Cold Mail is very important. The summer holiday is over in many quarters. Some university professors especially in the United States who traveled for summer holiday are returning now and can open their emails. This is the right time for you to push ahead and shoot them an email. This kind of email you write to them when they do not know you, but you are introducing yourself to be noticed, is what is called cold mail.

In this article, we will explore the best way of approaching a potential professor who may be your advisor. This has proven to be the fastest and easiest way to gain admission in research-based graduate programs especially in North America (the United States of America and Canada). We will explore the dos and don’ts. What to expect and what not to expect.

Why am I Discussing Code Mail?

I am discussing this topic as an authority because I have eight years of experience writing cold-mails. Through this method, I have been admitted to many universities across the world and I had good relationships with professors in the different universities and disciplines  across the globe. With this information in mind, I assure you that you are reading from an expert who has tested this method and it worked for him.

My first experience with cold mail was when I wrote to the Head of Department of African Verbal and Visual Arts program at the University of Bayreuth, Germany. I was exploring the university website when I came across her name and emailed her. In the email, I introduced myself, listed my achievements, backed them up with evidence. The professor picked interest in me, the rest became history.

I remember being denied admission at Brock University Canada and the University of Saskatchewan, Canada, because I did not contact a professor prior to my submission of application for a master’s admission consideration. You know what it means, to wait for the following year to start life afresh and repay the application fee as there was no application fee waiver especially in Canada. The same fate happened to me when I applied for a Master’s in Anthropology at the Memorial University of Newfoundland, Canada. I experienced the same fate also at the University of Alberta, Canada; University of Connecticut, United States, University of Alabama,  University of Florida, etc.

Some years, I would apply to eight to ten universities and be denied admission. Remember, the application fees were non-refundable. I lost count of the number of universities that got me denied. I kept pushing.

However, I realized years later that I was making a mistake. I didn’t read some University’s instructions very carefully, and was too confident enough to apply. Some programs stated that you must have a potential supervisor or advisor who agrees to supervise you before you apply. During the application process and in the application portal, you will be told to mention the name of the professor you have been in contact with. I had this experience with the University of Maryland, University of Wisconsin, Madison, and others in the United States. I would leave that space blank. I believed that my application would be considered, whether or not a potential advisor has been contacted.

 These are the mistakes I made. They cost me money and time. But at the same time, I never gave up.  I learned from the experience and wouldn’t want you to have a similar experience.  Yes, I could hide this part of me. But what is the purpose of this blog if not to make you excel in your academic pursuit?

I can go on and on to narrate my experience with different universities across the world. Yes, many granted me admission without funding. Some granted me partial funding. But I was looking for fully-funded opportunities. 

How Cold Mail Got Me Admissions and Funding

One day, I was researching and came across a profile of  a professor at Wichita State University. I read his biography and realized he is a professor of cultural anthropology. I emailed him, introduced myself, and connected my stories to his research interest. He replied to me back and scheduled a zoom meeting with me.

During the zoom meeting, we were discussing and he became interested in my research. What do you think would happen if I applied to cultural anthropology in his university? Straight admission without wasting time. You know why? He will file my name as his potential supervisee who has the same research interest as him.

When a professor replies to you and opens conversation with you, it is a time not to be shy. Ask them all the necessary questions. Ask them if they have funding. Some funding may be hidden from the public website, some may be private, especially for individual professors who may win some grants, then looking for graduate research assistants. You see why you should open your mouth and talk. Speak up and ask necessary questions. Be confident at this time and prove that you are a scholar. Don’t see the moment as an interview period where you will be judged. Relax your mind and converse well. If the professor picks interest in your potential deliverables, the chances of getting admission and winning a scholarship is on the tip of a finger.

After my experience with this professor, I began to email different professors in any university I find interesting. A professor at Utah State University, United States offered me admission because I emailed her and introduced myself with the accompaniment of my academic and professional achievements. I gained admission into different universities in the United States via this method.

A professor at Brock University had interest in my research. She’s a professor of Comparative Literature. Unfortunately for me, she was on sabbatical leave but would supervise me if I would write her back and apply for the 2025 academic session, which is this year. However, and fortunately for me, I moved to the United States to study for my graduate program the same year I had communicated with her to study in Canada.

There were a couple of professors I reached out to at various universities. Some wrote back to me, some never did. Remember, nobody owes you a response. Remember that not all the professors you write cold mail to will reply to you. Many will read and ignore. But don’t give up. Keep firing. That is the secret. 

Some professors replied to me and said they were not taking students at that point. I checked the time, I was late. I was writing to them when admission deadlines were at hand. What this means is that you should start emailing professors on time and build a level of familiarity with them. Don’t wait till the dire-minute, they must have filled up their intakes for the year.

Remember also that not all departments and programs require a potential supervisor before admission. So, carefully review the requirements for any program you have interests in.

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How to Proceed with Cold Mail

• The first thing you must do is to browse the name of the university you want to apply to.
• Navigate through the programs they offer.
• Check if the program of your interest is there (remember, it must not be what you studied in your undergraduate)
• Check if you meet up with the requirements.
• Check on the program website “People” or “Faculty”, click on it, you will see the names of all the professors in the department. Carefully consider their areas of research interest. If they align with yours, you will see the email of each of the professors.
• Before you write to them, conduct research about them individually. Read some of their articles and know the titles of their publications so that when you are emailing them, you will mention them. This is proof to the professor that you are a serious student, and you know them very well to have considered them as your potential advisors.
• At this time, write with a clear and short email. Make sure you edit your writing, and there is no grammatical blunder therein.
• After writing, attach your CV and academic transcript to the email, and send.
• Wait for a response. But remember, they don’t owe you. However, write to many professors in different universities. Don’t write to many professors in one program and university you are going for, as that may sound off or give you out as an indecisive student. These professors know themselves, and they talk.

Sample of Code Mail for Master’s/PhD in Biology

Here, let’s consider this sample mail to show how code mail should be written. Take note:

Subject: Prospective Graduate Student 

Professor Nkapi, 

I studied biology at the University of Nigeria, Nsukka. I am applying to the Master’s/ PhD program in Biology and am very interested in your work. After glancing at a few of your recent papers and your research summary I found your work on …. very interesting. Will you be taking on new students next year? If I am invited to interview, is there any way you will be able to meet with me? I have worked on several different research projects as an undergraduate in the Dr. Akionu’s lab at the University of Nigeria Nsukka. My lab experience was in…..My first research project was ….. I am currently developing …. Finally, I am characterizing ….  

Please find my CV attached. 

Thank you for your time.

– Udele Mugu

……………………………………………………………………………

In this short email, you first introduce yourself to this professor and let him know that you have done your research about him. You show him that you have interest in his work and also have a background in his field. You didn’t stop at that, but declare your interest in being his student in the next academic year. As if that is not enough, you mention what you are working on currently, and attach your CV which further demonstrates your readiness to take up research.

If this professor was interested, he would write you back to schedule an interview and get to know you better. If he had funding, he would let you know, if you ask. If you didn’t ask, he might assume you have money to train yourself. Be open-minded and confident to discuss with your potential supervisor. They have all the detailed information about funding.

There is no way you could try this method without getting a response. Keep on trying till you get what you want!