Approaching PhD Supervisors

How to approach potential supervisors for the PhD application process

Identifying and approaching potential supervisors might be a condition of the PhD application procedure. Even if that is
not the case, it is a valuable way to explore whether you have shared interests and compatible working styles, and to gain
insights that can enhance your application.

Many academics receive many approaches from prospective PhD students. Craft a personalised email following the
guidelines below to maximise your chances of a positive response while being respectful of their limited capacity.

1. Research and identify potential supervisors: To identify who to approach, begin by researching academics
whose research interests align with your own. Consult departmental and research group websites and academic
staff for leads, and review the authors of academic publications and speakers at conferences to identify suitable
supervisors.
2. Tailor your email to each supervisor: Use their correct title (Professor/ Dr) and name, and avoid sending out
generic approaches – read on for more on this!
3. State your intention clearly: State your current degree subject and stage, that you are hoping to pursue a PhD
and would like to approach them as a potential PhD supervisor. Make sure to mention the subject area and/or
specific PhD programme you have identified.
4. Demonstrate your interests and enthusiasm: Clearly state your research interests and how they align with the
supervisor's expertise. Familiarise yourself with the supervisor's research and publications so you can highlight
specific aspects of their work that resonate with your interests.
5. Showcase your suitability: You may wish to briefly highlight evidence of your relevant interests e.g. through
academic achievements, research experiences, and relevant skills. Consider attaching your CV for more detail.
6. Highlight specific opportunities: Be clear if there are specific PhD programmes or funding options you have
identified. Some PhD programmes may require a confirmed supervisor, whilst others may only require initial
contact, so make it clear to them what you require and are seeking.
7. Make your request clear: Politely ask if they would be interested in exploring PhD supervision with you further,
offer to send additional information they may need, and propose a meeting to discuss your research interests in
more detail if they are willing. Remember to be mindful of their time rather than demanding a follow up meeting.
8. Be patient and persistent: Understand that supervisors may be busy, so email well in advance of any deadlines,
and allow ample time for a response. If you don't hear back, consider following up politely after a reasonable
period. Adhere to any university guidelines on approaching potential supervisors. Respect their time and avoid
excessive emails or calls.
9. Show appreciation: Thank them for their time and potential feedback and insights.

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