Should You Send a Thank-You Email to a Potential PhD Supervisor?

When applying for a PhD position, it is not uncommon to exchange emails with potential supervisors. In such situations, you might receive a response indicating that your application is being considered or that a discussion of your application should take place. Should you send a thank-you email in response? This article discusses when and how to send such an email, and what to include to maintain open communication and show your enthusiasm for the position.

When to Send a Thank-You Email

It would be appropriate to send a brief thank-you reply email to your potential PhD supervisor. The fact that they have indicated a willingness to discuss your application is a positive sign, and acknowledging their response with a short email is a courteous gesture. A thank-you note can be a thoughtful way to follow up and maintain open communication.

When the email you receive suggests that a discussion of your application is needed (e.g., “they should discuss your application” with “they” likely referring to the admissions committee), you should respond promptly. This demonstrates your enthusiasm and engagement with the process. Here is a sample of what you can include in your thank-you email:

Dear [Professor's Name],

Thank you for your time and for considering my application. I am very excited about the possibility of discussing my research interests and academic background in more detail.

I look forward to scheduling a time to discuss my application when it is convenient for you. Please let me know if you have any suggestions for a suitable time.

Thank you once again for your consideration.

Sincerely,

[Your Name]

This email confirms your appreciation, shows your eagerness to proceed, and asks for a convenient time to meet. It is concise, professional, and respectful.

Understanding the Context

The context of the email you have received plays a crucial role in determining whether a thank-you email is necessary. In the US, it is unlikely that an individual faculty member directly admits students. The admissions committee typically makes the final decision. After you are accepted and offered an assistantship, you can approach the faculty member to inquire about becoming their supervisor.

As such, your initial response to the admissions committee’s email should be professional and courteous, whether it is a positive or negative response. For example:

Dear [Name of Admissions Committee/Graduate Coordinator],

I would like to express my gratitude for taking the time to review my application. I am very grateful for your consideration, and I look forward to any further communication from you regarding my application.

Best regards,

[Your Name]

Since the admissions process can be complex and involves multiple stakeholders, it is essential to maintain clear communication and be patient. You may not receive another email from the faculty member, but you will likely hear from the Graduate Coordinator or the admissions office.

Best Practices for Email Correspondence

Throughout the PhD application process, maintaining open lines of communication is vital. Here are some best practices:

Keep it professional: Use a formal tone and avoid informality. Be concise: Keep your emails brief and to the point. Stay organized: Use a clear subject line and keep records of all your emails. Respond promptly: Emailing back within a few days shows that you value the connection. Avoid assuming: Don’t assume that an email will be sent or that a position is secure until it is official.

By following these guidelines, you can ensure that your interactions with potential supervisors and the admissions committee are professional and effective.

Conclusion

While there is no harm in showing courtesy by replying with a thank-you note, it is crucial to ensure that your email aligns with the current context of your application. Always keep an open line of communication and maintain a professional tone. By doing so, you can increase your chances of a positive outcome in your PhD application journey.