email to dissertation supervisor example

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Sample emails to your dissertation supervisor

Published on October 13, 2015 by Sarah Vinz . Revised on March 24, 2017.

Table of contents

Making an appointment, asking questions, confirming agreements.

Dear Dr. Janssen,

The college has informed me that you will be my supervisor. I would therefore like to make an initial appointment to discuss my dissertation idea with you.

I look forward to hearing from you as to when you would be available to meet with me.

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Dear Prof. Smith,

I have encountered several difficulties while working on my dissertation. Could you please answer the following questions?

• I have found only limited literature on the concept of “social enforcement.” Are you familiar with any authors who have written on this topic?
• Measuring “social enforcement” in the literature has proven virtually impossible. At this point I would like to use “social control” as a starting point for the concept. What are your thoughts on this?

I would like to make an appointment to discuss these questions with you. When would be convenient for you?

I am writing in follow-up to our meeting on Monday. Could you please check the notes I have prepared concerning what we agreed and confirm that they are accurate?

Thanks in advance for your response.

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Sample emails to your thesis supervisor

A good thesis requires good communication between you and your thesis supervisor. This includes emails! Yet, even a simple email can lead to stress and overthinking. If you struggle to communicate with your thesis supervisor via email, have a look at six sample emails for inspiration.

Disclaimer: This post may contain affiliate links, which means I may earn a small commission if you make a purchase using the links below at  no additional cost to you.  I only recommend products or services that I truly believe can benefit my audience. As always, my opinions are my own.

General tips for emailing your thesis supervisor

Nonetheless, there are a few general tips for emailing your thesis supervisor:

Sample email to thesis supervisor inquiring about potential supervision

Sample email to thesis supervisor setting up a meeting

Sample email to thesis supervisor sharing post-meeting action points

To get the most out of thesis supervision meetings , it is highly recommended that the student takes notes during the meeting. Based on these notes, the student then summarises the key takeaways from the meeting, or action points, so to speak. These action points will guide the student’s work until the next meeting, and provide a written record of agreements.

Sample email to thesis supervisor asking for feedback

Sample email to thesis supervisor asking for support

Sample email to thesis supervisor when not meeting a deadline.

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How to Write an Email to a Potential Supervisor (With examples)

• December 15, 2021
• GRADUATE ADMISSIONS

Writing to a potential supervisor can exponentially increase your chances of securing a position as a graduate student. However, you will be walking in a thin line between setting up a great first impression or a pretty bad one.

The good news is that leaving a great impression is much simpler than you would think; it simply comes down to how you structure your first email.

When I was applying for my graduate program, I sent 130 emails to different professors in different universities in both USA and Canada. For those 130 emails I sent, I got 53 replies, with nearly 40% conversion rate. From those 53 replies, 22 professors were interested in offering me a position in their lab and encouraged me to apply formally through the university’s graduate office.

In this blog post, you will find some helpful information that I figured out during my application process about writing an email to a potential supervisor. 

How appropriate would it be to write an email to a potential supervisor?

Reach out and write an email to a potential supervisor before applying is definitely one of those topics where you want to find out about the norms in your discipline. 

Reaching out to potential advisors ahead of time is fine, helpful but not necessarily required for most people. 

In some fields, it might be strange or unexpected or something that people don’t usually do, and in some other fields, it might almost feel like a requirement.

This might be different in different fields because, in some disciplines, advisor fit is much more important than others.  

Suppose you are in a discipline like humanities where you’re not working very closely with an advisor. In that case, it might be that students are accepted into the department generally, and that advisor fit doesn’t really matter.

In that case, you should still talk about specific faculty in your statement of purpose because that is a good reason why you’re applying to that program. 

It shows that you’ve done your research.

But you probably don’t need to do fact-finding on the capacity of individual faculty members before you submit your application.

But if you are in one of those disciplines where advisor fit can be essential for admission, writing an email to a potential supervisor is very important.

Overall, reaching out to potential advisors isn’t something you have to do, but it’s really more of a fact-finding mission.

It can be beneficial for you to get some helpful information.

Find out if they have the resources to recruit you.

Sometimes there’s one perfect potential advisor for you in a department, and that person cannot take on new advisees for some reason.

Maybe the funding capacity limit is already reached when you email the professor.

If that’s the case, they often are upfront about that and might even suggest other people that you should consider talking to or writing about in your application materials.

If you get one of these responses from a professor who says,” I’m unlikely to take on new PhD advisees”, that does not mean that you should not apply for that program.

Also, do not forget to follow up because sometimes the funding capacity can change at the last moment.

This is one of the advantages of writing an email to a potential supervisor because they might let you know if something like that happens.

But it’s good for you to know that you should look into other options as well. Even if you are highly interested in that particular program, putting all your eggs in one basket is not a good idea.

The other important thing that you could find out from reaching out to a prospective advisor is their current research direction.

For example, if you look at someone’s recent publications, think about when the professor did that research.

If a paper is published recently, this paper went through peer review. 

Roughly add the revision time and paper writing time.

They might have done that research two years ago.

Are they still doing that kind of research?

You can, of course, find out a fair amount of research work and their timelines by going to a faculty member’s website or by looking at current grant funding.

Especially, grand funding tells you what that person will be doing for the next few years.

People’s trajectories can change a lot. 

Have I ever made a mistake like this? I have. Big time! See the below email I received when I was writing to a professor!

So, you want to make sure you have an idea of what they’re doing now because you could mention them in your statement of purpose letter .

When should you reach out to a potential supervisor?

Typically graduate applications are due late fall / early winter.

You should check and make sure that you have a sense of this timeline.

It wouldn’t necessarily hurt to reach out earlier. 

But, I would recommend reaching out one to two months before the deadline because that’s when supervisors know if they can offer new graduate student positions.

Sometimes funding decisions come in over the summer, so they might undoubtedly know whether they’re taking on new graduate students when the deadlines are closer.

Another reason not to email professors early is, some professors aren’t working as much over the summer.

Also, they might be heads down and writing a book or doing research and not responding to emails quite as readily as they might during the academic year.

A template for writing an email to a potential supervisor

Here’s an example email that I used when applying for graduate programs. This is the email I wrote to the professor I’m currently working with.

Make sure to adjust this email to be compatible with your field of study.

This will give you a sense of the information you might want to mention in your email.

Title: Inquiry from a prospective graduate student Dear Professor [name], I am a (Your major) graduand from the (Your university). I’m interested in a graduate study opportunity under your supervision in your research group. I am considering applying to your department’s graduate program, one reason being that I am very interested in the work you are doing on Hydrophobic surfaces. Given that your research takes both experimental and theoretical approaches for surface analysis and development, it further encourages me to apply since it is a perfect confluence of my research interests. I particularly enjoyed your paper “(Paper that you’re interested in)” and possibly see myself doing that kind of work. My own research interests relate to surface and interface science, computational materials science, thin films and coatings, and electrochemistry. I graduated with a (Your overall GPA) and a (CGPA) in the last two years of undergraduate study and am currently working as a researcher for eight months at [institute], a world-leading manufacturer of weight measurement technologies. At [institute]’s research lab, I am implementing studies on the micro throwing power of watt’s type baths by electrochemical simulations (COMSOL Multiphysics), ideally targeting to enhance Ni20Cr thin films’ surface wettability. I have just submitted an article on my current research findings, which was accepted by Materials Today: Proceedings. I have attached our recent publication and other relevant documents with more details. I am wondering if you will be considering taking on new PhD advisees for September intake or if you have suggestions for other faculty I should reach out to. I would be happy to answer any questions or have an online interview if more information would be helpful. ( Your signature )

You will find more tips of writing the perfect email to a potential supervisor here .

