Tips for Writing an Email to Faculty about Research
For many students, the best way to get involved in research is to email faculty/principle investigators directly to ask about research opportunities. An email is an opportunity to highlight your shared interest in their research topic and to highlight attributes that will make you a good undergraduate researcher to work with. This page will help you write a concise and targeted email to maximize your chance at a reply.
The subject
Be short, but be clear what you are writing about. Something like “Undergraduate Research Opportunities in Your Lab” or “Openings for Undergraduates to do Research in [your research topic]” should work. Do not simply use “Hi” or “Research” as a subject.
The greeting
A formal greeting is always a safe bet, so always address the recipient using a proper title. When contacting faculty or postdoctoral fellows, “Dear Dr. ______,” is appropriate. If you are contacting someone without a doctorate or M.D., use “Dear Mr. ______,” or “Dear Ms.______” If you are unsure, always err on the side of using “Dr.” Never open an e-mail with “To whom it may concern” or any similarly vague phrase.
The main text
In the first line, identify yourself with your year in school and your major or anticipated major as well as your interest in research (e.g., “I’m a sophomore political science and public policy major looking to do research on voting rights in the South.” or “I’m a first year Neuroscience major and hope to get involved in Alzheimer’s research as soon as I can.”). You also want to explain why you why you are contacting this faculty in particular. It helps to mention how you know the recipient or where you got their contact information. If you took a class with them or have spoken with someone doing research with them, say so. If you are contacting them based on their profile on the department website, it is fine to say something like “When lookin for research opportunities in [subject area], I found information about your research on the department’s website.”
Next, explain your specific interest in this faculty’s research . Your goal here is to establish a shared passion for the particular area in which this faculty member conducts research — the more specific, the better. Are there aspects of their research that fascinate you? Do you want to be able to contribute to the understanding of some specific problem or issue? Is there something about your past classwork or research experience that sparked your interest? If there are broader motivations that drive you, include a sentence in your email explaining them. In addition, it can be helpful to pick a recent paper or book they’ve published and read or skim it. You don’t have to sound like an expert, but it helps to mention a recent finding that interests you and possibly ask a good question about their research (e.g., “Is the protein you study also regulated in a cell cycle-dependent manner?”). Be sure to describe any relevant experience or completed courses that would make you well suited to do research with the faculty, but keep in mind your shared interest/passion may be just as important as your background.
One word of caution: you don’t want to make it seem that their lab or their research project is only a stepping stone to the next step in your career (graduate school or medical school) — this might turn off many who are devoted to research and want to recruit students with a shared passion.
Grades and your CV/resume
While grades are certainly not the only factor faculty will consider, you may wish to include your GPA if you feel that it merits mentioning. However, refrain from making it the focal point of a sentence; instead, you can bring it up in the context of wanting some experience outside of class (e.g., “I am enjoying my classes so far and doing well (my GPA is 3.7), but I feel that I will learn a lot more by exploring my interests beyond the classroom”). Similarly, if you have a CV/resume that includes relevant research experience, you may want to include it (e.g., “I’ve attached my resume in case it might be helpful for you to know a bit more about me.”). If your academic qualifications are not as great as you’d hoped (for example, your GPA is on the lower end), you can put off attaching the CV for now and just state that you would be happy to send a CV or any other material if needed.
Concluding sentences and closing
Now you are ready to wrap up with a brief concluding statement. Thank the recipient for their time and ask for an opportunity to meet with them to discuss their research projects and to how to get involved in the type of research they do. A warm but simple closing (“Sincerely,” or “Best regards,”) is fine. It may help to include your email or phone number under your name if you have invited the recipient to contact you.
General considerations and next steps
First, remember to keep the email reasonably short. Two small paragraphs should cover everything you need say. Also, remember to proofread carefully. Spelling and grammar errors will reflect negatively and your attention to detail. Don’t use slang or abbreviations common in texting. Think of the email as something you would turn in for a grade. That said, be yourself! While it is best to be formal, the email does not have to be bland; let some of your personality show through. Lastly, if you don’t receive a reply after about two weeks, it’s okay to follow up by forwarding your original email back to the recipient and politely add “Dear Dr. ______, I’m writing to follow up on my earlier email about research opportunities in [your area of research]. I remain interested in speaking with you about your research if you are able. Thank you in advance for your time and consideration.” Faculty are very busy and your persistence may be appreciated, so it’s even okay to send another follow up email after another few weeks if you don’t hear back. After that, it may be time to move on to other opportunities.
