One of the most common points of confusion among undergraduates and new graduate students is how to contact professors to serve as potential faculty advisors to apply for scholarship opportunities. One professor shared his experience about students, I have been on the receiving end of many emails from hapless students who clearly had no guidance, and whose communication with me ended up appearing flippant and rude.

Email sample 1

“Dear Professor XXX,

I am a student at XXX College with a major in xxx.  I am a junior and will be graduating next May.  I have a 4.0 GPA and experience in our college’s summer program in xxx.

I am planning to attend graduate school in xxx, with a focus on xxx.  In one of my classes, “xxx,” which was taught by Professor XXX, I had the chance to read your article, “XXXX.”  I really enjoyed it, and it gave me many ideas for my future research.  I have been exploring graduate programs where I can work on this topic.

I hope you don’t mind my getting in touch, but I’d like to inquire whether you are currently accepting graduate students.  And if you are, if you’d be willing to talk to me a bit more, by email or on the phone, or in person if I can arrange a campus visit, about my graduate school plans.  I have explored your department’s graduate school website in detail, and it seems like an excellent fit for me because of its emphasis on xx and xx,  but I still have a few specific questions about xx and xxx that I’d like to talk to you about.

I know you’re very busy so I appreciate any time you can give me.  Thanks very much,

Sincerely,

XX XXX

Email sample 2

Dear professor Robert

I am Mark Loku from Africa, Nigeria. I am a Water resource engineer and research associate at the Kebru University research center. I graduated from Nelson University in a water resource and irrigation engineering department with a specialization in Hydrology and water resources.  I have a 3.4/4.0 CGPA and five years of research experience in water resource planning and management. I have one published research article, one research article submitted in Remote sensing and environmental society in Elsevier Publisher, and one currently running research project.

I am planning to attend graduate school at the National central university in Taiwan with a focus on Biology and ocean science or Marine engineering. I have been exploring graduate programs and research topics where I can work on this topic. My research project plan is entitled The effect of climate change and urbanization on water quality and quantity in Akabu watershed, Nigeria. The research project will likely focus on the environment, climate, and water resource management in watersheds in the Legos area by using remote sensing data, observation, and field data.

When I was a first-year master’s degree student, I read your research work ( Effects of Land Use Change on the Stream-flow in the Montreal Watershed) for applied hydrology project works. It was very interesting and gave me basic knowledge about the effect of climate change and land use on watershed hydrology.

Dear professor, I hope, I am eligible for the graduate program and NCU Scholarships at National central university. I am looking forward to pursuing a Ph.D. program for the January intake of 2022. Based on my academic knowledge and experience, I believe that I have the capability, and potential to take this Ph.D. program and I am waiting for your suggestion to pursue my application.

Thank you for your time and consideration

sincerely