Tips for Writing an Email to Faculty about Research
For many students, the best way to get involved in research is to email potential faculty mentors to ask about research opportunities. Your email is the first impression you make with potential mentors, and it is important to write professionally and concisely. Take the time to write an individualized email to each potential research mentor to indicate your specific interest in their work. Avoid sending bulk emails that are obviously written with the purpose of finding any opportunity.
Subject
Use a short, but clear subject heading, such as “Undergraduate Research Opportunities in your Lab.”
Greeting
Start your email with a professional greeting, such as “Dear Dr. ____.” If you are uncertain if the recipient has a doctorate, you may use “Dear Prof. ____.” Never start an email with “To whom it may concern” or just “Hey” or “Hi.”
Main Text
In the first line, identify yourself with your year in school and your major as well as your interest in research (e.g., I am a sophomore psychology major and hope to get involved in behavioral neuroscience research as soon as I can”).
In the email, explain why you are contacting this faculty member in particular. If you have seen the research group posting for an open position for undergraduates on their website or on the Undergraduate Research Database, reference that here (e.g., “When looking for research opportunities in psychology, I found a posting for an opening in your lab that interested me.”). If you haven’t seen any specific information about recruitment, explain your specific interest in this faculty member’s research. For example, you could mention the particular research projects that intrigue you or techniques that you would like to learn more about.
Concluding Sentences
Wrap up the email with a brief concluding statement, thanking the potential mentor for their time and ask for an opportunity to meet with them to discuss your involvement in their research.
End the email with a polite closing line, such as “I look forward to hearing from you,” or “Sincerely.”
General Tips for Writing
Keep the email brief (two small paragraphs) and proofread carefully. Also, we suggest that you:
- Attach your resume and unofficial transcript to the email.
- Email during traditional business hours (8 am to 4:30 pm, Monday-Friday).
- Include an email signature with your full name, major/minor, and expected graduation date.
- Finally, if you haven’t heard from the potential mentor in a week, don’t be disappointed. Some faculty receive hundreds of emails a day and it’s possible your email was simply lost in their inbox. After two weeks, send a follow-up email to restate your enthusiasm. If you don’t receive a reply, it may be time to move on to other opportunities.
Sample Email
Dear Dr. ___,
I am a junior computer science major, and I am especially interested in research on artificial intelligence.
When looking for research opportunities in the area of AI, I came across your posting on the Undergraduate Research website that described your work on projects involving conversational AI.
I’m enjoying my computer science classes so far and doing well (My GPA is a 4.0), but I would like to learn more about artificial intelligence by becoming a part of your research group. I’ve attached my resume and unofficial transcript so you can learn a bit more about me and my academic background.
I would appreciate an opportunity to meet with you to discuss your research and how I might become involved with your work. If you are able to meet with me, please let me know when you are available for an appointment. Thank you for your time and consideration.
Sincerely,
(include your Name, Major, Class of 202_)