

The recipient’s title

You should check their title before messaging and, unless you know it would be preferred, do not use first names only.

If you know someone’s title, use it! For example – Dr, Professor etc. Do not drop the title because you’ve previously met them, or use their first name instead of their title. Many people, particularly women, people of colour, younger or senior people, or other minorities find it disrespectful to have their title neglected in formal addresses. Even if you prefer not to use titles to describe yourself, do not assume you can discard them when addressing other people.

Where you are writing to a member of the public, then you may want to use an address like Mrs, Mma, Madame, Ms, Mx etc. Ensure you are using the right title so you don’t accidentally misgender recipients; and be careful around age/gender combinations – some people are annoyed if you call them Miss when they prefer Mrs, for example.

If you don’t know their title or believe they would prefer not to have a title used then you can use their name(s) instead. For academics you may wish to default to Prof, they can always correct you if you’re wrong.

The recipient’s name

The use of a title (or not) will determine what name follows. So if you are using titles such as Dr, Professor, Mrs then you would conventionally follow it with the person’s surname/last name only. You don’t need to use title, then first name/initial and then last name.

However, this may vary depending on the cultural background of the person you’re addressing – where a clan or tribe name may be used instead of a surname. Or where a last/family name is always given first. Some people may have more than one name and like all of them used in a specific order, others have multiple names but are happy with only one or two of them being used, while others may have a single name only.

If someone is replying to an invitation you’ve given, then directly copy how they’ve described themselves. Some people may use several initials; a mix of upper or lower case lettering; crossing out of names; or punctuation marks; emphasis on specific letters; particular spelling conventions; hypens; or other typographical or visual cues. It is not for you to alter or remove these. Use them as they have done – copying and pasting if appropriate/possible. You might use someone’s written or electronic signature, phone book listing, or authorship on an academic paper to be certain you’ve got a name right.

If you are working from other records, databases etc then proof read first and use the right names in the right order.

Always check the spelling of a name and if it is a name unfamiliar to you then double-check it online or via a name guide and/or with the input of colleagues.

Names that are familiar to us often allow us to then make assumptions about someone’s age, gender and so on. But it isn’t a failsafe approach. If you are aware of the pronouns someone wants you to use then ensure this is done consistently – even (or especially) if a given name does not necessarily match what you might have guessed the pronoun to be. Never alter someone’s preferred pronoun to bring it in line with a given name. If it is unclear what someone’s preferred gender might be (s/he or other gender variations), or if you can’t confidently work it out from someone’s name, then use gender-neutral terminology throughout your message (they/theirs).

Getting someone’s name and title wrong is a guaranteed bad start to a message, which is why I’m spending so much time on it here. While some people may make allowances, for others misnaming can be deeply off-putting or even offensive. Echoing also the persistent problem of white/Western researchers misnaming or misspelling the names of those from ethnic minorities/other countries/people of colour.

In many parts of the world names are personal and important and getting them right conveys respect. It’s vital, therefore, if you mess up, to apologise genuinely and swiftly.

If you don’t know someone’s name, or are addressing a group you might say something like ‘Dear colleague’ or ‘Dear group member’.

The main body of your message

This is where you briefly tell your recipient:

who you are – depending on the message topic and who you are contacting you may wish to use your title and surname, your first and last name, or your first name only.

where you’re from and who is overseeing your work (for example a university, charity, or other organisation). You don’t need to give a full address here, just a location (e.g. ‘Sociology Department at Newcastle University’ or ‘Haven Hospital, Port au Prince’ or ‘Unicef’).

what you are doing – this is a sentence or two explaining what you’re up to, which prefixes what you want from them. For example ‘I am undertaking a project about…’, ‘I have a student completing a dissertation on…’, ‘I am organising a fundraising event…’

why you are contacting them – they may be used to being approached by students/researchers, but they may not. Be reassuring. So tell them how you came about their details. For example ‘a colleague recommended you’, ‘I’ve enjoyed reading your work’, ‘I was given your name by your doctor’. And then why you’ve got in touch – ‘I’d like you to help examine my PhD student’, ‘I would love you to give a talk to my study group’, ‘I’d be interested in hearing about your experiences of living with sickle cell disease as a means of helping other patients’.

what you want them to do – you want to make this bit as inviting and accessible as possible. The temptation is to write reams about your work, which most people won’t read. As this is an initial invitation you should be brief, clear and engaging. And truthful! For example – ‘I can provide a thesis for you to read and arrange a time for the viva, you would be reimbursed for your time and travel’. ‘A talk based on your recent paper about climate change would be ideal, students would enjoy hearing about your direct experiences and asking questions. We can offer accommodation plus a tour of our city’. ‘You would meet with me on three separate occasions to tell me about your life via a recorded interview and to complete a short questionnaire that measures your mental and physical health’.

links to any relevant additional information – here you may tell them who is funding your supervisor or any overseeing/regulatory body/ethics committee should they wish to verify you/your work.

Give a timeline by which you’d like/need them to respond – and details of how they confirm if they are interested (that might be they need to email you back, sign up to a website, or return a form, or have a phone/Skype conversation with you).

Remind them if they have any accessibility requirements to let you know what these might be . Or offer a range of ways you can meet people’s communication, access or mobility needs.

If they are interested you can follow up with more detail so you don’t need to overload them with links, pictures, attachments etc in an initial email or the start of an email conversation.

Thank them for reading and considering your request. Depending on the starting salutation you may say ‘yours sincerely’ (if you used their name), ‘yours faithfully’ (if you didn’t), ‘thank you’ or ‘thank you for considering this request’. You can follow this with ‘I look forward to hearing from you soon/working with you’. Do not say ‘thanks’, ‘cheers’ ‘bye’ or leave the end of the message with no respectful closure.

Your full name and qualifications (if appropriate)

Your contact details and links to relevant information to help verify who you are (for example links to a professional website, project/university/charity page, blog etc).

Make sure you

Write a message that is short, clear, and specific to the person you are messaging
Use a legible font
Consider the colour of font and background for accessibility
Avoid attachments unless necessary, and if you include any these must be accessible to participants (e.g. things they’ll be able to open and be able to follow if they’re using text to speech recognition software)
Check, check, and double check for spelling and grammar
Write in the language(s) your respondents speak
Note that for international audiences or diverse cultures conventions of addresses, salutations, and instructions may vary in how they’re phrased and interpreted
Avoid pressuring or coercing (including offering prizes, mention this towards the end, if at all); or throwing in sensitive or potentially distressing ideas without clarification or forewarning (e.g. ‘you’ve had lots of miscarriages and I’m writing to see if you’d like to tell us about them…’ a less than inviting opportunity I was recently offered)
Put yourself in their shoes – don’t assume because the topic you’re messaging them about is important/interesting to you it will be to them, or that because you’re used to the topic it won’t be daunting/threatening/upsetting to recipients. Or even if topic is benign that an out of the blue email might not still feel unsettling. Imagine the email you plan to send just turned up in your inbox – how would you feel?
Note when you’re sending emails – over the weekend, during festivals or religious/work holidays, or other busy periods may reduce the replies you get or introduce delays in response times

If you are using email for research PILOT YOUR EMAIL/MESSAGE – that includes what you are asking and the mail out strategy.

If they reply

And say no (N) – either don’t respond if you believe they don’t wish/need to hear from you. Or reply with a polite thanks and note you won’t bother them again (if it’s a call for research). If working with colleagues ensure everyone’s aware and respectful of requests for no more contact. Do not email them to argue about their answer, question their refusal, or imply they are unreasonable for not being part of your research.

Maybe (M) – some people are interested but aren’t sure if they’re available or may want more details. In which case provide them with what they need to know quickly and concisely.

Yes (Y) – don’t suddenly become informal, you’re not their best friend. Be ready to send out whatever further information is needed to get them involved with your research, teaching etc.

If they don’t reply

You can send a ‘friendly reminder’ (and even put this in your subject heading). But do this once, twice at a push. If they aren’t interested or available you continuing to pester them is unlikely to change things. If you notice this is happening a lot then it may be worth checking if your email is the problem (perhaps it’s going to spam for a lot of recipients), or maybe if emailing people is not the best approach to get them interested in you/your work.

For research participants – note if they did reply, what their response was (Y/N/M), or if no response if you followed up and outcome (Y/N/M or still no response). You can record this as part of your ongoing data management about study responders and non-responders, assuming you have the relevant approvals to collect this information and appropriate means of storing it securely.

Your availability

Send out messages when you will be available to respond. If you’re liable to be only picking up sporadically note your availability on your contact details at end of message (e.g. I will respond within 7 days; I am currently travelling so will check my messages weekly).

There’s more information on how to communicate effectively with participants in The Research Companion (particularly Chapters 2, 5 and 8).

If you’ve anything to add about positive and negative emailing experiences; further questions about emailing respondents/colleagues; or guides for crafting email or letter invitations to research respondents, please share them in the comments.

Thanks to Jay Owens @Hautepop, research director at Pulsar. And Dr Heather Williams @alrightPET for ideas about good emailing practices.

How to Email a Professor: Research or Grad School Opportunity

Isabelle Gordon

This week Isabelle Gordon, or Izzy, as we know her in the Ryan Family Student Center, asked me on behalf of the Material Advantage club if I would blog about how to email a professor when inquiring about a research opportunity. Here’s the Anatomy of an Effective Email . This format is also useful for an inquiry email to a professor you’d like to work with for graduate school.

TO Field: Send it directly to the professor’s professional email account.

From: Use your Penn State email account.

