Many master’s or PhD applicants dedicate countless hours to perfecting their application forms, crafting compelling essays, and meticulously reviewing each line of their resumes. However, they often neglect a crucial strategy: contacting faculty members. University of California, Davis, suggests that initiating thoughtful communication with potential supervisors before applying can significantly enhance your understanding of the program and strengthen your application. While some universities explicitly advise against contacting faculty members before admission, it’s essential to consult the specific guidelines of each programme. Certain disciplines, particularly in the sciences, encourage prospective students to engage with faculty early in the application process. This blog explores the advantages, strategies and what to avoid while reaching out to faculty members before your master’s or PhD application.
Benefits of communicating with faculty before applying for a master’s or PhD programme
1) Initiating communication with the master’s or PhD faculty builds rapport:
Reaching out to faculty members before submitting your application can help you build a solid relationship. Professors often appreciate students who demonstrate curiosity, respect, and initiative. A thoughtful introduction, a specific question about the programme, or expressing shared academic interests can establish trust. Additionally, initiating contact can ease the anxiety associated with the application process. Rather than feeling like a faceless applicant, you become someone with whom the faculty have already interacted, making the process feel more human and less impersonal.
2) Communicating with the master’s or PhD faculty can help you stand out:
In the competitive world of master’s or PhD admissions, a well-timed, thoughtful email can be the factor that sets you apart from the hundreds of other applicants with similar grades and test scores. Reaching out to faculty members doesn’t make you another faceless applicant; it transforms you into a proactive, engaged individual who cares enough to take the initiative and ask meaningful questions about the programme. This personal connection, while subtle, can tip the scales in your favour, especially in highly competitive fields. Chances of the professor remembering you
3) Master’s and PhD faculty can provide direct feedback on programme suitability:
Faculty can offer honest insights into whether your background and interests align with the programme’s offerings. This feedback can save you significant time, money, and effort, especially if it helps you recognise potential mismatches or guides you in reframing your application to better align with the department’s values. For example, if you’re interested in environmental policy but the programme focuses more on ecological science, a professor may highlight this difference and suggest a more suitable programme. Such nuanced feedback isn’t typically available through program websites or brochures. Faculty members want students who will thrive within the programme, and they are often upfront about any misalignments.
4) Master’s and PhD faculty offer insights into the programme and research opportunities:
Graduate school applications can often feel overwhelming, with websites that may not reflect the most current information about a programme. Reaching out directly to faculty members can provide clearer and more specific insights than those found online. Faculty can share details about ongoing research projects, upcoming opportunities, and potential openings for research assistants—information that’s often not yet publicly available.
This direct communication also allows you to uncover interdisciplinary opportunities or collaborations across departments, which might not be advertised but could be a perfect fit for your background. For example, a faculty member might mention a new project that aligns with your previous work or offer insights into collaborative efforts that aren’t widely known.
Effective strategies for communicating with faculty before applying for a master’s or PhD programme
1) Research the faculty member
Understanding a faculty member’s research interests and background is crucial when reaching out, as it shows genuine commitment and helps you align your goals with theirs. Research tools, such as faculty webpages, departmental sites, publication databases (e.g., ResearchGate, Science.gov), and faculty research databases, can be used to gather this information. This knowledge enables you to craft highly personalised messages, referencing specific projects or publications, demonstrating initiative and increasing your chances of a positive response. Tailored communication is far more than generic emails and fosters meaningful academic connections.
2) Be clear and concise
When contacting faculty, it is essential to be clear and concise in your communication. Professors receive numerous emails daily, so a well-structured and brief message will stand out. Clearly state your purpose in the opening lines, whether you seek research opportunities, advice, or collaboration. To maintain the reader’s attention, avoid lengthy introductions and unnecessary details. Focus on your main points and provide relevant background information for clear answers. Use short paragraphs and bullet points, if appropriate, to make your email easier to scan. This approach respects the faculty member’s time and demonstrates your professionalism and communication skills. It increases the likelihood of a thoughtful response and sets a positive tone for future interactions.
