How to write the perfect email to Professor? | MEXT Scholarship

Summary

In this video, Shri Pria shares a detailed guide on how to write a perfect email when reaching out to a professor. She outlines six crucial sections for the email: salutation, introduction, mentioning the professor’s work, aligning your interests with theirs, attaching relevant documents, and closing with a question. She also provides an example of a concise and professional email she sent to a professor, ensuring clarity and personalized communication. This approach maximizes the chances of getting a response while maintaining respect and professionalism.

Takeaways

• 😀 Start with a personalized salutation: Use 'Dear Professor [Last Name]' to ensure your email feels customized and respectful.
• 😀 In your introduction, include your name, current degree/job, graduation details, and the reason you’re reaching out to the professor.
• 😀 Mention the professor’s work: Showing that you’ve done research on their work helps personalize your email and strengthens your connection.
• 😀 Explain how your research interests align with theirs: Give a clear example of how your past work or interests connect with their current projects.
• 😀 Attach relevant documents: Always include necessary documents like your resume, transcripts, and proof of language proficiency. Name the files properly (e.g., '1_resume', '2_cover_letter').
• 😀 Finish your email with a question: This encourages a response and helps keep the conversation going, such as asking about the next steps or availability for discussion.
• 😀 Be concise and specific: Professors are busy, so make your email clear and straight to the point.
• 😀 Clearly state what you want from the professor: Whether it’s guidance, approval, or any other form of support, state your request upfront.
• 😀 Provide clear context about your application: If you’re applying through a program (like Mech), mention it to avoid confusion and make it easier for the professor to assess your situation.
• 😀 Follow proper formatting for attachments: List them in your email and ensure they are named appropriately for easy identification, like '1_Application_Form_ShriPria'.

Q & A

What is the first step in writing an email to a professor?

The first step is the salutation. You should address the professor by using 'Dear Professor [Last Name]' or 'Dear [Last Name] Sensei' if you're writing to a Japanese professor.

Why is it important to customize the salutation in your email?

Customizing the salutation by using the professor's last name makes the email feel more personal and shows that you are addressing them specifically, rather than sending a generic message.

What should be included in the introduction of your email?

In your introduction, include your name, current degree or job status, when you are graduating, and the reason why you are reaching out to the professor.

How does mentioning the professor's work help your email?

Mentioning the professor's work shows that you have done research about their work and that you have a genuine interest in their area of expertise. It also makes your email more personalized.

What should you mention when explaining how your research aligns with the professor's work?

You should describe a project you've done or an area of research you're interested in that aligns with the professor's research focus. This creates a connection and demonstrates the relevance of your work.

What is the importance of attaching documents to your email?

Attaching relevant documents such as your resume, cover letter, and research plans is crucial. It provides the professor with a clear understanding of your qualifications and the necessary information for them to consider your request.

What is the correct way to name your attached documents?

Rename your documents in a clear, organized manner, such as '1_resume_ShriPria' or '2_coverletter_ShriPria', so the professor can easily identify and access them.

Why should you always end your email with a question?

Ending your email with a question helps generate interest and increases the likelihood of a response. It invites further conversation and clarifies your intentions.

Can you give an example of a question to ask at the end of the email?

An example of a question is: 'Would you be available to have a discussion sometime next week?' or 'Are you accepting new students for Fall 2025?'

What should be included in the list of attachments?

The list of attachments should include the application form, field of study and research plan, transcripts, recommendation letters, language proficiency proof, and any other relevant documents like your passport or exam scores.