Emailing professors for grad school

[stevn7]

Hey guys, I've recently started emailing professors for grad school since I'm going to start applying soon. I've emailed three so far (and will email more, ofc) but no replies.. maybe they're just too busy or maybe I'm doing it wrong?

 

I start off saying I recently graduated with a BS and that I'm thinking of applying to their school, then I mention that I looked at some of their work online and found it interesting and then I state that I am interested in joining their research group, if possible. I also briefly mention that I have some research experience as an intern, and I finish saying I'd love to discuss this further if they are interested. 5-6 sentences total, I start with "Dear Dr. Whoever" and end with "Best Regards, My Name". I send the emails in the afternoon, during business hours.

 

Is this a good approach or should I change it up before sending more emails?

[GeoDUDE!]

Thats the approach I used.... got emailed back from every person!

[shadowclaw]

I have also followed the same general approach that you have, although perhaps with a little more detail for my research experience. I'm not sure if you mentioned any of your research interests, but I always include a statement of some somewhat specific interests (e.g. impacts of plant invasions on bird diversity, effects of climate change on migratory phenology).

 

I have also had a number of professors not reply, which probably means they aren't looking for a student. However, my general experience so far has been that many professors just take a really long time to get back to you. Like me, you're probably used to writing an e-mail to one of your professors about something and getting a reply the next day. That has happened during the hunt for grad schools, but more often, professors have taken between 1 and 2 weeks to reply to my initial e-mail. I even had some who wrote back 3 months later, although all of those were negative responses (i.e. "sorry, my lab is full" or "I'm out of funding right now, but I'll keep your CV on file in case something happens").

 

So if you're still in that 1-2 week range, fear not. You may still get a reply. Thanksgiving also just happened, and I get the feeling that many professors ignore their e-mail during the break. I also sent my CV along with my initial e-mails, which I think a lot of professors liked because it saves them the trouble of asking for things like GPA, GRE scores, relevant experiences, etc.

[ritapita]

Hi Stevn7 -

 

I am curious when your applications are due if you are applying for Fall 2015??  I was always told the general rule is to start a good 6 months out with initial contact.  This ensures the professors are not horribly bogged down with tons of other potential applicant inquiries and will also help in preparation if they are genuinely interested in taking you on.  Time needs to be spent in ensuring research interests are comparable, funding opportunities, etc. Remember that as you are contacting them, that they will get tons of people putting out the feelers, and many at the last minute.  

 

I started contacting professors at any and all schools I was interested in, after the previous admissions cycle was over.  That way I wasn't too early, but also gave me time to build relationships.  I found that some programs that were really low on my list got moved up quite high, and others I thought for sure were 'the programs' actually fell off my list completely.  You will find that some professors are not taking on new students, or others who you thought their research interest might not be in line, were actually a great fit.  You will also not get return emails from everyone. Either you didn't interest them at all, or you got buried in the stack. Some will reply within hours, others may take a week or so, if not longer.  I would recommend that if you felt like a contact was far reaching and they don't reply, they may not be interested.  It feels hurtful and rude when they don't reply, but you can't take it personal.  You are just a number to them right now.  If you feel like someone hasn't responded that really you feel should have, then reach out with a follow up email in a week or so to put you back on their radar.

 

I always offer the opportunity for phone call or skype in my emails, and many have taken me up on this. I have also cold-called many professors, and have gotten many return calls back.  If I do cold call and get voicemail I will send an email as well stating I left a message, brief intro, CV attached, request for conversation...very professional and to-the-point. Taling is a much faster way to suss out any possible fit or issues, ask clear direct questions, and be able to discuss freely other things of interest.  It is relationship building and they will remember you much better this way.  After a phone call/skype or two, you have a stronger basis for email conversations, and it really solidifies things.  

 

I have been in contact with a handful of POIs over the course of the last 8 months and now that it is application time, things are really solid regarding potential research opportunities, funding opportunities, networking with other department members, etc.  It helps greatly with writing your application statements, making them truly connected to the programs you are applying to.  I also, always include a CV, and websites (not everyone has them) with my initial email contact. I have been thanked many times for this. I can say I have probably email over 100 people since I started seriously researching potential programs a year ago, and have gotten replies from about 60-70%. Some lack of replies hurt more than others, and some replies were super surprising, positive, and motivational! Very few will email you back to tell you they are not interested.  I have gotten a couple just to be nice, but most won't reply if they aren't piqued.

If you are late in the game, you most likely are going to have to work a bit harder for a connection. You sound like you are certainly covering your bases in your email, but if applications are due soon make yourself stand out in your contact emails. Be as professional and thorough as possible, and make it clear why it is important that you want to connect with them.  Send any info along that will help them determine whether there is a potential connection with you as a student. Followup. You want them to take you seriously and remember you when you apply.  Also, as tough as it can be, try to be patient.  Remember that they are getting tons of inquiries, as well as managing their professional responsibilities, such as teaching, committees, etc.  If they don't respond same day, that is pretty normal.  