3) Ask meaningful questions
Asking meaningful questions in your email signals genuine interest and thoughtful engagement. Instead of sending generic queries, refer to specific aspects of the faculty member’s work, such as a recent paper, project, or talk, and ask open-ended questions that invite deeper conversation. For example: “I found your paper on cognitive flexibility in ageing populations fascinating. How do you see this research influencing future intervention strategies?” or “I noticed you’re exploring AI in mental health diagnostics, what challenges have you encountered in balancing accuracy and ethical considerations?” Such questions show you’ve done your homework, spark insightful discussions, and reflect your critical thinking. They help you stand out from students or collaborators who take a more surface-level approach.
4) Demonstrate respect for their time
Faculty members manage demanding schedules, so polite and respectful communication goes a long way. Acknowledge their time constraints and keep your message concise and to the point. Avoid asking questions that can be easily answered online, and be clear about what you are requesting. If you’re hoping to meet, consider phrasing it like: “If you’re available, I’d greatly appreciate 15 to 20 minutes of your time. I’m happy to work around your schedule and can meet during [insert a couple of options.” Always thank them for their time, regardless of the outcome. Phrases like “Thank you for considering my request” or “I appreciate any guidance you can offer” convey respect and professionalism. This thoughtful approach fosters goodwill and increases your chances of a meaningful response.
5) Follow up appropriately
Following up after a week or two shows initiative while respecting the faculty member’s time. A courteous follow-up can revive your request without coming across as pushy. Keep it brief—start by referencing your original email, politely restating your request, and acknowledging their busy schedule. For example: “Just following up on my email from last week regarding [your request]. I understand you have a full schedule, but I’d be grateful if you could take a moment when convenient.” Avoid sounding impatient; maintain a warm, professional tone. This approach reflects persistence, respect, and communication skills, qualities valued in academic environments. A thoughtful follow-up often prompts a response and leaves a positive impression.
Common mistakes to avoid when contacting faculty before applying for a master’s and PhD programme
1) Not customising your email:
Sending generic emails is a common pitfall that can undermine your outreach efforts. Faculty members can easily spot boilerplate messages that lack personalisation or understanding of their work. Failing to tailor your email suggests a lack of genuine interest and reduces your chances of a positive response. Instead, take the time to reference specific research projects, publications, or aspects of their academic profile that resonate with your interests. Customising your email demonstrates initiative, respect, and a sincere desire to engage, making you stand out among the many students who opt for impersonal, copy-paste communication.
2) Being too pushy or overbearing:
While enthusiasm is valuable, overly persistent behaviour can damage your rapport with faculty. Sending frequent follow-up emails, pressuring them for immediate meetings, or making multiple requests, especially for recommendations or research positions, can be overwhelming and disrespectful. Faculty often juggle heavy teaching, research, and administrative workloads, so excessive communication may lead them to disengage from their responsibilities. Instead, express your interest clearly, then give them space to respond. A message like, “I understand you have many commitments and appreciate your time,” shows patience and maturity. Respecting their boundaries reflects your professionalism and increases the chances of a meaningful, long-term academic connection.
3) Neglecting to proofread your message:
Maintaining a professional tone with correct grammar and formatting is essential when emailing faculty. Sloppy writing can signal carelessness and hurt your credibility. Always proofread your message for clarity, tone, and correctness before sending. Use tools like Grammarly or Microsoft Editor to catch spelling and grammar errors. Read your email aloud to spot awkward phrasing or unclear sentences. Check that your greeting, structure, and closing are polite and appropriate. A clear, well-written message demonstrates respect, attention to detail, and professionalism, leaving a positive impression and increasing your chances of receiving a helpful and thoughtful response.
4) Expecting an immediate response:
Faculty members juggle teaching, research, and administrative duties, so expecting an instant reply is unrealistic and can lead to unnecessary frustration. Sending multiple follow-up emails within a short period may come across as inconsiderate and reflect impatience. Instead, allow at least one to two weeks for a response before following up politely. Demonstrating patience and understanding shows that you respect their workload and time constraints. Remember, a thoughtful and measured approach not only reflects well on your character but also sets the tone for a respectful and productive academic relationship.
Effective communication with faculty enhances your application and fosters connections that can shape your academic future. It helps you lay the groundwork for rewarding graduate experiences. Contact The Red Pen Postgraduate Admissions Team for more application strategies. Meanwhile, read our blogs: How to Strategically Use Summer Vacations to Power Your Master’s Application and Social Service for Postgraduate Admissions: How to Leverage it?