First and foremost, do not forget to do your homework before writing an email to a potential supervisor.

Do not send the same email to every professor that you choose.

Although it seems like a lot of work, do your research first and write a specific email for each supervisor. You can always use similar phrases here and there but never use the same template because a professor who receives many such emails can easily understand what you are doing.

And, that is not a good first impression.

If you want to have a robust application, you need to research what faculty are doing.

Also, note that my email word count is nearly 250. Not including many things in your email is also essential when writing an email to a potential supervisor.

Professors are always busy. They do not have to spend more than 1 or 2 minutes on an email. So you must know to impress the professor within that time frame, or your email will go straight to the junk folder.

Note that I also mentioned a paper that I was interested in. This is optional. But if you decide to mention a paper, make sure that you understand the basic concepts of that paper. Because, if this email leads to a quick interview, they might ask some questions from the paper. If that happens, you don’t want to embarrass yourself.

But just mentioning the general research area is more than enough for the first email because it shows that you’ve done your homework.

Also, it’s very important to mention that your research interests and the supervisor’s current area of research are similar.

It doesn’t have to be exactly the same.

But it should be in the same domain. In this example, my prospective supervisor (When I was writing this email) was working on a combination of physical chemistry and computational modelling. The interests I mentioned align with what he was interested in. But they are not precisely the same.

Maintain an effective email management system

At the time I was writing to potential supervisors, I was working full-time in a research lab. My work schedule was 10 hours a day. So, it took me a while to begin writing to potential supervisors.

In fact, it was too late to start writing, and I was told by friends to wait until next year to apply. They have already contacted supervisors and secured graduate positions at this point.

This is when I snapped out of my procrastination bubble and began thinking about how to secure a graduate position. Moreover, I had very specific research interests, so getting into a graduate program has already been challenging in the first place.

Before contacting professors, I also reviewed their profiles at hundreds of universities to find relevant labs.

Therefore, I needed a robust and efficient system for emailing potential supervisors. After a few tweaks, I created an effective yet simple system for managing graduate applications.

I use the notion app to build my graduate application management system.

It only took me two weeks to find professors whose research interests were similar to mine. And I have secured a graduate position in a lab conducting the exact research I was interested in.

You can grab the template by clicking the link below.

Do not directly ask for a meeting

Something else that you might have noticed that the email was ended with :

” I would be happy to answer any questions or have an online interview if more information would be helpful.”

There are lots of different ways that you could do mention this.

However, you may want to leave the option open without directly demanding a meeting.

Because if that prospective professor is not taking new advisees for the term, it would not be a great use of either of your time to have a meeting.

If the professor wants to talk more to you, they might be the one to suggest a meeting.

Or wait until you get a reply from them to decide to ask for a meeting, depending on their response.

They also might offer in their reply to answer questions, in which case you can ask questions in an email, or you can say,

“I do have some questions. Would you prefer email, or would it be easier for you to talk on the phone or video conference call?”

Why would you not get a reply?

But, sometimes, you might not get a reply at all.

It’s very important not to take it personally if they do not respond to your email.

My email conversion rate was 40%, which means that I haven’t heard anything 60% of the time.

Believe it or not, professors receive more than 100 emails per day when the deadlines are closer. So, there is a bigger chance that the professor hasn’t even seen your email.

Maybe your research background does not properly align with what they are looking for from a graduate student to join their lab. Here’s a reply I received from a professor mentioning this issue.

There are other reasons to why you haven’t heard when you write an email to a potential supervisor.

• The applicant has no clear idea about their research interests.
• There are no vacancies in their labs to accommodate new students.
• Your email is poorly drafted, and you have not specifically addressed that particular professor.
• You copy many professors in a single email.
• There’s no subject on the email.

Types of responses you might get

If you don’t hear back from a professor, do not assume that that means you shouldn’t apply to that program, or you shouldn’t mention them in your statement of purpose.

You can’t assume that a non-response means that they have no interest in your application.

It’s possible that when you reach out to someone, they might be excited to talk to you.

Many of the kinds of conversations you might have in a pre-application discussion with a faculty member might be pretty similar to the type of conversation you would have after you’ve applied.

So, it’s helpful to have a meeting/interview with a professor this way.

Also, if a professor suggested looking for other faculty members, you should email them. 

Because those suggested professors might work in a research area that you might be interested in. It might also be a signal for people who have funding or actively recruiting new students.

So, research them and consider reaching out to them if they mention someone specific.

You might also get a very vague reply such as :

“Thank you for reaching out. I look forward to seeing your application.”

You do not have to take that as a bad sign; it just means that they’re looking forward to seeing your application.

They chose to reply to you even though they have the freedom to ignore your email. That means something. Do not lose hope.

Make sure to mention the faculty members who replied to you so that they will recognize your application in the application evaluation process.

Final words

Writing an email to a potential supervisor is an essential step in your graduate application process.

Having a clear idea about who you are writing to and why you are writing to that person is important to get a reply.

If you have gone through the same process and found some important aspects about writing an email to a potential supervisor, let us know in the comment section.

As always, be proactive, be kind and try to help one another!

Images courtesy : Mail vector created by stories – www.freepik.com , Business photo created by creativeart – www.freepik.com , phdcomics , Image by Freepik

Aruna Kumarasiri

Founder at Proactive Grad, Materials Engineer, Researcher, and turned author. In 2019, he started his professional carrier as a materials engineer with the continuation of his research studies. His exposure to both academic and industrial worlds has provided many opportunities for him to give back to young professionals.

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Very useful article. Thank you so much for sharing your experiences. I want to know about followup emails. How long we have to wait ?

I’m glad this article was helpful to you, Poornima!

Professors sometimes do not respond to emails for the following reasons: (1) They are genuinely busy. (2) They do not have funding to support your education and (3) Their inboxes are flooded with emails every day, and responding to them all can be a challenge.

Although the time to write a follow-up email depends on your own circumstances, give them a reasonable amount of time to respond. It is a good idea to wait at least one week before sending a follow-up email.

You can read our other blog posts to learn more about writing follow-up emails .

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Tips for contacting a thesis supervisor

When you are emailing a potential thesis supervisor it’s important that your communications are professional – first impressions matter! Your email should be formal, in many ways similar to a job application letter. Below are some tips to help you get off to a good start.

