As a graduate student, securing scholarships is one of the most important parts of your academic journey. Scholarships provide financial support for tuition fees, books, and living expenses, and can help ease the financial burden of graduate studies. One of the best ways to secure a scholarship is by reaching out to professors who specialize in your area of study. However, emailing a professor for scholarships can be intimidating, especially if you don’t know what to say. In this article, we will guide you through the process of emailing a professor for PhD and MS scholarships.

Securing a scholarship for your MS or PhD in China can be life-changing — and it often starts with a simple email. But let’s be honest: sending that first message to a professor can be nerve-racking. What should you say? What if they ignore you? What if you say the wrong thing and blow your chances?

Why Contacting Professors is Important for Scholarships

Here’s the truth: most Chinese scholarships — especially CSC — require or strongly recommend an acceptance letter from a Chinese professor. This letter basically says, “I’m willing to supervise this student if they’re awarded the scholarship.”

It’s like getting a job offer before applying for a visa — it shows commitment.

Without that letter, your CSC application could be weaker compared to someone who does have one. Even if it’s optional, it dramatically improves your chances.

And professors play a major role in deciding whether you’ll be part of their research team. If they like your background, motivation, and research fit, they’ll be happy to recommend you.

How to Find the Right Professor for Your Field

Don’t just shoot your shot with random professors. That’s spammy — and it doesn’t work.

Here’s how to do it the smart way:

  • Step 1: Go to the university website
    Find the faculty page in your department. Look for professors who are working in your area of interest.

  • Step 2: Check Google Scholar
    What’s their most recent publication? Does it align with your research?

  • Step 3: LinkedIn or ResearchGate
    Sometimes you’ll find more updated info there than on university sites.

  • Bonus Tip: Make a list of 10–15 potential professors. Don’t put all your eggs in one inbox.

How to Structure an Email for a Scholarship Inquiry

A well-structured email can mean the difference between silence and success.

Here’s the winning structure:

  1. Subject line – Clear, polite, relevant.

  2. Greeting – “Dear Professor [Last Name],”

  3. Introduction – Who you are, where you’re from.

  4. Academic background – Highlight major, GPA, thesis, and research.

  5. Interest in their work – Refer to one of their papers or research.

  6. Why you want to work with them – Make it specific!

  7. What you’re seeking – An acceptance letter or supervision.

  8. Attachments – Mention your CV, research proposal, etc.

  9. Thank you – End politely.

Tips for Writing an Effective Subject Line

Professors get tons of emails. If your subject line is vague, it might never get opened.

Here are some examples that work:

  • “Request for Supervision for CSC PhD in Environmental Science – Fall 2025”

  • “Prospective Master’s Student Seeking Acceptance Letter – Software Engineering”

  • “Application for Supervision Under CAS-TWAS Program – 2025”

Avoid vague lines like “Hi Professor” or “PhD request”.

Dos and Don’ts When Emailing Professors

Do:

  • Use formal language and full sentences.

  • Address the professor correctly.

  • Personalize each email.

  • Mention your research match.

Don’t:

  • Copy-paste the same email to everyone.

  • Use slang or informal words.

  • Send without proofreading.

  • Ask directly for funding (let them offer it).

What to Attach with Your Email

Your email should be short, but your attachments will do the heavy lifting.

Here’s what to include:

  • CV/Resume (1–2 pages max)

  • Research Proposal

  • Academic Transcripts

  • Abstract of Thesis (for MS/PhD students)

  • Language Certificate (IELTS/TOEFL, if applicable)

Name your files properly: John_Smith_CV.pdf, not myCV_final2realone.pdf.

To apply for a graduate scholarship, research the professor’s expertise and send a professional, courteous email. Use Google Scholar, biography, or LinkedIn profile to identify recent papers. Express interest in the professor’s research and history, and thank them for considering your application. Check spelling and grammar, address the lecturer, and contact them if they don’t respond.

Introduction

The first step in emailing a professor for a scholarship is to research the professor who specializes in your area of study. You want to find a professor who has a strong research record in your area of interest, and who may be interested in taking on a new graduate student. Once you have identified a potential professor, it’s time to draft your email.

Researching professors

When researching professors, start by looking at the university’s website or department page. Look for professors who have published papers or books in your area of interest. You can also use Google Scholar to find recent publications by the professor. Additionally, you can look for the professor’s biography on the university website or LinkedIn profile to get an idea of their research interests and expertise.

