Why Contact a Ph.D. Supervisor?

Embarking on an academic journey requires a great deal of commitment and responsibility. One has to burn a lot of midnight oil to reach the level to apply for a doctoral program. However, you cannot do it on your own. You need to find a supervisor who is qualified and knowledgeable enough to guide you down this new aspiring road. Hence, the first step would be finding potential Ph.D. supervisors and discussing your research area with them to see if they are interested in guiding and supervising you. It may sound simple, but it is actually very serious and important because you might work with the supervisor you are contacting in the future. That is why it is essential to make a good impression. 

But how to initiate contact with a potential Ph.D. supervisor? Radviser’s following article is a step-by-step guide on initiating contact and making a good impression, so keep on reading.

Preparation Before Contact

Step 1: Why Are You Pursuing a Ph.D. Program?

There are a series of questions that you need to ask yourself before initiating contact with a prospective supervisor (Of course, these are just some suggestions to give you an idea):

1. What are you trying to achieve by pursuing your chosen research area?
2. Why do you want to do a Ph.D. in your chosen research area?
3. What is your source of inspiration?
4. Are you ready to devote five years of your life to this particular research? Why?
5. How does a Ph.D. program fit into your career plan?
6. Do you actually need a Ph.D. for your aspiring career? If yes, how? If not, why do you want to pursue a Ph.D. program? 

Answering these questions prior to the prospective supervisor's conversation will help you know what to say and when to say it. Hence, you will have appropriate answers ready if you were asked, which will help you make an excellent impression. Generally speaking, people like to work with those who know what they want and why they want it. Also, knowing the answers to these questions increases the likelihood of reaching a promising outcome in your future conversations. 

Step 2: Research Your Knowledge Gap

Before approaching the prospective supervisor, make sure your research area knowledge is acceptable and enough. Undoubtedly, you will be asked specific questions regarding your research area, and you are supposed to be knowledgeable enough to answer them articulately. Hence, if you are not confident in your knowledge, fill the gaps before initiating contact. You don't want to seem unprepared, irresponsible, or irrelevant. 

Start with the literature reviews. Do a complete search on your specific area and make sure you have enough knowledge of the works that have been done before. In addition, you don't want to research a theory that has been worked on before. This is why examining the relevant literature is critical. It will ensure the value of the topic that you have in mind. Notice the challenges, limitations, and unanswered questions in your literature review and figure out which ones can be implemented in your research. It would be excellent to develop hypothetical solutions for those issues using your research. 

Decide on the mythology you want to incorporate in your research. You could choose either theoretical frameworks or previously experienced methods. The methodology is the map of every research journey. By knowing it, you can show the prospective supervisor your qualifications and knowledge simultaneously. 

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Step 3: Find The Most Suitable Candidates with Research

Some supervisors are so excellent at their job that they will elevate your work and make your potential blossom. In addition, some universities offer promising projects and programs that you feel like you don't want to miss for the world. You might even need funding for your research. This actively demonstrates the need for a profound search to find the right person and university. You need to consider their personal, professional, and academic background. It would be excellent to check their previous experiences with Ph.D. students and review their work styles.

Moreover, you should check their recent publications. This will show you how active and enthusiastic they are regarding research. Don't forget to check various universities and different countries. Then compare and contrast to see which ones are more suitable options considering the goal you are trying to achieve.

Step 4: Developing a Research Outline

Some people think they need a research proposal before contacting the supervisor. The truth is what you need is a well-organized outline. Later on, after choosing your supervisor, you will devise the proposal together. Keep it as short as 500 words and make it accurate enough to answer all the necessary questions like why you are interested in this particular research area and what you are trying to achieve. Include the hypothesis you want to test in the course of your research and identify the methodology to use it. Having a robust research outline is impressive and shows a lot of commitment.

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Step 5: Select Your Funding Status

Usually, prospective Ph.D. supervisors have funding for the positions they have advertised. If you have found them other than advertisements, prepare yourself because they might not have any. Before initiating contact, you need to realize whether your research requires any specific funding or you simply don't need one. Watch out for any funding position that might suit you. Constantly check the universities' web pages and the prospective supervisors' social media for new openings.

Step 6: Initiate Contact

Now you have all the required information for initiating contact. Make sure you have everything you need, like all the information about the research, your CV, etc., close by. It would be good to check some email samples online before drafting one yourself. At the beginning of the email, you need to introduce yourself and your background. Bear in mind to keep it short and accurate. Then talk about your research area. Make sure to include why you think your desired research area is relevant to the prospective supervisor. It's time to inspire him/her, so do your best to keep it interesting and concise. The last step is to mention your funding status. If your research requires funding, make sure you specifically state the kind of funding you need. 

Now here are some quick suggestions to remember while writing your email:

• Keep it concise but interesting.
• Don't open your email with the funding status.
• Pose a question or give them something to reply to.
• Don't present all your research information in your first email. Give it time.
• Avoid using devices like hyperboles. 

You are ready! Following this guideline will help you make an informed decision in selecting the most suitable potential supervisors, and you are likely to make a great impression. One last piece of advice: Don't expect an instant reply. These things take time. They may reply instantly or take their time. The important thing is to stay motivated and continue trying.