How To Contact Potential PhD Supervisors: A Guide to Making a Strong First Impression

The first step when looking for PhD positions is to find potential supervisors who can support your research idea and help you with funding (if required, nominate you as well). It can be intimidating if you’re not receiving the response you hoped for even after sending numerous emails. I’ve been there too!

As a first-year PhD student who’s just started at her dream university abroad, these are my top tips on how to be more efficient when contacting potential PhD supervisors.

When to reach out

If you are looking for a PhD position starting in September 2026, start today — yes, almost 10-12 months before! It may seem like that’s too soon, but it is important to start early particularly for some fully funded studentships.

Emailing early was the only reason I even learned about the studentship I’m currently on. The studentship was closing nine months before the course start date — a January 2025 deadline for a PhD starting September 2025. I started emailing professors in December! I reached out to my supervisor with my research proposal and they were genuinely interested in the idea. During that first email exchange, they were the one who informed me about the studentship, which I wouldn’t have known about otherwise.

I was also reaching out to a few other professors at different universities, which made timing even more important. Starting early gives you enough space to follow up, have discussions and identify the best fit without rushing or losing out on applying for funding.

Research thoroughly before writing that email

Before writing that first email, it’s important to do some groundwork. Start by exploring university departmental pages, staff profiles and recent publications. That will give you an idea of researchers who are actively working on topics similar to yours. You can also use platforms like Google Scholar, ResearchGate and university research repositories to check what they have published recently. When reading these profiles and publications, ask yourself these four questions:

• Does their current research interest overlap with yours?
• Do they use methodologies, theories or case studies related to your topic?
• Are they involved in ongoing or upcoming projects aligned with your area?
• Have they supervised students in similar fields before?

This will help you decide whether that supervisor is a good fit and what to highlight in your email.

When I first came across my current PhD supervisor’s profile, I couldn’t find any research paper aligning with my interests and for a moment I dropped the thought of emailing him completely! I found one research project my professor was leading but, here’s the catch, I could only access the title of the research — no content, not even the abstract. I decided to write to him anyway. I just said, “I came across this project with title, [insert title], and it looks like it talks about [stating my research proposal here].” I showed genuine interest and made sure it came across in the email.  

Crafting the perfect email

In my journey emailing more than 114 professors (I stopped tracking after this number!), I realised that a strong email can be broken down into these four elements:

#1 The subject line

It should be clear and should create curiosity to open the email.

An example of a good subject line is: 'Prospective PhD Student interested in (your topic)'. Avoid vague statements like 'PhD enquiry' or 'Supervision request'.

#2 Who you are and why you are writing this email

Start by introducing yourself — mention your name and what you are doing currently. You can also mention your latest degree but keep it within two sentences. This is your first paragraph.

Here’s an example: My name is [name], and I am currently completing my MSc in [field] at [university]. I am writing to explore the possibility of undertaking a PhD under your supervision.

#3 Research alignment

Start by mentioning the research article(s) you have read and how you think they align with your project. Keep this short — in one or two sentences, not more. Focus on your research proposal in the next few sentences. Then you can conclude it all, in one simple sentence, mentioning how they both align.

This is your short and simple second paragraph.

Here’s an example: I recently came across your paper/project titled [title], and I was particularly interested in your work on [specific theme]. My proposed research explores [your idea]. I believe there is strong alignment with your ongoing work, especially regarding [connection].

#4 Polite but clear ending

Ask your potential supervisor if they’d be up for a brief meeting to discuss your topic. You can also offer to send them your CV and research proposal.

Here’s an example: I would appreciate the chance to discuss whether my project fits within your current research. I’d be happy to share my CV or research outline if that’s helpful.

End with a professional sign-off and that’s it — you’ve aced your first email to your potential supervisor!

Follow up

It’s okay to send a follow up email after approximately two weeks but be polite! Keep in mind that academics are usually very time poor.

Here’s an example: I hope you are doing well. I’m following up on my earlier email regarding (topic) sent on (mention last email date).

Keep your email short, not more than one or two sentences.