Drafting the email

Once you have identified a potential professor, it’s time to draft your email. Your email should be professional and polite, while also expressing your enthusiasm for the professor’s research. The email should be concise and to the point, while also conveying your background and interest in the professor’s work.

Writing the subject line

The subject line of your email should be clear and to the point. Use a subject line that will catch the professor’s attention and make them want to read your email. For example, “Inquiry about potential PhD scholarship under your guidance” or “Application for MS program under your supervision.”

The opening line

The opening line of your email should be brief and engaging. Start by introducing yourself and explaining your interest in the professor’s research. For example, “My name is John Smith and I am a recent graduate from XYZ University. I came across your research on XYZ topic and I was impressed by your findings.”

The body of the email

The body of your email should be well-structured and concise. Start by explaining your background and experience, including any relevant coursework or research experience. Next, explain your interest in the professor’s research and how it aligns with your own research interests. Finally, ask the professor if they have any scholarships or opportunities for graduate students in your area of interest.

The closing line

The closing line of your email should be polite and professional. Thank the professor for their time and consideration, and express your interest in hearing back from them. For example, “Thank you for considering my application. I look forward to hearing back from you soon.”

Proofreading

Before sending your email, make sure to proofread it for any spelling or grammatical errors. You want to make sure your email is professional and well-written.

Sending the email

Once you have proofread your email, it’s time to send it to the professor. Make sure to address the professor by their proper title and name, and include your contact information in the email signature.

Following up

If you don’t hear back from the professor after a week or two, it’s okay to send a follow-up email. In your follow-up email, politely inquire if the professor had a chance to review your email and ask if there are any further steps you can take to be considered for the scholarship.

Email Sample to Professor for Acceptance letter 1

Dear Prof. Dr. (write first name only first alphabet and last name full), I turn to you for the Master position on Chinese Governments Scholarship In the area of Microbiology I am graduate BS (4 years) with majors in Microbiology from one of the best university of the country,Kohat University of Science & Technology, Pakistan ,In parallel to my thesis work I have published a research paper in the same domain of ———– as a first author in —————–. My journal paper —————- as a first author is under final review in ————. Nowadays I am writing a research paper in collaboration

I turn to you for the Master position on Chinese Governments Scholarship In the area of Microbiology I am graduate BS (4 years) with majors in Microbiology from one of the best university of the country,Kohat University of Science & Technology, Pakistan ,In parallel to my thesis work I have published a research paper in the same domain of ———– as a first author in —————–. My journal paper —————- as a first author is under final review in ————. Nowadays I am writing a research paper in collaboration of my supervisor based on my Master thesis and hoping to submit it soon. I have ‘

I have ‘A’ in Master research thesis (here you can mention your grades). I also have already passed local GAT (Pakistan national Graduate Assessment Test) General and Subject similar to GRE international with Total ——–, —— Percentile. I have read

I have read couple of publications ——-m————- on your research work. Your research field “————————-” really matches my research interest and is in parallel to my research work. I want to start my PhD at the University of Chinese Academy of Sciences under your supervision. I would be happy if I could join your team and if you too could consider me a potential candidate and give me an acceptance for the CAS-TWAS Fellowship. I am attaching my CV, Research Proposal and abstract of Master thesis along with this email.I want to pursue my career in research and academia in

I am attaching my CV, Research Proposal and abstract of Master thesis along with this email.I want to pursue my career in research and academia in field of ————— after my PhD in future.

I will wait for your kind response. Thanks.

Yours sincerely, (Your Name)

Email Sample to Professor for Acceptance Letter – Sample 2 (Engineering – PhD)

Dear Prof. Dr. [Last Name],

I hope this message finds you well. My name is Ahmed Khan, and I am writing to express my interest in joining your research team as a PhD student under the Chinese Government Scholarship (CSC) program. I completed my MS in Mechanical Engineering from NUST, Pakistan, with a GPA of 3.87/4.0, and my research focused on thermal performance optimization in renewable energy systems.

I have gone through your recent work on solar thermal energy systems, particularly your paper titled “Hybrid Thermal Systems for Sustainable Development,” which aligns closely with my research interests. Your work has been an inspiration, and I am particularly interested in further exploring CFD simulations in solar collectors under your supervision.

I have published two research papers in peer-reviewed journals and have presented at three international conferences. I am confident that my background, research experience, and enthusiasm for your field make me a suitable candidate.

