MS/PhD in USA | How to Write Good Emails to Professors

Summary

In this educational video, Chaitanya Samhara from the University of Texas at Arlington addresses the common issue of students not receiving responses from professors due to poorly written emails. The video provides a detailed analysis of two poorly constructed emails, highlighting mistakes in grammar, formatting, and personalization. It then contrasts these with an exemplary email, demonstrating how to effectively communicate with professors. The video serves as a guide for students to improve their email etiquette and increase the likelihood of receiving a response.

Takeaways

• 😀 Professors receive numerous emails daily, and they quickly decide whether to respond or not based on the quality of the email.
• 📝 Many students send poorly written emails with bad grammar and content, which is why they often don't receive responses.
• 🔍 The script provides three real email examples to illustrate the differences between bad and good emails.
• 📖 The first bad email example has issues with capitalization, addressing the professor generically, and basic grammar mistakes.
• 📧 The second bad email example includes incorrect name usage, inappropriate familiarity, and lack of clarity in the request.
• 👍 A good email example is provided, which is well-structured, clear, and shows respect and understanding of the recipient's work.
• 💡 The good email example demonstrates how to establish credibility, express genuine interest, and connect with the professor's work.
• 📝 The importance of proper grammar, punctuation, and clarity in email communication is emphasized throughout the script.
• 🔖 Attaching a resume and mentioning it clearly in the email is a good practice, as shown in the good email example.
• 📈 The script suggests that tailoring each email to a specific professor and showing genuine interest in their work increases the chances of a response.
• 🌟 The script concludes with a recommendation to not copy-paste emails but to personalize them based on one's own credentials and research interests.

Q & A

Why do some students not receive responses to their emails to professors?

Students may not receive responses because they send poorly written emails with bad grammar, incorrect salutations, and a lack of personalization, which can lead to professors ignoring or deleting them.

What is the importance of capitalizing the first letter of the first word in an email?

Capitalizing the first letter of the first word is a basic grammar rule that shows professionalism and respect. Failing to do so can make the email seem unprofessional and less likely to be taken seriously.

Why is it crucial to address the professor by their correct name in an email?

Addressing the professor by their correct name personalizes the email and shows that the student has taken the time to find out who they are contacting. Using a generic 'Professor' without a name can make the email seem impersonal and mass-sent.

What mistake did the student make by saying 'I'm pretty much interested' in their email?

The phrase 'I'm pretty much interested' implies a lack of strong interest or enthusiasm. It's better to express keen or definite interest when communicating with a professor to show commitment.

Why should students avoid using their nickname or informal email addresses when contacting professors?

Using a formal email address that includes the student's full name is more professional and appropriate for academic correspondence. Informal or nickname-based addresses can come across as unprofessional.

What is the significance of the spacing after a period in an email?

Proper spacing after a period, which should be one space, is part of standard English punctuation and formatting. Incorrect spacing can make the email look poorly formatted and unpolished.

Why is it beneficial to mention specific work by the professor in an email?

Referring to specific work by the professor shows that the student has done their research and is familiar with the professor's work, which can help establish a connection and increase the likelihood of a positive response.

What does the acronym 'UGC' stand for in the context of the email?

In the email, 'UGC' stands for 'University Grants Commission,' which is an organization that provides grants for research projects in India.

Why should students avoid using contractions like 'don't' in formal emails?

Using contractions in formal emails can make the language seem informal or casual. It's better to use the full form of words to maintain a professional tone in academic correspondence.

What is the purpose of attaching a resume to an email when contacting a professor?

Attaching a resume provides the professor with additional information about the student's background, qualifications, and experience, which can support their request or inquiry.

Why is it important to proofread and check grammar before sending an email to a professor?

Proofreading and checking grammar ensure that the email is free of errors, which can detract from the student's message. A well-written email reflects positively on the student and increases the chances of a favorable response.