Email etiquette

• Start with a proper salutation such as “Dear” (not “Hey”)
• Use the academic’s first name or title and surname (e.g., Lauren or A/Prof. Kark)
• Conclude your email with a formal sign-off such as “Kind regards” or “Sincerely”

Introduce yourself

• Provide the academic with an overview about yourself – what you are studying, the research area or topic you are interested in and when you hope to start your thesis
• Provide a brief statement about why you’re interested in the topic or area and what you think you might bring to the project
• Remember to show your eligibility and enthusiasm!
• In your email suggest a meeting to further discuss the project
• Thank the academic for their time and consideration
• Be patient if you don’t hear from the academic immediately. If there is no reply after a week or two, it may be worth sending a polite follow-up email

UG Thesis FAQs

Visit this section for general information about the Undergraduate Thesis.

5 Effective Email Samples for PhD Supervisors: How to Write an Impressive Request or Update Email for Your Research Advisor

Are you looking for the perfect email sample to send to your PhD supervisor? Look no further! In this article, we provide you with examples that you can edit to suit your specific needs.

Crafting an effective email to your PhD supervisor can be a daunting task, but fear not! We have compiled a list of templates that will help you articulate your thoughts in a clear and concise manner. Whether it’s a progress update, feedback request, or a general inquiry, our templates can be adapted to fit your needs.

The importance of an effective email cannot be overstated. A well-written email will help establish a positive working relationship with your supervisor and convey professionalism. It will also help to ensure your message is received and acted upon in a timely manner.

So, whether you’re in the early stages of your PhD journey or nearing the end, take advantage of our email samples and improve your communication with your supervisor. With these templates, you’ll be able to save time and focus on what really matters – your research.

Without further ado, let’s dive into the examples!

The Best Structure for Email Sample for PhD Supervisor

When it comes to crafting an email to a potential PhD supervisor, structure is key. A well-structured email is more likely to catch the reader’s attention and convey your message effectively. Here are some tips for structuring an email sample for a PhD supervisor, inspired by Tim Ferriss’ writing style.

Subject Line

Your subject line should be clear and specific. It should briefly summarize the content of your email and capture the recipient’s interest. Avoid using vague or generic subject lines, as they are less likely to attract attention. Try to include your name and the purpose of your email in the subject line.

Introduction

Start your email with a brief introduction. This should include a polite greeting, your name, and a sentence or two about why you are reaching out to the recipient. Be concise in your introduction, as you want to avoid overwhelming the reader with too much information upfront.

Provide some background information that will help the recipient understand who you are and why you are interested in their work. This could include your educational background, research interests, and any relevant experience you have. Be sure to emphasize why you are interested in working with this particular supervisor.

In the body of your email, clearly state the purpose of your email. This could be a request for a meeting or a discussion about potential research opportunities. Be specific about what you are asking for, and keep your email concise and focused.

End your email with a polite closing, thanking the recipient for their time and consideration. Be sure to include your contact information, such as your phone number and email address, in case the recipient would like to follow up with you.

In conclusion, crafting an effective email sample for a PhD supervisor requires attention to structure. By following these tips inspired by Tim Ferriss’ writing approach, you can create an email that is clear, concise, and effective in conveying your message to a potential supervisor.

Seven Email Samples for PhD Supervisor

Requesting a letter of recommendation for phd application.

Dear Professor ____________,

I hope this email finds you well. I am writing to ask if you would be willing to write me a strong letter of recommendation for my PhD application to _________________. As you may remember, I worked with you as a research assistant on various projects, including ________________________________.

My passion and dedication towards __________ (name a specific area of research) has only grown during my time as a research assistant under your guidance. Therefore, I believe that with your support, I can make a strong case to the admissions committee.

I understand that writing a letter takes time and effort, and I would be more than happy to provide you with any information you may need to help. Please let me know if this is something you would be interested in, and I will send over my resume, statement of purpose, and any other necessary documents.

Thank you in advance for your time and consideration.

Best regards, _______________

Requesting a Meeting to Discuss Research Ideas

I hope this email finds you well. I am writing to request a meeting with you to discuss potential research ideas in the field of __________ (name a specific area of research) that I am interested in pursuing as part of my PhD studies.

I am particularly interested in your research in this area and would appreciate the opportunity to hear your thoughts on the viability of my research ideas. Moreover, I would love to learn more about the current projects that your research group is working on and how I can contribute to them.

I understand that you have a busy schedule, and I am happy to work around your availability. Please let me know what dates and times work for you, and I will make sure to accommodate them accordingly.

Requesting Feedback on a Research Proposal

I hope this email finds you well. I am writing to request your feedback on a research proposal I am currently working on. As you remember, we had several discussions on this topic during my time as a research assistant.

As I work towards writing my proposal for my PhD dissertation, I would appreciate the opportunity to have your input on my current draft. I believe that your expertise and knowledge will be incredibly valuable in helping me refine my research question and developing a viable methodology.

I understand that you have a busy schedule, but I would highly appreciate any input and suggestions you could provide on my proposal. I am happy to work around your availability and can meet with you in person or over video conferencing.

Thank You Email for Providing a Recommendation Letter

I hope this email finds you well. I just wanted to take this opportunity to thank you for providing a strong letter of recommendation for my PhD application. I was thrilled to learn that I have been accepted into the program and that your letter helped in making the decision.

Your support and guidance have been invaluable throughout my academic journey, and I am grateful for the opportunity to work with you as my supervisor. Once again, thank you for taking the time to write such a thoughtful recommendation letter.

Requesting a Recommendation Letter for a Job Application

I hope this email finds you well. I am writing to request if you could provide a letter of recommendation for a job application. The job is in the field of __________ (name a specific area of research), and I believe your recommendation would be a valuable addition to my application.

As a research assistant on various projects, including ________________________________, I have had the opportunity to learn from and work closely with you. Your guidance and mentorship have played a significant role in shaping my academic and professional aspirations.

If you are available, I would be happy to schedule a meeting to discuss more about the position and why I think it would be an excellent fit for my career goals.

Requesting an Extension on a Deadline

I hope this email finds you well. I am writing to request an extension on the upcoming deadline for my dissertation proposal. Due to unforeseen circumstances, I have been unable to dedicate as much time and attention to my proposal as I would have liked.

I understand the importance of meeting deadlines, and I apologize for any inconvenience this may cause. However, I remain dedicated to completing my proposal to the best of my abilities and making significant contributions to the field of __________ (name a specific area of research).

If you could grant me a few extra days, it would allow me to complete my proposal to the standards that I know you will expect. Thank you for your understanding and ongoing support.

Expressing Gratitude for Support and Mentorship

I hope this email finds you well. I just wanted to take a moment to express my sincere gratitude for your ongoing support and mentorship during my PhD studies. Your expertise, guidance, and encouragement have played a significant role in shaping me as an academic, researcher, and person more generally.

As I prepare to defend my dissertation, I realize how vital your support has been throughout my academic journey. Your willingness to help, challenge me, and provide feedback on my research has allowed me to grow both professionally and personally.

Once again, thank you for everything you have done for me. I hope that our professional relationship can continue even post-PhD, and I am committed to staying in touch.

