How to “cold-email”
Even though my research group is still in its early stages, I receive a handful of emails daily from individuals seeking a position in my lab. While I try to answer all, it’s often clear that the sender hasn’t personalized their message to align with our research focus, which significantly diminishes their chances of receiving a positive response.
With this in mind, I’ve decided to share some insights and pitfalls regarding cold-emailing a research group. These suggestions are based on personal viewpoints—so take them with a pinch of salt—and I’m open to hearing perspectives from both sides. Additional insights are always appreciated.
Here’s how you can make a strong start:
Pinpoint your scientific curiosity: Seek out research that genuinely fascinates you.
Research the Principal Investigator’s (PI) work: Grasp what the group specializes in by reading recent publications and exploring their web presence (many have university-affiliated pages or independent websites).
Look for preferred contact methods: Increasingly, groups outline preferred communication channels and required materials on their websites. Adhering to these guidelines is crucial; overlooking them can negatively impact your initial interaction.
Maintain professionalism and clarity: Use a formal and respectful tone, be aware of cultural differences (like how to address Principal Investigators or start emails), lean towards formality if uncertain, avoid spelling errors, and create a clear subject line without using all capital letters to prevent your email from being marked as spam.
Structure your email: Ensure readability with coherent paragraphs. While detail is encouraged (as discussed below), essential points should be stated prominently and clearly in your opening paragraph.
State the purpose and be specific: After briefly introducing who you are (1-2 sentences), state your purpose -what do you want from the PI (e.g., internship opportunity,…)
Show genuine enthusiasm: Express authentic interest in the group’s research by referencing specific aspects of their work—only quoting publication titles won’t be enough. Explain why this particular field and group resonate with you; this might also include shared values found on their website.
Highlight knowledge exchange potential: Depending on your academic stage, emphasize skills you hope to acquire from the lab—referencing techniques employed directly by the lab is key here—as well as competencies you can contribute. This can be a laboratory skill but also soft skills that benefit.
Sign off appropriately: Thank the PI for their time and state that you are looking forward to their response. Indicate your willingness to provide further information if needed.
Follow-up: If you don’t receive a response, it’s acceptable to follow up once after 1-2 weeks. However, avoid sending multiple follow-ups in a short period of time and especially do not re-send the same email. PIs have a lot on their plate and it is not easy to keep up with emails.
Avoid these common mistakes:
Generic emails: It’s easy to spot when a candidate has used the same email for several research groups. Show that you’ve invested time to understand what the lab is doing.
Ignoring instructions: If a PI has specific instructions on how to contact them (usually on their stand-alone homepages), be sure to follow this. Ignoring these instructions gives a very negative impression.
Overly long emails: Keep your email short, concise and to the point. Long, unstructured emails might get ignored.
Sending multiple attachments: You can and should attach a short CV, but do not attach recommendation letters, etc.
As PIs receive multiple cold emails daily, some might answer, others might not. Don’t be disheartened if you don’t get a response. Instead, critically revise your email and try again with another group that interests you. Best of luck!
I welcome any additional insights and shared experiences. Happy emailing!