Professional Documents
Culture Documents
(This doc has been Compiled by Afnan Bin Helal in an effort to draw a basic guideline as to
Emailing. Having been in a time constrain, I however apologize if any portion of this document is
misleading.)
SECTION A: FREQUENTLY ASKED QUESTIONS (FAQs)
university and they will read it and reply or forward it right person if they do not know. Think about it,
prospective students are the future customers for the School.
3. Why is it important to have a good subject line for emailing Admissions or Professors?
I started my first Graduate (MS) class and the professor handed out the syllabus. The guidelines on
the first page under contact section, Email Subject should at least say the COURSE NUMBER and
some relevant info, if not, Emails will be deleted as SPAM. I thought to myself Oh MY GOD !
none of my emails were read. Just imagine the situation from a professor perspective, professors
teach two to three classes and students they interact with can vary anywhere from 50 200, also
they are in all the faculty email listings, they get emails from University, Personal emails,
advertisement emails, etc The reality is, there are way too many emails for them to open, read and
validate. On top of this, there is a virus threat. So, NO ONE really opens the email if they see
anything that is not familiar or really meaningful. Please avoid the subject line as I stated in the
beginning. It is same case with admissions department. A university strength can vary from 10,000
to 70,000. Imagine how many people would be applying ? at least 30,000 to 200,000. Admissions
do not take time to read every email that does not say any appropriate info about seeking admission.
They just delete or put in other list and review later. Overall, the point is, email subject is very critical.
In fact, personally I do not read any email if I do not see proper subject line, because I get so many
emails
4. How important this is to put Professors Research Information in Email?
Your email should clearly demonstrate that you have a complete understanding about the professors
research area and what he actually does in that area. The key thing to understand is, every
professor specializes in particular research area and they have research grants only related to that
particular research area. They can only consider you for funding, if you are interested in the research
they specialize in. When you write an email to professor, you should mention about research and
use some technical jargon related to his research area. You may only do that if you have read few
research papers that they have written. So, if you can read few research papers of the professors
and mention about them in the email, it clearly shows that you have done your homework and they
will be interested in at least replying to you. You should try to write your technical interests and be
able to tie to back to the research area of the professor. You can mention about your research
papers or technical presentations. If you have none, just show your interest by doing some
homework about topic. For instance, you may say, I am very interested to pursue research in
Neural Networks and their impact on real time decisions. You have to do your homework and write
as much research info as you can.
5. Does it really count; English, Grammar and Punctuations in the Email?
I have seen students write emails without using proper English, especially grammar and
punctuations. If you do not write email without proper English, it clearly indicates your incompetency
and lack of good writing skills. Professors do NOT want to even reply to these kind of emails. They
are academicians, writing good English is mandatory to succeed. The expect someone applying to
Graduate school to have proper writing skills and ability to articulate your ideas properly. So, be
careful when you write email. Do not use chat language like c u then, hw r u ?, life gud . You have
to write proper English with proper capitalizations, punctuations, and grammar. If you do not have
these, you may not get positive response. In fact, in one of my first graduate classes, one of my
professors told us that he will not respond to emails that do not have proper English and we may get
negative points too. So, be careful!
6. What to investigate and take action accordingly if my email goes unanswered?
There are many reasons an email might go unanswered. Heres a list of some of the more common
reasons.
They never got your email:
Email does go missing in the ether and can get eaten by a spam filter without anyone realising it. If
you dont hear back in 2-4 weeks, its fine to try again. Just review the rest of these points first, and
make sure youre writing the clearest email possible. Choose a clear subject line that doesnt look
like spam.
The email is completely incoherent. I hope that everyone reading this will avoid this one, but its
surprisingly common. Some people send off an email with so many misspellings, missing words, and
other problems that its impossible to figure out whats going on without taking a great deal of time
and energy. Not a high priority for people with a lot else on their plate.
The email is very vague. Some people send a very general email I want to learn about Wicca: tell
me everything. Some people have a generic answer they cut and paste to this kind of email a list
of good resources, places to start, discussion forums with lots of people who might have a spare
moment to answer. (This website is my partial answer to this.) But if someone doesnt have that set
up, they might not answer.
The email is asking about something the reader cant offer. For example, someone might ask
about training in a totally different area of the country. Again, many people now have a simple reply
they can paste in with information on how to find groups in someones area, but if they dont, finding
that can take quite some time.
The person is not online much:
It can be easy to forget, but there are lots of people out there who do not live online. Many spend
only a few minutes on email most days, or focus on communication with close friends and family, and
spend most of their time doing other things. Some people may not have email at home, or might
have computer problems, or just be out doing other things.
Whatever the reason, it often means that someone may not answer vague or general emails and
just focus on the very specific ones related to their group.
Some group leaders only answer group-related emails at specific points. Some do it once a
week or once a month (unless a crisis or special event comes up, when it might be longer). Some
only answer emails about the group when their next training opening comes along. The group I
trained with used to save up emails until the next set of introductory classes was scheduled (which
might be 3-4 months after the email), though they now send a brief reply with an idea of when the
next class might be much more quickly.
Do NOT attach anything like resume or you research paper, etc( in first email)
Try to highlight the key research area or your project by bold or underline.
