How to Email a Potential PhD Supervisor (With Example)

Why this email matters

A professor gets many emails every week from students who want a PhD place. Most of these emails get no reply. You can improve your odds. Write a short, clear email. Connect it to the supervisor's real research. Make it easy for them to say yes.

Research the supervisor first

Do this before you write a single word.

Read the supervisor's staff profile on the department website.
Read two or three of their recent papers or project pages.
Check if their profile says they are taking new PhD students this year.
Check the department's application process. Some departments ask you to apply through a central admissions office first, and to contact the supervisor only after that, or at the same time.

Tip: UCL and the University of Oxford both warn that many students send emails that do not match the professor's actual research area. Staff delete these emails fast. Always connect your message to specific work the supervisor has done.

When to send your email

Send your email well before the application deadline. Many PhD programs and funders set deadlines six to twelve months before the start date. Check the department's page for exact deadlines and term dates.

Contact more than one possible supervisor. Write a separate, personal email to each one. Never send the same email to two professors. Universities such as Warwick stress that showing you understand the supervisor's research and fit matters more than writing a long email.

How to write the email, step by step

Use a clear subject line. State your purpose and topic, for example: "Prospective PhD student interested in [your topic]".
Use a formal greeting. Write "Dear Professor [Surname]" or "Dear Dr [Surname]". Use the correct title.
Introduce yourself in one or two sentences. State your name, your current degree, and your institution.
Explain why you contacted this person. Name one or two of their papers or projects. Explain how your interests connect to their work.
State your research interest in a few sentences. You do not need a full research proposal yet. A short outline is enough for a first email.
Ask one clear question. For example, ask if they plan to take new PhD students for the coming year, and if they are open to a short call.
Attach your CV and a short outline. Keep files small. Name them clearly, for example "CV_YourName.pdf".
Close politely. Thank the reader for their time. Give your full name and your university.

A sample email you can adapt

Subject: Prospective PhD student interested in [your research topic]

Dear Professor [Surname],

My name is [Your Name]. I am a final-year master's student in [your field] at [your university]. I am writing because I am very interested in your work on [specific paper or project], which I read on [where you found it].

My own background is in [one or two sentences about your experience]. I am looking for a PhD supervisor for the [year] intake, and I believe my interests connect closely to your group's work on [topic].

Could you tell me if you plan to take new PhD students for this period? I would also welcome a short call to discuss a possible project. I have attached my CV and a one-page outline of my research interests.

Thank you for your time and consideration.

Best regards, [Your full name] [Your university and department]

Change the bracketed parts for every email. Do not reuse the same filled-in text for two different professors.

What to attach

Document	Why you need it
CV (1-2 pages)	Shows your background and skills fast
Short research outline (about 1 page)	Shows you have a real, specific idea
Transcript or grades (only if asked)	Supports your academic record

Keep the email itself short. Put the detail in the attachments, not in the email body.

Common mistakes

Sending one generic email to many professors.
Writing a long email with no clear question at the end.
Asking the supervisor about admission rules or funding they cannot decide. Ask the admissions office instead.
Attaching large files, or files with unclear names.
Writing to a professor who is not active in your research area. Check their recent publications first.

If you get no reply

Wait about two weeks. Then send one short, polite follow-up email. If you still get no reply, move to the next supervisor on your list. A missed reply is common. It is rarely personal. Staff are often away, on leave, or dealing with a full inbox.

Where to find open positions

You do not have to find every opportunity through a cold email. Many universities and research groups advertise funded PhD positions directly, with the supervisor and the funding already in place.

Browse current PhD positions and funded PhD positions to find projects that already have a named supervisor. If you want to study in a specific country, check our guides for the Netherlands, Germany, Sweden, and other countries.

Tip: When a position is already advertised and funded, you can often skip the cold email and apply directly through the listed process.

PhD Atlas matches open PhD positions to your CV, so you spend less time searching and more time writing strong applications.