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How to nail that inquiry email like a pro
No one said writing inquiry emails is the easiest thing ever – but, it can be a breeze once you know the right formula. We’ll walk you through the best structure for your PhD inquiry email, so you can make that great first impression and hopefully get that interview.
Subject line – a first glimpse
Your subject line should be informative and to-the-point. Think along the lines of “PhD inquiry in [field name]” or “Inquiry for PhD position in [research area]”. You can also mention the name of the specific program or department you’re interested in.
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Introduction – the hook
Start your email with a brief introduction. State your name, academic background, and research interests. You can highlight 1-2 sentences about your key skills or past experience relevant to the PhD position.
Body – the meat
- Express your interest: Clearly state that you are seeking a PhD position in the specific field and program or department.
- Highlight your qualifications: Elaborate on your research background, skills, and experience that align with the program and position.
- State your research alignment: Explain how your research interests align with the research focus of the program or potential supervisor(s).
- Future plans: Mention your future career goals and how the PhD program fits into your aspirations.
- Call to action: Politely request a meeting or discussion with the relevant faculty member or department to further explore your application.
Formal closing and signature
End your email with a formal closing, such as “Sincerely” or “Thank you for your time and consideration.” Include your full name, email address, and phone number (optional). You may also include a link to your CV or portfolio.
| Section | Content |
|---|---|
| Subject Line | Informative and to-the-point |
| Introduction | Brief introduction, name, background, research interests |
| Body | Interest in PhD position, qualifications, research alignment, future plans, call to action |
| Closing | Formal closing, contact information |
7 Sample PhD Inquiry Email Samples
Inquiry about a Specific Program
Dear [Professor’s Name],
I am writing to express my keen interest in the PhD program in [Program Name] at [University Name]. With my strong background in [Relevant Field] and a proven track record of research experience, I am confident that I would be an asset to your esteemed program. I am particularly drawn to your expertise in [Research Area] and the opportunity to work with leading scholars in the field.
Request for Application Materials
Dear [Admissions Office/Department Contact],
I hope this email finds you well. I am [Your Name] and I am writing to inquire about the application materials for the PhD program in [Program Name] at [University Name]. I have been considering pursuing a doctorate for some time and believe that your program offers the ideal environment for my research interests and career goals.
Inquiry about Research Opportunities
Dear [Professor’s Name],
I am writing to you today as a recent graduate of [Your University] with a strong interest in [Research Area]. I have been following your work in [Specific Research Topic] with great admiration, and was particularly impressed by your recent publication in [Journal Name]. I would be honored to have the opportunity to work with you on a research project related to this topic.
Request for Fellowship Support
Dear [Fellowship Committee],
I am writing to inquire about the availability of fellowship support for PhD students in [Program Name] at [University Name]. I am an exceptional student with a strong academic record and extensive research experience in [Relevant Field]. I am confident that I would make a valuable contribution to your research community and would be grateful for the opportunity to receive funding to support my studies.
Invitation to Visit the Department
Dear [Professor’s Name],
I hope you are doing well. I am [Your Name], a PhD candidate in [Program Name] at [Your University], and a fellow researcher of [Mutual Colleague]. I am writing to express my interest in visiting your department in [Month] to discuss my research project and explore potential collaborations.
Follow-Up Email
Dear [Professor’s Name/Admissions Office],
I hope this email finds you well. I am writing to follow up on my previous inquiry regarding the PhD program in [Program Name] at [University Name]. I sent an email on [Date] and have not yet received a response. I am very interested in joining your program and would be grateful for any updates you may have.
Expression of Gratitude
Dear [Professor’s Name/Admissions Office],
I hope this email finds you well. I am writing to express my sincere gratitude for the time you took to meet with me during my recent visit to your department. I found our conversation very informative and inspiring, and I was impressed by the research and teaching excellence of your program.
Tips for Writing a PhD Inquiry Email
1. What should I include in a PhD inquiry email?
A PhD inquiry email should include a clear and concise introduction, a brief description of your research interests, a statement of why you are interested in the specific PhD program, and a request for further information.
2. How can I make my PhD inquiry email stand out?
To make your PhD inquiry email stand out, you should tailor your email to the specific program and faculty member you are writing to, highlight your relevant research experience and skills, and be clear and concise in your writing.
3. How should I follow up after sending a PhD inquiry email?
After sending a PhD inquiry email, you should follow up with a brief email or phone call to express your continued interest in the program and to inquire about the status of your application.
Well, there you have it, folks! I hope this article has been helpful in giving you a solid foundation for crafting compelling PhD inquiry emails. Remember, it’s not just about getting a yes or no; it’s about showcasing your passion, qualifications, and why you’d be an asset to the program. Don’t be afraid to put in the effort, and remember, the worst they can say is no. Keep grinding, stay positive, and I’ll catch you again soon with more insights and guidance on your PhD journey. Cheers!