Contacting professors / getting an acceptance letter

Why this step is worth so much effort

For Master's and especially PhD applicants, a supervisor's supervision or acceptance letter can be a useful add-on in some routes. It is not required everywhere, and some successful applicants are selected without one.

For Master's and especially PhD applications, a supervisor's acceptance or supervision letter can be a useful part of a strong file. It is not required in every route, and some successful applicants are selected without one. If it is available and requested, it can improve your competitiveness in the right context.

It is far less relevant for undergraduate applicants, where admission is based on grades, the new CSCA assessment, and documents rather than a research match. If you are applying for a Bachelor's degree, you can skim this step and focus your energy elsewhere.

When to start

Begin contacting professors between September and December, well before the January-February application deadlines. Replies routinely take weeks, and starting early gives you time to widen your search if the first batch goes unanswered.

Begin contacting professors between September and December, before the application deadlines. Professors are busy and travel for conferences, so replies can take weeks. Starting early also means that if your first batch of emails goes unanswered, you still have time to widen your search. Leaving this until January, when deadlines loom, is a common and avoidable mistake.

How to find the right professors

Use each shortlisted university's department faculty page to identify professors whose current research overlaps with your topic. Reading one or two of their recent papers before you email helps you write a stronger, more relevant message.

Start on the department or school faculty page of each shortlisted university - these list every professor, their titles, and usually their research interests and a contact email. Cross-reference with Google Scholar and the university's research pages to see what each professor has actually published recently. You want supervisors whose current work overlaps with the topic you want to study, not just someone in the right department.

Read one or two of a professor's recent papers (last two or three years) before emailing. This usually helps you write a more specific message: you can reference a specific paper and explain how your interests connect to it. Avoid sending identical messages to long lists of people.

Anatomy of a good first email

A good first email is concise, references one specific recent paper, and asks one clear question: whether the professor would be willing to supervise you for your planned intake.

Keep it short and easy to skim. Use a clear subject line such as 'Prospective CSC applicant in [your field] - [your name]'. Open with one sentence introducing who you are and what you want to study. Follow with two or three sentences connecting your background to their specific research, referencing a recent paper. State your clear ask: that you hope to join their group as a funded student for your target intake and would value their willingness to supervise. Close by noting that your CV and transcript are attached.

Attach a concise one-page CV and your academic transcript, and optionally a short (half-page) research statement. Do not attach ten files or a giant PDF. Professors are more likely to open a single tidy CV than a bundle. Proofread carefully - a first email full of errors undermines the impression of a serious researcher.

Realistic reply rates and follow-ups

Reply rates from cold-emailed professors vary by discipline and timing. Start with a focused outreach list and one polite follow-up cycle after a reasonable wait.

Set expectations realistically: no single reply-rate statistic works across all countries and departments. Track response quality, not just count, and keep a simple spreadsheet with dates and follow-ups.

A short, professional follow-up after about a week or two of silence is usually enough. Keep it brief: one reminder, and a clearer summary of your match with the professor's research.

Avoid repeated follow-ups from multiple accounts. If there is no response after your follow-up window, move on and start another targeted email batch.

What a requested letter should contain

A useful supervision letter includes the professor's full name, academic title, department, an explicit statement that they will supervise you as a CSC-funded student for the target program and intake, and a recent signature and date, ideally on university letterhead.

A useful response letter is not usually a one-line note. When required, use the university's official format and ask for the fields the university asks for: professor name and title, department, and a clear statement of support for your application, plus signature and date.

Red flags: never pay for a letter

Legitimate professors and universities do not ask for personal payment for letters. A request to pay for a guarantee or guaranteed outcome is a serious red flag. Verify the request through the university before proceeding.

Legitimate professors and universities should not ask you to pay for letters or guarantees. If someone sells a guaranteed outcome, it is a red flag. The money you pay should only be official university fees or clearly listed charges in route documentation. If someone asks for a letter via a private account, pause and verify with the university directly.