Finding and Contacting a PhD Supervisor: Writing Emails and Asking the Right Questions

The process of choosing a supervisor is different depending on the project you’re applying for. If you’re applying for an advertised project, the process of finding a supervisor is simple. Usually, they’ll be the academic who has devised the project in question, and the person you’ll be making your application to. If you’re proposing your own PhD project, you’ll need to do some investigation to find an academic whose research interests align with your own. In either case, you’ll need to reach out to them to discuss your research area and find out whether they’re interested in supervising you. Your supervisor might also wish to meet you in person or on video call to find out more about you.

This page is all about finding the Mr. Miyagi to your Daniel LaRusso, the Obi-Wan Kenobi to your Luke Skywalker, the PhD supervisor to your PhD researcher.

The role of a PhD supervisor is to use their own experience and expertise to support you throughout your project. Finding a supervisor and contacting them first can be daunting but essential when applying for a PhD.

I’ve covered everything you need to know about finding and approaching a potential PhD supervisor on this page. I’ve also gone into the email etiquette to follow when you reach out to them and how to prepare for the all-important first meeting.

Finding a PhD supervisor

First of all, you’ll want to have at least a rough idea of what you want your PhD topic to be. You’ll need to have a decent plan of what you want to achieve with your PhD research so that you know you’re getting in touch with the right people (and not wasting your time – or theirs!).

Once you know what you want, how do you find the right people? Good question!

#1 Browse the academic staff section of your university website

This is where lecturers and professors will list their research interests, publications and the areas in which they’re keen to supervise PhD students. Some websites allow you to filter and search by interest. In other cases you’ll need to check these profiles individually – time-consuming but worth it.

#2 Speak to the academics at your current (or previous) university 

They’ll likely know exactly who the experts in your field are. They’ll probably even be experts themselves! If you already have a friendly relationship with a personal tutor or Masters dissertation supervisor, it’ll be good to have an informal chat about who they think could be a good fit for your work.

#3 Check who has been prolific in your research area 

There are probably a few names that have come up repeatedly in your previous work at postgraduate level. It’s worth scouring bibliographies and chapters to learn more about the academics behind them. Read up on their current work and find out whether they’re accepting supervisees.

Once you’ve done your research and have a good idea of the academic landscape around your proposed PhD topic, you should make a shortlist of around three potential supervisors to contact. Now is the time to make sure you’re really clued up on their academic background and current projects, so that you can make an excellent first impression when you get in touch with them.

Your first email to a potential PhD supervisor should be a formal email, in many ways like an application cover letter.

When writing an email to a PhD supervisor, you’ll need to show that you understand their previous publications and their current research activity. Don’t assume that you can send a generic email to a potential supervisor without displaying genuine knowledge and passion of their field.

1. Include a clear subject line

Make sure your initial email doesn’t have a vague subject line that could lead to it being ignored (or heading straight for the spam folder). Some examples could be:

• ‘Prospective PhD student interested in Hegelian dialectics’
• ‘Enquiry for BBSRC-funded PhD in Viral Immunology’

When contacting a potential PhD supervisor, it's vital that the email is kept as brief, targeted and specific as possible. Try to avoid passive or hesitant statements. Supervisors are very busy, and if they find any reason why this email is not relevant it can be ignored.

5. Sign off professionally

Conclude the email to a PhD supervisor by thanking them for their time and consideration, with a professional sign off.

Before the meeting, make sure you are familiar with the supervisor’s research and publications. Not only does this show interest in the supervisor and the research field, it will be useful to understand some of the topics you’ll be discussing.

It may also be worth reacquainting yourself with your emails to the potential supervisor. There may be specific questions or points brought up that could be discussed further.

Finally, make a good first impression. Be interested, interesting and dress professionally.

After the meeting, it is worth evaluating everything you have learned about each potential supervisor and begin to compare them. Ensure you keep notes and keep in contact if necessary.

Now that you know how to find a supervisor for your project, you might be wondering about how to choose a good PhD supervisor. You’ll be spending a lot of time with them during your PhD, so it pays to understand what to look out for in terms of personality traits, expertise and experience.

#1 Substantial research expertise

The ideal PhD supervisor will be an expert in their academic field, with a wealth of publications, articles, chapters and books. They’ll also have a background in organising and presenting at conference events.

It’s also important that their expertise is up-to-date. You should look for evidence that they’re currently active in your research area, with recent publications and conference attendance. The quality of these publications is also important – prominent, peer-reviewed journals are ideal. If your prospective supervisor has lots of citations, that’s also a great sign.

#2 Clear about their career plans

After you’ve made initial contact with a supervisor, it’s good to get an idea of where they see their own future. If they’re planning to retire, go on sabbatical or change institution, that could cause problems for your PhD later down the line. It goes without saying that you want a supervisor who is going to stick around for the duration of your PhD.

#3 Previous experience as a PhD supervisor

Ideally, a supervisor should have a long track record of supervising PhD candidates, with plenty of experience helping them through the ups and downs that come with research. It’s well worth investigating how previous supervisees have done under the tutelage of your prospective supervisor – university websites, ResearchGate and LinkedIn are the best places to do this.

If you’re able to visit the department in person, speak to current PhD students to get an idea of how they’re getting on.

#4 Personality

It can be difficult to judge someone’s personality on the basis of emails, a video call or a chat over coffee, but try to decide if your potential supervisor is a good match for you on a personal level.

Do they seem enthusiastic about your work and inspiring about their own interests? Will they make a good mentor when it comes down to the hard work of completing your PhD? Are they more of a hands-on or hands-off supervisor?

#5 Organisational skills

Excellent organisational skills – both on your part and your supervisor’s part – are key to succeeding at a PhD. You’ll want a supervisor that is clear with their expectations, giving you deadlines where necessary but also having some flexibility that takes your personal situation into account.

You also want a supervisor who is easy to get hold of for feedback and advice, with regular office hours. Many academics are extremely busy, but you should expect your supervisor to find time for you where necessary.

Tips from the author

Be aware of email etiquette. As a formal email, effort should be made to be polite and respectful. Be assertive but avoid rudeness or disrespect.

Use the supervisor’s correct title, starting with “Dear” and signing off with “Yours sincerely” or “Kind regards”.

Make sure there are no typos or grammatical errors, and there is clear and consistent formatting.

Have patience! Supervisors can have hectic schedules and may not be able to reply to every email in good time. If there is no reply after one or two weeks, it may be worth sending a polite reminder email. Try to avoid badgering your favoured supervisor with numerous follow up emails, as this could give a negative impression.

Frequently asked questions

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