how to write a follow up email for research position

Follow-up email after no response — 8 email examples and template

Learn how to write a follow-up email after no response with the help of our follow-up email samples and template.

How to write a follow-up email

If your email has ever been ignored, a follow-up email can help get your conversation back on track.

As the name suggests, follow-up emails are reminders , prompts, and (very gentle) pushes to get a response. If the follow-up email does its job, you'll quickly find a reply ready and waiting in your inbox, and you can (quite literally) get back on with business!

In this ultimate guide on how to write follow-up emails, we delve into the format, breaking it down into sections. Then, we provide 8 follow-up email samples and finish with a 100% customizable template.

Let the email pros at MailMaestro guide you through the process of creating fantastic follow-up responses that won't fail to get a reply!

General tips on writing follow-up emails

1. be polite and professional.

Remember, you're asking for someone's time and attention. Keep your tone courteous and professional, and thank the recipient for their time.

2. Keep it concise

Your follow-up email should be brief and to the point. Clearly state the purpose of your email and refer to your previous communication.

3. Provide context

Mention when you last spoke or interacted to remind prospects who you are and why you're reaching out. This can help jog their memory and establish relevance.

4. Send timely follow-ups

Sending your follow-up soon after a meeting (within 24 hours) demonstrates professionalism and shows commitment to the discussion. For general follow-ups, sending emails during business hours can increase the likelihood of them being opened and read.

5. Use a clear subject line

Make it easy for the recipient to understand the purpose of your email at a glance. A clear, concise subject line can increase the chances of your email being opened. Leverage this to make the purpose of your follow-up email very clear, so the prospect understands immediately what is wanted from them.

6. Optimize for mobile

With many recipients reading emails on mobile devices, ensure your emails are mobile-friendly. Use concise subject lines, a clean format, and accessible attachments to enhance readability.

Why send a follow-up email?

Consider the situation: You've emailed your boss with a question about a project.

Time is running out for you, but you're still waiting for a reply. What would you do?

It's easy to get frustrated and even angry if you feel ignored. But before you go nuclear, send a follow-up email. There are many reasons why you're email may have been unanswered, and you’ll never know if you don’t ask.

The hardest part of creating a follow-up email is to stay polite and professional, while pushing for an outcome. It's especially sensitive if you're pushing someone in power, like a boss, manager, director, or valued client.

The (not so secret) trick is to use the formal email structure and established follow-up email format. So let's get to it...

Follow-up email format

The follow-up email format is no mystery to anyone who creates messages for business. It uses the formal email format (you can read about that in our monster guide here!).

Follow-up emails are focused on getting an outcome.

Whether you're checking in after applying for a job or after sending your resume, it all starts with a strong subject line that grabs attention.

When they open the email, it's professional, personalized, and precise, focusing on your desired outcome. It ends with an outline of the next steps in the process and a suitable sign-off.

It sounds simple because it is! It's time to get into the details of how to draft a follow-up email, using a professional email format.

1. Follow-up email subject line

For every type of email, subject lines have to grab attention. They must express precisely what the message is about and encourage the reader to open it. Fulfilling these principles is a priority for follow-up emails, as your initial message was ignored. Don't make the same mistake again!

Keeping the subject line short, sweet, and simple is essential, advises Rebecca Zucker in the Harvard Business Review .

She suggests that 47% of all emails are discarded by having lousy subject lines. Don't make that mistake!

You can either be explicit about your request or not. Here are a few follow-up email subject line examples:

• Follow up: Email sent on XXX – This is a super formal subject line to a serious email
• Response required: Email sent XXX – Again, a serious subject line for a serious email
• Reminder to register for XXX – This is a polite email reminder for an event.
• Be great to hear from you – This is a relaxed and informal approach that you should only use with someone you knowNetwork event reminder (details) – Another polite follow-up about an event ‍
• Thanks for our meeting – This is a different way to follow up with someone you have already met. You're not demanding a response but creating a connection

In case you're wondering, here are some terrible follow-up email subject lines that you should never use in any situation!

• Why didn't you respond?
• Did you get my last email?
• I'm waiting for your reply…
• I know you're busy, but…
• Just checking in…
• Respond ASAP (I included your manager as CC )

Want to learn how to start an email professionally and adequately? Check out our feature on how to write a professional email and how to introduce yourself effectively .