Subject Line: This is one of the most important and neglected lines of email communication. Always use subject lines to announce the key idea. For example, you might write, Seeking Possible Undergraduate (or Graduate) Research Opportunity

Opening: Dear is always acceptable and correct. You could also use Hello . Hey or barking out a professor’s first name is rude. Use titles when appropriate. In this case, you might write, Dear Professor <last name>. Use a colon instead of a comma after the last name. Commas are used for personal letters.

Body: Essentially this is an action-oriented message. You are making a request. AIDA or A ttention- I nterest- D esire- A ction is a good acronym to remember when composing this type of persuasive message.

Attention —use this opportunity to engage your reader. If another person the professor knows suggested you contact this professor, use the referral as your opener. Or you might pose a question that includes your accomplishments.

Example: Are you seeking an energetic, conscientious geoscience major with a 3.8 GPA and an ability to work both as a team and independently to join your lab? If so, please consider me.

Interest and Desire – -Explain why this professor’s lab is a good fit for your interests and talents. Develop Desire by showing specifically how the requirements for the position match your experience and expertise.

Example: I am interested in the work you are doing. I have read several of your journal articles, such as <Article Title>. <Show your ability to summarize accurately and concisely a few key points of the work being done.> I have <include your key benefit to the professor—what can you do for him/her because of your course work and experience>.

Action —you have to ask for what you want.

Example undergraduate research: I am very interested in research in this area because I would like to <your future goal and how it fits>. May I meet with you at your convenience to discuss my possible involvement in your research? I have attached my résumé and can be reached at <cell phone>. I look forward to hearing from you.

Example graduate school applicant : I have attached a copy of my CV for your consideration. Will you be accepting graduate students this upcoming academic year? I would be interested in discussing possibilities to work in your lab at your convenience. May I follow-up this email with a phone call, or I can be reached at <cell phone>. I look forward to hearing from you.

Best, All best, Best regards, Best wishes, Regards, Sincerely, Cordially, Sincerely yours, Yours, Love, Love and kisses and xxoo.

Okay, okay, these last four really aren’t used in business! I was just checking to see if you are paying attention.

The signature tells people how you would like to be addressed.

If you don’t get a response in a week or so, don’t despair. It’s okay to follow-up gently. The second time around you might write, “I know how busy you are…” It just shows how resourceful and determined you are. If you need writing help, come to drop-in hours Mondays through Thursdays from 5:30 to 7:30 p.m. Your graduate writing tutors are waiting for you here in the RFSC!

You must be logged in to post a comment.

Search for:

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).

Ambitous Student Email address

<< Previous: How to write a email letter of recommendation
Next: "I missed class" example >>
Last Updated: Aug 10, 2024 10:08 AM
URL: https://wiu.libguides.com/c.php?g=394881

Self & Career Exploration
Networking & Relationship Building
Resume, CV & Cover Letter
Interviewing
Internships
Blue Chip Leadership Experience
Experiential Learning
Research Experiences
Transferable Skills
Functional Skills
Online Profiles
Offer Evaluation & Negotiation
Arts & Media
Commerce & Management
Data & Technology
Education & Social Services
Engineering & Infrastructure
Environment & Resources
Global Impact & Public Service
Health & Biosciences
Law & Justice
Research & Academia
Recent Alumni
Other Alumni Interest Areas
People of Color
First Generation
International
Faculty & Staff
Parents & Families

Emailing Faculty About Research Opportunities (Example Included)

Share This: Share Emailing Faculty About Research Opportunities (Example Included) on Facebook Share Emailing Faculty About Research Opportunities (Example Included) on LinkedIn Share Emailing Faculty About Research Opportunities (Example Included) on X

For many students looking to get into research, one way of finding opportunities and getting involved is to email faculty directly. By emailing a faculty member about your interest in research, you can share more information about yourself, why you’re interested in their research area, and qualifications that show off what you would bring to their research/lab. This is also a great opportunity to network with faculty in your department (or department of interest) to learn more from them, even if they do not have an available position at the moment.

So, what do you include in an email to a faculty member?

This email is a first step in finding a position in a research lab, so treat it like you’re speaking to an employer. Your email should be professional and personalized for each faculty member you write to. You do not want to send a generic copy/paste email to multiple faculty members. This is your first impression! Show them that you have put thought and time into contacting them.

The format of your email should be professional, short, and to the point. You want to give them enough information so they know all of the key points of why you’re contacting them, but you do not want to make it a lengthy paper either. A well-written email to faculty can be about 1 – 3 short paragraphs. Check out our resource with tips on what to include in an email.

Start off with a detailed Subject Line. Tell the faculty member why you’re contacting them. Remember, each faculty member is not only conducting research, but they are also teaching, supervising others, writing their papers and grants, and so much more. If you write a generic subject line, it can get lost in their inbox.

The foundation of your email should include:

A brief 1 – 2 sentence introduction of yourself. Include your name, academic year (Freshman, Sophomore, etc.), and major.
The reason you’re reaching out. Let them know early that you’re interested in their research.
The reason you are interested in their research. Did you previously take a class covering that topic and it interests you? Did you want to research a similar topic in the future?
Show that you have done your homework on their research. When possible, try to read the faculty member’s website, or one of their publications, and mention it. This shows that you are interested in a more in-depth understanding of what they were doing. It is okay if you read only part of an article of theirs. Try to at least scan the article or read the main parts (abstract, the introduction, and the conclusion section) to understand the main findings.
Tell them any of relevant experience that shows you are familiar with the topic or with working in a research lab. Have you taken a class on the topic they’re researching? Mention it! Do you have previous experiences working in research? Mention it! Show them that you would be a benefit to their research team.
Give them times that you are available to meet to talk about your interests in greater detail. Typically, the faculty member will want to meet with and discuss things further to learn more about you and to share more information with you. It’s important to give them a few days and times so they can compare it to their availability. One tip is to learn their office hours and ask if you can come by the following week to discuss your interests.
Optional Addition – Attach your resume, but only if it’s professional and ready. If you feel like your resume needs to be updated, visit our resume section on our website for some resources!
Before you send the email, proofread it.

I Sent the Email. What Happens Now?

While you wait for a response, try to look for other research opportunities. You do not want to have your mind set on one lab – sometimes professors can’t take on more students. You will want to be prepared for any scenario, so look for a number of options. Start by emailing three to five faculty members. This is a good start that is not overwhelming. Also look for research programs available across the university. You can find some of the research programs on our Research Experiences section and on our main research website.

Didn’t hear back from them? Follow up in 1 – 2 weeks from your first email. As mentioned above, faculty members are busy. It’s possible your email got buried in many other urgent items. Check in to ensure they received your email and ask them if they have a time to talk or let them know if you will be visiting them during their office hours.

When you do meet with the faculty member, ask if they know of other opportunities that might meet your needs. If they are able to invite you to work with them, wonderful! If they cannot, they might know someone who can, or have other ideas for you.

Resources for Emailing Research Faculty

Tips for Emailing Faculty : Emailing Faculty About Research Resource. Our Tips on Emailing Faculty about expressing interest in their research.
Resume Resources : There are tips for formatting/editing your resume as well as resources for getting a resume review on our website.
Research Tracker: Create a list of who you contacted and their responses. We have a Research Application Tracker that can be used to track emails as well.
Meet with an Undergraduate Research Ambassador in a 1:1 Appointment: Need help getting started on finding research, support drafting your emails, and/or want someone to look at your email before you send it? An Undergraduate Research Ambassador can help you in any step!

Example Research Request Email:

Research example information:.

Professor Doe – Psychology and Social Reponses Research

Research Interest: anxiety, guilt, cultural differences, religion, and terror management

Example Email:

Subject Line: Social Response Research and Available Opportunities Dear Professor Doe,

My name is Wildcat Student and I’m a junior majoring in Psychology here at the University of Arizona. I was looking for research positions on the psychology website when I came across your research on Social Response and Terror Management. I’m interested in expanding my knowledge on the relation of religion and terror management, so your research is very interesting to me. I read your paper on how different religions affect the way people cope in stressful situations. It was very insightful to learn how people use social beliefs, such as religion, to motivate themselves and deal with the negative impacts of difficult situations such as anxiety and guilt. I’m interested in applying to a PhD program after graduation and I would like my research to have an emphasis on using Terror Management Theory to examine the response differences between cultures. Your research would give me the foundation to start this in my undergraduate education.

I have gained knowledge in these topics through courses such as Abnormal Psychology, Social Psychology, Social Psychology + Cinema (where I examined social theories such as Terror Management Theory through contributions from cinema), and Religion and Film (which explores religion and its relationship with visual storytelling culture). Furthermore, I have previous experience with research from my advanced research methods class, where I ran a research study and analyzed the data afterwards to find significant values in each test group.

I would love to discuss the possibility of volunteering in your research lab for the Fall semester. I am available on Mondays – Thursdays anytime after 1:00pm and I’m flexible to meet in-person or over zoom. Please let me know if any of those dates/times work for you. I have also attached my resume if you are interested in reviewing my other experiences.

Thank you some much for your time,

Wildcat Student (she/her) [email protected]

We respectfully acknowledge the University of Arizona is on the land and territories of Indigenous peoples. Today, Arizona is home to 22 federally recognized tribes, with Tucson being home to the O'odham and the Yaqui. Committed to diversity and inclusion, the University strives to build sustainable relationships with sovereign Native Nations and Indigenous communities through education offerings, partnerships, and community service.