Sample email
Dear Dr. ______,
I am a sophomore Computer Science major, and I am especially interested in your research on artificial intelligence.
With artificial intelligence constantly evolving, I am interested in exploring its true capabilities and how machine learning can improve language processing. While looking for research opportunities to explore my passions within artificial intelligence, I came across your Natural Language Processing Group at UNC. Connecting the capabilities of artificial intelligence and exploring its ability to communicate with human language is very captivating. I am enjoying my classes so far and doing well (My GPA is 4.0), but I am eager to supplement my classroom learning with a research opportunity. I feel that I would be able learn more about artificial intelligence by becoming a part of your research group or a similar project on campus. I’ve attached my resume in case it’s helpful for you to know a bit more about me and my research background.
I would appreciate an opportunity to briefly meet with you or someone in your research group to discuss your research and how I might be able to support your work at some point in the next three years. If you are able to meet with me, please let me know some times you are available to talk. Thank you in advance for your time and consideration, and I look forward to hearing from you.
[include a signature with your Name, Major, Class of 202_]
Follow-up email after no response — 8 email examples and template
Learn how to write a follow-up email after no response with the help of our follow-up email samples and template.
How to write a follow-up email
If your email has ever been ignored, a follow-up email can help get your conversation back on track.
As the name suggests, follow-up emails are reminders , prompts, and (very gentle) pushes to get a response. If the follow-up email does its job, you'll quickly find a reply ready and waiting in your inbox, and you can (quite literally) get back on with business!
In this ultimate guide on how to write follow-up emails, we delve into the format, breaking it down into sections. Then, we provide 8 follow-up email samples and finish with a 100% customizable template.
Let the email pros at MailMaestro guide you through the process of creating fantastic follow-up responses that won't fail to get a reply!
General tips on writing Follow-Up Emails
- Be Polite and Professional: Remember, you're asking for someone's time and attention. Keep your tone courteous and professional, and thank the recipient for their time.
- Keep it Concise: Your follow-up email should be brief and to the point. Clearly state the purpose of your email and refer to your previous communication.
- Use a Clear Subject Line: Make it easy for the recipient to understand the purpose of your email at a glance. A clear, concise subject line can increase the chances of your email being opened.
Why send a follow-up email?
Consider the situation: You've emailed your boss with a question about a project.
Time is running out for you, but you're still waiting for a reply. What would you do?
It's easy to get frustrated and even angry if you feel ignored. But before you go nuclear, send a follow-up email. There are many reasons why you're email may have been unanswered, and you’ll never know if you don’t ask.
The hardest part of creating a follow-up email is to stay polite and professional, while pushing for an outcome. It's especially sensitive if you're pushing someone in power, like a boss, manager, director, or valued client.
The (not so secret) trick is to use the formal email structure and established follow-up email format. So let's get to it...
Follow-up email format
The follow-up email format is no mystery to anyone who creates messages for business. It uses the formal email format (you can read about that in our monster guide here!).
Follow-up emails are focused on getting an outcome.
Whether you're checking in after applying for a job or after sending your resume, it all starts with a strong subject line that grabs attention.
When they open the email, it's professional, personalized, and precise, focusing on your desired outcome. It ends with an outline of the next steps in the process and a suitable sign-off.
It sounds simple because it is! It's time to get into the details of how to draft a follow-up email, using a professional email format.
1. Follow-up email subject line
For every type of email, subject lines have to grab attention. They must express precisely what the message is about and encourage the reader to open it. Fulfilling these principles is a priority for follow-up emails, as your initial message was ignored. Don't make the same mistake again!
Keeping the subject line short, sweet, and simple is essential, advises Rebecca Zucker in the Harvard Business Review .
She suggests that 47% of all emails are discarded by having lousy subject lines. Don't make that mistake!
You can either be explicit about your request or not. Here are a few follow-up email subject line examples:
- Follow up: Email sent on XXX – This is a super formal subject line to a serious email
- Response required: Email sent XXX – Again, a serious subject line for a serious email
- Reminder to register for XXX – This is a polite email reminder for an event.