Let's start crafting a follow-up email together, starting with the subject line:

2. Follow-up email body

The follow-up email body is where we start asking for what we want: a reply.

Start with a personalized greeting that uses the person's name. A "Hi" or "Hello" is fine, along with their first name. (Don't forget any professional titles, too.)

Your email is about getting attention and encouraging a response, but try to avoid becoming emotional in your requests. The format outlined below is a great way to ensure you get the desired outcome without damaging your reputation or burning any bridges.

Restate your original request

Start with a warm greeting and remind the person of the previous email (request or correspondence). Keep things upbeat and friendly rather than ice-cold and overly formal.

Remember, there may be legitimate and fair reasons you've received no reply, so always give the person the benefit of the doubt (until proven otherwise).

I hope you're well. I'm contacting you to ask about the status of my proposal and whether you had a chance to review it yet?

I sent the proposal to you on (insert date) and provided copies of all the requested documents. I was excited to hear your feedback and whether we could take this forward together.

(Your name)

Restate what's needed and possible deadline (call-to-action)

Your email opening is positive, friendly and continues to build your relationship. The door is still open – but let's push for some answers!

One tip we have is don't be overly apologetic and don't feel bad for bothering people again. This can lead to longer than necessary emails.

One crucial consideration is whether the email response is time-sensitive. Take, for example; you are inviting someone to an event . You may have a deadline for an answer. In this case, you may need to send a polite follow-up email quickly, which is acceptable. 

In this section, we state what's required and provide a deadline to drive action. You can offer them an opportunity to extend the deadline if there's a genuine reason why they've not been able to respond.

If you can't find the previous email, I've included everything again with this email. To clarify, please can you review my proposal and let me know if you are interested in taking forward our collaboration?

We're in the process of selecting suppliers at the moment, and I will need your reply by (insert date).

If you're not going to be able to review my proposal by this date, please let me know, and we will see if there is a possibility to extend the deadline.

3. How to end follow-up email

To finish off your follow-up email, you can restate your overall aims of the message – and the outcome you want. Even if you're feeling frustrated, don't let that come across in your follow-up emails. Focus on staying 100% professional!

Before sending, don't forget to add your name, signature, and other details. Double check you've added the attachments, documents, and anything else the recipient may require!

Thank you for considering my proposal. I look forward to receiving your reply and working together.

If you want to contact me, you can reach me at (insert details).

Kind regards,

Common mistakes in sending follow-up emails

Avoid these common mistakes when sending follow-ups to improve your chances of getting a response:

• Following up too soon : As mentioned earlier, timing is everything. Sending a follow-up too early can be off-putting. Studies show that waiting 3-5 days after the initial email is ideal for increasing open rates​. For your first follow up email, it's best to wait at least 2-3 days.
• Being too pushy : While persistence is important, being pushy can harm your chances. Limelead's research emphasizes the importance of keeping the tone polite, conversational, and professional, can boost response rates significantly. Just make sure each follow up email is offers fresh new content.
• Forgetting to add a call-to-action : Every follow-up email should include a clear call-to-action (CTA). A MarketingSherpa study found that clear CTAs can improve click-through rates by 371% , making them critical in email strategy​.

By avoiding these mistakes, your follow-up emails will come across as professional and increase the chances of getting a response.

Need to write a great follow-up email? Try MailMaestro for free!

MailMaestro can help you draft a professional follow-up in a matter of seconds. One of our standout features is the Improve existing email option . You can input your draft and MailMaestro's AI email assistant will refine it, making it more professional, concise, and compelling.

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🪄 MailMaestro tip:

Use MailMaestro's Improve existing email feature. Customize any of the email examples below to suit your needs. Or, enter a quick sentence explaining the message you'd like to convey. After filling in the placeholders, use MailMaestro's Improve existing email option. Then, paste your draft into the text box. Make sure to select your preferred email tone and length. And just like that, you'll have a polished email ready to send!

