How not to write emails asking for potential PhD Advisors

As an assistant professor at the University of Michigan-Dearborn, I receive numerous emails from prospective students eager to join my lab. While I appreciate the enthusiasm, many emails contain common mistakes that can hurt a candidate's chances. Below, I am presenting some concrete examples of what NOT to do (at least from my perspective) based on the emails I have received. All examples are real!

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1. Providing Wrong Names or Affiliations

Example:

"Dear Professor Ruiz, I am excited about the possibility of working with you at the University of Michigan-Ann Arbor."

Advice:

Always make sure to address the right person and their correct affiliation. Precision shows professionalism and attention to detail.

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2. Showing Expertise Completely Outside My Area of Expertise

Example:

"I am interested in fluid mechanics and thermodynamics"

"My academic background and work experience in architecture, along my expertise in environmental design and building material..."

Advice:

Tailor your email to align with my expertise in mechanical vibration, metamaterials, energy harvesting, and uncertainty quantification. To stand out, make clear connections between your background and my research focus.

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3. Not Showing Specifically How You Can Contribute or How Your Skills Match

Example:

"I have a background in industrial design and am looking for PhD opportunities in your lab."

"I visited your webpage and explored your recent works and articles, and I found your research to be very interesting and closely aligned with my interest"

Advice:

Be specific about how your background and skills are related to my lab's research. For instance:

"I have implemented Monte Carlo Simulations using Importance Sampling to propagate uncertainties related to mechanical properties in beams vibrating close to resonance."

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4. Avoid Over-Flattering

Example:

"I am particularly impressed by your prestigious university and your impactful research."

"Also, your tremendous rewards and research are really eye-catching."

Advice:

Excessive and vague flattery can come off as insincere. Instead, aim for genuine, specific comments, like:

"I was particularly interested in your recent publication on energy harvesting, which aligns closely with my master's research on piezoelectric devices."

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5. Don’t Ask for Opportunities Just for the Sake of Asking

Example:

"I am looking for any PhD opportunities available in your department, even if unrelated to my background.""My background is in aeronautical engineering, and I am keen to join any research group."

Advice:

Focus on opportunities that align with your skills and my research interests. For example:

"I am eager to contribute to your projects on uncertainty quantification through my experience in stochastic simulations."

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6. Avoid Forcing expertise matching

Example:

" I am interested in Linear and Non-linear Problems, Composites Structures, Shell and Plates, Numerical Solutions and Analytical Methods, Nano/Micro Structures, Biomechanics (Computational and Experimental), and Finite Element Method, and I would like to engage in research in these fields."

Advice:

Make sure your stated interests and expertise genuinely align with the professor's work, rather than forcing a connection.

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Final Considerations

• Try to keep the email as concise as possible. The shorter, the better.

• Keep in mind that we receive more than 40 emails per hiring cycle. These days, all emails feel the same due to the excess use of generative AI algorithms. Try to be different, but more importantly, try to be yourself.

• I tend to be predisposed (in a negative way) when I receive an email that by changing some keywords can be sent to any other person.

• Take the time to read my papers and make an effort to highlight what specific content is aligned with your experience.