PRO Courses Guides New Tech Help Pro Expert Videos About wikiHow Pro Upgrade Sign In
EDIT Edit this Article
EXPLORE Tech Help Pro About Us Random Article Quizzes Request a New Article Community Dashboard This Or That Game Happiness Hub Popular Categories Arts and Entertainment Artwork Books Movies Computers and Electronics Computers Phone Skills Technology Hacks Health Men's Health Mental Health Women's Health Relationships Dating Love Relationship Issues Hobbies and Crafts Crafts Drawing Games Education & Communication Communication Skills Personal Development Studying Personal Care and Style Fashion Hair Care Personal Hygiene Youth Personal Care School Stuff Dating All Categories Arts and Entertainment Finance and Business Home and Garden Relationship Quizzes Cars & Other Vehicles Food and Entertaining Personal Care and Style Sports and Fitness Computers and Electronics Health Pets and Animals Travel Education & Communication Hobbies and Crafts Philosophy and Religion Work World Family Life Holidays and Traditions Relationships Youth
Browse Articles
Learn Something New
Quizzes Hot
Happiness Hub
This Or That Game
Train Your Brain
Explore More
Support wikiHow
About wikiHow
Log in / Sign up
Education and Communications
College University and Postgraduate
Campus Life
Interacting with Academic Staff

How to Email a Professor About Research

Last Updated: June 27, 2022 References

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 viewed 18,510 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

Step 1 Start with a detailed subject line.

“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.”

Step 3 Show you’re familiar with their work.

“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.”

Step 4 Explain how their research aligns with your goals and passions.

“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.”

Step 5 Highlight your qualifications and skills.

“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?”

Step 7 Ask for an appointment or mention you’ll stop by during office hours.

“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]”

Step 11 Proofread carefully before sending.

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

About This Article

Send fan mail to authors

Did this article help you?

Featured Articles

Watch Articles

Terms of Use
Privacy Policy
Do Not Sell or Share My Info
Not Selling Info

Get all the best how-tos!

How to Write Email

How to write an email to your professor about research.

Fascinated by the prospect of conducting research with a professor? Learn how to craft a compelling email that gets their attention.

Thoroughly research the professor's background, including their published work, current projects, and awards.
Craft a clear and concise subject line that indicates the content and importance of the email.
Clearly communicate the specific research topic of interest and highlight relevant experience and qualifications.
Request a meeting or discussion with a polite and professional tone, expressing eagerness for potential research collaboration and gratitude for the professor's time and expertise.

Buyer Beware Looking to open to Gold IRA

friendly welcome and formal introduction

We've gained valuable research experience through our involvement in several projects, which have equipped us with the skills necessary to contribute meaningfully to your research.
This experience has deepened our understanding of the research process and the intricacies of conducting rigorous academic inquiries, instilling in us a deep appreciation for the complexities of your field.

We understand the value of your time and expertise, and we're available to meet during your office hours.
We believe that a face-to-face discussion would be invaluable in gaining insight into your current research projects and potential areas for collaboration.
We'd appreciate an opportunity to discuss how our research interests align and explore possibilities for working together.

Monday	Wednesday	Friday
10:00 am – 12:00 pm	2:00 pm – 4:00 pm	9:00 am – 11:00 am

professional and courteous communication

Do's	Don'ts
Use formal language and respectful	Use slang, abbreviations, or emoticons
Address the professor appropriately	Use informal language or casual greetings
Be concise and to the point	Ramble or use unnecessary fluff
Proofread for errors before sending	Send without checking for mistakes
Express gratitude for their time	Forget to show appreciation for their time

Express gratitude : Thank the professor for considering your email and for their time. This shows respect and acknowledges the professor's expertise and busy schedule.
Convey enthusiasm : Use a closing statement that reflects your interest in the topic and your eagerness to potentially work together. Demonstrating passion and interest in the professor's research can make your email more compelling and memorable.

Proofreading Tips	Example
Check for spelling and grammar errors	"I am interested in participating in independent research with your lab."
Ensure the email is well-structured and organized	Use paragraphs and bullet points to present information clearly.
Double-check that the content is clear and concise	"I have completed coursework in molecular biology and am eager to apply my skills in a research setting."
Consider asking a peer or mentor for feedback	"Could you please review this email and provide any suggestions for improvement?"

Subtle Persistence : Waiting for a reply can be nerve-wracking, but maintaining a polite and patient demeanor can convey your commitment and respect for the professor's time. This demonstrates perseverance and dedication, qualities that resonate well with mentors.
Gracious Acknowledgment : Expressing gratitude for the professor's consideration, even in the follow-up email, reflects humility and demonstrates a deep respect for the professor's expertise and time. This will likely resonate with the professor and could possibly increase the likelihood of a favorable response.

What Should I Include in an Email to a Professor About Research?

First, we should open with a respectful salutation.
Next, we need to clearly state our purpose for writing the email.
After that, it's important to provide any relevant context or information that the professor needs to know.
Finally, we should express gratitude for the professor's time and consideration.
We should strive to be concise in our emails, getting straight to the point without unnecessary details.
It's also crucial to use formal language and avoid slang or casual expressions.
Proofreading before sending the email is essential to catch any spelling or grammar errors.
Furthermore, we should ensure that our email is professional in both formatting and tone.
As a result, being respectful of their time is of utmost importance.

Natali – Editor in Chief (Strategy and Mastery, AI Expert) Natali, our Editor in Chief, is the driving force behind our content’s strategic direction. With a keen eye for detail and a deep understanding of market trends, Natali ensures that our content is top-notch and strategically aligned with our client’s goals. Her expertise in AI helps to seamlessly integrate advanced technology into our marketing strategies, pushing the boundaries of conventional marketing.

How to Write a Winning Proposal Email

How to Write a Condolence Email that Conveys Genuine Sympathy

Why and How to Use “P.S.” in Your Emails

Understanding the meaning of “p.s.”, using “p.s.” in email marketing, examples of using “p.s.” to enhance your emails.

Add a personal touch : In your follow-up emails, include a “P.S.” to mention something specific about the recipient, showing that you value their individuality.
Create urgency: Use a “P.S.” to emphasize a limited-time offer or a deadline for taking advantage of a promotion.
Include a call-to-action: Use a “P.S.” to urge your recipients to take a specific action, such as clicking on a link or replying to the email.
Reinforce your main message: Summarize the key point of your email in the “P.S.” to ensure it sticks with your recipient.

When to Use “P.S.” in Your Emails or Letters

Adding an afterthought: If you have an additional idea or information that is relevant to your message but not crucial to the main body of your email, a “P.S.” is the perfect place to include it.
Highlighting important details: Use a “P.S.” to draw attention to key information that you want your recipient to remember, such as a meeting time or an important attachment.
Enhancing readability: If you have a lengthy email, you can use a “P.S.” to break up the text and provide a concise summary or final thought.

Using “P.S.” for Added Punctuation and Clarity

Best Practices for Using “P.S.” in Email Communication

Writing “p.s.” in the body of the email.

Adding a Personal Touch with “P.S.”

Considerations for using “p.s.” in email marketing campaigns, ensuring proper use of “p.s.” in your email or letter.

Keep the “P.S.” short and concise to maintain its impact.
Use the “P.S.” to convey important information or emphasize a key point.
Avoid using “P.S.” multiple times in a single email or letter, as it may diminish its effectiveness.
Proofread your email or letter to ensure that the “P.S.” is grammatically correct and supports your overall message.

Utilizing “P.S.” as an Additional Means of Communication

Tips for writing an effective “p.s.”, how to make the most of “p.s.” in your email’s main body, adding an afterthought with “p.s.”, understanding the importance of “p.p.s.” in email communication, using “p.s.” in personal email messages, optimizing email engagement with “p.s.”.

How do I write “P.S.” in an email to make my message stand out?

Why should i use “p.s.” in my emails, can i use “p.s.” in email marketing campaigns, when is it appropriate to use “p.s.” in my emails or letters, how can i make the most of “p.s.” in my email’s main body.

Erik – Email, SEO, AI Expert Writer Erik is the strategist, the thinker, and the visionary. His role at Influenctor is pivotal in integrating SEO with AI-driven content strategies. With an extensive background in email marketing and a profound understanding of search engine algorithms, Erik develops innovative strategies that elevate our client’s online presence. His work ensures that our content is seen, felt, and remembered.

How to Write a Professional PTO Request Email

Planning to request time off but not sure how to approach it? Learn the art of crafting a PTO request email with professionalism and gratitude.

PTO is a valuable benefit that contributes to employee happiness and prevents burnout.
Understanding the formal request process for PTO is essential, including advance notice and completion of a leave request form.
Crafting a persuasive PTO request email involves clearly stating the dates, providing a valid reason, expressing willingness to be available for emergencies, using a professional tone, and offering to make coverage arrangements.
Tips for successful time off requests include planning ahead, stating dates and reasons clearly, following up with managers, and communicating with the team before and after the time off.

effective strategies for vacation requests

Plan Ahead : Request time off well in advance, especially for longer vacations or during busy periods. This allows your manager and team to plan for your absence and ensures a smoother transition.
Be Clear and Concise : When writing the PTO request email, clearly state the dates you're requesting for time off and the reason for your absence. Use a professional and polite tone in your email.
Offer Coverage : If possible, offer to make arrangements for coverage during your absence. This shows consideration for your team and helps ensure that work continues smoothly in your absence.
Stay Available : Express your willingness to be available for any emergencies that may arise during your time off. Providing a contact number or email address where you can be reached shows responsibility and commitment to your role.

Can I Use the Same Format for Requesting PTO in an Email?

How to write a catchy p.s. in your email.

Yearning to master the art of email persuasion? Uncover the secrets of writing a compelling P.S. that leaves a lasting impact.

