How to write an email to a professor
How to Write an email to a professor or email body is one of the most important factors in grasping the scholarship opportunity. Normally, there are two ways to get a scholarship: one is through the nomination agency of every country, and the other is through professor acceptance or a professor’s grant for funding.
For a professor’s acceptance letter, you have to email the professor for funding or an acceptance letter. So, for that purpose, your email should be professional and formal. I will share the technicalities of email in this blog and share it in two email formats, which you can copy and change according to your degree program and send to your professor.
Subject
in this portion we will talk most important point of How to Write an email to a professor is their Subject which is most important sentence in whole email.
Recommended
- Request for Master’s/PHD supervision
- Supervision request for master’s research or degree.
Not Recommended
- Request for Acceptance Letter
- Request for Acceptance Letter for Supervision
Note:
Never ask for or beg for the acceptance letter or for funding. First of all, convince the professor to supervise you in your bachelors, masters, or PhD. If he is willing to supervise you, then ask him for the funding or acceptance letter, and he must help you as much as possible. So how to write an email to professor is not an east task you have to keep a lot of technical things in mind.
Email Body
Your email should be based on four paragraphs. Lengthy and informal emails impose a bad effect on your professor. So when ‘How to write an email to professor’ you should be precise and clear.
1st Paragraph:
Your first paragraph is your key point to success in an acceptance letter because, in this paragraph, you will highlight your key points to getting a scholarship. Like your CGPA, your IELTS, or your published papers. This paragraph is not more than 5–6 sentences.
2nd Paragraph
In the second paragraph, you will share your studies, projects, and work experience, or all you have related to your degree program or any other skill that you have that will support your profile.
3rd Paragraph
In the 3rd paragraph, you will write why you are important for this master program and how you will be benefited by the professor in his lab. You will also share how this program relates to your future goals and always talk in the tone of professor benefit, not in the tone of what you get through this opportunity.
4th and Last Paragraph
You will end the last paragraph in 5–6 sentences and simply mention that I will attach these documents via email, and if you have any questions, you can ask me anytime. and say your greetings at the end, like thank you or thanks, etc.
Documents Attach
If you thing How to write an email is an easy task then you are wrong you have to keep in mind a lot of technicities like you must have to attach below mention documents in your email.
- CV
- Transcript
- Degree
Curriculum Vitae (CV):
Your CV is the main element of your email and will help most in securing acceptance. Your CV should not be contained on a single page. Either you call it a CV or a resume, it does not matter, but the thing that matters is your profile, which should reflect in your CV.
You have to mention everything in your CV, like your local or international language skills, your education, your work experiences, and all of the webinars or seminars you have attended. Along with mentioning your professor’s email from whom you get a recommendation letter, all your voluntary work should also be mentioned in the CV. Don’t forget to mention your extracurricular activities, software skills, and final year project.
Transcript and degree:
It is better to attach your transcript and degree to the email. These documents should be scanned and clearly visible. If your CGPA is good, then you have more chances to get a scholarship. Maybe a professor will look for your transcript and try to see their desired subject and your marks in that subject, so don’t forget to attach your transcript and degree to your email.
General Email Format (Template 01):
Subject: Request for Acceptance Letter
Dear Professor [Last Name],
I hope this email finds you well. My name is [Your Full Name], and I am writing to formally request an acceptance letter for [mention the program or position you have been accepted into, e.g., the graduate program in [Department] at [University Name]].
I am very grateful for the opportunity to join [university name] and am eager to start my academic journey with [department]. As part of the admission requirements, I am in need of an official acceptance letter for various administrative processes.
Please find attached any necessary documents or forms you may require to generate the acceptance letter. If there are any additional details or procedures I need to follow, please let me know at your earliest convenience.
Thank you very much for your time and assistance. I appreciate your support in this matter and look forward to beginning my studies at [university name].
Sincerely,
[Your Full Name]
[Your Contact Information]
For More information
Email Format (Template 02):
Dear Prof. 2nd Name,
I hope you are fine and well.
I am Ali Imran, from Pakistan. I have done my BS in Civil Engineering from Capital University of Science and Technology (CUST), in which I secured a 3.5 (83%)/4.00 CGPA. I also took the IELTS, in which I scored an overall 6.5 out of 9. I also have two publications under “Journal Name.” I went through your profile. It was very impressive, and I want to pursue my master’s under your supervision.
In my bachelor’s degree, my thesis was based on physical testing: “Tell about your thesis or final year project in 3-5 sentences.” In contrast, I have worked on projects like “Tell about your work experience or university project in 3–5 sentences’.
I have gone through your profile and found that your research interests are well-matched to my interests. Even though I can also do work on any topic, I just need your kind supervision and guidance. I am also interested in receiving an acceptance letter from you because I am looking for a scholarship through which I can cover all of my expenses. So, an acceptance letter enhances my chances of getting a scholarship, and if you have any funds or any ideas about scholarships, then please let me know.
Kindly find my CV, transcript, and degree in the attachment for detailed information. I believe that if you give me a chance, I will be a valuable addition to your lab. I would be glad to hear your feedback, and please feel free to contact me if you have any questions.
Thanks very much.
Sincerely,
Ali Imran
Remember:
You can pick any of the above provided acceptance letter template for your email just do changes according to you profile and send it to professor. Prefer to use google email for professors but for Chinese professor it is recommended use yahoo mail.
Frequently asked Questions (FAQs)
Is there any specific time should be followed for sending email to professor?
No, you can send email anytime whenever you want. But proper way of ‘how to write an email to professor’ should be professional and formal.
Why Professors do not reply to my emails and tell me How to Write an email to a professor properly?
Maybe, your emails go to professor spam folder or maybe you’re CV and email body is not strong enough to convince professor. So try to concentrate on your profile and make it better.
Is acceptance letter is mandatory for How to Write an email to a professor?
Not at all, it’s just the bonus point who will increase your chances for scholarship. But in some scholarship they ask for acceptance letter so check first to apply on in any scholarship.
