How to Email a Professor (for Research Jobs)

A template for cold emails that convert

Mar 16, 2024

Shoutout:

Join me and my friend Mathias Lalika, MD, MPH (who’s done research for the Gates Foundation) for a webinar on "How to Apply for (paid) Research Jobs in the US & Canada" on Sunday, March 24th, 2024 at 9 am EST. There is a 50% off to anyone who registers by March 17th, 2024. Hurry up, use code “EARLY50” and secure your seat here: https://bit.ly/3IyfoiI More details at the end of this email.

Hi! In this email, I will show you my cold email strategies that helped me get 9 responses from Professors and 4 interviews from just 16 emails.

A cold email for a research position is a formal way to show genuine interest in a professor’s research and ask for an opportunity to work with them.

A successful cold email can open the door to valuable first-hand research experience, mentorship, a funded position, and visa sponsorship. It can also help you build relationships and a network.

But before going forward, I want you to pause for a moment and think: how would you react if you got an unsolicited knock on your door? What would make you listen to the person knocking? What would make you take action?

A knock on your home's door will only be received well if the person knocking uses the correct key phrases or passcodes. Similarly, professors have priorities and receive numerous emails (knocks) daily, so your email must stand out.

Here are 4 steps to ensure your cold email stands out:

Step 1: Research

You should first learn about the professors' work from their faculty website or by searching them on google scholar or researchgate. You should determine what research areas they specialize in and browse through a few of their abstracts.

If your prior experiences or the professor’s work do not align, do not email them (yet).

For example, if the professor mainly does RNA Seq analysis projects requiring R knowledge, you should only email them if you are versatile with R.

Step 2: Draft the subject line

A concise and captivating subject line is essential to encourage your future supervisor to open your email. Ensure that the subject line is related to the message.

The title will depend on whether you are applying for an opening or asking for a research opportunity.

I kept my subject lines clear and specific.

Here are some subject line suggestions:

"Research opportunity in topic X”

“topic X + research”

“research at department Y”

“postdoc application in topic X”

Speaker profiles (clickable):

Continuation…

Step 3: Draft the email

It is important that your email is concise, as it will increase the likelihood that your message will be read and replied to.

A cold email is different from a cover letter and your CV.

Your cold email aims to pique your professors' curiosity to read your cover letter and CV and have a meeting/ interview with you.

Most guides out there advise you to start by introducing yourself. For example, “my name is X, and I am a graduate in Y etc.” This, in my view, is a very boring way to start a cold email.

Instead follow this method:

The 1234 format: 1. About the professor 2. The bridge 3. About you 4. CTA

1. About the professor ( 1 or 2 lines)
Explain why you’re emailing them about their research. Start your email by acknowleding the professor’s work and stating what stood out to you.

This part is your HOOK! It must be interesting and show that you have done research.

No one dislikes getting a genuine praise/ kudos for their work. Recognizing their work and commending what stood out will get their attention.

Questions to help you brainstorm this part:

Give examples from the research you have done on them (e.g. list one or two of their papers that you read and mention something specific that you found compelling). Why did I choose them as a good fit for my research interests?

2. The bridge ( 1 line)

The 1 or 2 lines above got their attention. Now, you need to state EXACTLY why you are emailing them. Don’t delay this further.

Write a line stating that their work aligns with your prior experiences, interests, and future goals as a researcher and that you would like to work with them or apply as a postdoc/ research assistant.

3. About you (1 or 2 lines)

After the bridge, you can write about your education, key past research experiences, and future goals that align with their work or make you a great fit to join their lab.

Keep in mind that professors are also always looking out for strong applicants who can push their research agenda forward. So getting a qualified candidate is a win-win situation for them as well.

Questions to help you brainstorm this part:

What sort of background, if any, do I have that is relevant to the research? Why does this matter to me? How will getting involved in research of this type help me get closer to whatever academic, career and personal goals I might have?

If you are also attaching a cover letter, do not repeat what is already there. Just summarize the most important highlights in these 1-2 lines.

4. CTA (Call-to-Action)

The best way to write this part is by asking them a question or requesting an appointment to meet them to discuss further. Without CTA, your email may be thrown into the “read later” folder.

Briefly include days/times that you are available (i.e., Monday through Wednesday from 11–4, and all day Friday) and provide your contact information.

Asking an interesting question will also help you get a response and potential interview.

Step 4: Email Add-ons

I always include an email signature in my emails and strongly recommend you do so. This is another subtle way of making an impression.

Your email signature should have your degree, a significant award (for example, Chevening Scholar), and contact details.

Additionally, if you have an institutional email from your University, use that instead of gmail or yahoo. This further improves credibility and delivery. It subtly gives them the idea that you are currently in academia.

Avoid using the terms Dear Sir/ Hello Sir/ Dear Ms. The word “Sir” is too generic. Always address them with a “Dr.” + “last name.”

Lastly, it is essential to review the email for any grammatical or sentence structure errors and ensure it is professional and conveys your legitimate interest in the research opportunity.

Example of a bad email: DO NOT SEND THIS

Hi Henrietta,

My name is Name and I am a major in Major. Is there space in your lab for an undergraduate? If so, what is the pay rate?

Thanks, Name

Example of a good “madeup” email:

Hi Dr. Hopkins,

I hope this email finds you well. What did you find fascinating about their research. Expression of interest in a specific paper or topic. Your work aligns with my previous experiences in X and Y and I am contacting you to apply for a postdoctoral research position in your lab.

I did a Master’s in X and Y and obtained experience in research experience or class, confirming my intention to develop my research skills and goal.

I have attached my CV and transcripts. I would appreciate the chance to speak to you about your research on a topic of interest. Please let me know if there is any other information I can provide. I look forward to hearing from you soon.

Best,

Your Name

Email signature

Conclusion

Getting your foot in the door with cold email can be tricky the first few times, but it can be highly effective once you grasp it.

Do not get discouraged if you do not receive a positive response right away. Like all things, this will take time and practice. Remember, all it takes is one “yes”!

Let me know if you have any questions. Happy cold emailing!

How can I help you?

Join me and my friend Mathias Lalika, MD, MPH (who’s done research for the Gates Foundation) for a webinar on "How to Apply for (paid) Research Jobs in the US & Canada" on Sunday, March 24th, 2024 at 9 am EST. There is a 50% off to anyone who registers by March 17th, 2024. Hurry up, use code “EARLY50” and secure your seat here: https://bit.ly/3IyfoiI More details at the end of this email.

Here is the event’s agenda (clickable):

Asad Naveed

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