Tips for Writing an Email Sample for PhD Supervisor

When you are searching for a PhD supervisor, it is essential to make a good impression while contacting them. Your email sample must be professional, short, and precise.

Here are a few tips for writing an email sample for a PhD supervisor:

• Introduce yourself: Begin your email by introducing yourself, highlighting your educational background, research experience, and research interests with the potential supervisor.
• Express your interest: It is essential to exhibit enthusiasm about their research, expressing your interest in working with them, and explaining your reasons for choosing that specific supervisor
• Do your research: Before sending an email, do thorough research on the supervisor’s research area, current projects, previous work, and the university. This will enable you to tailor the email sample to their interests and show that you have done your homework.
• Keep it concise: Short emails are more effective than long ones. In your email, explain your research background and propose a brief outline of your potential research and how it aligns with their research interests.
• Attachments: If you have a research paper, thesis, or any other relevant attachment that displays your skills and experience, attach it with the email to demonstrate your competencies and abilities.
• Formal Tone: Your email sample must exhibit a professional tone and be addressed to the supervisor respectfully using the appropriate title. Avoid informal or colloquial language.
• Proofread your email: Ensure to proofread your email sample multiple times to eliminate any grammatical errors, spelling mistakes, or typos. Poorly written emails may negatively impact your chances of being accepted as a PhD student.
• Follow up: Finally, if you do not receive a reply after a week, a polite follow-up email sample can confirm whether or not your email was received and allow you to continue with the proper communication.

Writing an email sample to a potential PhD supervisor can be intimidating, but following the above tips will help you craft a compelling email sample that can land you a PhD position. Remember, your goal is to impress the potential supervisor and differentiate yourself from the competition by showcasing your interest, research experience, and your alignment with the supervisor’s research interests.

FAQs related to Email Sample for PhD Supervisor

What should i include in the subject line of my email to my phd supervisor.

Make sure to include your name, the purpose of the email, and any important information such as the title of your thesis or the date of your next meeting.

How should I address my PhD supervisor in the email?

Use their formal title (e.g. Dr. or Professor) and their last name. If your relationship with them is more informal, you can use their first name with permission.

What information should I provide about my progress in my email?

Include a brief summary of what you’ve accomplished since your last meeting, any challenges or questions you have, and any upcoming deadlines you need to meet.

How should I close my email to my PhD supervisor?

End your email with a polite and professional closing such as “Thank you for your time” or “Sincerely.”

What is the recommended length for an email to my PhD supervisor?

Keep your email concise and to the point. Aim for no more than a few paragraphs.

Is it appropriate to ask for feedback on my work in the email?

Yes, it’s appropriate to ask for feedback on your work. However, be specific about what you’d like feedback on and be sure to acknowledge your supervisor’s time and expertise.

How soon should I expect a response to my email?

Your supervisor may have a busy schedule, but they should respond to your email within a few days. If you don’t hear back, you can send a follow-up email or approach them in person.

Should I attach any documents to my email?

If you have any relevant documents to share, such as a draft of your thesis or a presentation for your next meeting, attach them to your email. Be sure to explain the purpose of each attachment in your email.

What should I do if I need to cancel or reschedule a meeting in my email?

If you need to cancel or reschedule a meeting, apologize for any inconvenience and suggest some alternative times that work for you. Be respectful of your supervisor’s time and schedule.

Signing Off

All right, folks, that’s a wrap. I hope this email sample for a Ph.D. supervisor helps you to make a great first impression. Remember, you want to give the impression of being respectful, concise, and capable. And, of course, don’t forget to double and triple check your spelling and grammar. Thanks for taking the time to read this article – I appreciate it. Be sure to come back soon for more tips, tricks, and useful information. Until then, happy emailing!

• Sample Email to Professor for PhD Admission: Tips and Examples
• Sample Email From Student to Academic Advisor: A Guide for Effective Communication
• Sample Email to Academic Advisor: How to Write a Professional Message
• 10 Effective Academic Advisor Email Sample Templates to Inspire Your Communication
• How to Write a Perfect Potential PhD Supervisor Email Sample
• 10 Proposal Email Sample to Client Templates for Winning Projects

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How do I email my supervisor? Part two – the thank you note.

The questions might be naive, but I do want to learn more about the “Australian” way of sending regards to supervisors. My supervisor invited me to a formal business dinner this week with some other professors. As a PhD student who just started research, I felt thrilled about this occasion. He will be on his sabbatical leave soon and we will continue to contact via email, once a month. From the culture of my own country, I should send my supervisor an email containing all the following items. However, I am also thinking about the concerns listed in the brackets. I am not sure whether such a personal email is too far for this more professional supervisor-student relationship in Australia. Thanks again for the dinner. (I have already expressed my gratitude orally and in a previous email. Will this be tedious?) Thanks for all his guidance and caring for the past several months. (But it sounds like a concluding remark, which might not be proper at this time.) Have a safe journey. (A must-say in my hometown. But I was told it was considered odd, or even rude by some Americans. The main reason for this email.) Enjoy the sabbatical leave. (Enjoy?) I will work hard during this period. (Another must-say. But I have never heard students promise this in western countries.) I am struggling between my rational brain and emotional brain, as well as two different cultures. Looking forward to hearing from you. Warm regards, Courteous Student

Here is what I wrote back:

Dear Courteous,

Inter-cultural communication is, indeed, delicate work. Add to that the stress of playing the role of ‘junior’ colleague in academia… let’s just say, it’s challenging. Even students raised in the same culture as their supervisor can struggle with this kind of communication task, which is why it is an excellent topic for a blog post!

When we write a letter, we are playing a role. Think about a letter you would write to a friend while you are on holiday vs a letter you would write to a politician, complaining about Australia’s refugee policy. Want to sound happy and affectionate to your friend and angry and persuasive to the politician. You are a different person when you write each letter. You play the role through your choice of greeting, the words you use, expressive punctuation and so on. For instance, you would not sign off an angry letter to a politician with “with love”; the recipient of your letter will feel very weird, and you will have failed to communicate.

Unlike other parts of formal education, you do not have a ‘social ritual’ that will guide you in everyday interactions with your supervisor; the relationship will emerge and develop over time. Each supervisor / PhD student relationship is unique. I have a very different kind of relationship with every PhD student I supervise, even though I like to think I approach everyone the same way. When the communication is electronic, the interaction problem is magnified because you don’t have live feedback from the person to judge and adjust your performance. Too casual? Too formal? It’s tough to find the right tone, especially at the beginning of your working relationship.

The ‘meta’ problem here is that you do not have a well-defined role to play. Are you a student? A junior colleague? A friend? You can be all three at the same time, or just one, depending on how the relationship between yourself and your supervisor evolves. Even if you do get to the ‘friends’ end of the spectrum, there will still be a power relationship that is unequal; at least until you graduate and in all likelihood, beyond. Recently I met my delightful and supportive masters supervisor at a social event, completely by chance. I studied with her 18 years ago now (!). Back then we were in almost daily contact, even though now we speak but rarely. We certainly became friends, after a fashion. But I still feel like a junior colleague when I talk to her. She’s the most unthreatening, lovely person you can imagine, so this wasn’t from anything she did at the time, or since.

