Best format to write research emails 🔥 | For MS, PhD & internships

Summary

Neha 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.