If you’re on the hunt for a PhD position, chances are you’ve been told to send out “cold emails” to potential advisors. But let’s ditch that chilly term for a moment. Imagine, instead, that each email you send is a golden ticket—an invitation to a world of academic opportunities. Today, I’m pulling back the curtain on how to turn that so-called “cold email” into a genuine open application that can change the course of your academic journey.
So, why does the term “cold email” give off such an impersonal vibe? Perhaps it’s because it feels like you’re throwing a message into the void, hoping for a response. But let’s reframe that. Think of each outreach as an “open application,” a targeted, meaningful introduction to a Principal Investigator (PI) whose work you genuinely admire.
Over the years, I’ve encountered a range of mistakes that can instantly make your application less appealing. Some examples?
💡 “Dear Sir/Madam” (= general email)
💡 “Esteemed Professor Janssen (= wrong target)
💡 “i wants to be a phd student in group” (= inaccurate grammar; typos)
💡 “I am expert in this, this and this. Do you have a PhD position?” (= same email sent to 100 PIs)
Now, let’s flip the script. A well-crafted open application can capture the attention of your dream PI, serve as a networking tool, or even plant the seed for future opportunities. Yes, even if a position isn’t immediately available, a well-timed, well-crafted email could lead to a referral or get you on the radar for future openings.
So, how do you make your application shine?
💡 Your CV/Resume, motivation letter and email have to be impeccable.
💡 Prepare for each application a specific CV/Resume, motivation letter and email that fit the group/PI you target. Do your research beforehand!
💡 If possible, send your application using your university email (to lower the risk of ending in the spam folder)
💡 Work on your online presence: your LinkedIn page should be of the same quality.
💡 Try joining conferences/symposia during your study. It’s not something everyone has the chance to do, but try it. Try presenting a poster. Anything that can bring you closer to potential employers (or their network) is a win. Even if it’s a one-day symposium in your university, just join.
💡 Ask your supervisors to help you introducing you to your dream PIs (via email is fine). There’s a chance they know them, which is even better.
💡 Follow up! PI receive hundreds of emails per day; they may have missed yours. If you show them you’re really interested, you get closer to your dream. A good rule here is a reminder after 7-10 days.
In conclusion, sending an open application isn’t merely a shot in the dark; it’s an opportunity to stand out and pave your own path in academia. With meticulous preparation, a sprinkle of courage, and a dash of persistence, your dream PhD position might just be an email away.
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