Contacting the project supervisor is a key step on your PhD journey
Your supervisor will play a vital role throughout your PhD journey, offering support and guidance, providing crucial feedback, fostering critical thinking, and much more beyond.
They also play an important part in your postgraduate research application and your selection for their project, so it's crucial you contact them before you apply.
Here's a step-by-step guide for contacting a supervisor and some top tips for successfully making contact:
When applying for an advertised project you’ll be able to find the project supervisor and any co-supervisors listed in the project details.
If you have external funding (for example, from your government) to research a specific area of biology, medicine and health, you’ll need to browse our research groups and identify supervisors whose research aligns with your own proposed research.
It’s worth noting that the vast majority of postgraduate research opportunities in the Faculty are for pre-defined, advertised projects and only on rare occasions are self-defined projects successful.
Once you’ve found your supervisor you'll need to get in touch with them before you make an application. If you apply without speaking to your supervisor it’s highly likely your application will be unsuccessful.
Getting in contact with your supervisor gives them the opportunity to understand who you are, assess whether you're a suitable candidate for their project and ensure you’re passionate about their specific area of research. This also saves you from spending time completing an application, only to find out you’re not the right candidate.
Find out more about the importance of contacting a supervisor.
It’s not just important for the supervisor though. It’s also important for you to find out more about the project, making sure both the project and supervisor are a good fit for your interests and ambitions.
Contacting the supervisor beforehand also helps you to make a good first impression and helps to build rapport ahead of three or four years of closely working with them.
Additionally, if you’re applying for a self-funded project, they may be able to provide advice and guidance on funding, nominate you for any internal funding opportunities, or make you aware of any external funding they are aware of.
- Check entry requirements
Make sure you meet the entry requirements set out in the project listing before you get in contact.
- Check the project listing
Ensure you read the project listing, understand what it’s about and are certain that you’re interested in the research area.
- Keep it concise
Your email should be clear and concise. A key element of being a postgraduate researcher is being able to explain complicated theories and findings in a straightforward way and your introductory email is a great way to show you're able to do that. The longer your email, less precise your email, the less likely a supervisor is to engage with it. - Tailor each email
Each email you send to should be specifically tailored to that supervisor, their project, and your suitability to their specific research. Sending the same speculative email to several supervisors is a big no-no and isn't likely to be successful. - Be patient
Academics and supervisors are extremely busy with their research, supervising other postgraduates and teaching, so may not reply immediately. - Following up
If you've sent an initial email and you've had no response after a week or two, don't be afraid to follow up on your initial enquiry but ensure you're polite in your follow-up. - What to do if you don't get a reply
You may not get a response from the supervisor on your chosen project for a variety of reasons. At this stage, you may want to persevere and get in touch with our Admissions team, who may be able to reach the supervisor on your behalf, or you may want to focus your efforts on other projects.
In your email you should include:
- a subject line that states which project your enquiry is about;
- an introduction including a brief overview about you, your current level of study and academic background, and any relevant academic, research or industry experience;
- an outline of why you're suitable for their specific project, why you're passionate about the area of research and any prior knowledge you have about them or the area of research;
- if you're contacting them about a self-funded project, include information on how you are considering funding your project. You can also express your interest in being nominated for a university scholarship or say you're interested in discussing any funding they are aware of.
If the supervisor is interested in you joining their research group, they will get back in touch with you.
You may be invited to meet the supervisor informally either in-person or online, or they may ask to submit a formal application.
If you have any questions, make sure you ask them before applying or when you meet with them.
If your application is successful you’ll then be invited to a formal interview.
You may not get a response from the supervisor of your chosen project for a variety of reasons.
At this stage, it's worth considering if it's worth your time to persevere or if this project perhaps isn't the best fit for you. You might want to consider if you would be better off refocusing your efforts on other projects.
Your chances of successfully contacting a supervisor and applying for a postgraduate position will be far greater if you focus on specific projects that match your passion, skills and experience. Remember to tailor each contact and application to the specific supervisor.
The importance of contacting a supervisor
The importance of contacting a supervisor webinar
Catch-up on our webinar find out why it's important that you get in touch with a supervisor before applying, where to start when it comes to contacting them and more.