PhD Email Templates

The emails you'll need to send during your PhD applications

Copy a template, fill in the X's and brackets, and make it your own.

Contacting potential PhD advisors

To use the template, insert relevant info instead of the X's.

Dear Professor X, My name is X and I'm a senior majoring in X at X university. I've done research in X with Prof. X. I will be applying to X's PhD program in X this fall, and I am very interested in joining your group. I recently read your papers on X topic, and I found interesting X. Would you be available for a call to talk more about your work? I look forward to hearing from you soon. I have also attached my CV below. Best, X

Asking for a recommendation letter — Template 1

If you conducted research with the professor. Use this to request a letter by email if you can't meet in person.

Dear Professor [Last Name], I hope you're well! I am reaching out to ask if you would be willing to write a recommendation letter to support my PhD applications. I really enjoyed working with you on X over the past two years, and your guidance has been incredibly valuable to me, helping me find my own path in academia. The deadline for submitting the recommendation is [Deadline Date]. If you need any additional information or materials, such as my resume or a draft of my statement of purpose, please let me know. I would be more than happy to provide anything that might assist you in writing the letter. Thank you very much for considering my request! Best, X

Asking for a recommendation letter — Template 2

If you took a class with the professor.

Dear Professor X, My name is X, and I took your class X during the X semester/year. While taking your class, I discovered my passion for [research interest] and have decided to pursue this topic further in my PhD. I am currently applying for PhD programs in [field]. Would you be willing to write a recommendation letter to support my PhD applications? I have attached my undergraduate and master's transcripts, as well as a copy of my CV for your consideration. Thank you very much for considering my request! I look forward to hearing from you. Best, X

Contacting PhD students to learn about a lab

To use the template, insert relevant info instead of the X's and the brackets.

Dear X, I hope your week is going well! My name is [Your Name], and I am currently researching potential labs for my PhD studies. I came across the [Lab Name] and am very interested in your research, particularly in [specific area of research or project]. I would love to learn more about your experience in the lab. Would you be available for a quick Zoom call? Thank you for your time, and I look forward to hearing from you! Best, X

Hi, I'm Katya.

I studied math at Princeton, got into Harvard's applied math PhD program and won the NSF GRFP. I make free resources like this one so the PhD application process feels less opaque.

If you ever want one-on-one help with your application, here's how I work with applicants.

Visit the website