Follow-up email to a professor: When and how you should write

Follow-up email to a professor: When and how you should you write

A follow-up email to a professor: When and how you should write

For finding a profitable research position, sending an email and Follow-up email is essential, and you should know When and how you should write.

Email etiquette is a common struggle in finding a research position. It is essential to clarify how to send emails to professors because they are etiquette professionals. Our previous article discussed “Write an Email to Professor: Complete Dos and Don’ts Discussion. “ In that article, you will get a list of suggestions for sending emails to professors. Follow-up email

It is important to follow up with a professor because it demonstrates that you are proactive, organized, and serious about your work or inquiry. It is a method of maintaining communication and ensuring that your questions or requests are not overlooked. You can demonstrate respect for the professor’s time and expertise by following up in a professional manner, increasing the likelihood of a positive response. Furthermore, following up can assist you in achieving your objectives, such as receiving feedback on an assignment, obtaining clarification on a topic, or securing a meeting or opportunity.

Importance of sending an email in a professional manner

In any type of communication, including follow-up emails to a professor, sending an email in a professional manner is important because it demonstrates respect for the recipient, reflects well on the sender, and helps to establish a positive relationship. A professional email should be well-written, brief, and error-free. It should also be formatted in an easy-to-read and understandable manner. The sender can demonstrate that they are serious and respectful in their communication by using a professional tone and avoiding slang, emoticons, or overly casual language. This is especially important when following up with a professor, who is likely to receive a large number of emails and may appreciate a concise, professional message that gets to the point.

Writing an email to request an available position for a professor is an effective way to get a postdoc position. Read our article – “6 golden tips for finding successful postdoctoral opportunities”. This will help you to get a successful research position.  

After writing a perfect email, it is possible that you will not get a reply from the professor’s side. Next is when and how to write a follow-up email to the professor.

Also, read – 5 Important Tips About How To Choose Where to Apply Postdoc

An email is not just correspondence. It is a good communication exercise, and you are judged for it. Before writing a follow-up email, we should understand some basic questions:

  1. Do I have to write a follow-up email to the professor?
  2. Do I need to send a second follow-up email after no response to a professor I would like to work with?
  3. How do I respond to a professor who emailed him that he has no vacancies available in his Lab?
  4. How can I follow up with a professor after meeting him once?
  5. How can I write an email to the professor who asks me to reply by email if I am interested in joining his workshop next year?
  6. How do I write to follow-up mail to a professor asking me to respond to him by e-mail whether I’m interested in joining his Lab next year?
  7. What to do if I wrote the first email and the Ph.D. professor didn’t reply?

Here we will discuss how and when to write a follow-up email to professors.

Okay, let’s get started.

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The following describes some common questions and answers on how to follow up with professors.

1. Do I have to write a follow-up email to the professor?

Writing a follow-up email is not a bad idea, but I suggest you give it a week before sending it. The content of the follow-up email could be something like this – according to your request, you submitted the details and are writing to see if you have had a chance to review them. Remember that he could contact you if he has other requirements, and you will be happy to clarify.

Your email should address that you have already submitted the necessary information and have not yet received a reply. Therefore, you are following (follow-up email) the progress of your request.

Request him to contact you for any further detail.

2. Do I need to send a second follow-up email after no response from a professor I would like to work with?

If you want and believe that you are the right person to work with, there is no reason not to be persistent. I would recommend sending him an email again. Short and sweet, to the point. Your email must contain less than 100 words.

Indicate why he or she would be interested in making you work with him, not why you are interested in working with him. And at the end of the day, your perseverance (without being hateful) can be what materializes this opportunity, so if you want. Try it and make it happen.

Write an Email to Professor

3. How do I respond to a professor who emailed him that he has no available vacancies in his Lab?

If you get such a reply from the professor’s side, the professor is interested in taking you, and next year some funding opening is there.  It would be best if you first gave your thanks, mentioning a reply email. In that email, include your interest, availability, and personal interest with confidence and respect. Again, try to make a reply email brief and ask you to give any further detail. If you have difficulty, you can discuss it with the professor and continue the conversation with a professor like your research and other attributes updates.

You can write something like, “Thank you very much for your last email. Please contact me if there is an opening in the next 3-8 months. As already written, I would like to work with you so you can wait for my application. “In this case. Also, if any other research group in your department offers scholarships that I missed, kindly let me know.”

4. How can I follow up with a professor after meeting him?

Since you have met before, share some small updates (primarily if related to your previous discussion), ask if you can say more about what you are working on, and ask if you can get feedback on your ideas.

You can also learn more about what they are currently doing (usually not what people are known for – if you were attracted to this particular aspect).

I think the most valuable part (if you’re working on an area that cares about declarations of intent) is to share a little of what you’re excited about researching and getting feedback on feasibility and related problems that might interest you in the field. Even if reading/asking about his work offers some praise and shows you could understand complex material, you will stand out more if you have your own original/creative thought (even better if it refers to his work, but not pretend). Feedback will also improve your purpose statement.

5. How can I write an email to the professor who asks me to reply by email if I am interested in joining his workshop next year?

Write an Email to Professor 03

First of all, let him know how pleased you are for him to have considered you.

Secondly, indicate what interests you in the Lab and what you think you could do there. If appropriate, consult some facts about your training and experience.

Thirdly, tell how working in the Lab would help further your career and goals. Also, indicate that you can conduct a personal conversation, handling the intended work, expectations, and possible changes in the Lab or projects.

Finally, make a statement about trust and respect – how you expect to be part of their Lab, what activities there are, and how you can be part of it.

6. How do I reply to a professor who has sent a mail saying he has no open positions available in his Lab?

This is a kind of positive response, which generally means the professor is interested in working with you, but currently, he has no available position for you. If you get such a reply from the professor’s side, give thanks for your request and mention your request to consider your position if any available opening.

