Right Way To Email Your Research Guide

    Right Way To Email Your Research Guide

    In the case of graduate schools, getting to teachers is very important. A professor once told me that he would not often reply to emails other than a few. Most professors are very busy now, I know, and a shy e-mail is spam equivalent. You may want to do the following before you send your e-mail:

    Right Way To Email Your Research Guide

    Your email should have:

    • Have an informative Subject line
    • It should be Concise
    • Be formal: Dear Dr. Mehta; Sincerely, Your Name
    • Never 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
    • If 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

    Your email should NOT have:

    Hi Mehta, 

    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?



    Sample email to write to your guide

    Sample 1:

    Subject:  Meeting to discuss undergraduate research opportunities in topic

    Dear Dr. Mehta,

    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.




    Sample 2:

    Subject:  Possible undergraduate research opportunities

    Dear Dr. Mehta,

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

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


    Ambitous Student
    Email address 


    Sample 3:

    Dear Dr. Mehta,

    My name is Jason 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,

    David Wu


    Sample 4:

    Dear Dr. Mehta:

    My name is Jeff Swain, and I am very interested in becoming involved in research in the Subject Area. I am an 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 for Days and Times. I look forward to hearing from you.

    Jeff Swain
    Student ID

    Right Way To Email Your Research Guide

    Rajat Singh
    Rajat Singh is the Editor-in-chief at Bioinformatics India, he is a Master's in Bioinformatics and validates all the data present on this website. Independent of his academic qualifications he is a marketing geek and loves to explore trends in SEO, Keyword research, Web design & UI/UX improvement.

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