Jul 1, 2025
Does Cold Emailing Work for Research?
Cold emailing is reaching out to recipients who have no prior relationship with you via email. In research, this often involves contacting academics, experts, or professionals to request their assistance on a project. Since these individuals receive hundreds of emails daily, getting a response can be daunting. However, don’t let that deter you.
Cold Emailing Works For Research
We've found it to be an effective way to connect with professors and researchers. It's a valuable tool for expressing interest, discussing potential research opportunities, and gaining insight into the professor's field of study. But before proceeding, pause for a moment and consider how you would react if you received an unsolicited knock on your door.
What would make you listen to the person knocking at your door?
What would make you take action?
A knock on your home's door will only be received well if the person knocking does it well or uses the key phrases or passcodes. Professors have priorities and receive numerous emails (knocks) daily, so your email must stand out.
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How to Cold Email for Research
1. Research Your Prospect's Work Thoroughly
Cold-emailing a professor can feel like yelling into the void. You’ve pinpointed your field of interest, done the research on the lab and professor you want to work with, and yet there’s so much uncertainty. You don’t know what the response will be, or if you’ll even get one at all. You don’t know if the void will yell back, or if your voice will simply disappear. But that doesn’t mean you can’t maximize your chances. After crafting and sending a few emails, start to see what makes a difference, and it’s not just about hitting “send.”
Strategic Research for Meaningful Outreach to Professors
The most helpful thing was taking the time to understand each professor’s research thoroughly. This meant not just skimming their lab website, but reading one or two of their articles and noting specific projects, methods, or themes that stood out to you. Also looked through the “People” page to see who was working on what and whose areas you might be drawn to.
This helped in two significant ways:
Write a more meaningful, personal email that doesn’t sound like it just followed a template.
Gauge whether you wanted to work in that particular lab.
It’s not just about getting research; it’s about doing work you find cool, exciting, and worth your time. Aligning your interests with the lab’s focus is crucial in determining who to contact. That alignment is also what professors care about. A good cold email isn’t about proving how impressive you are. It’s about showing that you’ve done your homework, that you’re genuinely interested in their work, and that you’re already thinking about how you can contribute. Professors are busy, but they’re also teachers and researchers. They appreciate thoughtful outreach and authentic enthusiasm.
It also helped me to think from their perspective:
Why would mentoring me be worth their time? That’s not a scary question; it’s one you can (and should) answer in your email.
What can you bring to the lab, even if you’re new to research? Maybe it’s being organized, curious, a fast learner, or simply willing to support whatever the team needs. Showing initiative and openness to learning goes a long way.
Here’s an example of a cold email:
Subject: Research Opportunity
Dear Professor Norman,
I hope this email finds you well. My name is Angel Toasakul, and I am a first-year undergraduate student majoring in neuroscience. I’m particularly interested in doing research on human memory and am very impressed by your lab. I wrote about your lab in my Princeton application essay when I answered the “Why Princeton?” question, so it’s an absolute honor to reach out now.
I gained experience in cognitive neuroscience research during high school, where I explored whether recalling positive memories through a psychologically induced protocol could increase the creativity level in research subjects. However, the idea that drew me to research the human memory initially was the complexity of PTSD and how profoundly memory can shape our perception, behavior, and well-being. I worked with a neurologist, psychologists, and researchers on this project for almost two years. Learning more about memory has only deepened my curiosity, and I’m eager to explore this further during my time at Princeton.
Although I haven’t had experience in computational neuroscience yet, I’m excited by the possibility of using models and algorithms to study memory. I’d love the opportunity to learn more and contribute to your lab in any way possible. If you or a member of your lab is open to discussing undergraduate research opportunities, I would be grateful for the chance to connect. I’m happy to meet when it's best for you.
Thank you for your time, and I look forward to hearing back from you.
Best,
Angel
And even if a professor doesn’t respond after all this effort, it’s still worth it. You’ve taken initiative. You’ve explored your interests. You’ve learned more about the research happening around you.
2. Draft the Subject Line
A concise and captivating subject line is essential to encourage your future supervisor to open your email. Ensure that the subject line is related to the message. The title will depend on whether you are applying for an existing opening or seeking a research opportunity. You kept your subject lines clear and specific.
