Reaching out to Faculty
Tailor your email to each lab you apply to - show them that you are
genuinely interested in their work and have done your research.
​
Attach your unofficial transcript and a resume or CV,
depending on what the PI prefers.
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Keep the length of the email to the size of a phone screen - PIs are super busy,
and the shorter the email, the more likely they are to read the whole thing!
Email Templates & Examples
Template 1 - Cold Emailing Faculty
Subject Line
Interested in Undergraduate Research Positions
Salutation
Dear {Professor’s name},
Introduce yourself, including your (intended) major and minor. If you have a strong GPA, include that here as well. You can explain where you found their work, but this aspect is not necessary.
My name is ___, and I am a student in Bioengineering with a minor in Global Health and a ___ GPA. I discovered your work through the Bioengineering faculty website.
Explain what you found exciting about their work, and connect it to your long term goals (i.e. future career, making a difference in the medical field, etc). Be specific, show you did your research, and ensure it sounds genuine. Below is an example from reaching out to a cardiovascular engineering lab.
I am particularly interested in your research on blood-endothelium interaction. I am passionate about learning more about thrombosis and ways to combat it because blot coagulation can lead to many serious diseases that currently do not have an effective cure. I also want to learn more about infectious diseases and how they affect the body, which drew my attention to your lab’s research in cerebral malaria.
Explain why you want to meet - if you’re cold emailing, emphasize wanting to learn more about their work in addition to potentially joining their lab. Mention the documents you’ve attached (resume/CV and transcript) and times you could meet.
I would appreciate the chance to meet with you to discuss your work in blood and blood vessel walls and possible undergraduate opportunities in your lab. I have attached my resume and unofficial transcript for your reference. I am available Mondays and Fridays after 11:30 and Thursdays before 1. I look forward to hearing from you!
Signature
Thank you,
{name}
{intended major}
{year in school, i.e. sophomore}, UW Class of {grad year}
{email}
Template 2 - Emailing After an Event
Subject Line
Interested in Undergraduate Research Positions
Salutation
Dear {Professor’s name},
Introduce yourself, including your (intended) major and minor. Remind the professor where and when you met them.
I am writing to express interest in an undergraduate research position in your lab. My name is _____, and I am a _____ year student at UW with an (intended) major in bioengineering. I met you at _____ event on _____, and remember you expressing that you would like to have undergraduates in your lab.
Explain what excites you about their research, and connect it back to your first conversation with them if possible. Include more specifics about their work to show genuine interest, and explain how research will impact your long term goals.
Getting involved with research at UW will give me the opportunity to directly participate in the field that interests me, and find something that I am truly passionate about. As we were speaking during the rotations, I found myself asking many questions about your research _____, and went to your website after to read more. I was absolutely fascinated when reading about how you were doing research in _____, and how _____. I would be thrilled to be involved with this research.
Explain why you want to meet, and if there are no positions listed, emphasize wanting to learn more about their work. Mention the documents you’ve attached (resume/CV and transcript) and times you could meet.
On your website, it did not specifically say that there were undergraduate positions available, but I would appreciate the opportunity to speak with you more about your research, and if possible an undergraduate position. I am generally available every day after 2:30, and Thursdays after 4:30. I have attached my resume and unofficial transcript for your consideration. Thank you for your time.
I look forward to hearing back from you.
​
Signature
Thank you,
{name}
{intended major}
{year in school, i.e. sophomore}, UW Class of {grad year}
{email}
Template 3 - Follow Up Email
Salutation
Dear {Professor’s name},
Briefly remind them who you are (name, major, year in school), and why you want to get involved in their lab. Mention specifically and concisely what excites you the most about their research, and why it benefits your long term goals. Attach your resume and unofficial transcript to this document as well, and remind them what times you are available to meet.
I am writing to follow up on my email from a few weeks ago regarding an undergraduate position in your lab. My name is _____, and I am a first year student at UW, with an intended major in bioengineering. In brief, getting involved in research at a major institution like UW will give me the opportunity to explore the fields that interest me: ____. After reading more about your research on your website, I would very much be excited to be able to participate in it and learn more about ____. I am available everyday after 2:30, and Thursdays after 4:30. I have attached my resume and unofficial transcript for your consideration. Thank you for your time.
I look forward to meeting with you.
​
Signature
Sincerely,
{name}
{intended major}
{year in school, i.e. sophomore}, UW Class of {grad year}
{email}