The P.S. in email is a powerful tool for enhancing communication and marketing strategies.
Proper formatting and punctuation of the P.S. is important for clarity and impact.
The P.S. allows for added emphasis, personalization, and strengthening of relationships.
The P.S. can be used as a compelling call to action, prompting immediate action from the reader.

Element	Description	Example
Sense of Urgency	Create urgency to prompt immediate action	"Act fast – offer ends in 24 hours!"
Personal Touch	Add a personal touch to build a connection	"I look forward to hearing from you soon."
Reinforcement	Reiterate the main message and call to action	"Don't miss out on this exclusive opportunity."

Use 'P.S.' or 'PS' without trailing punctuation to capture attention and reinforce the message effectively.
Consider the audience and formality to decide on the appropriate usage of 'P.S.' in the email.
Place the 'P.S.' after the signature to ensure it's noticed at the end of the email.

Can I Include P.S. in an RSVP Email?

Affiliate disclaimer

As an affiliate, we may earn a commission from qualifying purchases. We get commissions for purchases made through links on this website from Amazon and other third parties.

email authentication protocols explained

DKIM, SPF, and DMARC: Demystifying Email Authentication Protocols

How to Conduct a Technical Audit of Your Email Marketing Setup

understanding email deliverability science

The Science Behind Email Deliverability: What Every Marketer Should Know

Email Warmup 101: A Beginner’s Guide to Improving Deliverability

Technical Aspects of Emailing

Niche Business Example of AI-Driven Content Clustering

Explore AI-Driven Content Clustering for Niche Business

The Pros and Cons of Using Multiple Email Marketing Platforms

Email Marketing Tool Integration: Connecting Your CRM for Better Results

5 Lesser-Known Klaviyo Features That Can Boost Your Email Performance

racking the Code: Tracking and Scaling SEO Success with AI-Powered Content Clusters

What Bee Email Templates Will Buzz Up Your Marketing Campaign?

effective internal communication strategies

Crafting an Effective Internal Communication Email Template

Crafting the Perfect Wedding Inquiry Email Template

Creating Stunning Salesforce HTML Email Templates

celebrating work anniversary with template

Crafting a Meaningful Work Anniversary Email Template

How to Export Mailchimp Contacts

HubSpot or ActiveCampaign? We help you choose

ActiveCampaign vs HubSpot: A Comprehensive Comparison for 2024

Mailchimp Cleaned Contacts Explained

How to Delete Constant Contact Account

GDPR Email Marketing: Consent Examples Guide

Email Open Rate Benchmarks 2024

How to Make an Offer So Good That Customers Can’t Resist!

Email Open Rates by Industry 2024

Sample email asking for a letter of recommendation from a professor – create the best recommendation letter

Navigating the world of academic requests can be daunting, particularly when it comes to securing a strong letter of recommendation.

It’s crucial to approach this task with the right preparation and understanding.

In this blog post, we’ll:

break down the structure of a well-crafted email request for a recommendation letter,
provide sample sentence starters,
compelling subject line options for your letter of recommendation request,
and examples to guide you.

We will also share valuable tips to ensure your recommendation letter stands out, enhancing your scholarship or university application.

So, whether you’re a seasoned academic or just embarking on your academic journey, read on to arm yourself with essential tools to secure that impactful letter of recommendation.

Best time to ask and request a letter of recommendation

When asking a letter writer to write a letter of recommendation , it’s important to consider the time to write the letter and the due date for submission.

Avoid asking during grant writing times or at the beginning of the year when the professor may be busy with other responsibilities.

Sample email asking for a letter of recommendation from a professor - top tip

Look for quiet times in their calendar when they may have more availability to write multiple letters of recommendation . However, there may never be a perfect time, so it’s essential to give the professor time to write a thoughtful letter.

When requesting a recommendation letter , don’t ask your entire list of potential letter writers at once; ask for one at a time and be persistent .

If they are unable to write a letter, say: please let me know so you can ask someone else in a timely way.

What to include in an email to a professor when asking for a recommendation letter

When you ask a professor via email for a letter of recommendation you must ensure that your request is obvious and not seen as too much of a burden for a busy academic.

Make your request by following these sections. I have provided some sample sentence starters for you too – just to get you off in the right direction.

Section	Sentence Starters
Introduction	1. “I trust this email finds you in good health…” 2. Here’s how to ask your professor to write a recommendation letter. “I hope you are doing well…” 3. “Greetings, Professor…” 4. “Hello, Professor…” 5. “Dear Professor…”
Request	1. “I’m reaching out to request…” 2. “Could you possibly assist me by…” 3. “I was hoping that you could…” 4. “I would greatly appreciate if you could…” 5. “Would it be possible for you to…”
Details	1. “The letter should ideally highlight…” 2. “Key areas to focus on might include…” 3. “I believe these particular experiences would be relevant…” 4. “The recommendation should ideally touch on…” 5. “It would be beneficial if the letter could underscore…”
Additional Info	1. “To aid in the process, I’ve attached…” 2. “I’ve included some materials to help you…” 3. “For your reference, I have attached…” 4. “I’m providing some additional documents which include…” 5. “In the attachments, you’ll find…”
Closure/Gratitude	1. “I greatly appreciate your time and consideration…” 2. “Thank you for considering my request…” 3. “I am deeply grateful for your help…” 4. “Your support in this matter is greatly appreciated…” 5. “I sincerely thank you for your time and support…”

The importance of the subject line via email

If you don’t have a strong email subject line your email for a request to write a recommendation for graduate school could be completely ignored .

Here are some strong options for you to choose from if you need inspiration:

“Seeking Your Expertise for Scholarship Recommendation Letter”
“[Your Name]’s Request for Your Valuable Recommendation”
“Your Insight Needed for [Your Name]’s Scholarship Application”
“Recommendation Request: Helping [Your Name] Achieve [Specific Goal]”
Invitation to Contribute to [Your Name]’s Future Success with Your Recommendation”
“[Your Name]’s Request for Your Invaluable Perspective in a Letter of Recommendation”
“Your Assistance Required for [Your Name]’s Academic Journey: Letter of Recommendation”

Examples of emails asking for a letter of recommendation

Dear Professor [Last Name],

I hope this message finds you well. I am currently preparing my application for [the program’s name] at [university’s name]. As part of the application process, I am required to submit a letter of recommendation and I was hoping you might consider writing this for me.

Throughout my time in your [specific course’s name], I have had the opportunity to gain a comprehensive understanding of [mention skills or topics learned], and your guidance and advice have been invaluable. I believe that the knowledge and skills I have received under your mentorship would be best attested by you.

The letter should cover my academic performance, class activities, and my ability to [mention the skills relevant to the program you are applying for]. I would be happy to meet and discuss these points in more detail, or provide you with any other information you may find useful when writing the letter.

The deadline for submission is [date], ideally from your professional email address to increase the credibility of the letter. Most universities now require the recommendation to be uploaded online, so I will include detailed instructions in a subsequent email.

Should you decide to agree to my request, I would be profoundly grateful. Your recommendation would significantly enhance my application and increase my chances of being admitted to my desired university. However, if you are not able to fulfill this request for any reason, I completely understand and appreciate your time to write a letter.

Best regards,

[Your full name] [Your university and course name] [Your contact information]

Dear Professor Smith,

I hope this message finds you well. My name is [Your Name], and I have had the privilege of being a student in your [specific class] during the [specific term].

I am writing to respectfully request your assistance. I am applying for the [Name of Scholarship] and would be honored if you would consider writing a letter of recommendation on my behalf. The deadline for the scholarship application, and subsequently the recommendation letter, is [Deadline Date].

The recommendation letter should focus on my academic achievements, particularly those related to [specific course or field]. If possible, kindly incorporate instances that exhibit my dedication and the hard work I put into [specific course or field].

To aid in your writing, I have attached my resume and a document highlighting key accomplishments and skills that I believe make me a strong candidate for the scholarship. Additionally, if it would be helpful, I would be glad to draft a preliminary version of the recommendation letter to provide a baseline for your final version.

Please feel free to let me know if you need any further information. I understand the time and effort it takes to write these letters and deeply appreciate your consideration.

Thank you very much for your time and assistance.

Sincerely, [Your Name] [Your Email] [Your Contact Number]

Top tips for getting the best letter of recommendation possible:

To ensure a compelling reference letter from your professor, approach them with a well-updated CV highlighting skills relevant to your PhD ambitions.

Ask them politely and provide them with concepts to focus on that synergize with the program you’re applying for.

I use to like to draft a reference letter myself to ease their burden and make sure that they actually say the things I want them to say! This draft helps them with structure and relevancy but can be edited as they see fit.

Request for more reference letters than your program requires, providing a backup. Subsequently, ask them to send the letter from a professional email and provide their copy too. This helps in future applications and ensures transparency.

Afterwards, reciprocate their effort with a heartfelt ‘Thank You’ note, providing a personal touch and fostering a strong rapport.

Here are the top tips for getting a stellar recommendation:

1. Choosing the Right Recommender Ensure you choose a person who knows you well, can tell real-life anecdotes and stories about you, and who has worked closely with you when you ask to write. Avoid reaching out to someone famous or someone who barely knows you.

2. Effective Communication with Your Recommender Sit down with your recommender and discuss the points you want them to mention in the recommendation letter. This could include highlights of your academic performance, active social life, extracurricular activities, or volunteer experiences.

3. Using Corporate Email Addresses Always ask your professor or boss to use a corporate email address. Using email addresses such as Gmail or Hotmail can ruin the credibility of the recommendation letter. The recommendation letter should come from an email that can be linked back to your university or company.

