Contacting a professor for the first time can seem daunting. Here are some tips to help your emails connect well.
Do:
1. Show enthusiasm about shared interest (=the research topic).
Nothing connects you to others better than shared genuine enthusiasm, make sure to express some.
2. Research the professor and their work beforehand:
The best advice I can give to any undergrads applying to a graduate research program is: ‘find something that actually peaks your interest, not for the sake of another line for your CV’. So go through the professor’s profile in DoR and professor’s website. Find professors that works on something that you really do find interesting and show them you know what they worked on in the recent past. Try to read the actual scientific articles, it will set you apart.
3. Be clear about your intent
Always finish with exactly what you want from them: “I am excited about — work in your lab and would very much like to have the chance to talk more about an opportunity to work in your lab”.
It is essentially no different from job-hunting in this aspect.
4. Talk a bit about yourself and why you are emailing them.
Tell a bit about yourself, how or why this research topic interests you. Also make it easy for the professors and attach your CV, which they will ask for in their replies anyways.
5. Write with professional mannerism.
This is happens quite often: “Hey professor —,”. This shows little seriousness in your intent.
Be professional. It is harder to be too formal on email.
Don’t:
1. No generic emails
Generic emails are very easy to spot for professors who receive such emails on a regular basis. Generic emails will get you nowhere. Putting in extra couple of minutes is the way to go.
2. No three page essay
Professors would understand if you got carried away with enthusiasm and if you ended up with an essay for your email. HOWEVER, it is far forgiving error than writing to little and showing little enthusiasm.
Try to keep it concise, coherent, and aim to get a one-on-one interview.
3. Don’t get de-motivated after a couple of “no’s”
Again, not all professors will have the positions available (this is why DoR exists, so students and professors more easily find each other). Also, I will let you on a ‘secret’. Some professors test your level of enthusiasm with luke-warm reply. Reply back with more enthusiasm and persistence (if you actually want it).
If their answers is clearly indicating they cannot accommodate a new student, move on. There are a world of science out there. Seriously, research labs look for students almost 24/7.