Here are some subject line suggestions:
“Research opportunity in topic X”
“topic X + research”
“research at department Y”
“postdoc application in topic X”
3. Draft the Email
Your email must be concise, as it will increase the likelihood that my message will be read and replied to. A cold email is different from a cover letter and your CV. Your cold email aims to pique your professors' curiosity, encouraging them to read my cover letter and CV and consider meeting or interviewing me. Most guides advise me to start by introducing myself. For example, “My name is X, and I am a graduate in Y, etc.” In your opinion, this is a rather unengaging way to begin a cold email.
Instead, follow this method:
The 1234 format:
About the professor
The bridge
About you
CTA
About the professor ( 1 or 2 lines)
Explain why you’re emailing them about their research. Start your email by acknowledging the professor’s work and stating what stood out to you. This part is your HOOK! It must be interesting and show that you have done research. No one dislikes receiving genuine praise or kudos for their work. Recognizing their work and commending what stood out will get their attention.
Questions to help me brainstorm this part:
Give examples from the research you have done on them (e.g., list one or two of their papers that you read and mention something specific that you found compelling). Why did you choose them as a good fit for your research interests?
The bridge ( 1 line)
The one or two lines above caught their attention. Now, you need to state EXACTLY why you are emailing them. Don’t delay this further. Write a line stating that their work aligns with my prior experiences, interests, and future goals as a researcher and that you would like to work with them or apply as a postdoc/ research assistant.
About me (1 or 2 lines)
After the bridge, you can discuss your education, key past research experiences, and future goals that align with their work or make you a great fit to join their lab. Keep in mind that professors are also always looking for strong applicants who can advance their research agenda. Therefore, securing a qualified candidate is a win-win situation for both parties.
Questions to help brainstorm this part:
What sort of background, if any, do you have that is relevant to the research?
Why does this matter to you?
How will participating in research of this type help you achieve your academic, career, and personal goals?
If you’re attaching a cover letter, please refrain from repeating what is already included. Just summarize the most important highlights in these 1-2 lines.
CTA (Call-to-Action)
The best way to write this part is by asking them a question or requesting an appointment to meet with them to discuss further. Without a CTA, your email may be sent to the “read later” folder. Please briefly include the days and times you are available (e.g., Monday through Wednesday from 11 a.m. to 4 p.m., and all day Friday) and provide your contact information. Asking an interesting question will also help me elicit a response and secure an interview.
4. Email Add-Ons
You always include an email signature in your emails, and strongly recommend that you do so as well. This is another subtle way of making an impression.
Your email signature should include your degree, a notable award (for example, Chevening Scholar), and your contact details.
If you have an institutional email from your University, you suggest using that instead of Gmail or Yahoo. This further enhances credibility and delivery, giving them the impression that you are currently in academia.
Avoid using the terms Dear Sir “ or/ Hello Sir” or/ Dear Ms. The word “Sir” is too generic. Always address them with a “Dr.” + “last name.”
Lastly, it is essential to review the email for any grammatical or sentence structure errors and ensure it is professional and conveys your genuine interest in the research opportunity.
Example of a bad email: DO NOT SEND THIS
Hi Henrietta,
My name is Name, and I major in Major. Is there space in your lab for an undergraduate? If so, what is the pay rate?
Thanks, Name
Example of a good “madeup” email:
Hi Dr. Hopkins,
I hope this email finds you well. What did you find fascinating about their research? Expression of interest in a specific paper or topic. Your work aligns with my previous experiences in X and Y, and I am writing to express my interest in a postdoctoral research position in your lab. I completed a Master’s in X and Y, gaining research experience through coursework, which confirmed my intention to develop my research skills and achieve my goals.
I have attached my CV and transcripts for your review. I would appreciate the opportunity to speak with you about your research on a topic of interest. Please let me know if there is any other information I can provide. I look forward to hearing from you soon.
Best,
Your Name
Email signature
Closing Your Email: The Fine Line Between Confidence and Pushiness
As you conclude this email, please take a moment to thank the professor for considering your request and express your eagerness to hear back. Include a polite indication that you look forward to their response, but avoid sounding pushy or entitled. A simple line, such as “I would greatly appreciate the opportunity to discuss this further with you at your convenience,” strikes the right balance.