It’s tricky, so let’s tackle it one letter at a time. Here’s what I would write, based on your list of what you want to express. My explanation for every sentence is in square brackets. Reading these notes gives you a sense of how difficult it can be to negotiate the supervisor/student power relations, even in a very everyday piece of correspondence:

Dear [whatever you call him/her – in Australia, most supervisors are more comfortable with first names from PhD students]

I hope you enjoy your sabbatical [‘enjoy’ is an entirely appropriate here – us academics are nerdy and a sabbatical is a dream come true!] . I appreciate all your guidance and care over the last couple of months [keep emotional stuff short and to the point, but don’t forget to include it. If you’ve already thanked by email for the dinner, don’t do it again because in Australia this will feel overbearing. We are not good with gratitude. Maybe it’s a convict thing?] . I plan to work on [insert something general, but specific here like your upcoming milestone presentation. Being specific shows your supervisor that you are confident and have things under control and that you have listened to their advice] over the next couple of months. I’m looking forward to our emails/touching base [this sentence confirms your agreement about communication over the next little while, so he/she knows you understand. The second mode of expression ‘touching base’ is more casual, depends on whether you feel your relationship is moving in that direction or not]  every two weeks. Do let me know if you need to change this arrangement for any reason [indicates you are flexible and understand the nature of his/her leave – gives them something to thank you for, an important ingredient of this sort of communication. In English, saying thanks demands another thanks and sometimes it’s hard to know how to stop the cycle. One reason why emojis are so useful in text messaging!] . Safe travels! [this is a casual way of wishing someone all the best on a journey – not offensive and entirely appropriate. you can choose whether you use the exclamation mark – makes it sound more ‘jaunty’ if you do, thus decreasing the emotional content].

[your usual sign off … mine is ‘best’ if I don’t know a person that well or just my initial in lower case: “i”, if they are a colleague-friend ]

Have you ever struggled to find the right ‘tone’ to email your supervisor? What were you trying to say? Did you manage to communicate well, or not? Love to hear your stories in the comments – from your issues, more blog posts might come!

Related posts

How to email your supervisor (or the tyranny of tiny tasks and what you can do about it)

Five ways to avoid death by email

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The Thesis Whisperer is written by Professor Inger Mewburn, director of researcher development at The Australian National University . New posts on the first Wednesday of the month. Subscribe by email below. Visit the About page to find out more about me, my podcasts and books. I'm on most social media platforms as @thesiswhisperer. The best places to talk to me are LinkedIn , Mastodon and Threads.

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Sample Email for Thesis Supervisor

In the academic world, seeking guidance and support from a thesis supervisor is crucial. Crafting a well-structured email to your thesis supervisor can make all the difference in establishing effective communication. In this article, we provide a comprehensive guide on composing a compelling email to your thesis supervisor. Along with practical tips and best practices, we present a collection of sample emails that you can personalize and adapt to suit your specific needs. Whether you are seeking guidance, requesting feedback, or scheduling a meeting, these email templates will assist you in effectively conveying your message while maintaining professionalism.

Crafting a Sample Email to Your Thesis Supervisor

Sending an email to your thesis supervisor is a common occurrence throughout your academic journey. Whether you have a question, need guidance, or want to share an update, crafting an effective email is essential for clear communication. Here’s a comprehensive guide, broken down into sections, to help you write a well-structured email.

1. Subject Line: Clear and Concise

The subject line is the first impression you make, so keep it concise and informative. Clearly state the purpose of your email in a few words. For example: “Question About Chapter 3 Analysis” or “Update on Literature Review.”

2. Greeting: Formal Yet Friendly

Start the email with a formal greeting such as “Dear Professor [Supervisor’s Name]” or “Hello Professor [Supervisor’s Name]. If you have a close relationship with your supervisor, you can use a more informal greeting like “Hi [Supervisor’s Name].”

3. Introduction: Brief and Relevant

In the first few sentences, briefly introduce yourself if it’s your first time emailing your supervisor. State your name, program, and year of study. Then, mention the purpose of your email. Be direct and avoid rambling.

4. Body: Organized and Clear

Organize the body of your email into distinct sections. Each section should address a specific question, concern, or update. Use clear and concise language that’s easy to understand. Avoid using jargon or overly technical terms unless necessary. If you have multiple questions, list them separately for clarity.

5. Attachments: Include When Relevant

If you’re sending any attachments, such as a draft chapter or a research proposal, mention them in the body of the email. Clearly state the purpose and relevance of the attached document.

6. Closing: Polite and Professional

Conclude your email with a polite closing such as “Thank you for your time and consideration” or “I appreciate your assistance.” Restate your request or question if appropriate.

7. Signature: Complete and Professional

Use a professional email signature that includes your full name, program, year of study, and contact information. This ensures that your supervisor can easily identify you and reply to your email.

Remember, your email should be clear, concise, and easy to understand. Proofread your email carefully before sending it, and ensure there are no grammatical or spelling errors.

Sample Emails for Thesis Supervisor

Requesting a meeting to discuss progress.

Dear [Supervisor’s Name],

I hope this email finds you well.

I’m writing to request a meeting with you to discuss the progress of my thesis. I’ve made significant progress in recent weeks, and I’d like to get your feedback on my current findings and methodology.

I’m available to meet at your convenience. Please let me know when you might be free to meet.

Thank you for your time and consideration.

[Your Name]

Seeking Approval for Thesis Topic

I’m writing to seek your approval for my thesis topic. I’ve been working on developing my research proposal, and I’d like to get your feedback on my proposed topic.

The topic I’m interested in exploring is [Your Thesis Topic]. I believe this topic is relevant, timely, and has the potential to make a significant contribution to the field.

I’ve attached my research proposal for your review. I would appreciate it if you could take some time to look it over and provide me with your feedback.

Inquiring About Thesis Resources

I’m writing to inquire about the availability of resources for my thesis research. I’m particularly interested in finding [Specific Resources You Need].

Could you please provide me with information on where I might be able to find these resources? I would also appreciate any suggestions you have for additional resources that might be helpful for my research.

Thank you for your time and assistance.

Reporting Thesis Milestones

I’m writing to provide you with an update on the progress of my thesis. I’m pleased to report that I have successfully completed the following milestones:

• [Milestone 1]
• [Milestone 2]
• [Milestone 3]

I’m on track to complete my thesis by the deadline. I will keep you updated on my progress and let you know if I encounter any challenges.

Thank you for your support and guidance.

Requesting Supervisor’s Feedback

I’m writing to request your feedback on my thesis. I’ve completed a draft of my thesis and would greatly appreciate your feedback on its content, structure, and overall quality.

I’m particularly interested in your feedback on the following aspects of my thesis:

• [Specific Areas of Feedback You Would Like]

I’ve attached the draft of my thesis for your review. Please let me know if you have any questions or need any additional information.

