https://www.youtube.com/edit?o=U&video_id=Met6UlNdqGIHow to write an effective email to professor or supervisor for scholarship grants is always a headache for most of the student.Going abroad for higher studies is the ultimate dream for many international students. Most of them complete their graduation with outstanding results and they deserve to secure fully funded scholarships in many foreign universities.
Importance of writing an effective email:-
In countries like Australia, South Korea & New Zealand scholarships are given for Higher Degree by Research (HDR i.e. Masters by research/ PhD). For research higher degrees, the first step is to manage a supervisor with whom the student would like to work and the first step in managing the supervisor is to find the prospective supervisor and email to expressing an interest in researching with him/her. Once supervisor agrees to supervise the student, only then the application will be processed further. From these few introductory sentences, I think you already have guessed the importance of a well-written and effective email.
It is very regretful to say, the prospective students spend a lot of time searching for good international universities, good research group and above all, a good supervisor or professor. But, many of them do not pay much importance and effort before contacting the supervisor. All your effort of searching and finding a good supervisor with good research background that matches your interest can practically go in vain only because of a badly written email.
If you are a prospective scholar, you should show scholarly attire in every step from the very beginning of this prestigious journey. Without proper professional attitude, you may not taste the beauty of this glorious journey for the rest of your life or in some cases it can cause significant delays to achieve your desired goal. So, we couldn’t resist ourself to warn our younger fellows/ brother/ future leaders/ scholars about this critically important issue.
Helpful Tips for writing an effective email:-
Here are some tips that we think will help you in effective emailing. We know these are all “unwritten rules” that you always follow. But it’s always good to have them listed somewhere. These are tailored for students seeking for international research scholarships, but these are also applicable in any professional career.
1. Email Subject Line:-
The subject line should be meaningful. NEVER send an email without a subject. ALWAYS stop before sending an email to check whether the subject makes sense or not.
2. Email Greeting:-
Greeting It’s always good to add a line of greeting at the beginning of an email. Some common greetings are:
- Hope this email finds you well
- Hope you are doing good/well/fine/great.
- Greetings from [Location]
Tips: Try something innovative. Don’t make people feel these are the only lines you know.
3. Email Language:-
Language should be easy to understand. Remember
- Use positive language
- For example, if you are requesting for something, use phrases like “Could you please”, “I would highly appreciate it if”, “Will it be possible for you to”…
- Try to keep your email short and don’t write essays. Nobody has enough time to read essays.
- Start the email with introducing yourself (who are you, what is your qualification, significant academic achievements, etc.)
- Use multiple paragraphs. Skip lines before paragraphs. Don’t make a paragraph too long (use 2-3 sentences per paragraph).
- Avoid Informal languages like “thnx for d help.” “looking frwrd to c u”.. is for chatting with friends, not for formal emailing.
- Don’t use all CAPITAL LETTERS in any word or sentence. This is an informal way of writing an email.
4. Email Attachment:-
Always attach all your important documents (especially your CV) in PDF version.Remember
- Always rename your attachments with your name and/or initials and a title with an indication of what the document says. Never attach documents that have abstract names like “Document 1”, “CV”, etc
- People won’t open attachments if they aren’t convinced they need to. Mention a few of your key skills and research interest by using bullet points. You should write in the body of the email what the attachment is for. For example: Attached is the resume for your further consideration.
- Don’t use “Attached herewith”. Just say “attached is a [document, excel sheet, etc.]
- How often did you embarrass yourself sending out a mass email saying “attached is a document…..” but forgot to make the attachment? Don’t worry, it’s not only you. We all make this error sometimes.
Tips: Always attach the document(s) first, before writing an email.
5. Email Closing:-
We know that you always do it – but just as a part of this article, We must add that it is good to use a nice ending for the email, like: “Best regards, Kind Regards, Regards, Thank you”, etc.
6. Professional Email Address:-
The Best is to use University official email address if you do not have any university email address, then make a professional email ID, do not make funny IDs, such as Romeo447@gmail.com or some jokes like it.
7. Use proper grammar and avoid tech-speak:-
We often make typos, especially when writing quickly. Although spell-check will not catch every mistake, it’s always good to do spell-check before sending out an email. A sign of professionalism.
Always proofread before sending out an email. If you are not very confident with your English, you should seek help from an expert English user – even if it requires you to pay some money.
Last but not least:-
Before clicking the Send button: Before you send out, ask the following questions:
- Have I clarified purpose and actions?
- Have I included supporting documents and written a clear Subject line?
- Did I write the message clearly enough that it does not come back to me with questions?
- Am I sending the message to the correct recipient(s)?
- Have I run the spelling checker and edited the message for grammar and jargon?
- How is the tone of the message? Is it gentle enough or too rude?
Remember: Emails can be used as legal proofs. Make sure your email does not end you up in trouble or ruin your long cherished dream in vain.