Following up on emails with profs

[gellert]

Minor question, but I'm stuck on it:

I emailed with one of my top POIs and he suggested that we have a phone conversation some time over the next few weeks. Obviously he's really busy right now with the start of the semester and he'd said as much in his email (I'd wanted to meet in person while I was in Boston for a conference), but it's been a week and a half since I wrote back and he hasn't responded yet to set up a day to talk. Should I email him again and check up, or wait? I'm about to send out my emails asking if people are taking students this year and I don't want to spam his inbox when I could just as easily ask him about that over the phone when we talk.

Thoughts?

[butterfingers2010]

As you said, he is probably really busy and that's why he hasn't gotten back to you yet. Maybe if another few days go by and you still haven't heard back you can drop him an e-mail stating something like "I know that you're busy and it may be awhile before we get to meet up, but in the meantime I do have a quick question. Are you taking students this year?" Don't pressure him to meet with you, as that could be annoying. Just acknowledge that you know he is busy but that you still would like to keep the connection going with him.

[gellert]

Excellent. Yeah I was worried that if I emailed him wanting to check back in on the potential phone convo that might sound irritating. But as a current applicant, I'm obviously a little frazzled and don't trust myself to accurately gauge what is and is not over-the-top when it applies to my own situation.

Thanks!

[butterfingers2010]

I know the feeling. I think as applicants we all tend to worry excessively about or overdramatize things. Getting into grad school is a pretty big deal, after all, so there's a lot at stake!

[gellert]

Oh no. D:

I just realized that I misspelled my POI's surname on my second email to him! Which could quite possibly be why he has not yet responded. ;lkajsdfla

When I send out my second email inquiring about him taking prospective students, should I address the mistake or just make sure I spell his name RIGHT this time?

Good god, I cannot BELIEVE I did this. I usually double- and triple-check my emails. I guess I was just so excited he wanted to have a phone convo that I...freaked out.

[kaykaykay]

I would not bring it up. This is not your SOP and typos happen . I am sure this is not the reason he/she has not replied.

[gellert]

Yeah, I asked one of my roommates (I live with a house of grad students) and she said the same thing -- just send out my other email and spell his name correctly this time and act like I didn't even notice it happened.

Thanks!

Edited September 26, 2011 by gellert

[ktel]

I would never not respond to someone because they spelled my name incorrectly. Typos happen. It's an e-mail, just relax!

[gellert]

Haha yeah. I guess my thought process was just that, if he was a busy prof and got twenty emails today from prospectives and all of them spelled his name correctly except for me.... Well. Why not spend his valuable time on the people who know his name?

I'll be grateful when app season is over, to say the least.

[fuzzylogician]

I'd imagine that a good advisor will be looking for students who share their interests and they can get along with, who will be productive and will produce strong work. I don't think any serious person will expect perfection, and while it's not unimaginable that someone will completely write you off just for getting their name wrong, I think that reasonable people (=the kind I would want to have as my advisor) would just say 'oh, a typo' and move on. As long as you come across as serious and dedicated in your communication with them I don't think a misspelled name will enter the consideration of whether or not you could be a suitable advisee for that professor.

Edited September 26, 2011 by fuzzylogician

[Vanilla Tea]

On another note, what is the average time a professor should take to respond to an email? I wrote to a professor about a month back, and I haven't heard from her, so I'm really not thinking about applying for a Ph.D there, and save myself 100 bucks. Has anyone else had an experience with non responsive professors?

[ktel]

On another note, what is the average time a professor should take to respond to an email? I wrote to a professor about a month back, and I haven't heard from her, so I'm really not thinking about applying for a Ph.D there, and save myself 100 bucks. Has anyone else had an experience with non responsive professors?

Sometimes they receive a lot of these kinds of e-mails. Most of the professors I contacted were pretty responsive, but a few weren't. I had a chance to visit the city the school was in so I just popped into their office. They apologized for not responding to my e-mail, as apparently they got a lot of e-mails like that. You could try phoning or sending another e-mail. I wouldn't write off a school because one e-mail wasn't responded to.

[fuzzylogician]

Sometimes they receive a lot of these kinds of e-mails. Most of the professors I contacted were pretty responsive, but a few weren't. I had a chance to visit the city the school was in so I just popped into their office. They apologized for not responding to my e-mail, as apparently they got a lot of e-mails like that. You could try phoning or sending another e-mail. I wouldn't write off a school because one e-mail wasn't responded to.

Yes, don't give up just yet. A month ago the semester was starting at many schools and it's easy for emails to get lost at busy times of the year. Follow up with another email and see what happens.

[Vanilla Tea]

Thanks for the advice, I should possibly write a follow up email.

[Vanilla Tea]

And also, any pointers on what i should say, something on the lines of 'Dear Professor x....I had written to you about a month back, just wondering if you got my email. I look forward to hearing from you?'

Does that work? Or should it more polite and apologetic.

[ktel]

I wouldn't be apologetic, it might make you look a bit pathetic. Just refer to your previous e-mail (maybe reply to on your previous e-mail so that it's shown on the bottom) and re-ask your question.

[gellert]

Quick update: TGC does it again! I sent out an email just inquiring about him taking students next year (and spelled his name correctly!) and he responded a few hours later and suggested a week for the phone conversation! And he IS taking students.

I've never been so pleased to feel a little foolish.

Thanks for the advice, guys.