Appreciating Supervisor’s Guidance

I’m writing to express my sincere gratitude for your guidance, support, and encouragement throughout my thesis journey.

Your expertise and insights have been invaluable to me in developing my research and completing my thesis. I appreciate your patience, encouragement, and willingness to go the extra mile to help me succeed.

I am confident that the skills and knowledge I’ve gained during my research will serve me well in my future career. I am grateful for the opportunity to have worked with you and to have learned from you.

Thank you again for everything.

Providing Thesis Submission Update

I’m writing to inform you that I have submitted my thesis for review. I’ve followed the submission guidelines and ensured that all the required documents are included.

I understand that the review process may take some time, and I’m patient enough to wait for the results.

Thank you for your support and guidance throughout my thesis journey. I greatly appreciate your help in making this milestone possible.

If you have any questions or need any additional information, please don’t hesitate to contact me.

An effective email to your thesis supervisor is crucial for ensuring clear communication and maintaining a positive working relationship. Here are some tips and examples to help you craft a well-written email:

Subject Line:

Salutation:.

• Use a formal greeting such as “Dear [Supervisor’s Name]” or “Professor [Supervisor’s Name].”
• Start with a brief introduction, including your name and student ID.
• Clearly state the purpose of your email. For example, if you’re requesting feedback on your thesis outline, mention that you’ve attached the outline for their review.
• Be specific about what you need from your supervisor. If you’re seeking guidance on a thesis topic, provide some background information and explain what aspects of the topic you’re struggling with.
• Be polite and respectful. Use formal language and avoid slang or colloquialisms.
• Thank your supervisor for their time and consideration.
• End with a polite closing, such as “Sincerely” or “Best regards.”

Example 1: Requesting Feedback on Thesis Outline

Subject: Request for Feedback on Thesis Outline

Dear Professor [Supervisor’s Name],

My name is [Your Name], and I’m a student in your [Course Name] class. I’m currently working on my thesis and would greatly appreciate your feedback on my thesis outline.

I’ve attached the outline to this email for your review. I’ve included a brief overview of each chapter, as well as a list of sources I plan to use.

I’m particularly interested in your feedback on the following aspects of my outline:

• The overall structure and organization of the thesis.
• The clarity and specificity of my research questions.
• The relevance and significance of the sources I’ve chosen.

I’m available to meet with you during your office hours to discuss my thesis outline in more detail. Please let me know if you have any availability in the coming week.

Example 2: Seeking Guidance on Thesis Topic

Subject: Seeking Guidance on Thesis Topic

My name is [Your Name], and I’m a student in your [Course Name] class. I’m currently in the process of selecting a thesis topic and would greatly appreciate your guidance.

I’m interested in exploring the following broad topic areas:

• [Topic Area 1]
• [Topic Area 2]
• [Topic Area 3]

Within these broad areas, I’m particularly drawn to topics related to:

• [Specific Topic 1]
• [Specific Topic 2]
• [Specific Topic 3]

I’ve conducted some preliminary research on these topics and have found a few potential sources that I think would be relevant to my thesis. However, I would greatly appreciate your input on which topic you think would be most suitable for a thesis, given my interests and the resources available.

I’m available to meet with you during your office hours to discuss this further. Please let me know if you have any availability in the coming week.

FAQs: Sample Email for Thesis Supervisor

1. What should I include in the subject line of the email?

Keep the subject line concise and informative. Include key information like the purpose of the email, the thesis topic, and your student ID. For example: “Request for Thesis Supervisor: [Thesis Topic] – [Student ID]”.

2. How do I address the thesis supervisor in the email?

Use formal and respectful language. Begin the email with a proper salutation, such as “Dear [Supervisor’s Name]” or “Professor [Supervisor’s Name].” If you’re unsure of the supervisor’s gender, use their full name without a title.

3. What information should I include in the body of the email?

Introduce yourself and briefly explain why you’re contacting the supervisor. Include relevant information such as your academic background, research interests, and qualifications that make you suitable for the thesis topic. Attach your CV or resume if it’s relevant.

4. How do I express my interest in working with the thesis supervisor?

Clearly state your interest in working under the supervision of the professor. Explain why their expertise and research interests align with your own academic goals and research interests. Highlight how you believe their guidance can contribute to the successful completion of your thesis.

5. What if I’m applying for multiple thesis supervisors?

If you’re applying to multiple supervisors, indicate that you’re also sending applications to others. This shows transparency and respect for their time. Mention that you’re genuinely interested in working with them and will promptly respond if selected.

6. How do I express my willingness to meet in person or via video call?

Towards the end of the email, politely ask if the supervisor is available for a meeting in person or via video call to discuss the thesis topic and research plans in more detail. Provide your availability and suggest potential dates and times.

7. How do I end the email professionally?

Conclude the email by thanking the supervisor for their time and consideration. Reiterate your interest in working with them and express your eagerness to hear from them. Use a polite closing, such as “Sincerely,” followed by your full name.

Wrapping Up

Alright folks, that’s all we’ve got for you today on the subject of writing emails to your thesis supervisor. I know it can be a daunting task, but I hope this article has helped you feel a little more confident in your ability to do it.

Remember, your supervisor is there to help you, so don’t be afraid to reach out to them with any questions or concerns you may have. They’re also a great resource for advice and guidance, so take advantage of their expertise.

Thanks for reading, and be sure to check back later for more helpful articles on all things thesis-related. Ciao for now!

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Master thesis: emails to a dissertation supervisor

i have finished all my classes and now I should start my master thesis. But first of all, I need to write an email to prof. and ask him about the available topic for the master thesis. How to write this email? does anyone have experience with that?

This is better handled in person, rather than by email. You will get a more useful answer and be able to explore options. I would only use email if there were no face-to-face options available. Bring a printed CV to any such meeting in case the professor wants more information on your background. Mention in the CV any projects you have done. And make sure you know at least a bit about the professor's research interests before you meet.

But if you need an email structure it so that you give some information, but don't make it difficult to read or necessary to read everything. First ask, then say something about yourself and your background and interests. Try to keep it short and it will be more likely to be read. Anything very long (like a CV) can be an attachment, but probably isn't necessary for an initial contact. I assume that the professor will, if interested, ask for a face to face meeting in most cases. Again, make sure you have an understanding of the research interests of the professor and that they match your own.

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• How to Email a Potential Supervisor
• Applying to a PhD

It’s well known that contacting a potential PhD supervisor before applying to their position can greatly increase your chances of success. Unfortunately, it also works the opposite way.

The good news is that leaving a great impression is much simpler than you would think; it simply comes down to how you structure your first email.

To learn how to email a potential supervisor the correct way, follow our guidelines below.

Guidelines for Your First Email

1. do your research.

Before contacting a supervisor, you need to have researched them. Hopefully, you would have already have done this before deciding that they would be suitable for your project. However, if you haven’t, read up and learn about their research.

This is important to confirm that your project is relevant to the supervisor and that they have suitable expertise to support you.

As well as information about their research and recent publications, you can find their email address on their University’s academic profile page. Their email address should also be available in the PhD listing you originally saw the position.

