Dos and Dont

1.
Introduce yourself and your research interests

If you are writing a cold email to professors, make sure the first sentence of your email
should be something that grabs the reader’s attention and makes them want to keep
reading. Here, you write briefly about yourself and your interest in a sentence or two.
Example:
Dear Professor X,
My name is Jane Doe, and I am interested in studying XYZ at the graduate level. I saw on
your website that you are currently researching this topic. I am passionate about this
research area and I believe that I could contribute to your current research project.
2. Explain how you fit the research interests of the professor

This section is not significantly different from No.4 below. Give the professor reasons to
classy you on her/his “A list” of applicants. Your interest and the recipient’s interest must be
converging at one point.
Example a cold email to professors:

I have realised that your research works on XYZ were focused on _____ (give specifics).
My previous works (if any) were also in a similar line. But more importantly, my current
research proposal is well-situated in this project /your area of interest.
3. Describe your previous research experience (if any).

This is where you emphasize your research experience and skills that you think will be
essential or needed in the recipient’s project. Though you will be attaching your CV/résumé
which must contain the details of your relevant experiences relative to the project or
program, it is important to write a synopsis of your research skills in a few lines in the mail to
give the professor the cause to open your CV/résumé. This makes your cold email to
professors come alive and attract attention.
Example:
In addition, I would like to share with you my previous research experience in the field of
XYZ. I have conducted extensive research on this topic for the past 3 years(be specific on
the things you did in that field for the 3 years). I have also written several papers on this
topic that have been published in leading journals (name the journal (s)). Etc.
4. What makes you a good fit for the professor’s research lab/team
At this stage, you are sweet-talking the recipient to consider you ahead of your competitors.
Example:
There are several reasons why I believe that I would be a good fit for your research
lab/team.
First, my skills and experience in XYZ perfectly match the requirements of the position.
Second, I am genuinely passionate about this area of research because my personal life
story is relatable to this topic.
I have extensive experience in conducting research on XYZ, which is exactly what you are
looking for, as stated in No.2 of the requirements for the position. I have been following your
work on this topic (mention some of the works the professor did on the topic) for some time
now and I am confident that I could contribute to your project in a meaningful way.
Lastly, I am confident that I have the necessary skills and abilities (such as..) to be
successful in this position.
5. Outline your research proposal (or possible research proposal)

Highlight your intended research proposal in a manner that will leave the prospective
supervisor with no choice but to pick you. Be straightforward and brief. State the specific
objectives of the proposal. The preliminary works you had done in relation to the proposal.
Example:
My research proposal “mention the title” with the specific objective(s) (mention the objective
(s)) intends to _____(state the impact of the study after completion) (and mention its
relevance to the field of study).
6. Outline your future goals and how working with the professor would help
you achieve them
This is one of the most challenging parts for most applicants when writing a cold email to
professors. They tend to give generic answers that are sometimes completely not in line
with the program they have chosen and or do not fit into the project the applicant is seeking
to be part of. Do not fall into the trap. Be thorough and consistent in your answers.
Example:
My long-term goal is to become an ABC in the field of XYZ. I am confident that working with
you on this project would be instrumental in helping me reach this goal through the
acquisition of skills or experience, such as (mention some of them).
7. Thank the professor for their time

The recipient is human and will be interested in reading this part. Remember, they are
spending time out of their busy schedules to read your email. It’s naturally appropriate to
show appreciation to them.
Example of a cold email to professors thanking them:

Thank you for your time and consideration. I look forward to hearing from you soon.
Yours Sincerely(British) or Sincerely Yours (American) or Yours faithfully (when the
recipient’s name is unknown or not addressed by their name).
(Your name) (Your contact information)
Dos and Donts when sending cold emails.

 Properly address the recipient. Don’t mess with the title of the professor. It is something
most professors/lecturers revere a lot.
 The tone in your mail should not be impulsive or commandeering.
 Do not give the recipient any reason to feel you are choosing their project/program as a
second choice.
 Don’t over blow your trumpet when talking about your skills and achievements.
 Be culture-sensitive when writing your cold emails. Some recipients are very particular
about their titles.
 Give the recipient ample time to respond to your email. Don’t be tempted to follow up a
week, two or three, after your first email. One month’s interval between the first email and
the reminder mail is acceptable.
 Avoid cut-and-paste. When sending a reminder mail, do not copy and paste your first email.
That will give the impression that you are lazy. Write a new email but make sure to keep it
short, polite and professional.
 Your cold email should not be more than three paragraphs long, with each paragraph not
exceeding five lines.
 Make use of active voice as much as you can when writing your cold email to professors. It
makes your email direct, simple, and easy to understand.
 When using humour in your cold email, be very careful not to overdo it or use it
inappropriately. It could backfire.
Cold Email Best Practices From Harvard University
Harvard university business school has outlined a guide for some best practices in writing a
cold email to professors or persons specialized in specific areas for help. Check it out.
Conclusion
When sending a cold email to professors, it’s important to remember that you’re asking for
someone’s time and consideration. You should be clear about what you hope to gain from
working with the professor (that is, if you wish to join their research team) whether it’s skills
or experience. Be sure to thank them for their time and show appreciation for being
considered. Finally, be sure to keep your cold email short and professional.

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1.

Introduce yourself and your research interests

2. Explain how you fit the research interests of the professor

Example a cold email to professors:

3. Describe your previous research experience (if any).

5. Outline your research proposal (or possible research proposal)

7. Thank the professor for their time

Example of a cold email to professors thanking them:

(Your name) (Your contact information)

Dos and Donts when sending cold emails.

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