The Follow-Up: Patience and Persistence
If you don’t hear back within a week or two, it’s acceptable to send a polite follow-up email. Professors are often juggling numerous tasks, and your cold email might have slipped through the cracks. A brief, respectful reminder can show your continued interest and initiative. However, if you still don’t receive a response, it’s essential to respect their silence and move on.
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12 Cold Email Templates For Research
1. Introduction Email Template
This template is for emailing a professor to introduce yourself and express interest in their research. Opening an email with a brief overview of your background and research interests can help establish a connection with the professor.
Subject: Introduction and Interest in Research Collaboration
Hello Professor [Last Name],
My name is [Your Name], and I am writing to introduce myself and express my interest in potentially working together on a research project. I am currently a [Your academic status, e.g., undergraduate student/graduate student] at [Your University] studying [Your field of study]. I’m particularly interested in [Your research interests, e.g., machine learning, data analysis, neuroscience, etc.].
I’ve been working on [briefly mention any relevant research projects or experiences you have had, such as a research assistant position or independent research project]. I came across your work in [the professor’s area of expertise], and I’m impressed by your contributions to the field.
I am reaching out to you to explore the possibility of working together on a research project in your lab/group. I’m interested in [briefly mention your research goals or ideas, if applicable]. I’d be happy to provide more information on my background and research experience, as well as my motivation for working with you.
Thank you for taking the time to read my introduction. I look forward to hearing from you soon.
Sincerely,
[Your Name]
2. General Research Inquiry Email Template
When conducting research on a specific topic, researchers often use a general research inquiry email to contact experts or professionals in a particular field for guidance and recommendations. This email template typically includes a brief introduction of the researcher and the research topic, a few specific questions for the expert, and a request for additional resources or references that may be helpful for the research.
Subject line: Inquiry for General Research
Hello [Recipient’s Name],
I am reaching out to inquire about [briefly mention the research topic]. I’m in the process of conducting research in this area and I was hoping to get some guidance and recommendations from you as an expert in this field. There are a few specific questions that I would appreciate your input on:
[Insert Question 1]
[Question 2]
I would greatly appreciate any insights you can provide on these topics, as well as any additional resources or references that may be helpful for my research.
Thank you for taking the time to consider my request. I look forward to hearing back from you soon.
Best regards,
[Your Name]
3. Request for Information Email Template
In our cold email template for research, a request for information (RFI) is listed. This email serves as a communication tool to gather specific details on a topic or project. Researchers commonly use this email type to gain insights into a particular subject. Crafting a clear and concise email that effectively conveys the required information while respecting the recipient’s time is crucial.
Subject line: Request for Information on [insert topic or project]
Hi [recipient’s name],
I am writing to request information on [insert topic or project]. I am currently conducting research on this subject and would greatly appreciate your insights. If possible, could you please provide answers to the following questions:
[Insert question 1]
[Insert question 2]
Your expertise on this topic would be incredibly valuable to my research, and any information you can provide would be greatly appreciated. Please feel free to provide as much or as little information as you are comfortable sharing.
Thank you for your time and consideration. I look forward to hearing from you soon.
Best regards,
[Your Name]
4. Interview Request Email Template
An interview request email is used to request an interview with an individual for research purposes. The email should clearly state the purpose of the research and the expected outcome of the interview. It should also include details on how the interview will be conducted and the expected duration. This cold email template for research interviews requesting emails can be used as a guide.
Subject: Request for Interview - [Your Research Topic]
Hi [Recipient’s Name],
I hope this email finds you well. My name is [Your Name], and I am a [Your Position] at [Your Organization]. I am currently conducting research on [Your Research Topic], and I am interested in interviewing you as part of my research. Your expertise in [Relevant Expertise of Recipient] would be extremely valuable to my research, and I would be honored to have the opportunity to speak with you. The interview would take approximately [Expected Duration] and would be conducted [In-person/Over the Phone/Zoom/etc.] at a time that is convenient for you.
The purpose of my research is to [State the Purpose of Your Research], and I believe that your insights and experiences could provide valuable contributions to my findings.
If you are available for an interview, please let me know a few dates and times that work for you, and I will schedule the interview accordingly. Thank you for your consideration, and I look forward to hearing back from you.