4. Structuring the Letter of Recommendation Request An ideal recommendation letter should start off with a formal greeting like ‘To whom it may concern’, followed by anecdotes and accomplishments related to the student. It should finish by formally recommending the student to the University.

5. Length of the Recommendation Letter Ensure that the recommendation letter is within the word limit set by the university before you submit the letter. Some universities allow only up to 250 words.

6. Including Anecdotes Any compliment in the recommendation letter should be followed by an anecdote. These anecdotes serve to validate the qualities or achievements you’re asking the professor to highlight.

7. Ensuring a Strong Endorsement The letter should conclude with a strong endorsement, essentially ‘selling’ the student to the university they’re applying to. You want your recommender to explicitly state their recommendation of you for the university you’re applying to.

Wrapping up – Your email request

As we wrap up this comprehensive guide on asking a professor for a letter of recommendation via email, we hope the tips, samples, and strategies shared have demystified the process.

As you craft your email request, remember to ensure clarity, politeness, and professionalism in your communication.

Approach someone who knows you well and can provide a credible, detailed account of your abilities, experiences, and personal attributes.

Most importantly, provide all necessary information to your professor, giving them ample time to draft a strong, well-thought-out recommendation.

Your effort in this stage can make a significant difference in securing that coveted spot in your desired program or scholarship. Equipped with this guide, you’re now ready to confidently request and secure impactful letters of recommendation.

All the best in your academic journey!

FAQ: Sample Email Asking for a Letter of Recommendation from a Professor

1. how should i ask for a letter of recommendation from a professor .

When requesting a letter of recommendation from a professor , it is important to be polite and professional in your email. Start by addressing the professor with respect and clearly state the purpose of your request. Express why you are seeking their recommendation and provide any relevant details to help them craft a strong letter on your behalf.

2. What information should I include in my email when I ask for a letter of recommendation?

Include specific details such as the reason for needing the recommendation letter , the deadline for submission, and any supporting documents that may be required. It is also helpful to remind the professor of your accomplishments and experiences in their class or research projects.

3. How can I ensure that the professor writes a strong letter of recommendation for me?

To receive a strong letter of recommendation , provide the letter writer with ample time to craft the letter, share relevant information about your goals and achievements, and offer to meet with them to discuss your request in person or via video call. Additionally, politely request that they highlight specific examples of your skills and qualities.

4. Is it acceptable to request a letter of recommendation via email?

Yes, it is perfectly acceptable to request a letter of recommendation via email. Sending a well-written email request is a convenient and professional way to communicate with your professor about your needs and timeline to submit the letter.

5. When is the best time to ask for a recommendation letter?

The best time to ask for a recommendation letter is at least several weeks before the deadline to give ample time to write a letter. This allows your professor enough time to write a thoughtful letter without feeling rushed. Avoid requesting a letter of recommendation at the last minute.

Dr Andrew Stapleton has a Masters and PhD in Chemistry from the UK and Australia. He has many years of research experience and has worked as a Postdoctoral Fellow and Associate at a number of Universities. Although having secured funding for his own research, he left academia to help others with his YouTube channel all about the inner workings of academia and how to make it work for you.

Thank you for visiting Academia Insider.

We are here to help you navigate Academia as painlessly as possible. We are supported by our readers and by visiting you are helping us earn a small amount through ads and affiliate revenue - Thank you!

2024 © Academia Insider

How to Email a Professor About Research Opportunities

If you are a student trying to pursue your Ph.D. or Masters, you need to know the basics of how to email a professor for research opportunities. Email is the essential medium while approaching a potential supervisor for research opportunities or a scholarship program.

Your email needs to be polished and concise. You have to put all the information about yourself which is appropriate for this particular program. Does it sound complicated? Do not worry. We’ve got you covered!

The professors get thousands of emails every day from different students around the world . So your email must stand out from others and get selected . So here are a few tips that you should consider before and while writing a proposal email.

Also, check out the sample email to get some ideas about how to email a professor for research opportunities.

How to email a professor for research opportunities: 8 tips to remember

Before sending your email to a professor for research opportunities, try to use these 8 tips as a checklist. This will guide your process and help you with the email more efficiently. So that, your email will be outstanding and suitable for the topic.

1. Find your desired program

First of all, you need to think about which program you want to take for your master’s or Ph.D and which university to choose. You can read Important factors on deciding how to choose a university for insight .

The Ph.D. program can be research-based, or it can be a professional doctorate as well. A professional doctorate program does not contain any research experience. Here is the elaborated description of the different types of Ph.D .

So, make up your mind about the program you feel is right for you.

2. Do a detailed research

Before sending emails to the professors, it is important to look for all the details that you need to know. Go through the university websites to search for your potential supervisors. Moreover, you should check their field of work and research projects so that you can match your choice of research with them.

There are several ways to explore their work via reading their articles & research papers, or attending their webinar, conference, etc.

3. Subject Line for the email

The first thing that will get noticed by the professor is the subject line of your email. Without a specific subject line, your email can get to the spam folder and remain unnoticed. You have to put the informative subject line so that the professor gets the purpose of the email immediately. The subject line has to be short, precise, and relevant.

For example, the subject line can be:

Applying for the research opportunity.

Requesting for a Ph.D. Position

Requesting for a master’s opportunity in your research lab.

Inquiry about the master’s program in your department.

4. Body description:

Remember that all the information that you are putting here is going to be a deal breaker for you. So take your time to prepare an email. Here are a few points that are needed to check while writing the body of the email.

Keep it formal

Since you are writing a professional email, you have to maintain a formal tone. Do not use any slang, emoji, emoticons in any part of the email. Try not to use any unnecessary information, which is not required in this aspect.

How to address a professor in an email

You should not start your email by addressing your professor with “HI ____, or HEY ____’. Using words that sound polite is a mandatory thing when you write to your potential supervisor. For that, You can use Dear before writing the name of the professor. Do not use Mr/ Mrs as they are not appropriate.

For example,

Dear Professor X,

Dear DR. X,

Qualifications and experiences:

While writing the body of the email, you first need to address why you are writing this email in the first place. Then, you have to put all your qualifications and educational background chronologically . Write the experience or skills you have in the research field. If you have any published article or paper, then you need to write about it. In case you don’t have one, do not worry about it! It is not going to make a difference.

After that, you need to write about your interest in this specific research field. You can write about why your experience and interest are valuable for this research opportunity. If you have worked on this topic before, write about it. Or maybe read articles regarding this topic so that you can use precise details about your interest.

It will help your professor understand that you are a dedicated student who has an actual interest in this research opportunity.

Write your contact information.

If your professor likes your email, they may want to contact you further; therefore, write down your contact information like email ID, contact number, address accurately.

Conclusion of the email

To conclude your email, you should use appreciative words that will make a good impression on you. Do not use any words that sound harsh. Keep it simple. Finish it by expressing your enthusiasm for this project. Attach your CV and other documents.

Thank you so much for your time and for reading my email about the research opportunity. Hoping to hear from you soon.

I appreciate you taking the time to read my application for the research internship for this project. I will be honored if I get the opportunity to work with you on this project.

5. Asking for a fund

If you ask for a fund for your Ph.D., you need to elaborate on your research topic precisely and all the costs estimation (if necessary). On the other hand, asking for a fund specifically for your master’s program, as a Teacher’s Assistant (TA) or Research Assistant (RA), should be addressed clearly on the subject line.

For this particular set of positions, you may need to add the Statement of purpose (SOP) with the email. Check out this blog to know how to write a statement of purpose.

6. Proofread the email before sending it

After writing everything, you need to check for any spelling and grammatical mistakes . Do not rush about the Email. Write the draft and re-edit it. Before sending it, check all the information thoroughly in case you missed something.

7. Word limits

As you can understand, your professor is an occupied person. Your email has to be direct. About 250-400 works might be good for you. Do not make it long by adding irrelevant information.

8. Wait for the reply from a professor

Last but not least, you have to understand that your potential supervisor is busy with various works. Keep patience! It is entirely okay if they do not reply to you immediately. It is going to take time.

Even if they do not reply to you back, you should start looking for other options. Do not take it personally. Have patience, be persistent, and send emails to all the universities you like to get in.

9. Email a potential supervisor Sample

This sample will help you to get an idea about how to email a potential supervisor. It contains the information you have to put in the body of the email , addressing the professor and others. Do not send this email.

Subject: Applying for the research opportunity.

Dear Dr. X,

Hope this email finds you well. My name is _________. I have recently graduated from the University of _______ with a GPA of 3.8 in Microbiology. I am currently working as a research assistant at the University of _______ under the supervision of Prof. __________. I have published two papers on “ Presence of Microorganism in Rhizosphere soil” and “ Microorganism in different temperatures.” My research interest includes _________. (You can add other experience and skills here)

In my thesis, I worked on the topic “Environmental Microbiology.” And while working on my paper, I came across your research paper about ‘ Biotechnology and Environmental Biology”. I got inspiration from your paper about this topic. I have attended some of your webinars regarding this topic as well. Therefore, I wish to complete my master’s under your supervision. It will be great if I can work in your research program for my master’s program. I have attached my CV and my _______ documents with this email.

I hope you consider me as a potential candidate for your program. Thank you so much for your time and for reading my email about the research opportunity. Hoping to hear from you soon.

Lara Stevenson

Contact number

These tips will give you an elaborated idea on how to email for research opportunities. Send emails to all the potential supervisors for your research opportunity. But, keep in mind that you should only apply to the program you feel interested in and genuinely prefer their research project for your master’s or Ph.D.

You should always plan for a plan B and keep going. Good luck!

How to email a professor | Will you be my advisor?

How to ace your first email to a potential academic supervisor?