I would be honored if you could consider me for PhD supervision and provide an acceptance letter so I may proceed with the CSC scholarship application. I have attached my CV, research proposal, and transcripts for your review.

Thank you very much for your time and consideration. I look forward to your kind response.

Best regards,
Ahmed Khan

Email Sample to Professor for Acceptance Letter – Sample 3 (Computer Science – Master’s Program)

Dear Professor [Last Name],

I hope this email finds you well. My name is Liya Thomas, and I recently completed my Bachelor of Science in Computer Science from Anna University, India, with a CGPA of 8.8/10. I am writing to you to express my interest in joining your research group as a Master’s student under the Chinese Government Scholarship (CSC) program at [University Name].

While reviewing faculty profiles, your work in Artificial Intelligence and Machine Learning stood out to me. In particular, your publication on “Deep Learning for Natural Language Understanding” deeply resonated with my own academic interests. I have completed several projects in this domain, including a final year thesis on sentiment analysis using recurrent neural networks.

Currently, I am preparing a research proposal that builds upon the idea of NLP-enhanced recommendation systems for e-commerce, and I believe your guidance would help me shape it into meaningful research. I am attaching my CV, research proposal draft, and academic transcripts for your kind perusal.

It would be a great privilege to pursue my MS studies under your supervision, and I would be grateful if you could provide me with an acceptance letter in support of my CSC application.

Thank you very much for your time and consideration. I hope to hear from you soon.

Sincerely,
Liya Thomas

Email Sample to Professor for Acceptance Letter – Sample 4 (Undergraduate Student Requesting MS Supervision)

Dear Prof. Dr. [Last Name],

Greetings from Bangladesh! I am Faisal Hossain, currently in my final semester of a Bachelor’s degree in Electrical and Electronic Engineering at Dhaka University of Engineering and Technology. I am writing to express my interest in pursuing a Master’s degree under your guidance through the Chinese Government Scholarship (CSC) program.

I have consistently performed well academically (CGPA: 3.75/4.00) and have been deeply involved in research activities. My final-year project is based on the design and simulation of smart grids using MATLAB/Simulink, which has ignited my passion for renewable energy systems and smart power distribution.

After reading your recent work on energy-efficient grid management published in Energy Reports, I strongly believe that your research aligns closely with my academic interests. I would be honored to learn from you and contribute to your future research projects.

I have attached my academic transcripts, resume, and research interest summary. I sincerely hope that you will consider me for supervision and kindly provide an acceptance letter in support of my application.

Thank you for your time and consideration.

Kind regards,
Faisal Hossain

Email Sample to Professor for Acceptance Letter – Sample 5 (Published Author – TWAS Fellowship)

Dear Professor [Last Name],

My name is Drisana Roy, and I am writing to express my intent to apply for a PhD under your supervision through the CAS-TWAS President’s Fellowship Programme. I completed my M.Phil in Biotechnology from Jadavpur University, India, with distinction and have published three research papers in the field of plant genetics, two of which appeared in high-impact SCI journals.

Your research in genome editing using CRISPR/Cas9 technology has deeply inspired my own work. I recently read your paper on “Gene editing in drought-resistant crops” and found it closely aligned with my current research trajectory. I am confident that under your mentorship, I can expand this knowledge and make meaningful contributions to your lab.

I am attaching my CV, a copy of my published research papers, and my research proposal. I would be truly grateful if you could provide me with an acceptance letter for the CAS-TWAS program.

Thank you for your time and consideration. I look forward to your kind response.

Warm regards,
Drisana Roy

Email Sample to Professor for Acceptance Letter – Sample 6 (Management Sciences – Master’s Program)

Dear Professor [Last Name],

I am Rana Ahmed, a recent graduate with a Bachelor of Business Administration (BBA) from the University of Lahore, Pakistan. I am planning to apply for the Chinese Government Scholarship for the 2025–2026 academic year and was hoping to pursue a Master’s degree in Business Analytics at [University Name] under your supervision.

During my undergraduate studies, I conducted research on consumer behavior in e-commerce platforms in South Asia, which sparked a deep interest in data-driven business strategies. Your recent research on “Predictive Modeling for Marketing Decisions” greatly impressed me, and I would love to work on similar projects during my graduate studies.