Sincerely,
[Your Name]
5. Conference/Event Invitation Email Template
A conference/event invitation email template for research is a formal email sent to individuals or groups inviting them to attend a conference or event focused on research. The template should include key information about the conference/event such as the theme, date, time, location, and registration details. Additionally, it should emphasize the importance and benefits of attending the conference/event and provide a call to action for the recipient to register and attend.
Subject: Invitation to Attend [Name of Conference/Event] on [Date] for Research
Hello [Recipient’s Name],
We are pleased to invite you to attend the [Name of Conference/Event] on [Date], focused on research in [field of research]. The event will take place at [Location] and will bring together experts, scholars, and researchers from around the world.
Moreover, the conference/event will be a unique opportunity to learn about the latest research developments, exchange ideas, and network with peers. The theme of this year’s conference/event is [Theme], and we have an exciting lineup of keynote speakers and panelists who will discuss current and future trends in the field.
We believe that your presence and contribution will add significant value to the conference/event, and we encourage you to attend. Please find attached the conference/event program and registration details. To register, please visit [Registration Link].
We look forward to welcoming you to the [Name of Conference/Event] and to sharing a rewarding and enriching experience.
Sincerely,
[Your Name]
[Your Title]
[Conference/Event Organizer]
6. Research Partnership Proposal Email Template
A research partnership proposal email is a formal request to collaborate on a research project with a potential research partner. This email should introduce the sender and their research interests and clearly outline the objectives and benefits of the proposed partnership. The tone should be professional and persuasive. The following cold email template for a research partnership proposal is great to use.
Subject Line: Proposal for Research Partnership
Hi [Name],
I am writing to propose a research partnership with your esteemed organization. My name is [Your Name] and I am a [Your Title] at [Your Institution]. My research interests are primarily focused on [Your Research Area], and I believe that your organization’s expertise in [Partner’s Research Area] would be a valuable asset to any potential collaborative project.
I have carefully researched your organization’s previous work and achievements in the field of [Partner’s Research Area], and I am impressed by your innovative approaches and high-quality output. Evidently, I believe that a partnership between our organizations would be mutually beneficial and have a significant impact on the field of [Research Area].
The proposed project aims to [Project Objectives], and I believe that a collaboration between our organizations would be the ideal way to achieve these goals. Also, I believe that we could benefit from [Partner’s Expertise] and that we could contribute [Your Expertise] to the project. I am confident that our collaboration will result in a high-quality research output that will be of interest to the broader academic community.
I am excited about the potential for our organizations to work together, and I look forward to discussing this proposal with you in more detail. Please let me know if you are interested in pursuing this opportunity further.
Thank you for your consideration.
Sincerely,
[Your Name]
7. Invitation to Participate in Study Email Template
The email template inviting potential participants of a research study to take part in the study is a message that sends an invitation to participate in a study. The email should provide the essential details of the study and explain how the participant can take part in the research.
Subject Line: Invitation to Participate in [Research Study] - [Your Institution/Company Name]
Hi [Participant Name],
We are conducting a research study on [Research Study Topic] at [Your Institution/Company Name] and would like to invite you to participate.
The purpose of this study is to [Brief description of study’s purpose]. We believe your participation will help us gain valuable insights into [what will the study accomplish or discover?]
Participation in the study involves [brief explanation of what will be required of participants]. The study is [briefly mention how long it will take to participate, how many sessions, or what kind of activities they will need to complete]. Your participation in this study is completely voluntary, and you may choose to withdraw at any time.
If you are interested in participating, please click on the following link to access the survey/questionnaire/instructions [insert link here]. Please note that your responses will be kept confidential and anonymous.
Thank you for your consideration. Please feel free to contact us at [Your Contact Information] if you have any questions or concerns.
Sincerely,
[Your Name]
Your Institution/Company Name]
8. Request for Feedback Email Template
A Request for Feedback email template for research is a message sent by a researcher to their intended audience asking for their feedback on a particular research project. The email should be concise and to the point, clearly stating the purpose of the research and why the feedback is important. The template should include a subject line that is informative and captures the attention of the recipient. Here is an example of cold email template for research requesting feedback:
Subject Line: Request for Feedback on Research Project
Hello [Recipient],
I am writing to request your feedback on a research project that I have been working on. The project focuses on [briefly describe the research topic]. I would greatly appreciate your input on the project, as it will help me to improve and refine my work.