7. What to do if I wrote the first email and the Ph.D. professor didn’t reply?

Sometimes, if you wrote too-long/unprofessional emails to the professor, you think you didn’t reply. Then you should send a new email to the professor for that position by considering all email etiquette.

8. What should you include in the follow-up email?

  • 1. Introduce yourself again
  • 2. Acknowledge the professor’s email
  • 3. Reference your last post (if applicable)
  • 4. Express your appreciation
  • 5. Request help/clarify something

9. What thing should you check before writing a follow-up email?

  • Make sure to follow up with your professor
  • There are always some reasons for the delay
  • The first thing you should do is check your email spam folder
  • The second thing you should do is check your instructor’s office hours or schedule
  • If you still don’t get a response from him/her, you should send a polite follow-up email

10. Thing you should consider for a Follow-up email to a professor

  1. Remember to always thank the professor after your first email, your interview, or after the meeting
  2. A follow-up email should be sent after 4 days
  3. The follow-up email should include why you are a good candidate for the job.
  4. Give an example of work.
  5. You should also write down your reference information in the follow-up email.
  6. Make the email short After you have created the headlines with the formulas, the next step is to create the content.

When to send a follow-up email

It is important to send a follow-up email to a professor at appropriate times to ensure that the message is received and addressed in a timely manner.

  1. After a meeting or event with the professor: This is an opportunity to thank the professor for their time and to reiterate any important points discussed during the meeting.
  2. After submitting an assignment or application: A follow-up email serves as a reminder of the submission and helps to ensure that the professor has received it.
  3. When seeking feedback or information: If you have asked the professor for feedback or information and have not received a response, a follow-up email can help to ensure that your request has not been forgotten.
  4. After a period of time with no response: If the professor has not responded to your original email after a reasonable period of time, a follow-up email can serve as a reminder of your request. However, it is important to be patient and allow a sufficient amount of time before sending a follow-up email.

How to write a follow-up email

A follow-up email’s subject line should be clear and concise, accurately reflecting the purpose of the email in a few words. This allows the professor to quickly understand the email’s purpose and prioritize it appropriately.

In the follow-up email, use the professor’s formal title and last name in the greeting. This demonstrates your regard for the professor and your professional relationship with them.

The body of the follow-up email should be concise and polite. It is critical to state the purpose of the email and what you hope to accomplish with it. Mentioning the original email or conversation adds context to the follow-up email.

End the follow-up email with something polite, like “Thank you for your time” or “I look forward to hearing from you.” Offering to provide additional information if necessary is also a polite way to end the email, demonstrating that you are open and willing to assist.

In conclusion, the follow-up email should be well-written and professional, demonstrating respect for the professor and clearly stating the email’s purpose and desired outcome.

Tips for sending an effective follow-up email

  • Be polite and patient
  • Avoid being pushy or aggressive
  • Proofread the email before sending
  • Use a professional email address
  • Be aware of cultural differences and etiquette

Also, read – Some Effective Tools to Improve Your Research Writing Skill

Follow-up email templates –

1. Simple follow-up email to remind him.

Subject: Reminder regarding previous email [Insert subject of previous email]

Dear Professor [Name],

I hope this email finds you well. I wanted to follow up on my previous email [Insert date of previous email] regarding [Insert subject of previous email].

I wanted to check if you have had a chance to review the information and if there is any update on the matter. I would greatly appreciate your prompt response as I am eager to proceed with the next steps.

Thank you for your time and consideration.

Best regards, [Your name]

Subject: Following up on [Insert subject of previous email]

Dear Professor [Name],

I hope this email finds you well. I wanted to follow up on my previous email from [Insert date of previous email] regarding [Insert subject of previous email]. I understand that you may have a busy schedule, but I wanted to make sure that this matter is still on your radar.

If you have had a chance to review the information I sent over, could you please let me know if there has been any progress or updates? I would appreciate your prompt response so that I can make necessary arrangements.

Thank you for your time and consideration.

Best regards, [Your name]

“Dear Professor (Surname or full name),

This is  XXXX (your name) from the place (and current position). I emailed you a couple of days ago requesting a postdoc/Ph.D. Position in your Lab. I am emailing again to make sure that you have received my email. I hope to receive a reply from you soon.

Again, thank you for your time, and have a nice day.

Sincerely,

Name XXXX

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2. Follow-up email to if you already discussed this with the professor

Subject: Following up on our discussion [Insert topic discussed]

Dear Professor [Name],

I hope this email finds you well. I wanted to follow up on our recent discussion regarding [Insert topic discussed]. As we agreed, I wanted to check if there have been any updates or decisions made regarding the matter.

I would appreciate it if you could provide me with any information that would be helpful for me to move forward. I am eager to proceed with the next steps and ensure that everything is in order.

Thank you for your time and consideration.

Best regards, [Your name]

Subject: Following up on our conversation [Insert topic discussed]

Dear Professor [Name],

I hope this email finds you well. I wanted to follow up on our conversation from [Insert date of conversation] about [Insert topic discussed]. As we discussed, I wanted to check in and see if there have been any new developments or decisions made.

If there is any additional information or clarification you need from me, please let me know. I am ready to assist in any way possible.

Thank you for your time and consideration.

Best regards, [Your name]

“Dear Professor (Surname or full name),

I just wanted to follow up on the [XYZ] position we discussed last [DAY OF WEEK].

You mentioned getting in touch about potential next steps. Is there anything I can do to help speed the process along?

Sincerely,

[YOUR NAME]

I hope this article will help you and answer many of your queries related to a follow-up email. If you have any questions or want to add any critical points, comment here.

A follow-up email to a professor: PDF

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