How to use AI tools to send follow-up emails

AI tools can take the hassle out of sending follow-up emails, making the process quicker and more efficient. Here’s how you can use them to streamline your follow-up strategy:

• Draft emails faster : AI tools help you write follow-up emails much faster by suggesting well-structured drafts. You can easily adjust these to fit your specific needs, making sure your message is clear and professional without spending too much time writing from scratch.
• Set reminders to follow up : Sometimes it's hard to remember when to follow up. With AI tools, you can set reminders to nudge you when it’s time to send another email, such as MailMaestro's snooze feature . This way, you never lose track of conversations or miss out on important opportunities.
• Personalize your messages : A Statista report shows that personalized emails have an 18.8% open rate , compared to 13.1% for non-personalized ones​. Personalization boosts engagement, even in follow-ups.
• Stay Consistent : Consistency is key when following up, and AI tools make it easier to stay on top of your communication. Remember that most clients require multiple nudges before you actually hear back from them. So by sticking with a specific process from A-Z, you can ensure you’re reaching out at the right times without letting anything slip through the cracks.

Simplify the process of sending follow-up emails while keeping your communication personal and on track using AI email assistants .

When to send a follow-up email?

Knowing when to send a follow-up email is crucial. Sending one too soon can seem pushy, while waiting too long might lead to missed opportunities. Generally, you should allow a reasonable amount of time for the recipient to respond. Research supports this timing:

• After initial email: It’s best to wait 3-5 business days before sending your first follow-up. Research shows that this window gives recipients time to respond without feeling rushed, maintaining professionalism and improving reply rates. This is also a good opportunity for you to clear up any technical errors in case you encountered anything during the initial touchpoint.
• Second follow-up : If there’s no response, wait another 5-7 days before sending a second email. Consistent follow-ups, spaced appropriately, can boost response rates by an additional 21% based on studies .
• Final follow-up : If you still haven’t received a response after the second follow-up, wait one more week before sending a final email. At this point, it’s important to maintain professionalism while expressing the urgency of a reply.

Immediate follow-up after a meeting:

For follow-ups after meetings, sending your email within  24 hours is recommended . This ensures that the discussions remain fresh in the recipient’s mind, helping reinforce key points and demonstrate your commitment to the next steps.

Example: "Thank you for taking the time to meet with me today. I wanted to follow up promptly while our discussion is still top of mind..."

Example of a follow-up email sequence timeline

Here’s a timeline you can follow when sending multiple follow-up emails:

• Day 1 : Send your initial email. Example: An introduction email or a proposal request. ‍ ‍
• Day 4 : Send the first follow-up if you haven’t received a response. Example: "Hi [Name], I wanted to check in and see if you had a chance to review my previous email. Looking forward to your thoughts!" ‍
• Day 10 : Send a second follow-up if there's still no response. Example: "Hi [Name], I hope you're doing well. I’m following up on my earlier message. Please let me know if you’re available to discuss this further." ‍
• Day 17 : Send the final follow-up if the previous emails haven’t prompted a reply. Example: "Hi [Name], I wanted to touch base once more regarding my earlier messages. If you're not able to respond at this time, please let me know if another time would be more convenient."

This sequence respects the recipient’s time while demonstrating your commitment to receiving a response. Remember to keep your tone polite and professional throughout, especially in the final email.

Follow-up email examples

Now, in the classic MailMaestro style, we stop telling and start showing.

Following up with prospects or colleagues shows that you care about building a relationship. Follow-up emails generally achieve higher response rates compared to initial outreach, as they provide context and an opportunity for re-engagement.

To make your follow-up emails more valuable, it's best to consider attaching relevant documents or materials, such as case studies, meeting summaries, or brochures.

We give you 8 examples on how to create a polite follow-up email, a gentle follow-up email, and a more formal response request email . We've provided the framework for how to follow up on an email below.

These samples are written to help you understand the format and find the right words . Use them as the basis for building your follow-up emails.

Or, if you're feeling lazy, copy and paste them. It's your choice!

1. Polite follow-up email sample

Here's a polite follow-up email sample you can send after not receiving a response. When deciding how to follow up on email politely, think about the person and understand why they may not have read your email.

In this polite follow-up email example, we've acknowledged why someone may not have responded to an email – "I understand that you are busy".