I have attached my CV, project summary, transcripts, and a brief research proposal for your review. It would be a great honor to join your research team and receive your recommendation for my CSC scholarship application.

Thank you very much for considering my request. I look forward to your response.

Best regards,
Rana Ahmed

Email Sample to Professor for Acceptance Letter – Sample 7 (General Template – All Fields)

Dear Professor [Last Name],

I hope this message finds you well. My name is [Your Name], and I hold a [Your Degree] in [Your Field] from [Your University], where I graduated with a GPA of [GPA/Grade]. I am writing to express my interest in pursuing a [Master’s/PhD] degree under your supervision through the Chinese Government Scholarship (CSC) program for the 2025–2026 academic year.

Your research in [specific area or topic] is highly aligned with my academic interests and future goals. I have attached my CV, transcripts, research proposal, and thesis abstract for your kind consideration.

It would be an honor to join your team, contribute to your ongoing projects, and grow under your guidance. I would be truly grateful if you could provide me with an acceptance letter to support my CSC application.

Thank you for your valuable time. I look forward to your positive response.

Sincerely,
[Your Name]

Following Up Without Being Pushy

If you haven’t heard back in 10–14 days, it’s okay to send a polite follow-up.

Here’s a short template:

Subject: Follow-up on PhD Supervision Request – [Your Name]

Dear Professor [Last Name],

I hope you are well. I’m writing to follow up on my previous email sent on [date] regarding potential PhD supervision under your guidance. I remain highly interested in your research and would be honored to join your group under the CSC scholarship.

Please let me know if you require any additional documents or information.

Thank you for your time and consideration.

Best regards,
[Your Full Name]

Conclusion

Getting that acceptance letter from a professor is not just about writing a fancy email — it’s about showing genuine interest, preparation, and a research match. You don’t need to be a Nobel Prize winner to get a response. What matters most is that you personalize your approach, attach relevant documents, and clearly explain why you want to work with them.

Take these 7 email samples as your starting point. Customize them for your field, be honest, and keep it professional. Remember, professors are busy — but many are also willing to support passionate, capable students like you.

So don’t overthink it. Open your inbox and take that first step.

FAQs

1. What should I do if a professor doesn’t respond to my email?
Wait 10–14 days, then send a polite follow-up. If you still get no response, move on to another professor — don’t take it personally.

2. Can I send the same email to multiple professors?
No. Always personalize your email. Professors can spot a mass email a mile away.

3. Do I need an acceptance letter for the CSC Scholarship?
It’s not mandatory for all CSC categories, but it greatly increases your chances and is often required for university channels.

4. How do I know if a professor is eligible to supervise CSC students?
Check if they’re full-time faculty and if their university is on the list of CSC accepting institutions.

5. What’s the best way to find professors in my field?
Use Google Scholar, university department websites, LinkedIn, and academic databases like ResearchGate or Scopus.

Email Sample to Professor for Acceptance letter 2

Respected Professor,

I am Aijaz s/o Ahmed from Pakistan. I have done my Masters / MSc in the field of Microbiology my major was (Virology, Immunology, Bioinformatics, and Genetic ) from Air university a well-known University in Pakistan and in the World. I have gone through your profile and found that your research areas/ interests are well matching to my interest.

Even I can also do work on any topic just need your kind supervision and guidance. I am solely interested in doing research in *MS *or Ph.D. under your supervision for spring semester *2022 *and all the expense of my research will be covered by* Chinese government scholarship or twas-cas fellowships* and any other available scholarship in your university or if you have any fund *so guide me about this *.*

Now a days I am working as *Research Assistant *in *University of Karachi* and working on different microorganisms like Streptococcus pyogenes ,E gallinarum and C albicans on their different aspects and also working on some publication they are under process soon I will publish them like it’s about Pivotal role of mi-RNA and immune cells in Hepatitis B and C infections it is a review article and I am also working on it.

I have prepared all the required documents. It will enhance my chances of scholarship if I am able to get the acceptance from a supervisor, my* CV is attached* I would be very grateful to you if you will examine it. In case of any query or further processing, feel free to contact me.

Thank you very much for your time and consideration, and for any comments you could give me. I may request you to provide me an opportunity to pursue my higher studies under your kind supervision and having an acceptance letter from you will have a positive effect on my application package.

Waiting for your response. Thank You.

Regards.

