Searching for a PhD supervisor can feel like a daunting task — but with a clear approach and a simple tracking system, you can dramatically increase your chances and avoid repeating the same mistakes. Shortly after my graduation ceremony from the University of Southampton on 3rd December 2019, I contacted about five professors and got accepted to one only. I then continued to look for funding opportunities until 13 August 2022, when I was shortlisted for the PTDF/DAAD joint funding scholarship. This time, I needed another supervisor to match what my new research entails.
Email template to professors (copy & edit)
Keep it short, specific, and tied to the professor’s recent work. Here’s a strong generic version:
Why the tracker template is important
- Stay organized: you’ll track who you contacted, when, and the outcome.
- Avoid duplicate emails: prevents sending the same request twice to the same professor.
- Follow up professionally: set reminders for 10–14 days instead of chasing too early.
- Use multiple devices: Google Sheets works best across phone + laptop.
- Safety: if your device is lost, cloud storage keeps your contacts and notes safe.
- Pipeline thinking: helps you contact many professors without losing track.
- Improves your strategy: you’ll notice patterns (which emails work, which don’t).
What to track (simple but effective)
Use these columns (this is what the Excel tracker is built on):
| Field | What to write | Why it matters | Example |
|---|---|---|---|
| Professor | Full name + title | Avoid duplicates | Prof. Dr. Jane Doe |
| University | Institution name | Compare options later | TU Munich |
| Research group | Lab/group name | Make emails relevant | Secure Systems Lab |
| Official contact | Correct follow-ups | jane.doe@uni.de | |
| Date contacted | First email date | Control timing | 2025-01-10 |
| Status | No reply / Rejected / Interested | At-a-glance progress | Interested |
| Remarks | Notes (proposal request, interview) | Prevents confusion | Asked for 2-page proposal |
Tip: update your tracker immediately after any reply. That habit alone makes your process 10x easier.
Download the tracker template
Upload it to Google Drive and open with Google Sheets if you want cloud access across devices.
Extra tips most applicants miss
- Don’t mass-email: customize 2–3 lines per professor based on their recent publications.
- Keep attachments light: CV (1–2 pages) + research summary (1 page max).
- Use a clear subject: “Prospective PhD – [Area] – [Your Name]”.
- Follow-up rule: one follow-up after 10–14 days is enough.
- Pipeline matters: contact multiple professors — don’t wait for one reply before sending others.
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Thank you sir. This is an insightfull tips.
These tip are very helpful. Initiating the first email to a potential supervisor can be quite daunting. This guidance here, provides a clear and practical direction. Well done!!