I'm just following up on an email I previously sent to you. I understand that you are busy, but I would appreciate it if you could review the email and respond to me as soon as you can.

If I don't hear from you by the end of the week, I'll call you at your office.

Yours sincerely,

Sarah Jones

2. Follow up email sample after no response

Here is a sample of a follow-up email sent after getting no response. It doesn't beat around the bush but gets straight to the point. This email isn't to someone that you know but a generic email address or unnamed recipient.

Dear Sir/Madam,

I am following up on an email I sent on 12 September. Please can you review the email and respond as soon as possible?

If you would like to discuss the email in further detail, please contact me directly.

I look forward to hearing from you.

Yours faithfully,

3. Gentle follow up email sample

If you're looking for a gentle follow-up email sample, here's one. This is a lot less formal than the previous ones. 

It was great chatting with you earlier. I'm just getting in touch to check whether you had a chance to review the email I sent to you previously and whether you could reply?

If I don't hear from you in the next few days, I'll give you a call.

Best regards,

4. Polite follow-up email sample for a request

We start with a polite follow-up email sample to make you sound like a pro. This sample is a basic – but effective – way to follow up.

We use the structure set out previously and leave the reader in no doubt about what we want, when, and why.

Hi (Recipient's name),

My name is (your name), and I'm contacting you from (company name). I'm contacting you to ask if you have received my email about (the subject).

To help you, I'll briefly recap the purpose of my message. (Outline the purpose).

Please confirm that you have received this email and that you will be able to reply.

My deadline for responses is (insert your deadline). If this will be a problem, please contact me at (insert details), and we'll see if we can make alternative arrangements.

5. Politely follow up with your boss sample

Emailing your boss requires some tact. You'll naturally want to push for a response, but remember who has the power (they do!).

In this sample, we create a polite follow-up you can use with even the most fearsome boss.

Be bold and confident that you're doing the right thing for your career and the business.

I recently sent you an email about a project I'm working on. I'm currently making significant progress, but I need your information and answers before I can move on to the next stage.

I appreciate that you are busy and have conflicting priorities, but I would appreciate it if you could review the information I have provided and answer my questions.

Please let me know if you would prefer to go through it in person, and we can arrange a suitable time.

Many thanks,

6. Chaser email sample

Chasers aren't just soft drinks taken after hard liquor; they're also emails to accelerate a response. Chaser emails are often sent to get attendance at a meeting, confirmation of a booking, or dietary requirements.

Chaser emails are briefer than the other follow-ups and less formal – but don't be complacent. Check out our chaser email sample.

I'm contacting you from (company name) to confirm your attendance at (meeting, event, etc.).

I previously sent you an email containing all details. To make it easy to reply, I've included all details here again.

Please review the information and reply with your decision by (insert date).

7. Following up on my previous email sample

How many times have you had to follow up on an email that's been ignored? For us, it's lots and lots of times, sadly.

Email follow-ups are formal and stick to the structure – but there is flexibility. If you're emailing a colleague, you can be friendlier. If you're emailing an existing customer or potential client, stay formal .

I'm contacting you from (company name) and following up on my last email. Can you confirm that you received it?

You'll find all details in my previous email, but I've included everything in this email to make it as easy as possible for you to reply.

I would appreciate it if you could review the information and respond as soon as possible. Please contact me if you have any questions.

8. Waiting for a response email sample

Sometimes you can find yourself left waiting for a response. This can hold you up and stop you from progressing on projects or achieving your aims.

Don't delay ; send a follow-up email, and let's get you some answers!

This email sample provides an engaging way you can explain you're waiting for a response – and why you need one ASAP!

I'm contacting you from (company name) and am following up on my last email. We cannot progress with the project until we receive your reply. Please let me know when I can expect to hear from you.

In case you didn't receive the last email, I have included all information here to help you.

(Insert information)

Please respond to me as soon as possible.

Kindest regards,

Follow-up email template

If the samples above don't suit your style, or fit your circumstances, here's a 100% customizable follow-up email template you can use.

This follow-up message follows the format and sticks rigidly to an approach we know works.

To use this template, work from top to bottom and fill in the gaps. You can delete any section you don't need or add more information where required.