 

Most of all best wishes and good luck!  The application networking and process is exhausting and stressful but you will learn a ton about yourself and your research goals as you talk to more and more professors and programs. 

[spectastic]

^^ you took the GRE while you were on chemo???

 

 

I had pretty terrible feedback when contacting professors. Most of them didn't respond at all, others said either they were retiring, really tied up with funding or changing their research directions. I even contacted a professor's former assistant, who went out of his way to contact the professor himself, who apparently claimed that he never saw the 3-4 emails I sent him over a 4 week period. the research alignment was there, but the professor didn't want to talk to me.

 

one thing I read the other day about this, and it might not apply to you. The email game works against foreigners, because professors get bombarded with foreign students' pampering emails. they actually did a case study on this. I might have even seen it from this forum.

 

but anyway. people seem to have different results. I can't see anything I did that was a red flag. Perhaps I just had bad luck of picking the wrong schools/departments. I've had friends who applied to other schools very successfully. These schools never made it on my list because I filtered my school list based on location before research.

 

so after two rounds of mediocre offers, I'm at the point of deciding F* this. I'm looking for a job and indulge in a life of freedom.

[geographyrocks]

I guess it depends on how long ago you sent the email.  Professors are currently getting a ridiculous amount of emails from current students, prospective students, and of course all of those administrative emails.  In addition, they are preparing finals, finishing up grading, setting up make up exams, confirming next year's classes, going to department and committee meetings, and who knows what else. 

So in other words, they may simply have not had time to respond to your email. 

Also, a follow-up email never hurts.  Professors at my school encourage it due to the sheer number of emails they get each day.  I was talking to one professor (who I had to hunt down so I could get him on my committee) and he had over 1000 unread emails. 

[dat_nerd]

Hey guys, I've recently started emailing professors for grad school since I'm going to start applying soon. I've emailed three so far (and will email more, ofc) but no replies.. maybe they're just too busy or maybe I'm doing it wrong?

 

I start off saying I recently graduated with a BS and that I'm thinking of applying to their school, then I mention that I looked at some of their work online and found it interesting and then I state that I am interested in joining their research group, if possible. I also briefly mention that I have some research experience as an intern, and I finish saying I'd love to discuss this further if they are interested. 5-6 sentences total, I start with "Dear Dr. Whoever" and end with "Best Regards, My Name". I send the emails in the afternoon, during business hours.

 

Is this a good approach or should I change it up before sending more emails?

Overall, I think this email looks good. If you haven't gotten replies, do realize that professors are giving exams, grading end-of-semester projects, getting ready for winter break, and receiving tons of emails from other applicants. Most of the replies I received were canned anyways, but I did receive a few more personalized responses.

 

My only critique is that you directly state that you want to join the professor's lab, but without having met them or emailed them in the past. Some professors prefer to vett their students before accepting them into their lab. Some schools have a formalized advisor selection process in which you would be required to work with other professors first. Others may be interested in talking with you but cannot accept any additional students that year. 

 

Another way of asking is to state that you are interested in X,Y,Z research that they and their lab is doing, that you would like to hear more about their recent projects, and ask if they plan on accepting new students next year. That way, they can respond without making a commitment, while also letting you gauge the response.

Edited December 4, 2014 by dat_nerd

[stevn7]

Thanks for the replies, guys. Very helpful... @dat_nerd: You're right. I wasn't quite sure how to phrase it when I wrote my emails, but now that you mention it I do think that's a better way of asking.

 

@flyingewe: Yeah, I did get off to a late start here.. I hadn't realized quite how extensive this process is, and for a while I also wasn't sure if I wanted to even go to grad school. But now I am decided and I've just gotta try and make up for lost time. One of my professors suggested making phone calls too, I thought that might be a bit too intrusive but if you say it worked for you then I think I'll give it a try... I also heard that it was better not to attach anything to the emails, especially since my resume isn't too impressive. My GPA and GRE scores are decent though (3.4 GPA, GRE: 156 quantitative and 160 VR), maybe I'll find a way to mention that.

 

@shadowclaw: I try not to be too specific with research interests, since I have a somewhat broad range of interests and my experience is limited. I also feel like being too specific might limit my options (e.g. if I say I'm interested in researching something specific like "microbial communities in groundwater" a professor might turn me down because he's not doing any of that research right now or has enough people for it - but he might've had an opening for something else that I would've been interested in).

[wildviolet]

I also cold-emailed potential professors. Most emailed me back. The only professor who didn't email me back was dealing with cancer and died not too long ago (I didn't know this at the time I was emailing her, I just saw her obituary later in a journal). So, you never know.