2. Use a Clear Subject Line

Use a short subject line which clearly shows your intention. Supervisors receive countless emails a day from students, other professors, external collaborators and research bodies. Therefore, an unclear subject line will probably go unnoticed in their busy inbox.

Good examples of subject lines include:

• Enquiry for NERC-funded PhD in Climate Change
• Prospective Applicant – EPSRC – Material Science PhD

If the University provides a reference number in the PhD listing you found the position, ensure you include it at the end of your subject line.

3. Address Them

Always start your email with “Dear” followed by the supervisor’s surname.

Make sure you use the supervisor’s correct title. Starting an email to a professor with “Dear Dr” rather than “Dear Professor” won’t only annoy them but will imply you have poor attention to detail. Therefore, using the wrong title will immediately set a poor impression and sometimes may even be enough for the supervisor to stop reading your email.

4. Introduce Yourself and State Your Intentions

First, introduce yourself by providing the following information:

• Your academic qualifications
• Your level of experience

Second, indicate that you are interested in undertaking a doctoral research project. If you’re emailing regarding a specific project, then provide its title.

If the University isn’t offering projects with pre-defined titles, then instead indicate which specific areas of the research field you are interested in. When expressing your research interests, also discuss why you are interested in having them as your supervisor. In your explanation, include relevant examples of their recent work and relate it back to your research topic. This will show the supervisor that you have thought about the direction of your research and have undertaken detailed research around the topic. It will also show that you’re familiar with their work. This won’t only help build rapport but will also show the supervisor that you believe he will be a good match for you.

After discussing your interests, confirm that you meet the eligibility requirements and move on to discuss your funding situation. If you intend to apply for funding or a scholarship on acceptance into your programme, mention this and list the names of the funding bodies and scholarships you will be applying to.

5. Conclude

Conclude your email by reinforcing your enthusiasm for the position and summarising why you think you’d make a great research student.

In addition to this, you could also suggest a meeting as a way for the two of you to discuss the contents of your email. This isn’t required but does sometimes make it easier for the supervisor if they have a lot to discuss.

6. Thank Them

Thank the supervisor for their time and end your email with “Kind regards” followed by your first and last name in full.

Email Etiquette

Attach Supporting Information

Your goal should be to make the exchange as simple as possible for the supervisor. Therefore, attach any supporting information such as your CV if you expect they may ask for it or find it useful. This will save them having to email you back asking for further information should they need it.

Keep It Brief

As mentioned above, supervisors won’t have time to keep going back and forth, therefore, avoid vague statements or being too broad about your interests.

Whilst it’s OK to email several potential supervisors offering similar positions, ensure you tailor each one so it’s relevant to the specific supervisor you’re emailing. If your email is too generic, they’ll likely think you repurposed it from one of your earlier emails to another supervisor and so choose to ignore it.

Lastly, before you hit send, read over your email and confirm it’s free from any grammatical mistakes. As a postgraduate student applying to a PhD position, your email needs to be error-free.

Be Patient With Follow-Ups

Supervisors are extremely busy people. They have classes to teach, research students to supervise and several independent projects to lead. Therefore, don’t be too disheartened if you don’t hear back from them right away.

If you don’t receive a reply after a week, send them a polite follow up. If they still don’t get in contact after another week, they’ve likely either stopped accepting applicants are too overwhelmed to process their inbox. In these cases, it’s best to start looking for alternative supervisors.

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How to Email a Professor for PhD and MS Supervision

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How to email a potential supervisor

Tips and templates for how to ask an academic to supervise your research project.

Compose your email carefully

• Use your ANU email address; by policy, ANU staff can only communicate with ANU students through your ANU email address.
• Use an informative, brief subject line.
• Use formal language (no emoticons, abbreviations, etc.)
• Address a potential supervisor as Dr (appropriate for anyone with a PhD) or Prof.
• Be direct. Introduce yourself and your reason for emailing.
• State if you are interested in a course project, an honours project, or a masters project.
• If you are interested in a specific project or topic mentioned on the website, explain why.
• If relevant, mention a paper you read and why it was interesting to you or a question you have.
• Ask to schedule a meeting and suggest several times that suit you.
• Acknowledge that the potential supervisor may be busy and provide them the opportunity to suggest alternate times.
• Sign using your legal name, as well as any name a staff member may know you by.
• Attach a CV and your Statement of Results (from ISIS). 

After you email

• Don’t take it personally if the potential supervisor doesn’t respond immediately! Researchers travel, teach, do research, supervise students, serve on university committees and are very busy.
• If you don’t hear back in a week or so, you can send a brief, polite follow-up email.
• You should respond promptly if the researcher emails you, thank the supervisor for the response, and respond to any questions.
• If the potential supervisor asks to be addressed by a first name or signs an email with a first name, you can address future emails using the potential supervisor’s first name.

Email templates

DO NOT SEND THIS EMAIL

From: [email protected] Subject: Research

I want to do research! J Im a grt student and want to learn more. What do you do research on?

TX, Student Name

DO SEND THIS EMAIL

From: [email protected] Subject: Potential research project

Dear Professor Surname , I am a year in degree at ANU and I am writing to ask about opportunities for Honours research projects in Semester 1 of next year. I did a research project on topic with names in course . Expression of interest in the topic . I am especially interested in your previous work on describe a paper or talk .

I would appreciate the opportunity to meet with you time period , but please let me know if a different time would be more suitable. I have attached my CV and statement of results to this e-mail, but if there is additional information that I have not included that you would like, I would be happy to provide it to you. Thank you for your consideration.

Sincerely, Ambitious Student

Modified from UC Santa Cruz How to Email a Research Professor .

Dear Professor X , My name is Name , and I am very interested in becoming involved in research in Subject Area . I am a X year student, and I have taken Courses and Additional Experiences . I have attached my CV and statement of results. My goal is to Goal .

I have reviewed your staff profile and am interested in the work that you have done. I was intrigued by your journal article, "Article Title." It Additional Information about Topic . I would like to get involved in research in this area because it will help me to better prepare for Goals .

Would it be possible to meet with you to further discuss Topic and my possible involvement in research? I am available Days and Times , but please let me know if a different time would be more suitable. I look forward to hearing from you.

Sincerely, Name

Modified from UC Irvine Undergraduate Research Opportunities Program .

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E-post To Dissertation Supervisor – How To Approach It

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Writing an e-post to your dissertation supervisor can feel daunting. The process is often marked with anxiety, especially when one is uncertain about the nuances of professional communication or the specific expectations of their supervisor. Efficient communication with your academic advisor is a vital factor in your process towards completing a dissertation . This guide provides practical tips on how to draught an e-post to your dissertation supervisor.

Inhaltsverzeichnis

• 1 E-post to Dissertation Supervisor – In a Nutshell
• 2 Definition: E-post to dissertation supervisor
• 3 E-post to dissertation supervisor: Style and tone
• 4 E-post to dissertation supervisor: Tips
• 5 E-post to dissertation supervisor: No reply

E-post to Dissertation Supervisor – In a Nutshell

• The first e-post to dissertation supervisor should have a clear subject title, a formal salutation, and error-free language.
• Keep your e-post to dissertation supervisor short, relevant and with a clear call to action.
• If you do not receive a response to your e-post in, say, a week, you can send a polite follow-up epost.

