PhD Application Tips, Part 2: Reaching out to Faculty and Beyond

It’s PhD application season—so should you reach out to prospective faculty advisors and how do you do connect?

PhD application season is in full swing, and beyond choosing schools and programs , a significant part of the process for those applying for PhDs in health policy involves connecting with prospective faculty advisors and mentors .

But how do you do it? Here are some tips for how to reach out as part of this crucial step in your application journey.

1. Should I Reach Out to Prospective Faculty Advisors?

The answer depends on your field. Some disciplines expect you to reach out to faculty, while others don’t. In health policy and public health, it’s normal, if not expected, for prospective PhD students to contact faculty members. If you are applying for economics, the advice is to not contact them at all. So be clear about the standard for the discipline you are applying for!

2. How Do I Reach Out to Them?

You may be feeling awkward about reaching out to professors. When I was applying, I didn't know how to do it either, but thanks to advice from colleagues and going through the process myself, here's what I learned:

• Research the Faculty: Go through the list of faculty in the department or program you're interested in and note those whose research interests you. Read at least two, if not more, of their research papers that interest you and get a feel for their work. Look at the datasets they used. Look at their methods. Think about their research questions. Be a thoughtful and curious person about their research. Read their commentaries too, but the research papers are more important to talk about future research.
• Tailor Your Email: Email one faculty member at a time, customizing your message to their research. Do not, under any circumstance, send the same email to all faculty at the same time. I cannot tell you, as a faculty member, how many times I have received the same email in long self promotional essay. When this happens, it is a faux pas.
• Be Polite and Concise: Keep your email to 5-7 sentences max and remember that you are the one asking a favor, not the other way around. Concise emails is a generally good practice. Wait for a reply, at least a week, before contacting other professors. If you don't hear back, you could send one follow-up email a week later in case they missed it, but I would not do more than 1 follow-up email.
• Here's a format you could consider:

  Subject: Prospective PhD Student Interested in Your Research

  Dear Professor [Name],

  [Introduction] My name is [Your Name], and I’m applying for the PhD program in [Field]. If accepted, I would be honored if you would consider being my PhD advisor.

  [Research Interest] Describe 1-2 sentences of what research the professor does that interests you and why.  

  [Your Background] Describe 1-2 sentences of your experience, publications, or interest in this area.

  [Your Polite Request] Ask politely if they would be willing to speak with you. List your availability and email/phone number. Attach your CV.         

Other reminders (which seem really obvious but I've been surprised!):

• It's more polite to use Professor than Dr. Why? Professor is a higher rank than plain Dr. Don't assume that you should address them by their first name unless they indicate otherwise. Don't use their first name. This is a formal email, not messaging your friends.
• For formal emails, I recommend using "Dear", not "Hi" or "Hey". Again, I may be old fashioned, but these are small cues of intergenerational understanding.
• Remove all the parts in brackets. Avoid copying this template exactly but adapt it to your tone of voice and writing style. If you are not confident, ask a friend or mentor to review the first one for you.
• Read and re-read your email so that there are no typos or grammatical errors. Be as simple, clear, and concise as possible. If needed, ask ChatGPT to edit it for you.
• Ensure that your tone is polite and respectful, not entitled or demanding. I can't tell you how important this is.

3. A Professor Replied – Now What?

If a professor replies and is willing to schedule a time to talk, be prompt in your response. Once the date/time is confirmed, send a calendar invitation with call-in details and be prepared for the call. What do you say on the call?

• Be Friendly and Enthusiastic: You're not calling to brag or to show off. You're here to make a connection and you should still be respectfully friendly but not necessarily chummy in the way you are with your friends. The call is about personality and soft skills, not only technical skills.
• Be Professional: It is like an interview but not a formal interview. Nevertheless, you should dress appropriately and formally, as it is a sign of seriousness and respect. The faculty member may be asking themselves if you have the qualities necessary to succeed in doing a PhD as well as if they think you could be a good colleague and a nice human.
• Introduce Yourself Again, Briefly: Assume they have not had time to read your email or CV or if they have, they have forgotten. Do not assume they remember you. They have hundreds of students and collaborators, not to mention a variety of emails from strangers like yourself.
• Express Interest: Show genuine enthusiasm for their research and mention specific papers you’ve read, including asking questions about the research. It's a compliment when you say "In your paper on [some topic], I really liked [fill in the blanks]."
• Ask Thoughtful Questions: Inquire about the biggest questions in the field or the direction it’s moving. Ask them about methods. Ask them about theories. Ask them about where the literature is going or the research frontier. Asking questions is a sign of your intellectual curiosity.
• Avoid Administrative or Curriculum Questions: Faculty members are usually more interested in discussing research than curriculum details or funding. So don't even bother asking such questions. It also cuts into the limited time you have, and you'd be better off talking to the departmental coordinator or current students about such questions.

As the call approaches 15-20 minutes, gauge if it’s going well. Do you sense enthusiasm, cheerfulness, or openness from the other side? If so, ask if they could suggest other faculty members to speak with. If the call is going well, they may even suggest that you speak to a certain individual, which is a good sign. You could also ask if you may have their permission to list their name in your statement of purpose.

Don't forget to express your appreciation for their time in the call. Never take the faculty member's time or permission for granted. Don't overstay the time that you have with them. Shorter can be better. Being respectful of other people's time exhibits professionalism.

If you don't hit it off with the person, don't be discouraged. Connecting with people is an art rather than a science and two-sided. Much depends on intangible aspects or even relateability. Anyway, just move on to the next faculty member on your list and keep trying.

If you have existing mentors already, you may consider to ask your mentor if they are willing to look at the list of programs and faculty names. If you have a good relationship with your mentor, you could ask if they are willing to connect you. If they say no, don't take it personally as it could be that they don't know them. But it could also mean they don't feel comfortable vouching for you, which could be a problem if they are writing your reference letter. Research fields are small communities, as experts on a certain topic usually know all the others in the field.

Remember, PhD programs typically require at least two faculty members willing to advise you. Keep building these relationships, and above all, be friendly, humble, and respectful. PhD applications are highly competitive, and being personable is as important as being brilliant and smart.

Don't forget to thank them with a short follow-up thank you note. Be memorable.

Bottom Line: Connecting with potential faculty advisors is key to a successful PhD application for many but not all disciplines. Approach this process thoughtfully and with genuine interest in their work. Professors love talking about research and when others express interest in their research agenda, so use it as a chance to display your intellectual curiosity and make a meaningful connection with a prospective mentor.

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