How to Email a Professor for Scholarship? Top 10 tips

If you approach a professor in right way then there will be high possibilities that he/she can be your potential supervisor and can play a great role for your academics, professional and research growth. Not only the knowledge of how to write an email to professor is very essential but there are some vital points to consider before sending email to a professor that has never actually been taught to students anywhere.

If you don’t know, don’t worry. Here are 10 major points to keep in mind when emailing a professor for scholarship and get the reply you’re looking for.

1. Avoid Grammatical mistakes

Before sending an email to a professor. Proofread your email content several times.  Use Grammarly to avoid spelling and grammatical mistakes.

2. Check local time

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Always check the local time of your target country before sending an email to a professor. We suggest you to email between 9-12 am the local time of that country. If you will send an email during right time and weekdays then there will be more chances of getting a reply.

3. Don’t send multiple emails 

At a time, never send emails to multiple professors of the same university. You should only email one professor if you don’t get a reply in 3-4 days then you can contact another professor of that specific university and department. But you can email multiple professors of different universities at a time.

4. Keep it relevant

Don’t email to a professor, if your research interests and expertise doesn’t match with his research area. Imagine, if he asked you for an interview then you won’t be able to answer the technical questions of his field and you will feel uncomfortable during the interview.

5. Don’t  be scared of low CGPA

If you have low CGPA then try to contact professors of universities with ranking 100+. In this way, you will have more chances of getting acceptance.

6. Avoid too many attachments

Only attach CV in your first email. Attaching more files can direct your email into spam box. 

7. Professor can be extremely busy

After two weeks, you can send a reminder email if you don’t receive any response from the professor. There’s a possibility that the professor forgot to read your email because of his extremely busy schedule. 

8. Use email tracker

We recommend you to use email tracker. It will notify you whenever the professor will read your email.

9. Handle the rejection

Maybe some professors will reply to you with ‘sorry’ because they don’t have funds. You should also send them a reply email (thank you for your response etc.) at least they replied you.

10. Give chance to others

If you will get multiple acceptance at the same time then please accept one offer and inform the other professor as soon as possible so he/she can offer that position to another deserving student.

That’s all? No, there’s a lot more to do. Read the articles ‘How to Email a Professor for Ph.D. and MS Scholarships’ and ‘How to Make Your Academic CV Stand Out for Scholarships’ for further guidelines. Don’t hesitate to drop a comment below and share your idea about this article. Join us on Facebook to never miss any guideline and expert advice. Good Luck!



Team Study Catch