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 colleges [summer program in xxx/internship program in
xxx/Honors College/etc.].
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. My specific project will likely focus on xxxx, and I am particularly interested in
exploring the question of xxxxx.
I hope you dont mind my getting in touch, but Id like to inquire whether you are currently accepting
graduate students. If you are, would you 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
departments 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 Id like to
talk to you about.
I know youre very busy so I appreciate any time you can give me. Thanks very much,
Sincerely,
XX
Sample-2
Dear Professor or Dear Dr.Last Name,
My name is /First Name/ and I am a current student at /University or College Name/ . As part of my
Undergraduate project work with Professor Dr.XYZ implementing x y and z methods using
technologies, .
I am contacting you because Im applying to programs in Major this . My research interests are in A,
B, and C
From your web page I saw that that you have done research on project x and y. Because of our
similar interests, your lab is one of the ones I am intrigued by at Graduate University. If you will be
accepting any students into your lab for the 2007-2008 year? Id be interested in hearing more about
your particular lab and getting in touch with some of your current students.
If not, can you recommend other professors with similar interests who will be accepting students? If
you are accepting new students, Please feel free to direct me towards your most recent research
(manuscripts, etc) as well.
Thank you for your time, and I look forward to hearing back from you soon.
Best Wishes,
You.
If you send an e-mail the focus of your contact should be on the professor not on you.
Send it from a professional email address (that is, your school email or an address that
includes your name).
Do not attach anything to your e-mail. If you want to provide additional content send the URL.
Don't spend time tooting your horn. Don't tell the professor how smart or hard-working you
are. All graduate students are smart and hard-working. Dont send an email to sell yourself. v
Don't send an e-mail more than a few lines long. Some say no longer than screen-full. I say
no longer than a paragraph.
Don't send information about your GRE scores, GPA, etc. The purpose of the e-mail is to ask
for information about professors research or the program. It is not time to sell yourself.
Err on the side of formality. Address the professor formally. In other words address first
faculty members as Professor or Dr. rather than by their first name (and never by Miss, Ms., Mrs., or
Mr.).
Make your subject line useful. It should convey the subject of the message.
Never send spam e-mail to long lists of professors. Any message that you send should be
tailored to the professor in question.
Your application
[But, please, make your bullet points grammatically parallel.]
is a mismatch between area preference and faculty preference. At least skim the home
pages of every faculty member. It's also a good idea to look for faculty with an active
research program and current Ph.D. students. Faculty without funding can't easily admit
students. New/pre-tenure professors are especially eager to find good graduate students,
and sometimes they have start-up funding to use until they get a grant.
4. Be different. Don't talk about how you've been interested in the field ever since you were a
child and that you wrote your first program/proved your first theorem at age eight. The
admissions committee already knows that it's been your lifelong dream to become a scientist.
(That's why you're applying.) Many personal statements start off this with this standard backstory, and it's a waste of space.
5. Use quotes carefully. A lot of personal statements start off with a quote. If you use a quote,
make sure it's witty, relevant and one that the reviewer has never seen.
Do not misquote or misattribute a quote. (Also, Benjamin Franklin was not a U.S. president.)
Definitely do not misunderstand a quote and weave that misunderstanding into a narrative
about why you want to go to grad school.
6. Put up a personal/research home page. Make it professional. Highlight any interesting
projects you've worked on there. Remove all references to your political and/or religious
preferences. (Clean up your Facebook/twitter profile, too.)
7. Proof-read your documents. This should go without saying, but having typos in your
statements looks sloppy. If you're not a native English speaker, have a native English
speaker proof-read your materials.
8. Make your application look good. I know this shouldn't matter, but I find myself putting
more effort into well-typeset applications. I notice when applications use LaTeX (and use it
well), too. Palatino,Computer Modern and Times New Roman are good fonts for applications.
9. Choose your recommenders carefully. Cultivate working relationships with your
recommenders. This is the only way to get convincing recommendations out of them. (If you
tell a professor you're interested in research after class one day, they'll have you helping out
on a research project by that evening. Professors are always short on research manpower.
Trust me.)
10. Don't get a job. Once you get accustomed to a real salary and you start putting down roots,
it's going to be difficult to go back to being a student. You'll be living in a small apartment,
working on demanding problems all day long and getting paid a subsistence wage to do so.
This will be your life for four to seven years. The least inconvenient time to do this sort of
thing is right after undergraduate school. I often tell undergrads pondering a Ph.D., "You're
only dumb enough to get a Ph.D. once, so you'd better not let the moment pass you by."
Dear Professor
I am interested in HCI. Do you have any graduate research position available for the fall of 2013?
I have read your papers on XYZ, ABC and found them very interesting. (Add some suggestions
from the future works of those papers)
Research Experience:
Publications:
A Computer Game based Approach for Increasing Fluency in the Speech of the Autistic Children, in
the proceedings of The IEEE International Conference on Advanced Learning Technologies (ICALT),
Athens, Georgia, USA, July 2011, IEEE Computer Society Press
A Novel Clustering-Based Ensemble Classification Model for Block Learning in the proceedings of
The 2nd International Conference on Pattern Recognition Applications and Methods (ICPRAM