Emailing Professors

Crafting The Email

To get into a research lab here on campus without explicitly applying to a program, undergraduates are generally expected to send emails to the professors whose research they are interested in. Below is a general template for the email that you will send. There are many different ways to craft this email, so don’t feel as though you have to follow this suggested template.

Hello Professor/Dr. [LASTNAME],

The first section should be a short 1-2 sentence introduction, including your name, major, year in school, any other identifying information about you, and what you want (a research position in their lab). Also, you could include a brief explanation of why you are interested in doing undergraduate research.

The second section should include why you want to work with this specific professor. You might include why you developed an interest in the professor’s area of research or comment on a paper that their lab has published that you find interesting.

The third section is where you explain your qualifications and previous experiences that make you a good candidate for a research position. This paragraph can elaborate on 1-2 experiences from your resume (which you should include in the cold email) so that you can talk about these qualifications more. You can also add a short ‘thank you for your time’ and a call to action for next steps, much like an email to a job recruiter.

Thank you,

[YOUR SIGNATURE HERE]

The subject line would have something along the lines of “Potential Undergraduate Research Position” or “Undergraduate Research Position Inquiry”. Always make sure you spell the PI’s name correctly, address them as Professor [Last Name], and send it to the correct email address.

Email Attachments

We highly recommend attaching, at the very least, your resume. This should be a version of your resume that lists relevant classes that you have taken if you didn’t include this list in the email itself. Other possible attachments include your transcript and any links or files of relevant projects you have done. Don’t overthink this part too much though, as professors usually do not have time to search around your entire project portfolio. A 1-page resume will do just fine.

See the Lab Group Websites section for more details on following PI-specific directions for research position inquiries.

Email Formatting and Etiquette

As the template shows, you should always send university emails in business format. This means paragraphs have no indents and are spaced apart by one blank line. Always have a greeting using the professor’s last name and a signature with, at minimum, a closing and your name. Feel free to also look up additional formatting suggestions for academic/business emails.

Do not forget to put a subject line! Also, be formal in your sentence structure and wording. Write your email almost like you would write a college admissions essay.

Timing of the Email

It is generally suggested to send it during the middle of the semester or just after the beginning of the semester rush. The beginning and end of the semester are the times when professors are getting the most emails and are less likely to see your email. You should also aim to send the email during normal business hours, so schedule-send the email if necessary.

Expectations for Replies

Do not be discouraged if you do not receive a reply within the first few days of sending it. Professors are generally very busy and will possibly overlook your email the first time you send it.

If you want, you can send a follow-up email 3-5 business days after you’ve sent your initial email if you have not gotten a response. Make sure this follow-up email is in the same chain as your initial email. Do not send multiple, unconnected emails.

Do not be discouraged if the professor never replies. It may be that they are not accepting undergraduate students into the lab at the time, or they do not have enough resources to support undergraduate researchers. Try again next semester, or look into other labs to join.