Securing a fully funded PhD is not just about submitting applications—it often begins with direct communication with professors. Many universities prefer candidates who proactively connect with potential supervisors before applying.
If you’re planning to pursue a PhD, this guide will help you understand when, how, and what to write to professors for better chances of selection.
Best Time to Contact Professors
The ideal time to reach out is well in advance of application deadlines.
General Timeline:
- Start shortlisting universities and professors early
- Contact professors several months before deadlines
- Follow up and prepare applications afterward
Golden Rule:
Always contact professors at least 6–8 months before application deadlines
Why Contacting Professors Matters
- Increases your chances of selection
- Helps secure funded positions (RA/TA)
- Provides clarity on research direction
- Builds early academic connection
Many PhD positions are informally discussed and sometimes filled before official announcements
Step 1: Find the Right Professor
Before sending emails, invest time in research:
- Visit university websites
- Explore faculty profiles
- Read recent research papers
- Match your interests with their work
Tip: Choose professors whose research aligns with your thesis, project, or area of interest
Step 2: Write a Professional Email
Here is a proven email template you can use
Writing
Subject: PhD Position Inquiry – [Your Research Area]
Dear Professor [Name],
I hope you are doing well.
My name is [Your Name], and I have completed my Master’s in [Your Field]. I am interested in pursuing a PhD under your supervision in the area of [Research Topic].
I came across your work on [mention specific paper/topic], which closely aligns with my research interests. My previous work includes [briefly describe your research/project].
I would like to inquire whether there are any available PhD positions or funding opportunities in your research group.
Please find my CV attached for your reference.
Thank you for your time and consideration. I look forward to your response.
Sincerely,
[Your Name]
Step 3: Tips for a Strong Email
- Keep it concise (150–200 words)
- Personalize each email
- Refer to the professor’s recent work
- Attach your CV (PDF format)
- Use a clear and professional subject line
Common Mistakes to Avoid
- Sending the same email to multiple professors
- Writing long or unclear messages
- Not mentioning your research interest
- Using informal language or poor grammar
Step 4: Follow-Up Strategy
- Wait 7–10 days after your initial email
- Send a polite follow-up if no response
- Avoid excessive messaging
Recommended: Maximum 2 follow-ups
How Many Professors Should You Contact?
Ideal range: 8–12 professors
Reason:
- Not all professors respond
- Increases your chances of getting a positive reply
Pro Strategy (High Success Rate)
Follow this approach:
- Contact professors first
- Receive a positive response
- Then submit formal applications
This can significantly increase your chances of acceptance
What If You Don’t Get Replies?
This is common—don’t be discouraged.
Improve your chances by:
- Strengthening your CV
- Refining your email content
- Applying through official university portals
Final Advice
Starting early and communicating effectively with professors can make a major difference in your PhD journey.
Focus on:
- Research alignment
- Clear and professional communication
- Consistent efforts across multiple applications