Best format to write research emails 🔥 | For MS, PhD & internships
Summary
TLDRNeha Gravil, founder of Visep Communications, shares her proven email template for securing research positions in higher education. She emphasizes the importance of a concise subject line, personalizing the email, and clearly stating qualifications, research interests, and alignment with the professor's work. Gravil also suggests reading and referencing the professor's published papers to demonstrate genuine interest. Her strategy includes a clear call to action and a professional email signature. She claims a 10-14% response rate with her method, encouraging customization for each professor contacted.
Takeaways
- 📧 Use a concise and informative subject line for the email, e.g., 'Exploring Research Opportunity for MS Program in Fall 2023'.
- 👤 Personalize the email by addressing the professor by their name, e.g., 'Dear Professor Smith'.
- 🔍 Introduce yourself and state the purpose of the email clearly in the introduction.
- 🎓 Highlight your qualifications and experiences, including CGPA, GRE/TOEFL scores, research projects, and publications.
- 🔄 Align your research interests with the professor's work and explain why you are interested in their research areas.
- 📚 Demonstrate your engagement with the professor's work by mentioning specific research papers you've read and any questions you have.
- 💡 Tailor the email to each professor to increase the chances of a response.
- 📎 Attach your CV and provide a clear call to action in the conclusion of the email.
- 🙏 Express gratitude and provide all necessary contact information for the professor to get in touch with you.
- 📉 Neha's personal ratio of email responses was 5-7 replies out of 50 emails sent, with two offers for her master's program.
- 📚 Offer additional resources like workshops on writing statements of purpose and recommendation letters with samples for those studying abroad.
Q & A
What is the main challenge discussed in the video script?
-The main challenge discussed is securing research positions through email communication with professors, especially when there is no tangible result from sending multiple emails.
Who is Neha Gravahl, as mentioned in the script?
-Neha Gravahl is the founder of Visep Communications and the speaker in the video script. She shares her experience of securing research positions for her master's program.
What are the two universities Neha Gravahl was accepted to for her master's program?
-Neha Gravahl was accepted to the National University of Singapore (NTU) and the Georgia Institute of Technology in the US.
What is the first part of the email format Neha suggests?
-The first part is the subject line, which should be concise and to the point, containing necessary information such as the purpose of the email, the program applied for, and the intended start date.
Why is personalizing the email by addressing the professor by their name important?
-Personalizing the email by addressing the professor by their name helps to ensure that the email is not perceived as spam or a bulk email, and it shows that the email is tailored specifically for them.
What should be included in the introduction of the email according to Neha?
-The introduction should include your name, your current educational background, and the purpose of the email, which is to explore a research opportunity under the professor's guidance.
What are the three main components of the email body that Neha suggests?
-The three main components are: your experience and qualifications, your research interests and how they align with the professor's work, and specific insights or questions about the professor's published research papers.
Why is it important to read and mention the professor's research papers in the email?
-Mentioning the professor's research papers shows that you have made an effort to understand their work, which demonstrates genuine interest and the desire to work with them.
What is Neha's pro tip for increasing the chances of receiving a response from a professor?
-Neha's pro tip is to tailor the email as much as possible to the specific professor you are writing to, which increases the likelihood of receiving a response.
What should be included in the conclusion of the email according to the script?
-The conclusion should mention the attachment of your CV, express gratitude, and include a clear call to action, such as looking forward to hearing about your candidacy.
What additional service does Neha offer for those planning to study abroad?
-Neha offers a workshop where she teaches how to write a statement of purpose, letters of recommendation, and shares samples of various emails related to studying abroad.
What is the final step in the email process as suggested by Neha?
-The final step is to include an email signature with your full name, designation, college name, phone number, email address, and optionally your LinkedIn ID, providing all necessary contact information in one place.
Outlines
📧 Crafting an Effective Email for Research Positions
The first paragraph of the script discusses the challenges of securing research positions through email communication with professors. Neha Graval, founder of Visep Communications, shares her personal experience of securing positions at NTU Singapore and Georgia Tech, and introduces a simple email format to increase the chances of a positive response. The focus is on writing a concise subject line, personalizing the greeting, introducing oneself, detailing qualifications and experiences, aligning research interests with the professor's work, and customizing the email by discussing specific research papers. The importance of a tailored approach is emphasized, along with a professional email signature for easy follow-up.
🎓 Additional Resources for Studying Abroad
The second paragraph offers additional resources for those planning to study abroad, such as a workshop on writing a statement of purpose and letters of recommendation. Neha provides samples of these documents and invites viewers to learn more through a link in the description. The paragraph concludes with a thank you note and well-wishes for the viewers' future careers, along with a sign-off that includes music, indicating the end of the video.
Mindmap
Keywords
💡Research positions
💡Email communication
💡Subject line
💡Personalization
💡Introduction
💡Experience and qualifications
💡Research interests
💡Customization
💡Call to action
💡Email signature
💡Statement of purpose
Highlights
Securing a research position is challenging, especially when connecting with professors via email.