- Be great to hear from you – This is a relaxed and informal approach that you should only use with someone you knowNetwork event reminder (details) – Another polite follow-up about an event
- Thanks for our meeting – This is a different way to follow up with someone you have already met. You're not demanding a response but creating a connection
In case you're wondering, here are some terrible follow-up email subject lines that you should never use in any situation!
- Why didn't you respond?
- Did you get my last email?
- I'm waiting for your reply…
- I know you're busy, but…
- Just checking in…
- Respond ASAP (I included your manager as CC )
Want to learn how to start an email professionally and adequately? Check out our feature on how to write a professional email and how to introduce yourself effectively .
Let's start crafting a follow-up email together, starting with the subject line:
2. Follow-up email body
The follow-up email body is where we start asking for what we want: a reply.
Start with a personalized greeting that uses the person's name. A "Hi" or "Hello" is fine, along with their first name. (Don't forget any professional titles, too.)
Your email is about getting attention and encouraging a response, but try to avoid becoming emotional in your requests. The format outlined below is a great way to ensure you get the desired outcome without damaging your reputation or burning any bridges.
Restate your original request
Start with a warm greeting and remind the person of the previous email (request or correspondence). Keep things upbeat and friendly rather than ice-cold and overly formal.
Remember, there may be legitimate and fair reasons you've received no reply, so always give the person the benefit of the doubt (until proven otherwise).
I hope you're well. I'm contacting you to ask about the status of my proposal and whether you had a chance to review it yet?
I sent the proposal to you on (insert date) and provided copies of all the requested documents. I was excited to hear your feedback and whether we could take this forward together.
(Your name)
Restate what's needed and possible deadline (call-to-action)
Your email opening is positive, friendly and continues to build your relationship. The door is still open – but let's push for some answers!
One tip we have is don't be overly apologetic and don't feel bad for bothering people again. This can lead to longer than necessary emails.
One crucial consideration is whether the email response is time-sensitive. Take, for example; you are inviting someone to an event . You may have a deadline for an answer. In this case, you may need to send a polite follow-up email quickly, which is acceptable.
In this section, we state what's required and provide a deadline to drive action. You can offer them an opportunity to extend the deadline if there's a genuine reason why they've not been able to respond.
If you can't find the previous email, I've included everything again with this email. To clarify, please can you review my proposal and let me know if you are interested in taking forward our collaboration?
We're in the process of selecting suppliers at the moment, and I will need your reply by (insert date).
If you're not going to be able to review my proposal by this date, please let me know, and we will see if there is a possibility to extend the deadline.
3. How to end follow-up email
To finish off your follow-up email, you can restate your overall aims of the message – and the outcome you want. Even if you're feeling frustrated, don't let that come across in your follow-up emails. Focus on staying 100% professional!
Before sending, don't forget to add your name, signature, and other details. Double check you've added the attachments, documents, and anything else the recipient may require!
Thank you for considering my proposal. I look forward to receiving your reply and working together.
If you want to contact me, you can reach me at (insert details).
Kind regards,
Common mistakes in sending follow-up emails
Avoid these common mistakes when sending follow-ups to improve your chances of getting a response:
- Following up too soon : As mentioned earlier, timing is everything. Sending a follow-up too early can be off-putting. Studies show that waiting 3-5 days after the initial email is ideal for increasing open rates.
- Being too pushy : While persistence is important, being pushy can harm your chances. Limelead's research emphasizes the importance of keeping the tone polite, conversational, and professional, can boost response rates significantly.
- Forgetting to add a call-to-action : Every follow-up email should include a clear call-to-action (CTA). A MarketingSherpa study found that clear CTAs can improve click-through rates by 371% , making them critical in email strategy.
By avoiding these mistakes, your follow-up emails will come across as professional and increase the chances of getting a response.
Need to write a great follow-up email? Try MailMaestro for free!
MailMaestro can help you draft a professional follow-up in a matter of seconds. One of our standout features is the Improve existing email option . You can input your draft and MailMaestro's AI email assistant will refine it, making it more professional, concise, and compelling.
🪄 MailMaestro tip:
Use MailMaestro's Improve existing email feature. Customize any of the email examples below to suit your needs. Or, enter a quick sentence explaining the message you'd like to convey. After filling in the placeholders, use MailMaestro's Improve existing email option. Then, paste your draft into the text box. Make sure to select your preferred email tone and length. And just like that, you'll have a polished email ready to send!
