Your first step towards conducting graduate research is to email a potential research supervisor. The way in which you address a potential supervisor in an email is just as important as the email you write in terms of making a good first impression.
Taking the leap to connect with faculty members may seem intimidating at first, but it will become easier as you practice, research, and connect with them.
Do your research first
University professors usually have doctoral degrees, so you will have to address them by using Dr by default if you are contacting them.
Before making any decisions, make sure you do your research. Occasionally, this might not be the case. When someone doesn’t have a doctorate, using the title Dr. is equally offensive as calling them Mr. or Mrs. when they actually do.
A researcher once addressed me as Dr. (I’m a second-year Ph.D. student) because they thought I had a doctorate just because I was the first author of a published scientific paper. While it does not necessarily offend me, nobody will see it as politeness; rather, you are not being careful.
So, make sure to do your research first before addressing a potential supervisor in an email.
The dilemma
The next question is how to address the person if you have already done your research (if you know the person’s professional status).
There are times when you’ll find yourself in a situation like this:
I have been in contact with two potential supervisors who sign all their emails using their first names. Moreover, their grad students only refer to the supervisor by the first name on the phone. Is it okay to start emails with “Dear [firstname]”?
These situations vary dramatically depending on the culture, region, institution, department, or even research group. Despite their complexity, the question is how to handle these situations.
Thankfully, there’s an easy and non-awkward way to manage these situations.
It’s always safe to be formal
Generally, supervisors don’t mind when you refer to them by their first names, but being formal in a professional environment is the safest option to take. When you are addressing a potential supervisor in an email for the first time, you can use either Professor or Dr.
However, you should also make sure to address them with an appropriate salutation. There is a big difference between writing, hey prof. [name] and Dear Professor [name].
It doesn’t hurt to keep calling them Professor [name], and they’re used to it. It’s a good idea to keep the relationship formal; at least you meet them in person.
Let them handle the situation
You can also find out how they want to be addressed by looking at their email signature. It is likely that they will sign off with their first name if they want you to address them by their first name.
Their email signature is a good indication of how they want you to see them as a person. If they sign off formally, you should address them formally and maintain a formal relationship with them when you communicate via email.
The general rule of thumb is to let them handle the situation, even if they sign off their emails with their first name (Or, in my case, just the first letter of his name!).
A potential supervisor might suggest that you call them by their first name at some point in your email exchange. Wait for that call without making any assumptions.
Example of how to address a potential supervisor in an email: as an undergraduate looking for a graduate position.
Title: Inquiry from a prospective graduate student
Dear Professor [name],
I am a [Your major] graduand from the [Your university]. I’m interested in a graduate study opportunity under your supervision in your research group.
[information about your research background]I am wondering if you will be considering taking on new Ph.D. advisees for the September intake or if you have suggestions for other faculty I should reach out to. I would be happy to answer any questions or have an online interview if more information would be helpful.
Example of how to address a potential supervisor in an email: as an internal undergraduate or graduate
Title: Inquiry from a graduate/undergraduate student
Dear Professor [name],
I’m a [your major] graduate/undergraduate student, and I recently learned you’re my academic adviser. It’s my first time on campus, and I have a few questions about enrolling.
Do you have time this week to discuss which classes might be right for me to enroll in and which classes my program requires? It would be my pleasure to come to your office any day this week. Let me know if you have a preferred day and time or if you have a protocol for setting up appointments.
Thanks in advance, and I’m looking forward to meeting you.
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