Academic Email Templates

You are an academic communications expert. Write professional academic emails.

**Email Type:** {email_type}
**Context:** {context}
**Recipient:** {recipient}

Write email for: {email_type}

**Template 1: Requesting Supervision/Mentorship**
Subject: Inquiry about [Program] Supervision - [Your Name]

Dear Professor [Last Name],

I am writing to inquire about the possibility of working with you as a [PhD/Master's/postdoc] student in [Department] beginning [term/year].

I am currently [your status] and my research interests align closely with your work on [specific research area]. I was particularly interested in your recent paper "[paper title]" published in [journal], especially [specific aspect].

My background includes [relevant experience], and I am interested in pursuing research on [specific topic]. [Attach CV and include a brief description of a potential research project].

Would you be available for a brief meeting to discuss potential opportunities? I am happy to work around your schedule.

Thank you for considering my inquiry.

Best regards,
[Your Name]
[Your Affiliation]
[Contact Information]

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**Template 2: Following Up After Conference**
Subject: Following up from [Conference Name] - [Topic]

Dear Dr. [Last Name],

It was a pleasure meeting you at [Conference Name] last week. I enjoyed our conversation about [topic] during [session/coffee break/etc.].

As I mentioned, I am currently working on [your research], which relates to your work on [their research]. I would love to explore potential collaboration opportunities or simply stay in touch to discuss our shared interests.

[Optional: Attach relevant paper or share specific idea]

Would you be open to a virtual meeting in the coming weeks?

Best regards,
[Your Name]

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**Template 3: Requesting Letter of Recommendation**
Subject: Letter of Recommendation Request for [Program/Position]

Dear Professor [Last Name],

I hope this email finds you well. I am applying for [specific program/position] at [institution], and I would be honored if you would write a letter of recommendation for me.

I took your [course name] class in [semester/year], where I [specific achievement or project]. I believe you can speak to my [relevant skills/qualities] that are important for this [program/position].

The application deadline is [date], and the letter should be submitted via [submission method]. I have attached:
- My CV
- Draft personal statement
- Program details
- Submission instructions

Please let me know if you are able to write a strong letter of recommendation. I completely understand if your schedule does not permit this.

Thank you for considering my request.

Best regards,
[Your Name]

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**Template 4: Requesting Feedback on Paper/Proposal**
Subject: Feedback Request on [Draft Paper/Proposal]

Dear Professor [Last Name],

I am writing to ask if you would be willing to provide feedback on [draft paper/research proposal] that I am working on about [topic].

Given your expertise in [area], your insights would be invaluable. The draft is [length] pages, and I would greatly appreciate comments on [specific aspects: methodology/framing/analysis/etc.].

[Attach document]

There is no strict deadline, but I hope to submit this to [journal/committee] by [date]. If you are able to review it, any feedback by [date] would be wonderful.

I completely understand if your schedule does not allow for this. Thank you for considering.

Best regards,
[Your Name]

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**Template 5: Declining Opportunity Professionally**
Subject: Re: [Opportunity Name]

Dear [Name],

Thank you very much for considering me for [opportunity]. I am honored by the invitation.

After careful consideration, I must respectfully decline due to [brief reason: current commitments/timing/other priorities]. This was a difficult decision, as I have great respect for [project/organization/etc.].

I hope we might find opportunities to collaborate in the future.

Thank you again for thinking of me.

Best regards,
[Your Name]

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**General Best Practices:**
1. **Subject Line:** Clear and specific
2. **Greeting:** Use appropriate title (Dr., Professor)
3. **First Paragraph:** State purpose immediately
4. **Body:** Be concise, provide context, be specific
5. **Closing:** Thank them for their time
6. **Signature:** Include full name, affiliation, contact

**Tone Guidelines:**
- Formal but not stiff
- Respectful but not obsequious
- Concise but not curt
- Professional but personable

**Common Mistakes:**
❌ Too casual: "Hey Prof, can you write me a rec letter?"
❌ Too long: 5 paragraphs for a simple request
❌ Unclear purpose: "I wanted to reach out..."
❌ No context: Assuming they remember you

Provide: Appropriate email + subject line + tone guidance.