Email Sample to Professor for Acceptance letter 3

Dear Dr/Prof. _______________ [writing the first/forename of the academic sounds less formal while writing full name is more formal. People in the West usually use full name the first time and then depending on how they respond you could use just the first name in further communication

I hope you are well. I have graduated in [add your specialisation] from the _______[add university name] (Pakistan) and I am seeking admission to the PhD studies in _______________[add the specialisation that you seek & the title of your research project]. My focus is on [add a sentence about objective/overall goal of your research]. I found your research on _____________ and __________ [add brief title of prof. article with a year in ( )] very interesting/relevant/significant/revealing/insightful [add that word which seems relevant in a prof’s case] with respect to my research interests. I believe there are a number of commonalities between my research interests and your specialization. I wonder if you would be willing to take me in as your Ph.D. student. I am attaching my research proposal and resume/CV for your consideration. I look forward to hearing from you.

Thanking you in anticipation. Best wishes,

Your name

Email Sample to Professor for Acceptance letter 4

Dear Dr. Smith,

My name is David Wu and I’m a second-year biology major at UVa. In my introductory and upper-level coursework, I’ve developed a passion for science and am extremely interested in pursuing independent research as an undergraduate. An extensive research experience will greatly help me consolidate my future career choice.

I am personally greatly interested in the molecular biology of stem cells. Recently I read your 2022 paper on the role of microRNAs in the differentiation of muscle stem cells and became fascinated by your work. In particular, I found it amazing that microRNAs can alter the fate of a cell in such a profound way. If possible, I would love to start working on a long-term project in your lab beginning this summer.

Would you be available to meet sometime this week to discuss your research? I would also be happy to volunteer in your lab for a few weeks before we commit to anything to see if this is a good match. My transcript and resume are attached in case you are interested. I look forward to hearing from you!

Thank you,

David Wu

Email Sample to Professor for Acceptance letter 5

Dear Professor X:

My name is Peter Anteater, and I am very interested in becoming involved in research in Subject Area. I am a X year student with a GPA of X. I have taken Courses and Additional Experiences. My goal is to Goal.

I have reviewed your faculty profile and am interested in the work that you have done. I was intrigued by your journal article, “Article Title.” It Additional Information about Topic. I would like to get involved in research in this area because it will help me to better prepare for Goals. Would it be possible to meet with you to further discuss Topic and my possible involvement in research? I am available Days and Times.

I look forward to hearing from you.

Sincerely,

Peter Anteater

Student ID

Address

Phone

Email

Email Sample to Professor for Acceptance letter 6

Subject: Possible undergraduate research opportunities

Dear Dr. Professor,

I am a (year, major) at (university) and I am writing to ask about opportunities for undergraduate research in your lab beginning (time period). I have conducted undergraduate research on (topic) with (names) in (program or class). (Expression of interest in the topic).

i would like to continue a path of research on (topic) and would ultimately allow me to (career goal). I am especially interested in your previous work on(describe a paper or talk). I have attached my CV and unofficial transcript to this e-mail, but if there is additional information that I have not included that you would like, I would be happy to provide it to you. Thank you for your consideration. Sincerely,

Thank you for your consideration. Sincerely,

Sincerely,

Ambitious Student

Email address

Email Sample to Professor for Acceptance letter 7

Dr. Kornbluth,

I am a senior biology major at the University of Notre Dame. I am applying to the CMB program and am very interested in your work. After glancing at a few of your recent papers and your research summary I find your work with apoptosis 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 Dr. David R. Hyde’s lab at the University of Notre Dame. The Hyde lab is interested in the signals that initiate Muller glia division post-light damage. My first research project was characterizing the role of leukemia inhibitory factor (LIF) in the activation of cell proliferation in the undamaged zebrafish retina. I am also working on several experiments that are related to a genetic screen that the Hyde lab plans on performing to identify mutants in the regeneration pathway–I am developing a neuroD4:EGFP transgenic line for use in this screen and I am characterizing the extent of damage and regeneration in sheer zebrafish retinas. Finally, I am characterizing the chx10:EGFP transgenic line during retinal development and regeneration.

Please find my CV attached.

Thank you for your time,

–Lauren Lilley

Conclusion

Emailing a professor for PhD and MS scholarships can be daunting, but with the right approach, it can be a fruitful way to secure funding for your graduate studies. Remember to research professors, draft a professional and engaging email, and proofread your email before sending it. By following these steps, you can increase your chances of securing a scholarship and taking the next step in your academic career.