By the end, you'll have a follow-up message that will get results!

I hope you're well. I'm contacting you to follow up on my previous message and ask if you had (read my email, checked your calendar, reviewed my proposal, etc.)

I sent you an email on (insert date) and provided copies of (whatever you provided).

If you can't find the previous email, I've included everything again with this email. (Add details and attach documents!)

Please can you confirm that you have received this email? I will need your reply by (insert date). This will enable us to (secure your place, book the room, etc.)

If you cannot help me with my request or would like to contact me to discuss anything, you can reach me at (insert details).

I look forward to receiving your reply

Follow-up on how to write follow-ups

And so, the end is near, and by this stage, you should know how to write follow-up emails. We’ll say it again, but the key is to focus on the outcome and ignore any emotions.

Always remember there could be a legitimate reason your original email or request wasn't answered, so give the person a chance. When writing follow-up emails, use the standard format simple structure, keep things short, and include a CTA.

Never settle for anything less than an answer!

Want to compose the perfect email?

Try our free AI email assistant – write, reply & summarize threads right inside your inbox.

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Crafting the Perfect Follow Up Email for a Research Position: Email Template and Strategies

Following up after applying for a research position is crucial. A well-crafted follow-up email for a research position can significantly increase your chances of landing an interview. This article provides an effective email template and strategies to help you write a compelling follow-up email.

A strong follow-up email not only demonstrates your continued interest but also reinforces your qualifications and highlights your enthusiasm for the specific research opportunity. It’s a chance to reiterate your skills and experience, showcasing how they align with the position’s requirements. Remember, a follow-up email is not just a reminder; it’s an opportunity to further impress the hiring manager and stay top-of-mind.

Crafting an impactful follow up requires careful consideration of timing, tone, and content. Too soon, and you might appear overly eager; too late, and the opportunity might have passed. Striking the right balance is key to making a positive impression. Let’s explore the essential elements of a successful follow up email for a research position.

When to Send a Follow Up Email for a Research Position

Timing is everything. Sending your follow up too early can be detrimental, while waiting too long can make it seem like you lack genuine interest. Generally, a good timeframe is 5-7 business days after the application deadline or your initial interview. This allows sufficient time for the hiring manager to review applications or conduct interviews.

Understanding the Hiring Process Timeline

Before sending a follow-up email, try to understand the hiring process timeline. This information is sometimes included in the job posting. Knowing the timeline can help you determine the appropriate time to follow up.

Essential Components of a Follow-Up Email for a Research Position Email Template

A compelling follow up email should include several key components to maximize its effectiveness.

Subject Line: Concise and Informative

Your subject line should be clear, concise, and informative. Avoid generic subject lines like “Following Up.” Instead, use a specific subject line that references the position you applied for, such as “Following Up: Research Position – [Your Name].”

Opening: Personalized and Professional

Start with a professional salutation and personalize the opening by referencing the specific research area or project that interests you. This shows you’ve done your research and are genuinely interested in the position.

Reiterate Your Qualifications and Enthusiasm

Briefly reiterate your key qualifications and how they align with the position’s requirements. Express your continued enthusiasm for the opportunity and highlight any new accomplishments or relevant experiences since your initial application.

Reinforce Your Value Proposition

Clearly articulate what you bring to the table. What unique skills, perspectives, or experiences can you contribute to the research team? Remind the hiring manager why you’re a strong candidate.

Call to Action: Express Your Availability

End with a clear call to action. Reiterate your interest in interviewing and express your availability for a conversation. Provide your contact information again for easy access.

Example of a Follow Up Email for Research Position Email Template

Subject: Following Up: Research Assistant Position – [Your Name]

Dear [Hiring Manager Name],

I am writing to follow up on my application for the Research Assistant position in [Department/Research Area], which I submitted on [Date]. I was particularly excited to learn about [Specific Project/Research Focus] and believe my experience in [Relevant Skill/Area] aligns well with the requirements outlined in the job description.

Since submitting my application, I have [Mention any new accomplishments or relevant experience]. I remain highly enthusiastic about this opportunity and am confident that my skills and experience in [Relevant Skill 1] and [Relevant Skill 2] would make me a valuable asset to your team. You can find further details in my attached research resume sample .