Neha Graval, founder of Visep Communications, shares her experience of securing positions through email.
She was accepted by professors from NTU Singapore and Georgia Institute of Technology for her master's program.
A simple email format is suggested to secure research positions.
The subject line of the email should be concise and include essential information.
Personalize the email by addressing the professor by their name.
Introduce yourself and the purpose of the email in the introduction.
Discuss your experience, qualifications, and past research projects in the email body.
Align your research interests with the professor's work to show relevance.
Customize the email by discussing specific research papers by the professor.
Tailoring the email to the specific professor increases the response rate.
Attach your CV and provide a clear call to action in the email conclusion.
Include a professional email signature with all necessary contact information.
Customize the body of the email for each professor to increase the chances of a response.
Neha's personal ratio of emails sent to responses received is shared as evidence of the template's effectiveness.
A workshop is offered for further guidance on writing statements of purpose and recommendation letters.
The video concludes with a thank you and well-wishes for the viewer's career.
Transcripts
securing research positions for an
internship masters phd or even postdoc
is not easy especially if you have to
connect with the professors via email
you feel like even after sending out
multiple emails there is no tangible
result
so what kind of email should you write
which gets you a response and your
desired research position
well let's find out
hi everyone i am neha graval i am the
founder of visep communications when i
was applying for my master's abroad i
sent out emails to the professors out of
which two professors decided to take me
in
one was from ntu singapore and second
was from georgia institute of technology
in the us
so in this video i'm going to share a
simple format of an email with you to
secure those research positions
the first part is the subject line you
need to write a subject line which is
concise and to the point so that someone
receiving the email immediately
understands what is it for for example
exploring research opportunity for ms
program in fall 2023
this subject line has all the necessary
information the fact that you are
applying for a research position that
you will be going for an ms program and
thirdly you will be joining in fall 2023
similarly you can write your own unique
subject lines based on your requirements
the next is addressing the professor
make sure you make it personalized and
address them by their name for example
dear professor smith
this immediately lets them know that
this is not a spam or a bulk email but
it is tailored just for them
then coming to the introduction of the
email and here you need to introduce who
you are and why are you writing this
for example
i am neha graval finally a chemical
engineering student at rvce bangalore
india
i am writing this email to explore an
opportunity of working under your
guidance as a graduate research student
beginning fall 2023
as you can see this is a very simple and
straightforward introduction that
immediately lets the reader know what's
the purpose of this email
now coming to the body of the email and
this in fact will decide whether you
receive a response from them or not
so here there are three things that you
need to mention
first is your experience and
qualifications
so talk about your cgpa your gre or
toefl test scores
any research projects that you worked on
in the past
mention if you've published a research
paper or attended any conference
all these things will show the reader
that yes you are qualified for that
position and you are worthy of it
the next thing you need to do is talk
about your research interests and how it
aligns with what the professor is doing
so what you should do is go to the
professor's profile see what are some of
the research areas he's working on and
mention those in your email and most
importantly why does it even interest
you
and now coming to the third thing where
maximum amount of customization is
required
read some of the research papers which
has been published by the professor
mention in your email which research
papers have you read what did you like
about them or if you have any questions
mention those in the email as well
this will show the professor that you
have gone out of your way to study about
them and that is why you are very
interested to work with them
and now here is my pro tip the more
tailored your email is to the professor
you are writing to the higher the
chances of you receiving a response from
them
finally coming to the conclusion of the
email and here you're supposed to
mention that you've attached your cv
thank them and give a clear call to
action for example
please find attachment cv for your
perusal thank you for your time and
consideration i look forward to hearing
from you about my candidacy
this has all the necessary information
to conclude your email and consists of a
clear call to action as well
and the last step is to have an email
signature with your full name
designation college name phone number
email address and if you want your
linkedin id as well
this gives all the necessary information
to the professor in one place and if
they want to get in touch with you they
also have all the necessary details so
with this email template you can send
out email to many professors all you
need to do is change the body part of
the email and keep customizing it from
professor to professor
if i share my ratios with you i had sent
out emails to 50 professors out of which
five to seven of them replied and
finally two decided to take me in for
their master's program
so i can definitely vouch that this
template works provided you write it
properly
now if you are planning to study abroad
i have a workshop where i can teach you
how to write a statement of purpose
letters of recommendation and share many
samples of these kind of emails as well
to know more the link is in the
description
and now thank you so much for watching
this video and i wish you have a
fantastic career ahead
[Music]
تصفح المزيد من مقاطع الفيديو ذات الصلة
How I got a Fully Funded Scholarship for my MSc In US🇺🇸With Second Class Lower|NO GRE,TOEFL,IELTS|
How To Write Cold Email Subject Lines - Prospecting For Business Development & B2B Sales
How To Get Clients Using Cold Email- A Step-by-Step Guide
HOW TO WRITE A RESEARCH PAPER | Steps to writing a research paper | Research paper sections
Email Etiquette Tips - How to Write Better Emails at Work
ADHD Overwhelm 😩 How to get out of freeze mode and into action
5.0 / 5 (0 votes)