Dear Professor…
Overcoming the analysis-paralysis of e-mailing professors
- Written by Aayushi Uberoi, Oct 28, 2023
Reaching out to senior scientists or colleagues through cold emails can be daunting for students and postdocs seeking advice, research opportunities, or career development. The fear of being ignored or judged often leads to hesitation and paralysis. However, with proper techniques and a professional approach, you can increase your chances of receiving a response and making valuable connections.
Short answer
(for the person just looking for a nudge): Just do it! Follow these key steps: use a clear subject heading, address the recipient appropriately, introduce yourself briefly, ask your question precisely, be concise and professional, and if needed, follow up after a week if you haven't received a response.
Long answer
(with "feelings" and "anecdotes"):
I can relate to the initial fear of sending cold emails. When I was studying Biotechnology, I became interested in molecular biology and wanted to work in a laboratory. I mustered the courage to email a senior professor who specialized in immunology, and to my surprise, I received an appointment. With practice, contacting people through email became easier, and I reached out to numerous colleagues since then. It still brings me joy when I receive responses. Since then, I have contacted MANY, MANY, MANY colleagues over e-mail. I still get pleasantly surprised when some of them reply!
Email Etiquette:
Using your professional or institutional email address is recommended to avoid spam filters. If you're using a personal email address, avoid unprofessional aliases. When addressing a professor for the first time, it's best to use their official designation, such as "Dear Prof./Dr. Last Name." If you're uncertain about their designation, addressing them by their full name is usually safe. Following the greeting, introduce yourself and mention how you learned about the professor. Quickly get to the point by stating why you're emailing them, followed by a few sentences providing background or additional details. To ensure readability, use tabs and paragraph breaks, and conclude with a professional signature that includes your full name, designation, department, and links to your website or LinkedIn profile.
Specific Scenarios and Phrasing Questions:
Research Opportunity:
When emailing a professor about a research opportunity, introduce yourself and discuss your background, express your interest in their lab, mention the type of work you'd like to do, provide a reference who can be contacted, and attach your CV/Resume/Biosketch. Instead of using formulaic phrases, be genuine in expressing what specifically interested you in their work or mention if someone recommended reaching out to them.
Scheduling a Meeting:
First of all, do not hesitate! Most professors absolutely look forward to meeting trainees. In my entire career, I cannot think of any professor who has said no. There can be scheduling delays, but everyone has responded positively. If you want to schedule a meeting, clearly state the purpose of the meeting. This will give the professor an idea and allow them to be prepared when you meet. Avoid the mistake of not providing a list of available times, as this puts the onus on the recipient. Offer a wide range of potential times as a starting point for scheduling.
Informational Interview:
An informational interview is an opportunity to learn about a field or someone else's experiences. When emailing for an informational interview, ask questions about the person's path, such as what they like about the field and their future plans. Avoid vague questions like whether a field is good or what the future holds. Instead, ask about specific courses they took and why, their usefulness, and request general tips for graduate program applications. Do some research beforehand, but still value the insights gained from personal experiences. Save more specific or personal questions for later interactions.
Perhaps one question that I get the most from undergraduate students thinking of graduate school is: "Could you give general tips on what graduate programs are looking for in applicants?" You probably want to do some homework before, such as identifying the graduate program co-ordinator who will be able to provide the information. However, it is probably still valuable to ask people who have gone through this process, and you can make this easier for the person by contextualizing and providing more details about your own background. As described above, you can learn more by asking about their experiences. Some questions are too specific or too personal for a first e-mail, such as "What questions are asked in your interview? What is your motivation to join this career? What challenges did you face?" These questions are better suited for later...
If you don't receive a response, don't be disheartened. Keep reaching out to multiple people, and eventually, someone will help you. Persistence is key in building connections and seeking guidance.
KEY TAKEAWAYS:
Be professional, be yourself and be brief
Do your homework
Phrase your questions properly by contextualizing so that it is easier for person to respond
If seeking advise it is easier to ask about their path rather than phrasing it as a how-to guide