I would welcome the opportunity to discuss my qualifications further in an interview. Please let me know if you require any additional information. Thank you for your time and consideration.

[Your Name] [Your Contact Information]

Follow-Up Email Best Practices

Here are some important best practices to remember:

• Proofread carefully: Ensure your email is free of any grammatical errors or typos.
• Keep it concise: Respect the hiring manager’s time by keeping your email brief and to the point.
• Be professional: Maintain a professional tone throughout your email.
• Don’t be demanding: Avoid demanding a response or an interview.

Crafting a well-structured follow up email for a research position is a vital step in the job application process. By following the tips and email template provided in this article, you can significantly increase your chances of securing an interview and landing your dream research role. Remember, a thoughtful follow-up demonstrates your genuine interest, reinforces your qualifications, and keeps you top-of-mind. Applying these strategies can make all the difference in a competitive job market. You might also want to check out this undergraduate research proposal sample or example of a sociology research proposal to get a better understanding of research proposals.

How many follow-up emails should I send? One or two well-timed follow-ups are usually sufficient.

What if I don’t get a response to my follow-up email? You can try reaching out one more time after a week or two. However, if you still don’t hear back, it’s likely they’ve moved on with other candidates.

Should I send a follow-up email after an interview? Yes, sending a thank-you note after an interview is always recommended.

Can I attach my resume to my follow-up email? It’s generally not necessary to re-attach your resume unless specifically requested.

What should I do if the hiring manager asks for more information in their response? Respond promptly and provide the requested information thoroughly and professionally.

Common Scenarios for Follow-Up Emails

Following up after an application deadline: Express your continued interest and inquire about the timeline for next steps.

Following up after an interview: Thank the interviewer and reiterate your enthusiasm for the position.

Following up after a networking event: Thank the person you spoke with and mention something specific you discussed to remind them of your conversation. Refer to this apa format research proposal template for formatting your research proposal. Also see this example of draft in research paper for guidance.

Further Resources

For further information on crafting compelling research proposals, consider exploring resources on developing research methodologies and conducting literature reviews.

For assistance with your research endeavors, please contact us: Phone: 0904826292, Email: [email protected] or visit us at No. 31, Alley 142/7, P. Phú Viên, Bồ Đề, Long Biên, Hà Nội, Việt Nam. We have a 24/7 customer support team.

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Follow-Up and Reminder Emails

Follow-up and reminder emails to professors can seem intimidating to write ;  you need an answer to a question or request ,  but you don’t want to seem pushy or demanding. Well ,  just like you rs , professor s ’   inb oxes are full of  email ;   sometimes your  message  might slip through the crack s ,  or the professor read  it  and  meant to reply ,   but  something urgent came up –so   gentle reminders are perfectly acceptable and even helpful.  As a general rule  of thumb ,  wait at least 48 hours to send a follow-up to a professor, and if you email on a Friday afternoon or weekend ,  wait until at least Tuesday afternoon before reaching out  again .   

Subject: Follow-up about [Reason for Follow -up] 

  Good afternoon Professor* [Last name],  

  I hope all is well. I wanted to follow up on my email from [when you sent it]  about [what your concern or question is] .  I understand you have a busy schedule, but  I  wanted to see about [whatever you are following up on].   

  I greatly appreciate your time. Thank you again in advance for your help with [question].  I look forward to hearing from you soon!   

  Sincerely,   

[Your name]  

Subject: Reminder about [Reason for Reminder] 

  Good morning Professor* [Last name],  

  I hope all is well. I know you have lots of things going on, but I just wanted to remind you that [whatever you are reminding of] is due/needed by [date]. Thank you again for taking time to complete [request]. Please let me know if you have any questions or need additional information.   

  Thank you again!  

  Sincerely,  

*Use the title they use for themselves. If they haven’t specified, “Professor [Last Name]” is preferred.

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How to write a follow-up email to a potential supervisor(With examples)

• February 6, 2022
• GRADUATE ADMISSIONS

You might have been working so hard to craft that decent looking email to a potential supervisor , But you haven’t heard from them back after you sent it.