Your feedback is important to me and will enhance the research findings. The survey should take approximately [timeframe] to complete, and your responses will be kept confidential.
Thank you in advance for taking the time to participate in this project. Please click on the link below to access the survey.
[Insert link]
If you have any questions or concerns, please let me know. Thank you for your time and consideration.
Best regards,
[Your Name]
9. Request for Data/Information Email Template
You can use this email template to request data or information from individuals or organizations for research purposes. The email should clearly and concisely outline the research project and specify the particular data or information being requested. It is important to be professional and polite in the email, and to provide contact information in case the recipient has any questions or concerns.
Subject: Request for Data/Information for Research Project
Hello [Recipient Name],
I am writing to request your assistance with my research project on [insert brief overview of research topic]. As part of my study, I am seeking [insert specific data or information being requested].
I would greatly appreciate it if you could provide me with the requested data/information or point me in the direction of where I can find it. In addition, any information you provide will be kept strictly confidential and used only for the purposes of my research.
If you have any questions or concerns about my request, please do not hesitate to contact me. I can be reached at [insert contact information].
Thank you for considering my request. I look forward to hearing from you soon.
Sincerely,
[Your Name]
10. Request for Collaboration Email Template
A request for collaboration email is a formal way to reach out to other researchers or organizations to work together on a research project. It is important to clearly state the purpose and potential benefits of collaboration in the email. The following cold email template for research is for requesting collaboration.
Subject Line: Request for Collaboration on [Research Topic]
Hi [Recipient],
I am writing to express my interest in collaborating with your organization/research team on [Research Topic]. I was impressed by your expertise and achievements upon coming across your work in this field. My research focus has been on [Briefly describe your research background and current project].
Our combined expertise and resources can lead to a more impactful and successful research outcome. Let's collaborate on this project by leveraging our respective skills and knowledge. This collaboration will not only help us achieve our research goals but also facilitate knowledge-sharing and mutual learning.
If you are interested in this proposal, I would be happy to schedule a call to discuss the details further. Please share your thoughts on this collaboration opportunity. Thank you for your consideration.
Best regards,
[Your Name]
11. Survey Participation Email Template
Subject: Request for Participation in [Your Survey Topic] Survey
Dear [Recipient's Name],
I hope this message finds you well. My name is [Your Name], and I am a [Your Position] at [Your Institution]. I am currently conducting a survey on [Your Survey Topic], and I am inviting you to participate. Your expertise and insights in [Recipient's Field or Area of Expertise] would be incredibly valuable to our research. The survey aims to [Brief Description of Survey Goals], and your participation would greatly contribute to its success.
The survey will take approximately [Estimated Time to Complete Survey] to complete, and all responses will be kept confidential. Your input will not only help us gain a deeper understanding of [Survey Topic] but also potentially influence future research and practices in this area. If you are willing to participate, please click on the following link to access the survey: [Survey Link]. We kindly ask that you complete the survey by [Survey Deadline].
Thank you very much for considering this request. I appreciate your time and effort, and I look forward to your valuable input.
Best regards,
[Your Name]
[Your Position]
[Your Institution]
[Your Contact Information]
12. Data Request Email Template
Subject: Request for Access to [Specific Data Set]
Dear [Recipient's Name],
I hope this email finds you well. My name is [Your Name], and I am a [Your Position] at [Your Institution]. I am currently working on a research project titled [Your Project Title], which aims to [Brief Description of Your Project Goals]. As part of this research, I am seeking access to [Specific Data Set] that you have compiled. Your data on [Brief Description of Data Set] would be incredibly valuable to our study, as it would allow us to [Specific Purpose for Data].
We are committed to maintaining the confidentiality and integrity of the data. All information will be used solely for academic purposes and will be stored securely. Additionally, we are happy to acknowledge your contribution in any resulting publications or presentations. Could we discuss the terms and conditions for accessing this data? I am flexible with timing and can adjust to your schedule for a brief meeting or call. Your assistance would significantly enhance the quality and impact of our research.
Thank you for considering this request. I look forward to your response and the possibility of collaborating on this critical project.
Best regards,
[Your Name]
[Your Position]
[Your Institution]
[Your Contact Information]
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