How to use AI tools to send follow-up emails
AI tools can take the hassle out of sending follow-up emails, making the process quicker and more efficient. Here’s how you can use them to streamline your follow-up strategy:
- Draft emails faster : AI tools help you write follow-up emails much faster by suggesting well-structured drafts. You can easily adjust these to fit your specific needs, making sure your message is clear and professional without spending too much time writing from scratch.
- Set reminders to follow up : Sometimes it's hard to remember when to follow up. With AI tools, you can set reminders to nudge you when it’s time to send another email, such as MailMaestro's snooze feature . This way, you never lose track of conversations or miss out on important opportunities.
- Personalize your messages : A Statista report shows that personalized emails have an 18.8% open rate , compared to 13.1% for non-personalized ones. Personalization boosts engagement, even in follow-ups.
- Stay Consistent : Consistency is key when following up, and AI tools make it easier to stay on top of your communication. By sticking with a specific process from A-Z, you can ensure you’re reaching out at the right times without letting anything slip through the cracks.
Simplify the process of sending follow-up emails while keeping your communication personal and on track using AI email assistants .
When to send a follow-up email?
Knowing when to send a follow-up email is crucial. Sending one too soon can seem pushy, while waiting too long might lead to missed opportunities. Generally, you should allow a reasonable amount of time for the recipient to respond. Research supports this timing:
- After initial email: It’s best to wait 3-5 business days before sending your first follow-up. Research shows that this window gives recipients time to respond without feeling rushed, maintaining professionalism and improving reply rates
- Second follow-up : If there’s no response, wait another 5-7 days before sending a second email. Consistent follow-ups, spaced appropriately, can boost response rates by an additional 21% based on studies .
- Final follow-up : If you still haven’t received a response after the second follow-up, wait one more week before sending a final email. At this point, it’s important to maintain professionalism while expressing the urgency of a reply.
Example of a follow-up email sequence timeline
Here’s a timeline you can follow when sending multiple follow-up emails:
- Day 1 : Send your initial email. Example: An introduction email or a proposal request.
- Day 4 : Send the first follow-up if you haven’t received a response. Example: "Hi [Name], I wanted to check in and see if you had a chance to review my previous email. Looking forward to your thoughts!"
- Day 10 : Send a second follow-up if there's still no response. Example: "Hi [Name], I hope you're doing well. I’m following up on my earlier message. Please let me know if you’re available to discuss this further."
- Day 17 : Send the final follow-up if the previous emails haven’t prompted a reply. Example: "Hi [Name], I wanted to touch base once more regarding my earlier messages. If you're not able to respond at this time, please let me know if another time would be more convenient."
This sequence respects the recipient’s time while demonstrating your commitment to receiving a response. Remember to keep your tone polite and professional throughout, especially in the final email.
Follow-up email examples
Now, in the classic MailMaestro style, we stop telling and start showing.
We give you 8 examples on how to create a polite follow-up email, a gentle follow-up email, and a more formal response request email . We've provided the framework for how to follow up on an email below.
These samples are written to help you understand the format and find the right words . Use them as the basis for building your follow-up emails.
Or, if you're feeling lazy, copy and paste them. It's your choice!
1. Polite follow-up email sample
Here's a polite follow-up email sample you can send after not receiving a response. When deciding how to follow up on email politely, think about the person and understand why they may not have read your email.
In this polite follow-up email example, we've acknowledged why someone may not have responded to an email – "I understand that you are busy".
I'm just following up on an email I previously sent to you. I understand that you are busy, but I would appreciate it if you could review the email and respond to me as soon as you can.
If I don't hear from you by the end of the week, I'll call you at your office.
Yours sincerely,
Sarah Jones
2. Follow up email sample after no response
Here is a sample of a follow-up email sent after getting no response. It doesn't beat around the bush but gets straight to the point. This email isn't to someone that you know but a generic email address or unnamed recipient.
Dear Sir/Madam,
I am following up on an email I sent on 12 September. Please can you review the email and respond as soon as possible?
If you would like to discuss the email in further detail, please contact me directly.
I look forward to hearing from you.
Yours faithfully,
3. Gentle follow up email sample
If you're looking for a gentle follow-up email sample, here's one. This is a lot less formal than the previous ones.
It was great chatting with you earlier. I'm just getting in touch to check whether you had a chance to review the email I sent to you previously and whether you could reply?