So, let’s summarize everything you read so far:

Infographics - how to email a professor about research opportunities

I am a final-year student in my undergrad program. I am an extroverted person who loves to make friends everywhere. I am passionate about my work and seek new opportunities every day.

Article Tags

Similar posts, have a wonderful topic in mind.

Flow through your inbox

Flowrite turns your instructions into ready-to-send emails and messages across your browser.

Flowrite blog

Jul 26, 2022

How to ask for something in an email with 9 examples

Learn how to write request emails that get results with our in-depth guide. This article breaks down the process of writing request emails for information, documents, contact details, favors and more.

Lawrie Jones

Table of contents

How many times have you asked for a crucial favor and not got what you needed?

Being able to write a polite and formal email requesting information with a clear purpose is essential in your personal and professional life.

The best email requests demand a reply – and get it. Thus it's critical that you are clear about what you want, when you want it, why you want it, and why the recipient is the right person to fulfil the request.

This is simpler than it sounds, and after some practice it will be easy to create reliable request emails if you follow some simple rules.

This article breaks down these rules to show you how to request something via email. We also provide examples that show you how to write request emails for information, documents, contact details, and more.

Making a formal request has never been easier than using Flowrite , test it out below:

What is a request email?

A request email is a message asking someone to do something for you. Some of the reasons you might want to send a request via email include:

You want to request information
Ask for advice
To complete a form
To request a document
Ask for additional resources

You'll find that you need to send request emails regularly throughout your job, so learning this essential skill can boost your career.

Before jumping into how to write a request email, we recommend understanding and analyzing the structure. We provide a breakdown in this blog but don't stop there. Read the emails you receive and assess what works and what doesn't.

Writing effective emails is a learning process, so always be curious and critical.

Should you make a request via email?

First, if your request is urgent or sensitive, an email isn't the best way to deliver it. We tend to jump straight into messaging, even when other options may be more suitable, says Erica Dhawan in the HBR .

Emails can be missed (or ignored). If you're dealing with a deadline, any delay could cause issues, so pick up the phone. Suppose your email is asking for sensitive information or personal details (such as asking for bank account information). In that case, an email will be inappropriate (and, in some cases, illegal).

On the other hand, if your email request isn't urgent, ask yourself: can it wait until you meet someone?

An email request is required if it's not urgent but simply can't wait a little longer.

7 essential rules and principles of email requests

At Flowrite, we're experts at writing emails and understand how to craft requests that get replies. Each email should follow basic principles and an established structure to ensure you receive a response. While not each step is essential, following them can help you create more effective emails. You can use these six points as a list as tick list for your email requests, and you won't go far wrong. We put these

1. Don't beat around the bush

In business, time is precious, so the most effective request emails are short and sweet. You'll want to be upfront and open about what you want.

Don't ask for a favor without explaining why. Don't mislead them or misrepresent what you want.

Put simply, make your intentions clear immediately.

2. Be concise

Email requests should be concise and clear. Tell someone what you want and when you want it. Don't leave room for misunderstanding. That doesn't mean you must be rude but respectful of their time. Say what you mean immediately.

3. Don't assume others will complete the request

In a perfect world, you'd receive an immediate and positive response. But it doesn't always happen that way.

Don't put pressure on the person you're messaging. For example, avoid using terms such as "thanks in advance" or "I look forward to your reply", as it can provide unwanted pressure on an interaction.

Offer them a mechanism to reject your request (if they want to). This can help the recipient to save face if they can't – or won't – comply with your request. Why do this? There are many reasons why someone may not be able to agree with your request. Giving them a way out can preserve and protect your relationships.

4. Make the request as easy as possible for the other party

You'll want to make it as easy as possible for the other person to understand what you want. Use clear instructions and consider breaking things down into steps. Use single sentences.

If your request is complicated, consider using bullet points to break things down into easy-to-understand chunks.

You'll want to explain why you want the information and what to do with it.

5. Convey how urgent and important the request is

Your request will likely be time-limited, so spell out when and why you need a response. Provide the person you're emailing with a clear deadline. If your request is urgent, say so. As we've said before, if your request is urgent, it may be more appropriate to call. Of course, you can always send an email if you don't get a reply.

6. Convey that they are the right person for the job

Be clear about why the person you're messaging is the right person for the job. A little flattery can work wonders in getting a response. Explain why they are the only person that can complete the task. But don't stop there; convey why they are the best person for the job.

7. Provide a clear call for action (CTA)

Ensure that the person you're emailing understands what you're asking them to do. Then, consider breaking things down into simple steps with clear timelines for what happens next. In marketing terms, it's known as a call-to-action (CTA). Writing a great CTA is part of science and art. Still, breaking it down to its basics is about providing clear instructions on what you want someone to do. Don't try and be sophisticated with your CTAs, be simple.

How to write an email asking for something

We've explained how to shape the content; now, it's time to put what we've learned into practice. We've written extensively on creating compelling correspondence, so this is a brief reminder of the basics. Check out our blog for a detailed breakdown of how to write effective professional emails.

Email format for requesting something

Each request email is a formal email that follows a standard format . There's no need to complicate matters, just follow this structure, and you'll find your messages are simple to write and easy to understand.

Each request email has five parts:

Opening lines & Body

Let's break these down and detail what to include and avoid.

1. How to write an email subject line for a request

The subject line is the first thing your recipient will see, so make it clear and keep it simple.

In the subject line, you can clarify whether your request is urgent, essential, or time-limited. You can make it obvious you're asking for help and why you're asking for help.

Don't just copy and paste these. Instead, spend time crafting a suitable subject line for your resignation email as it's more likely to get a response.

2. How to start an email asking for something

There are no rules about opening an email, but you must be upfront about what you want. However, diving too early into demanding something can seem rude.

Start by introducing yourself and creating a connection with the recipient. Don't be too informal, just friendly enough to make a good impression.
Follow up with details of your request.

We provide some examples below to see how to put this into practice.

3. How to write the body of the request email

We've covered the basics of how to write an effect request email, but to recap:

Keep it short
Explain precisely what you want support with
Be clear about why you're asking for help
If there's a time limit, say when you need an answer

Each request is unique, so feel free to rearrange these parts to complete request emails. You'll already have a relationship with the person, so use this to your advantage.

4. How to end an email when requesting something

Every email needs a call to action. Explain what you want the person to do and, if required, provide a timeline for progress.

After that, you'll want to use an appropriate and respectful ending. Traditionally, you'd use 'yours sincerely' or 'yours faithfully, but times have changed, as have relationships.

If your request is formal, we'd recommend using the traditional endings. However, don't let formality define your emails. Instead, find an end that's respectful of your relationship.

7 steps to write an email request

We're nearly ready to put what we've explained into practice with some examples. Before then, here's a checklist for anyone writing a resignation email.

What is the outcome you are looking to achieve with the request?
Who is the best person to handle this?
How urgent/important is the request?
Should I call or ask for a meeting instead?
Can you give them a favor in return?
Draft the email and proofread it
Is the call-to-action and next steps clear?

These questions can act as a prompt before creating a personal request email. You'll see how we've implemented these principles with the examples below.

9 samples for requesting something via email

To illustrate the points we've made previously, we've created a series of email request samples for you to review and use. These demonstrate the principles of creating effective emails. Read these sample request emails and analyze them to see what we're doing. Don't simply copy and paste them, but personalize them for each request and recipient.

1. How to write a formal email for a request sample

This is a formal email request that anyone can use. You'll still need to add the specifics of your request to make the email effective, but we've highlighted gaps where you can add your information. Start here if you want to know how to write a formal email requesting something.

2. How to write a polite email asking for something sample

Every request email should be polite, but this is a little friendlier than the formal request email above. In this example of how to write a polite email asking for something, we keep it short and straightforward, focusing on the solution.

3. Sample professional email requesting information

Asking for information is a common reason for creating a request. This sample professional email requesting the information is addressed to someone you don't know, so we've kept it to the standard format. However, depending on your role, you may have to create a business email to request something – and here's how.

4. How to write an email asking for information sample

Similar to the email approach above, this example of how to write an email asking for information is addressed to someone you already know. Unlike the email request for information example above, we've made it more personal and a little less professional.

5. Sample email requesting documents

Asking for documents is a common reason you'd want to send an email request. Again, this request document email sample follows the standard format above. With some editing, this email can be used as a letter requesting documents from a client or a customer.

6. Sample email requesting immediate action or something urgent

If you cannot speak to someone on the phone, this sample email requesting immediate action is for you. The basics of how to write an email for requesting something urgent are the same as all other emails here. Still, we've upped the urgency, which is reflected in the tone and the structure.

7. How to request something from your boss in an email sample

When considering how to request something from your boss by email, think carefully about the context and your future career. Be clear about what you want and why you need it, but maintain respect for their position. If you're searching for some inspiration, check out this sample on how to request something from your boss.

8. Sample email asking to fill out a form

This example is for you if a client, customer, or colleague has to fill out a form. This sample email asking someone to fill out a form is quick and straightforward. However, be sure to adapt it for your audience and add the essential specifics, such as links.

9. Request for resources email sample

Sometimes you're asking for more than help, but for resources. Asking for additional resources can be challenging and will always require detailed information that only you can provide. See how we've approached the task in this resource request email sample.

How to request something via email using Flowrite

Flowrite is an AI writing assistant that turns your instructions into ready-to-send emails and messages, like this:

Our Chrome extension covers the email format, capitalization, grammar, spelling, punctuation.

In other words, you can focus on the message, and Flowrite will take care of the delivery. We dare to claim that it's the easiest way to request something in an email.

