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Guidelines For How To Write An Email

The Global Scholarships' "Guidelines For How To Write An Email" provides crucial instructions for creating effective emails.
By 
October 7, 2023
2 mins read
a person reading guidelines on a laptop

Guidelines To Write email:

Writing an email to a professor for MS/PhD supervision is the most important part. Therefore, when writing an email to a professor to request supervision, it is important to be precise, respectful, and professional.

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Here’s a step-by-step guide on how to write such an email to a professor:

  1. Subject: Request for MS/PhD Supervision in (Field of Study)
  2. Proper Saltation: Begin your email with a greeting as “Dear Professor Dr. (Name of the Professor)”.
  3. Introduce yourself: In the opening paragraph, introduce yourself. Mention your name, educational background (e.g., undergraduate, graduate), field of study, and distinctions if any.
  4. Match your interest in their work: Show the professors that you are genuinely interested in their area of expertise. Mention a specific paper, project, or research they have worked on that caught your attention. This demonstrates that you have done your homework and are genuinely interested in working with them.
  5. Request Supervision with your future Goals: Request that you are interested in their supervision and mention what specifically you would like their guidance on (area of interest).
  6. Be Flexible: Professors have very tight schedules, so express your willingness to adapt to their schedule and preferences for meetings.
  7. Closing Statement: Thank the professor for considering your request and politely requesting the opportunity to discuss further details with them.
  8. Contact Information: at the end of the Email, include your full name and contact information.
  9. Proofread Your Email: Before sending the email, make sure to proofread it for any grammatical errors or typos.

Sample Email

Subject: Request for MS/PhD Supervision in [Field of Study]

Dear Professor Dr. [Name],

I hope this email finds you in good health. My name is (Your Name), and I am currently a (Your Program/session) student at (Your University along with the country name).

I am very interested in (Field of Study), and after reading your paper on (Topic) published in (Journal/Conference), I was very impressed by the depth and relevance of your research.

I am reaching out to inquire about the possibility of being supervised by you for my (Research Project). The areas of (Field of Study) you have explored align perfectly with my academic and career interests. I am keen to work on (briefly describe your research idea or project). I believe that your expertise and guidance would be invaluable in helping me achieve my goals.

During my academic journey, I have been actively involved in [mention any relevant projects, research experience, or extracurricular activities]. I am highly motivated and eager to dedicate the time and effort required to excel in my research under your supervision.

I look forward to the opportunity to speak with you. If you require any additional information, please do not hesitate to contact me at (Email Address) or (Phone Number).

Thank you for your time.

Sincerely,

Name
Study Program
University
Country