If I don't hear from you in the next few days, I'll give you a call.
Best regards,
4. Polite follow-up email sample for a request
We start with a polite follow-up email sample to make you sound like a pro. This sample is a basic – but effective – way to follow up.
We use the structure set out previously and leave the reader in no doubt about what we want, when, and why.
Hi (Recipient's name),
My name is (your name), and I'm contacting you from (company name). I'm contacting you to ask if you have received my email about (the subject).
To help you, I'll briefly recap the purpose of my message. (Outline the purpose).
Please confirm that you have received this email and that you will be able to reply.
My deadline for responses is (insert your deadline). If this will be a problem, please contact me at (insert details), and we'll see if we can make alternative arrangements.
5. Politely follow up with your boss sample
Emailing your boss requires some tact. You'll naturally want to push for a response, but remember who has the power (they do!).
In this sample, we create a polite follow-up you can use with even the most fearsome boss.
Be bold and confident that you're doing the right thing for your career and the business.
I recently sent you an email about a project I'm working on. I'm currently making significant progress, but I need your information and answers before I can move on to the next stage.
I appreciate that you are busy and have conflicting priorities, but I would appreciate it if you could review the information I have provided and answer my questions.
Please let me know if you would prefer to go through it in person, and we can arrange a suitable time.
Many thanks,
6. Chaser email sample
Chasers aren't just soft drinks taken after hard liquor; they're also emails to accelerate a response. Chaser emails are often sent to get attendance at a meeting, confirmation of a booking, or dietary requirements.
Chaser emails are briefer than the other follow-ups and less formal – but don't be complacent. Check out our chaser email sample.
I'm contacting you from (company name) to confirm your attendance at (meeting, event, etc.).
I previously sent you an email containing all details. To make it easy to reply, I've included all details here again.
Please review the information and reply with your decision by (insert date).
7. Following up on my previous email sample
How many times have you had to follow up on an email that's been ignored? For us, it's lots and lots of times, sadly.
Email follow-ups are formal and stick to the structure – but there is flexibility. If you're emailing a colleague, you can be friendlier. If you're emailing an existing customer or potential client, stay formal .
I'm contacting you from (company name) and following up on my last email. Can you confirm that you received it?
You'll find all details in my previous email, but I've included everything in this email to make it as easy as possible for you to reply.
I would appreciate it if you could review the information and respond as soon as possible. Please contact me if you have any questions.
8. Waiting for a response email sample
Sometimes you can find yourself left waiting for a response. This can hold you up and stop you from progressing on projects or achieving your aims.
Don't delay ; send a follow-up email, and let's get you some answers!
This email sample provides an engaging way you can explain you're waiting for a response – and why you need one ASAP!
I'm contacting you from (company name) and am following up on my last email. We cannot progress with the project until we receive your reply. Please let me know when I can expect to hear from you.
In case you didn't receive the last email, I have included all information here to help you.
(Insert information)
Please respond to me as soon as possible.
Kindest regards,
Follow-up email template
If the samples above don't suit your style, or fit your circumstances, here's a 100% customizable follow-up email template you can use.
This follow-up message follows the format and sticks rigidly to an approach we know works.
To use this template, work from top to bottom and fill in the gaps. You can delete any section you don't need or add more information where required.
By the end, you'll have a follow-up message that will get results!
I hope you're well. I'm contacting you to follow up on my previous message and ask if you had (read my email, checked your calendar, reviewed my proposal, etc.)
I sent you an email on (insert date) and provided copies of (whatever you provided).
If you can't find the previous email, I've included everything again with this email. (Add details and attach documents!)
Please can you confirm that you have received this email? I will need your reply by (insert date). This will enable us to (secure your place, book the room, etc.)
If you cannot help me with my request or would like to contact me to discuss anything, you can reach me at (insert details).
I look forward to receiving your reply
Follow-up on how to write follow-ups
And so, the end is near, and by this stage, you should know how to write follow-up emails. We’ll say it again, but the key is to focus on the outcome and ignore any emotions.
Always remember there could be a legitimate reason your original email or request wasn't answered, so give the person a chance. When writing follow-up emails, use the standard format simple structure, keep things short, and include a CTA.
Never settle for anything less than an answer!
Want to compose the perfect email?
Try our free AI email assistant – write, reply & summarize threads right inside your inbox.
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