How to approach a potential supervisor

Once you have identified a potential research supervisor, the next step is to reach out!

BEFORE YOU EMAIL

  • Read the professor’s directory profile and/or research webpage (if available) to learn about their work. 
  • If they provide specific instructions on their website for prospective undergraduate researchers (e.g. how to apply), make sure you follow them. 
  • Use a targeted approach - do not email more than 2-3 potential professors at a time. Generic mass emails are not effective. 

If you need advice or feedback on your email draft, URI advisors can assist you with your first email. Contact us at uri@ualberta.ca or request an advising appointment via campusBRIDGE.

DRAFTING THE EMAIL

  • Use a descriptive subject line that clearly communicates what your email is about.
  • Use your @ualberta.ca email address. 
  • Introduce yourself in 1-2 brief sentences (e.g. your name, major, year of study, and research interests).
  • Be specific about what prompted you to contact this particular supervisor. What was it about their research that piqued your interest? How do their research interests align with yours? 
  • Ask for a conversation, not a position. This gives you both the opportunity to learn more about each other and determine whether working together is a good fit. Even if you don’t land a position right away, the conversation can often lead to other opportunities.
  • Even if you use a template to help you get started, make sure that your email is written in your own words. First impressions matter. Professors want to hear your voice, not someone else’s (or chatGPT’s!).

Example email template:

Subject line: Interested in research opportunities in [specific field]

Dear Dr. [name]

My name is [insert name] and I am currently in my [year of study] in [program/major]. I have taken [relevant courses/experiences] and I am looking to gain more experience through undergraduate research. 

I learned about your research on [topic] from your [e.g. website, publication], and I found your project on [topic] especially interesting because [describe your interest]. I am curious about [what you would like to learn more about], and would really appreciate the opportunity to discuss more about your research and possible opportunities to get involved. 

Would it be possible to meet you to learn more about possible research opportunities in your area, perhaps during your scheduled office hours, or at another time that is convenient for you? 

Thank you for your consideration 

[sign off]

AFTER YOU EMAIL

  • Make sure you have prepared a current resume/CV (see Career Centre resources for support), and have a copy of your most recent unofficial transcript (available from BearTracks). Professors will commonly ask for this information either by email, or when you meet. 
  • Prepare for a potential meeting with the professor. See our tip sheet on how to prepare and for some ideas of questions you might ask. 
  • Be patient. Professors have many responsibilities and may not answer your email immediately. It is acceptable to send a polite reminder after 1-2 weeks. 
  • Don’t get discouraged. Sometimes it takes multiple emails to different professors before you make a connection. 
  • Don’t take rejection personally. If a professor doesn’t respond to your email or declines to meet, it is usually because they simply do not have the capacity to mentor additional students at this time.