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How to Approach Potential Graduate Supervisors 

Reaching out to a prospective supervisor is often your first step toward securing a place in a graduate program. The way you introduce yourself can strongly influence whether a faculty member is willing to work with you. Below are some best practices on how to approach potential supervisors effectively and professionally. 

1. Research Before Reaching Out 

Before sending an email: 

• Read the professor’s recent work – Read at least 2–3 of their latest publications to understand their recent research themes, methods, and questions. 
• Check their lab/department website – Look for current projects, group members, and open calls for graduate students. 
• Do your interests align? If your interests align, be prepared to articulate how your goals overlap with their expertise. 

2. Writing the Introductory Email 

Your email should be concise, professional, and tailored specifically to the individual. Do not use the same email for every professor you approach, and do not use AI to write your email without personalizing it to you and the professor. A good general structure is: 

• Subject line: Prospective {Masters/PhD} student interested in [topic/area] 
• �Ұ����پ��Բ�: Use the correct title (e.g., Dear Professor Smith,). 
• Introduction (1–2 sentences): Briefly state who you are (degree, institution, specialization), previous relevant employment experience, and your future career or research goals. 
• Connection (2-3 sentences): Explain why you are writing to them specifically—reference their recent research or projects that connect to your interests. Go beyond copying pasting text from their website. 
• Research fit (3-4 sentences): Summarize your proposed area of study or the kinds of questions you hope to explore. Keep this broad and clear, not overly technical. Point to your attached research statement/proposal and connection to their work. 
• Attachments & availability (1–2 sentences): Mention that you have attached your CV, transcript, and a short research statement. Politely suggest the possibility of a call or meeting if they are open to it. 
• ����Dz����Բ�: Thank them for their time and consideration. Example closing: "I would greatly appreciate the opportunity to discuss whether my background and research interests could align with your ongoing projects. Thank you for your time and consideration." 

3. What to Send Along with Your Email 

Unless otherwise stated on the department website, it’s usually best to attach: 

• Curriculum Vitae (CV): Highlight academic achievements, research experience, publications, and relevant skills. 
• Unofficial Transcript: To give them a sense of your academic preparation. 
• 1-page Research Proposal or Statement of Interest: A short document outlining your intended research topic, motivation, and potential methods. This does not have to be your final project idea but should show clarity of thought and alignment with their expertise.

Keep attachments as PDFs, clearly labeled (e.g., Lastname_CV.pdf). 

4. How to Make the Interaction Effective 

• Be professional but approachable: Use clear, respectful language. 
• Keep it brief: Your email should be no longer than 250 words. 
• Be flexible: Supervisors may not have immediate funding or may suggest applying through a formal program first. 
• Follow up once: If you don’t receive a response after ~2 weeks, it’s fine to send one polite follow-up email. 
• Prepare for next steps: If they respond positively, be ready to discuss your research ideas, academic background, and career goals in more detail. 
• Don’t get discouraged: It is possible that you might not hear back from potential supervisors or might receive several responses indicating that supervisors can’t take on additional students. Don’t get discouraged. Keep researching and reaching out to supervisors at Queen’s and other institutions. 

5. Common Mistakes to Avoid 

• Sending a generic mass email to multiple faculty members. 
• Writing an overly long or unfocused message. 
• Asking questions you could easily find on their website. 
• Making demands (e.g., “I want to join your lab, please confirm”). 
• Neglecting proofreading—typos or casual tone make a poor first impression. 
• Addressing the email to the wrong professor or citing the wrong institution. 

Key takeaway: Your first email is not about proving you have everything figured out—it’s about showing genuine interest, professionalism, and alignment with the supervisor’s work.