Summary of "How to ace your first email to a potential academic supervisor"

Summary of “How to ace your first email to a potential academic supervisor”

This video, presented by Kensli, provides a comprehensive, step-by-step guide on how to effectively write the first email to a potential academic supervisor. It addresses common reasons why many initial emails from prospective students go unanswered or are declined, emphasizing that success largely depends on the email’s structure, content, and timing rather than luck.

Main Ideas and Lessons

Common Issue: Over 80% of first-time emails from prospective students to professors requesting supervision are unsuccessful.
Key Reason for Failure: Poorly structured and generic emails that do not engage the professor personally.
Goal: To craft a concise, personalized, and well-structured email that highlights your genuine interest and qualifications.

Detailed Methodology / Instructions for Writing the Email

Preliminary Research
- Visit the department’s website to identify faculty members whose research aligns with your interests.
- Check the faculty member’s personal webpage for the most current email address (not just the department page).
How to Address the Professor
- Use a personal and respectful salutation using their correct title and last name (e.g., “Dear Dr. James”).
- Avoid generic greetings like “Dear Sir/Madam” or “Dear Professor,” as these show lack of effort.
Email Body Structure
- Keep the email to no more than three paragraphs.

Paragraph 1: Purpose and Interest - State why you are emailing and mention something specific about their work that excites you. - Refer to particular projects or research areas of theirs that align with your interests. - Example: Mention how their use of animal models complements your background and research goals.

Paragraph 2: Brief Self-Introduction - Summarize your academic background (e.g., recent degree, university, thesis focus). - Highlight publications and explain their significance (mention journals’ prestige and revision process). - Note any awards, honors, GPA, or distinctions to demonstrate academic strength. - Provide context about your university or program if it adds credibility.

Paragraph 3: Clear Request and Closing - State your purpose clearly (e.g., inquiry about MSc or PhD position starting a specific date). - Suggest arranging a Skype or Zoom call to discuss further. - Thank them in advance and express anticipation of their response.

Sign-Off
- Use polite closings like “Sincerely” or “Best regards.”
- Include your full name.
Review Before Sending
- Take a break after writing, then proofread carefully for typographical or grammatical errors.
- If possible, have someone else review your email.
- Attach relevant documents such as your CV and official transcripts.
When to Send the Email
- Send the email either very late at night or very early in the morning according to the professor’s time zone.
- This timing increases the chance your email will be among the first they see when checking their inbox.
Follow-Up
- Wait 1 to 3 weeks for a response.
- If no reply, send a polite, concise reminder referencing your original email without repeating it verbatim.
- Example:
  
  “Dear Dr. Smith, I understand you’re busy, but I wanted to check if you had a chance to review my previous email.”

Additional Tips

Keep emails succinct and focused on the professor’s research and your relevant qualifications.
Avoid generic or mass emails.
Personalization and attention to detail are crucial.
Attachments should be professional and relevant.
Timing your email improves visibility and response chances.

Speakers / Sources Featured

Kensli (main and sole speaker/presenter)

This video is a practical guide aimed at prospective graduate students or researchers seeking academic supervision, offering a logical and detailed approach to crafting emails that stand out and increase chances of a positive response.