[shadowclaw]

@shadowclaw: I try not to be too specific with research interests, since I have a somewhat broad range of interests and my experience is limited. I also feel like being too specific might limit my options (e.g. if I say I'm interested in researching something specific like "microbial communities in groundwater" a professor might turn me down because he's not doing any of that research right now or has enough people for it - but he might've had an opening for something else that I would've been interested in).

 

And I just lost my whole post... stupid internet...

 

You are correct that sending off some specific research interests could get you turned down. It happened to me with a POI who wanted to go in a somewhat different direction than I did. I'm thinking that sort of thing really depends on the POI and their advising style. Some say that they are really flexible with the projects going on in their labs and don't mind students exploring other organism/questions outside of their expertise but are still related to the research themes of the lab. Others have very specific projects that they want students working on. Then there's the POI I just mentioned. I thought I'd be a great fit because my research questions and interests fit well with the lab's themes, but he told me that he wanted to "be the best advisor possible" and therefore he only wanted students with the same exact interests that he had doing the exact projects he wanted to do, otherwise he wouldn't be able to properly advise them. Oh well.

 

At some point, however, you will need to send your specific research interests to POIs, even without finding out everything that's going on in their lab. For example, I recently asked for more information about the current projects going on a the lab (there weren't any pubs associated with some of the projects yet), and the POI sort of shoved my question to the side and straight up asked me what specific questions I wanted to pursue. When applying for my master's, my current advisor pulled the same sort of thing. He hadn't updated his website in a while, so I asked him about projects he was working on, and he basically said, "Nevermind about my projects. I want to learn about YOU. What types of things would you like to research?" Turns out we both had an idea for the same project and he had a grant proposal written up to fund it and was just waiting for the right student.

 

I also think it's a good thing to be turned down based on the questions and interests that you really want to pursue. Those are the projects that you are going to be excited about and will see through to the end. If you pick a project that sounds interesting but doesn't really light your fire, you might regret it down the road. However, seeing that you are applying for a master's (correct me if I'm wrong, but I think I read that in another post you made), you will only be married to this topic for about 2 years, so if you hate it, there will be a light at the end of the tunnel. When applying for a PhD (especially in environmental science and ecology), be prepared to provide specific interests to your POIs. Many programs in those fields require you to be accepted into a lab for admission, and lots of people with varying interests will be e-mailing those POIs.

 

[stevn7]

And I just lost my whole post... stupid internet...

 

You are correct that sending off some specific research interests could get you turned down. It happened to me with a POI who wanted to go in a somewhat different direction than I did. I'm thinking that sort of thing really depends on the POI and their advising style. Some say that they are really flexible with the projects going on in their labs and don't mind students exploring other organism/questions outside of their expertise but are still related to the research themes of the lab. Others have very specific projects that they want students working on. Then there's the POI I just mentioned. I thought I'd be a great fit because my research questions and interests fit well with the lab's themes, but he told me that he wanted to "be the best advisor possible" and therefore he only wanted students with the same exact interests that he had doing the exact projects he wanted to do, otherwise he wouldn't be able to properly advise them. Oh well.

 

At some point, however, you will need to send your specific research interests to POIs, even without finding out everything that's going on in their lab. For example, I recently asked for more information about the current projects going on a the lab (there weren't any pubs associated with some of the projects yet), and the POI sort of shoved my question to the side and straight up asked me what specific questions I wanted to pursue. When applying for my master's, my current advisor pulled the same sort of thing. He hadn't updated his website in a while, so I asked him about projects he was working on, and he basically said, "Nevermind about my projects. I want to learn about YOU. What types of things would you like to research?" Turns out we both had an idea for the same project and he had a grant proposal written up to fund it and was just waiting for the right student.

 

I also think it's a good thing to be turned down based on the questions and interests that you really want to pursue. Those are the projects that you are going to be excited about and will see through to the end. If you pick a project that sounds interesting but doesn't really light your fire, you might regret it down the road. However, seeing that you are applying for a master's (correct me if I'm wrong, but I think I read that in another post you made), you will only be married to this topic for about 2 years, so if you hate it, there will be a light at the end of the tunnel. When applying for a PhD (especially in environmental science and ecology), be prepared to provide specific interests to your POIs. Many programs in those fields require you to be accepted into a lab for admission, and lots of people with varying interests will be e-mailing those POIs.

Yeah you're right. I actually just got a reply from a POI and she's asking me for more specifics, ironically. I'm gonna read some more papers and stuff like that to try and narrow down what I would be more specifically interested in. My undergrad education was relatively broad so that makes it a bit tougher.

[12345678900987654321]

IME you really need to make it look like you're not copying and pasting. My professors HATE that. Show some genuine passion.

[Chianti]

Your format includes a specific on the professor/their research so that shows that you have done some research on them which should help elicit a response.