Our email template collection features dozens of templates to help you. To grasp how easy is is to write an email asking for something by using Flowrite, check out an example of how to make a request below.

Sending an email requesting information is simple, but you'll need to follow the correct structure and strike the right tone of voice to be effective. The best emails are clear and confident, and follow the 7 rules we outlined here.

We covered how to write email for requesting something and some common examples that professionals use frequently. Let us know if this article was helpful. Now it's up to you to put this into practice!

Supercharge your communication with Flowrite

Write emails and messages faster across Google Chrome.

Explore Flowrite

Start using Flowrite today

Try it yourself

Formal request

Reply to: "

Received message

requesting help on restructuring project of our shared client SkyTech let's discuss details over call or video conference your advice invaluable

Generate a reply

Generate an outreach

General template

introduce flowrite short instruction to ready to send emails we finish email

Share this article

Best AI email assistants to increase your productivity

Learn about the AI email assistants that can help you cope with email overload that hurts your productivity.

Asking for a raise email with samples and templates

Wondering how to ask for a raise via email? Our guide to writing the perfect email asking for a raise will help you land the raise you deserve with the help of raise request email samples and templates. Get ready for a raise!

10 email productivity tips to get more done every day

These email productivity tips will cut hours from the time you spend on email management.

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

What to include in the email.

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

Subject Line

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

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.

Stack Exchange Network

Stack Exchange network consists of 183 Q&A communities including Stack Overflow , the largest, most trusted online community for developers to learn, share their knowledge, and build their careers.

Q&A for work

Connect and share knowledge within a single location that is structured and easy to search.

How to write an email to request a dataset to a professor [duplicate]

I'm interested in a dataset used in a scientific article, but I am not able to find this dataset on the Internet, I guess it is because the dataset was provided by NSTAR (an energy company) that no longer exists (it has merged with Eversource).

I have thought of requesting it to the corresponding author of the article, but I have never sent anything to a MIT visitant professor (female, just for the record) and I have never called a teacher of mine by its title. I think that there is not such a strict culture in Spain of calling everyone by its title. Can anyone help me in writing the letter? Will it bother her if I send such request? How should I start? What should I say about myself? How should I end the letter?

writing-style
communication

Professors are just normal humans, even at MIT. Be friendly and brief. How about this:

Request for dataset used in [article name]

Dear Professor [last name], on page [page number] of the article "[article name]" you are referring to a dataset consisting of [elements of dataset]. I am currently working on _____ and would like to ask if you could send me this dataset for further analysis as it would help me [benefit for you, e.g. "verify your results"]. Thank you, [your first name] [your last name]

2 Nice answer. My only suggestion would be to use the correct title: either Dr. or Professor last name. – Richard Erickson Commented Jul 24, 2017 at 16:01
2 @RichardErickson Was about to make the same suggestion! Definitely use the correct title (I recommend Dr. if you're unsure of their professorship standing). – deckeresq Commented Jul 24, 2017 at 16:04
I assumed that most people in academia don't really care about their academic titles when it comes to day to day communication and that they are only used in very formal communication. – problemofficer - n.f. Monica Commented Jul 24, 2017 at 16:06
After reconsideration I agree with your suggestions. It is more safe and reduces the risk of offending her by not showing enough respect. I changed my proposal. – problemofficer - n.f. Monica Commented Jul 24, 2017 at 16:11
1 @problemofficer If you wish to be informal, avoid the use of any title and use the [first name]. However, using the wrong (i.e., "Ms" in this case) would be insulting. My personal rule of thumb for academic writing is to be formal unless indicated otherwise. – Richard Erickson Commented Jul 24, 2017 at 16:11

Not the answer you're looking for? Browse other questions tagged etiquette email writing-style communication .

Featured on Meta
Preventing unauthorized automated access to the network
User activation: Learnings and opportunities
Join Stack Overflow’s CEO and me for the first Stack IRL Community Event in...

Hot Network Questions

Script on "Create public links for approved assets automatically" documentation page does not compile
Why is my Lenovo ThinkPad running Ubuntu using the e1000e Ethernet driver?
What exactly do I buy when I buy an index-following ETF?
How to make a wall of unicode symbols useful?
Is it actually really easy to state conjectures, which are open and on the first view really hard to prove?
How do those car USB bluetooth dongles work?
Alien Weekends!
Does copying files from one drive to another also copy previously deleted data from the drive one?
How many jet fighters is Azerbaijan purchasing?
Macro not working in newcommand, but plain text input works
Can I breed fish in Minecraft?
Does the Rogue's Evasion cost a reaction?
Fjord Explorer – a Nagareru crossword
Why would an ocean world prevent the creation of ocean bases but allow ships?
Beginner having issues adding metadata to DEseq2 object
Given the optimal ate pairing e(A,B)=y is to possible to determine I and J such as e(I,J)=2y or even e(I,J)=3y?
Literature reference for variance of the variance of the binomial proportion
Neil Tyson: gravity is the same every where on the geoid
The most common one (L)
How to sub-align expressions and preserve equation numbering?
GDP calculation
MathOperator gives weird spacing in compositions, products
What main benefits does the Hex spell's ability check disadvantage provide?
Will a car seat fit into a standard economy class seat on a plane?

Plain english summaries

Published: 05 April 2021
Version: V 1.0 - April 2021

“If the plain english summary is well written, somehow the whole application seems easier to assess – I have an idea of what it is about.” Public reviewer

Who is this guidance for?

This guidance is for anyone writing a plain english summary of research. The NIHR requires a good quality plain english summary as part of its funding application. Please note that all applications to NIHR funding programmes must be written in English.

What is a plain english summary?

A plain english summary is a clear, brief overview of research. It should be written clearly and simply, without jargon and with an explanation of technical terms. The summary needs to stand alone, and be understood without further information.

Why is it important?

A good plain english summary will improve understanding of your research among:

reviewers, board and panel members, including clinicians and researchers who do not have specialist knowledge of your field; they may assess the summary as part of the review process
members of the public, health professionals, policy makers and the media.

Research funders may use the summary when publicising the research on NIHR and other websites.

How to write a summary

A few simple rules for writing a plain english summary include:

avoid, wherever possible, using jargon, abbreviations and technical terms – if you have to use them, provide a clear explanation
avoid complicated language or uncommon words
use active not passive phrases, for example, say ‘we will do it’ rather than ‘it will be done by us’
keep sentences short
plan the order and structure of the summary
break up the text, for example, use bullet lists or headings
ask members of the public/carers/colleagues to read a draft to find out if anything is unclear
use online tools to check the readability of your summary, and assess your language reading age
re-read your first draft after a few hours; fresh eyes will help you spot opportunities for improvement.

What to include?

Background to the research, including:.

why does this research need to be done now?
what is the impact on members of the public, services and society?

Aim of the research, including:

what question will your research answer?
what are your key aims and objectives?

Describe your research plan, including:

how you are going to answer your research question
what design and methods have you chosen, and why?

Patient and public involvement

how have patients and the public been involved in developing your proposal?
how will patients and the public be involved throughout your research?

Knowledge mobilisation

explain your plan for knowledge mobilisation

These principles can also be applied when producing public summaries in any language.

Several organisations and groups have developed guidance to support the writing of public summaries.

Plain English Campaign produces a series of guides that can be downloaded free of charge including: How to write in plain English; How to write medical information in plain English.

For examples of plain english summaries of research, see NIHR Evidence

Summaries of successful applications can be found on the NIHR Funding and Awards page

Readability and editing tools include:

Microsoft Word Editor
Hemingway Editor App
The Writer readability checker

Redirect Notice

Biosketch format pages, instructions, and samples.

A biographical sketch (also referred to as biosketch) documents an individual's qualifications and experience for a specific role in a project. NIH requires submission of a biosketch for each proposed senior/key personnel and other significant contributor on a grant application. Some funding opportunities or programs may also request biosketches for additional personnel (e.g., Participating Faculty Biosketch attachment for institutional training awards). Applicants and recipients are required to submit biosketches

in competing applications for all types of grant programs,
in progress reports when new senior/key personnel or other significant contributors are identified, and
to support prior approval requests for changes in senior/key personnel status and changes of recipient organization.

NIH staff and peer reviewers utilize the biosketch to ensure that individuals included on the applications are equipped with the skills, knowledge, and resources necessary to carry out the proposed research. NIH biosketches must conform to a specific format. Applicants and recipients can use the provided format pages to prepare their biosketch attachments or can use SciENcv , a tool used to develop and automatically format biosketches according to NIH requirements.

Biosketch (Fellowship): Biographical Sketch Format Page - FORMS-H

Biosketch (non-fellowship): biographical sketch format page - forms-h.

How to Apply — Application Guide
Format Attachments (fonts, margins, page limits, and more)
Research Performance Progress Report (RPPR)
Create your biosketch here!

New accessibility tools: Texthelp Read&Write and OrbitNote now available for uOttawa community

Read&Write  is a literacy support software designed to enhance reading and writing across a range of platforms. It includes features like text-to-speech, word prediction, and speech-to-text. This tool is particularly beneficial for individuals with learning disabilities, but it can be used by anyone looking to improve their productivity and comprehension.

OrbitNote enhances PDF accessibility by allowing users to annotate, add voice and text comments, highlight, and collaborate on digital documents. Its key features include text-to-speech, screen masking, and integrated dictionaries, making it a versatile tool for improving reading and interaction with PDF content.

How to access:

Both tools can be downloaded on your preferred platform. To get started, download the software and sign in with your uOttawa Microsoft account.