This is quite a stressful situation to be in. But do not get too stressed to the point where you make bad decisions that will potentially lead to losing a potential research opportunity. This is why a follow-up email to a potential supervisor should be well-timed and crafted.

Related blog posts:

10 Proven Tips to Introduce Yourself Over Email to a Potential Supervisor

How to Write an Email to a Potential Supervisor (With examples)

Professors do not reply to emails for a plethora of reasons.

• They are genuinely busy.
• They do not have funding to support your education.
• They get hundreds of emails from people daily; replying to all of them is difficult.

But, after all, you have to do something if you don’t receive a reply. You can always try your luck. And there’s nothing wrong with trying. You just have to follow some ethics to ensure that you’re not offending anybody when writing a follow up email to a potential supervisor.

Do your research first

There are plenty of technical reasons why you are not getting any response. Your email might end up in the spam folder, for example. If you haven’t thought of that and sent another email, it wouldn’t make any difference.

I made the mistake of sending a follow-up email to a potential supervisor from my Outlook account, and no one was writing me back. When I realized my messages were likely being filtered to their spam mail and started emailing from my university email, I received responses right away.

Give them time

Give them a decent period of time in which to respond. A week is a reasonable amount of time. You can also wait two weeks to respond to your original email. They may be busy. Some of them say right on their research page that they won’t write you back if they don’t want to work with you.

I emailed a professor on 8th January when I was applying to graduate school, and I never heard back from him until 18th April. He mentioned in the email that he was intrigued by my application, but he wasn’t sure at the time where he had the resources to take a new graduate student.

After a quick interview within a week after that email, I got my acceptance letter to join his lab. Looking back at that nerve-racking three months now, I am 100% certain that it was worth the wait.

Never lose hope! Timing is Everything, but everyone has different Timing.

Do not send the same email back

This is kind of a mistake most students make when they write a follow-up email to a potential supervisor. The point here is to be practical. If you send the same email twice, you are already assuming that your potential supervisor missed your email. That is just a single possibility out of many.

If they saw your email and were not interested in your application, sending the same email would not make any difference.

But, if you send a short “follow-up” email, forward with the email you sent earlier, you might at least get a response saying that they are not interested in your application, which is extremely important if you are applying for several universities at the same time.

Do not demand a reply and only follow up once

It might be better not to include the request to respond either way. If they feel they are too busy to respond, they will likely disregard that response. If you did not get a response to your second email, it is a good indication that you have to move on.

Never send a follow-up email for a follow-up email! You should only follow up once.

Always be polite and not admonish them for not replying or ask them why they haven’t responded.

Follow-up email to a potential supervisor: Examples

A general example.

Subject: Follow-up about [Reason for Follow-up] Dear Professor [Last name] , I hope all is well. I wanted to follow up on my email from [when you sent it] about [your concern or question]. I understand you have a busy schedule, but I wanted to see about [whatever you are following up on]. I greatly appreciate your time. I look forward to hearing from you soon! Thank you again in advance for your help with [ question ] . Sincerely, [Your name] FOLLOWED BY THE REST OF THE ORIGINAL EMAIL’S CONTENTS.

If you are sure your last email went to the spam folder

Subject: Follow-up about [Reason for Follow-up] “Dear Professor [Last name] , I emailed you on mm/dd from my personal email, but I am concerned that my message may have been blocked, so I am emailing you again from my former student account. Sincerely, [Your name] FOLLOWED BY THE REST OF THE ORIGINAL EMAIL’S CONTENTS.

Final words

Do not lose hope. Timelines are different from one person to another. It is always important to respect your potential supervisor’s time.

A follow-up email to a potential supervisor could potentially be a starting point of being accepted to your dream school.

Do not forget to share your experience in the comment section.

Images courtesy: Photo by Brooke Cagle on Unsplash , Text vector created by stories – www.freepik.com

Aruna Kumarasiri

Founder at Proactive Grad, Materials Engineer, Researcher, and turned author. In 2019, he started his professional carrier as a materials engineer with the continuation of his research studies. His exposure to both academic and industrial worlds has provided many opportunities for him to give back to young professionals.

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Thank you, Nimat!

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I’m glad this article was helpful to you, Charlie!

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