Definition: E-post to dissertation supervisor

There are several instances where you would need to send an e-post to dissertation supervisor, as highlighted in the list below:

• Arranging an appointment for an initial appointment of a follow-up meeting.
• Asking questions about a problem you encounter and getting clarification.
• Confirming agreements for matters you discussed.

It is a good idea to make a summary of wbonnet you and your supervisor agree on regarding issues such as deadlines and steps forward. Request your supervisor to verify your notes to ensure you agree and are completely clear on the way forward.

E-post to dissertation supervisor: Style and tone

Write your e-post to dissertation supervisor formally and use your school epost address to come across as professional (in place of your account). The guide below gives tips on writing the e-post to dissertation supervisor, the style to use and wbonnet to avoid.

Addressing your supervisor

It is best to address your supervisor formally in your first epost. Since you do not know how they would prefer to be addressed, it is better to err on the side of caution. An initial informal e-post to dissertation supervisor may send the wrong message and cast doubt your attitude and professionalism.

If your supervisor responds to your epost with their first name in the closing, e.g., (‘Sincerely Gabriel’), it may be okay to address them by their first name in the following epost. However, we recommend waiting until you have exchanged a few more eposts where they have closed informally to be extra safe.

The table below gives examples of closings and salutations you can use in your e-post to dissertation supervisor on formal and informal occasions.

Epost signature

Using an epost signature is at your discretion, although it is not necessary. However, you can model it as below if you do choose to use it or if your programme requires it:

• First name and surname
• Study programme
• Institution of study
• Telephone number
• Epost address

The e-post to dissertation supervisor must be well-written with good grammar and correct English (or any appropriate language). We strongly recommend tbonnet you proofread your e-post to dissertation supervisor carefully for any mistakes before sending it or ask another person to read it to get a fresh set of eyes on it.

A concise e-post to dissertation supervisor will display your professionalism and seriousness about your project.

E-post to dissertation supervisor: Tips

Below are some valuable tips for writing an e-post to dissertation supervisor.

Concise subject line :

The purpose of a subject line is to summarize the epost and get the reader interested. Use a short, clear summary to reinforce your call to action.

Connections :

Make sure you mention any connection you may have with the supervisor. Did you hear the professor speak at an event, or were you referred to them by a former student or their colleague?

Keep it relevant :

Dissertation supervisors are usually engaged, so stick to wbonnet is pertinent to the dissertation. For instance, do not add personal anecdotes to your e-post to dissertation supervisor unless they are essential to the application.

Do not ask long, complex questions in the e-post to dissertation supervisor :

Save any complicated questions for when you can speak to your supervisor more personally. This will allow you to get detailed answers and follow up where you are dissatisfied with a response. You will also save your supervisor the time and effort needed to write replies to your questions.

Have a clear CTA (Call to Action):

Your e-post to dissertation supervisor should be very clear and leave no doubt about wbonnet you want from them. Ask your questions as clearly as possible. You are more likely to get a faster response if your supervisor is clear on wbonnet you want.

Introduce yourself :

After requesting to work with them, introduce yourself briefly. Include your institution of study, research interests and why you are interested in working with them. We also recommend attaching your resume to the epost.

Respond as quickly as you can:

Confirm any appointments your supervisor makes, provide any information they request, answer their questions and request clarification on wbonnet you don’t understand. Taking the initiative to contact your supervisor shows tbonnet you are serious and driven. Contact your supervisor to arrange an appointment instead of waiting for them to set it.

E-post to dissertation supervisor: No reply

Supervisors will usually always respond to your eposts; however, the reply rate may vary. Do not take it personally if they do not respond to your epost immediately. Researchers also teach research and travel, and may even supervise other students.

If you don’t receive a reply in about a week, you can follow up politely. However, be careful not to look too impatient by not allowing your supervisor sufficient time to reply.

If your supervisor still does not respond after your follow-up e-post, you can contact your programme or the department secretary, who can contact you with your supervisor.

How should you approach a dissertation supervisor?

Your first e-post to dissertation supervisor should clearly state who you are and wbonnet you would like from them. It is beneficial also to mention how you heard of them, whether by attending their lectures, by recommendation, or another way.

When can I address my dissertation supervisor informally?

In your first e-post to dissertation supervisor, address them formally by their title to avoid giving the impression of unprofessionalism. If your supervisor responds with an informal closing severally, you may assume tbonnet it is alright to address them as so.

Can I contact other potential supervisors?

Yes, you can. However, when sending an e-post to dissertation supervisor, you should make it clear from the beginning tbonnet you are also contacting other potential supervisors.

This transparency will help you avoid any misunderstandings in the future.

Wbonnet should I do if I don't get a reply to my e-post to dissertation supervisor?

The response speed will vary among supervisors, as most are often engaged with other commitments. Wait for about a week, then send a polite follow-up e-post to dissertation supervisor.

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Reference Examples

More than 100 reference examples and their corresponding in-text citations are presented in the seventh edition Publication Manual . Examples of the most common works that writers cite are provided on this page; additional examples are available in the Publication Manual .

To find the reference example you need, first select a category (e.g., periodicals) and then choose the appropriate type of work (e.g., journal article ) and follow the relevant example.

When selecting a category, use the webpages and websites category only when a work does not fit better within another category. For example, a report from a government website would use the reports category, whereas a page on a government website that is not a report or other work would use the webpages and websites category.

Also note that print and electronic references are largely the same. For example, to cite both print books and ebooks, use the books and reference works category and then choose the appropriate type of work (i.e., book ) and follow the relevant example (e.g., whole authored book ).

Examples on these pages illustrate the details of reference formats. We make every attempt to show examples that are in keeping with APA Style’s guiding principles of inclusivity and bias-free language. These examples are presented out of context only to demonstrate formatting issues (e.g., which elements to italicize, where punctuation is needed, placement of parentheses). References, including these examples, are not inherently endorsements for the ideas or content of the works themselves. An author may cite a work to support a statement or an idea, to critique that work, or for many other reasons. For more examples, see our sample papers .

Reference examples are covered in the seventh edition APA Style manuals in the Publication Manual Chapter 10 and the Concise Guide Chapter 10

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Textual works are covered in Sections 10.1–10.8 of the Publication Manual . The most common categories and examples are presented here. For the reviews of other works category, see Section 10.7.

• Journal Article References
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Data sets are covered in Section 10.9 of the Publication Manual . For the software and tests categories, see Sections 10.10 and 10.11.

• Data Set References
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Audiovisual media are covered in Sections 10.12–10.14 of the Publication Manual . The most common examples are presented together here. In the manual, these examples and more are separated into categories for audiovisual, audio, and visual media.

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Online media are covered in Sections 10.15 and 10.16 of the Publication Manual . Please note that blog posts are part of the periodicals category.

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