For uOttawa students and staff personal devices:

Download Read&Write on your preferred platform (Windows, Mac, iPad/iPhone, Android tablet, and Google Chrome or Microsoft Edge extensions). Once you have downloaded the software, you must sign in and authenticate with Microsoft using your uOttawa email and password to access the full version.

Download OrbitNote for Google Chrome, Microsoft Edge or the WebApp. To access the full version of the software, you must sign in and authenticate with Microsoft using your uOttawa email and password.

uOttawa staff & faculty:

Windows Installation: To install Read&Write on uOttawa-owned computers, submit a request to your IT department.

Helpful resources:

Read&Write feature tour
Read&Write resources in French
OrbitNote feature tour

COMMENTS

How to Email a Professor Regarding Research
Learn how to write a professional and effective email to a professor for research opportunities. See examples of subject lines, formal greetings, qualifications, expressions of interest, and meeting requests.
How to Email a Professor for Research
Learn how to write a professional email to a professor for research opportunities with this guide and template. See 21 sample emails for different purposes and situations, such as inquiring about research projects, collaborations, or positions.
How To Write A Research Collaboration Email
Learn how to write an effective research email and get the information you need. Follow the steps and use the template to communicate your research needs and increase the likelihood of receiving a helpful response.
etiquette
%Your signature, including your institution, email, phone, and further ways to contact you% If you are asking for code, try searching GitHub and further usual places first. Googling the corresponding author would also help. Take a look at their most recent papers, may be your question is already answered.
How to Write an Email to a Professor (With Examples)
Learn how to email a professor in 7 steps, with examples and tips. Find out how to address, start, explain, end, and edit your email professionally.
Tips for Writing an Email to Faculty about Research
Learn how to write a concise and targeted email to faculty about research opportunities. See an example email with subject, greeting, main text, grades, closing and follow up.
How to Email a Professor About Research Opportunities
Sample Email Asking for a Research Opportunity. ... 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 ...
How to write an email to a researcher you've never spoken to before
Learn how to craft a professional and polite email to a scientist you've never met before. See an example of a media inquiry email with tips on subject line, greeting, introduction, reason for contact, ask, logistics and closing.
Ask a Professor: How to Ask Your Professor for Research
Learn how to contact professors about research opportunities and positions in college. Find out the benefits of research experience, the steps to take before emailing, and the best practices for writing a research request email.
How to email someone about your research
If you are using email for research PILOT YOUR EMAIL/MESSAGE - that includes what you are asking and the mail out strategy. If they reply. And say no (N) - either don't respond if you believe they don't wish/need to hear from you. Or reply with a polite thanks and note you won't bother them again (if it's a call for research).
How to Email a Professor: Research or Grad School Opportunity
TO Field: Send it directly to the professor's professional email account. From: Use your Penn State email account. Subject Line: This is one of the most important and neglected lines of email communication. Always use subject lines to announce the key idea. For example, you might write, Seeking Possible Undergraduate (or Graduate) Research ...
How to email a research professor
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).
Emailing Faculty About Research Opportunities (Example Included)
Learn how to write a professional and personalized email to faculty members who conduct research in your area of interest. Find tips, resources, and an example email to get started.
PDF Research Opportunity Request E-mail
Research Opportunity Request E-mail The following template is designed to help you compose an e-mail to a professor or researcher in order to request a meeting to discuss getting involved in their research. Where there are blanks, fill in the appropriate information. Read over the text once
How to Email a Professor: Tips, Tricks, & Email Samples
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.
How to Write an Email to Your Professor About Research
Transitioning from the importance of PTO to the practical application, crafting a persuasive request email is essential for effectively communicating the need for time off in a professional manner. When writing a PTO request email, it's crucial to clearly state the dates you're requesting, providing a specific timeframe for your absence.
Sample email asking for a letter of recommendation from a professor
Wrapping up - Your email request. As we wrap up this comprehensive guide on asking a professor for a letter of recommendation via email, we hope the tips, samples, and strategies shared have demystified the process. As you craft your email request, remember to ensure clarity, politeness, and professionalism in your communication.
How to Email a Professor for PhD and MS Supervision
Email plays an essential role when it comes to approaching a professor for scholarships, funding, and research supervision. The content of your email is the first impression which you will give to ...
How to Email a Professor About Research Opportunities
Remember that all the information that you are putting here is going to be a deal breaker for you. So take your time to prepare an email. Here are a few points that are needed to check while writing the body of the email. Keep it formal. Since you are writing a professional email, you have to maintain a formal tone.
How to ask for something in an email with 9 examples
1. How to write a formal email for a request sample. This is a formal email request that anyone can use. You'll still need to add the specifics of your request to make the email effective, but we've highlighted gaps where you can add your information. Start here if you want to know how to write a formal email requesting something.
How to Write an Email Requesting Participation in a Survey
Learn how to write an effective email to invite people to take part in your survey. Follow the guidelines on subject line, greeting, introduction, survey details, call to action, and thank you.
Research Email Template
Through reading research articles, you can also develop your own research questions and pitch these ideas to residents and attending physicians. Sample Research Template Email: Subject: Research Opportunities. Dear [resident/attending physician name], My name is [name]. I am a [insert medical school name and year]. I am interested in [insert ...
How to write an email to request a dataset to a professor
Professors are just normal humans, even at MIT. Be friendly and brief. How about this: Subject: Request for dataset used in [article name] Body: Dear Professor [last name],
Reference Letters
Grant Application - Standard Form 424 (Research & Related) Grant Application Attachments without Format Pages; Individual Fellowship Activation Notice; Instructions for Submission of a Reference Letter; Official Statement Relinquishing Interests and Rights in a PHS Research Grant; Other Support Format Page; Other Support; Payback Agreement
Plain english summaries
Research funders may use the summary when publicising the research on NIHR and other websites. How to write a summary. A few simple rules for writing a plain english summary include: avoid, wherever possible, using jargon, abbreviations and technical terms - if you have to use them, provide a clear explanation ...
5 Ready-to-Use Guest Post Email Templates [2024]
Guest Post Email Template #4: The 'Rewrite/Upgrade' Pitch. Features: Small Ask; Tone Considerations; Appropriate person; How to write a guest post request email? Sound sincere. Personalize with caution. Match both brand personalities. Clarify compensation. Don't mind the word count. What's next? Write an SEO-optimized draft. Reach out ...
Biosketch Format Pages, Instructions, and Samples
NIH requires submission of a biosketch for each proposed senior/key personnel and other significant contributor on a grant application. Some funding opportunities or programs may also request biosketches for additional personnel (e.g., Participating Faculty Biosketch attachment for institutional training awards).
A bottle of water per email: the hidden environmental costs of using AI
Chatbots use an immense amount of power to respond to user questions, and simply keeping the bot's servers cool enough to function in data centers takes a toll on the environment.
Accessibility tools: Texthelp Read&Write and OrbitNote
Read&Write is a literacy support software designed to enhance reading and writing across a range of platforms. It includes features like text-to-speech, word prediction, and speech-to-text. This tool is particularly beneficial for individuals with learning disabilities, but it can be used by anyone looking to improve their productivity and comprehension.OrbitNote enhances PDF accessibility by ...

Search form

How to Email a Professor Regarding Research

DO NOT SEND THIS EMAIL

DO SEND AN EMAIL LIKE THESE

How to Email a Professor for Research | 21 Example Emails

How to Email a Professor for Research: Essential Guidelines

Template for Emailing a Professor for Research Opportunities

Email Template | How to Email a Professor for Research

Example Emails

Looking For Research opportunities

Expression of Interest in Research Collaboration

Request for Guidance on Research Project

Expressing Interest in Lab Work

Request for Participation in Field Study

Request to Join Ongoing Research Project

Collaborative Proposal for Conference Panel

How to Write an Email to a Professor (With Examples)

Table of Contents

Step 1: How to Write the Subject Line

Step 2: How to Address a Professor in an Email

Step 3: How to Start an Email to a Teacher

Good writing = better grades

Step 4: How to Explain Your Request

Step 5: How to End an Email to a Professor

Step 6: How to Sign Off an Email

Step 7: Edit Your Email with ProWritingAid

Sick Email to Professor Example

Sample Email to Professor Asking for Help

How to Email a Professor About a Grade

Sample Email to Professor for Research

How to Write an Apology Email for Missing a Class

Extension Email to Professor Example

How to Write a Follow-Up Email to a Professor

How to Email a Professor About Getting Into Their Class

Hannah Yang

Get started with ProWritingAid

Tips for Writing an Email to Faculty about Research

The subject

The greeting

The main text

Grades and your CV/resume

Concluding sentences and closing

General considerations and next steps

Sample email

How to Email a Professor About Research Opportunities

Sample Email Asking for a Research Opportunity

9 Guidelines to Craft the Perfect Research Opportunity Emails

1. Begin Your Email With An Informative Subject Line

2. Be Respectful and Address The Professor Correctly

3. Introduce Yourself

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

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

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

7. Explain Your Interest In Acquiring A Research Opportunity

8. Ask To Schedule A Meeting

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

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

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

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

Mistake 3: Do Not Email Professors Late At Night

The Bottom Line

How to write an email to a researcher you’ve never spoken to before

Share this:

How to email someone about your research

Leave a reply Cancel reply

How to Email a Professor: Research or Grad School Opportunity

Leave a Reply

Recent Posts

Recent Comments

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

Waht it should contain

DO NOT SEND THIS EMAIL

DO SEND THIS EMAIL

Emailing Faculty About Research Opportunities (Example Included)

So, what do you include in an email to a faculty member?

I Sent the Email. What Happens Now?

Resources for Emailing Research Faculty

Example Research Request Email:

Example Email:

How to Email a Professor About Research