Stop Guessing, Start Researching: The Ultimate Cold Email Guide
By Victoria Zhang
4 min read
Have you ever wanted to reach out to a professor but didn’t know what to say? Or wondered when the right time is to ask about research? You’re not alone — and we’ve got you covered.
In this issue, we’re breaking down:
✅ 3 plug-and-play cold email templates
✅ Insider tips from a University of Toronto (UofT) medical student on landing research positions
Your First Step: Emails That Actually Get Read
Sometimes the hardest part is hitting “send.” We’ve drafted three templates you can adapt to fit your voice and situation.
Template 1: Writing to a Principal Investigator (PI) When You Have Experience
Dear Dr. [Last Name],
My name is [Your Name], a [Year] undergraduate student in [Program/Major] at [University]. I have developed a strong interest in [specific field, e.g., neural mechanisms underlying neurodegenerative diseases], and I was particularly drawn to your work on [mention paper/project/seminar]. With this in mind, I had a question about [insert specific question about their research]. I find your lab’s focus on [insert research aspect] especially exciting, as it closely aligns with my own interests and experiences.
In terms of research experience, I have worked as a student researcher at [Institute/Lab], where I contributed to [brief project description]. I also completed a [summer internship/research role] at [Lab/University], where I [briefly highlight a technical skill or contribution]. Currently, I am assisting with [ongoing project/meta-analysis/etc.], and I was also part of a collaborative effort at [Institute], where I [contribution, e.g., co-authored a study]. These opportunities have strengthened my skills in [2–3 techniques or methods] and taught me [adaptability, teamwork, critical thinking].
I would be grateful for the opportunity to discuss potential ways I could contribute to your ongoing or upcoming projects, whether during the [summer/academic year]. I have attached my CV [and transcript, if applicable] for your reference.
Thank you very much for your time and consideration. I look forward to hearing from you.
Best regards,
[Your Full Name]
[Your Email Address]
Template 2: Reaching Out Before You Have Experience
Dear Dr. [Last Name],
My name is [Your Name], a [Year] undergraduate student in [Program/Major] at [University]. I have developed a strong interest in [specific field, e.g., neural mechanisms underlying neurodegenerative diseases], and I was particularly drawn to your work on [mention paper/project/seminar]. With this in mind, [insert specific question about their research]. I find your lab’s focus on [insert research aspect] especially exciting, as it closely aligns with my own experiences.
Although I am at the beginning of my research journey, my coursework in [relevant courses, e.g., biology, chemistry] has provided me with a foundation in lab techniques such as [PCR, gel electrophoresis, titrations], along with transferable skills like [teamwork, problem-solving, time management]. More importantly, I am highly motivated to learn and eager to develop my skills through hands-on research experience.
I would be grateful for the opportunity to contribute to your lab’s ongoing or upcoming projects, whether during the [summer/academic year]. I have attached my CV [and transcript, if applicable] for your review, and would be happy to provide any additional information.
Thank you very much for your time and consideration. I look forward to the possibility of speaking with you or one of your graduate students.
Best regards,
[Your Full Name]
[Your Email Address]
Template 3: Reaching out with a Conversation (Our Recommendation!)
Dear Dr. [Last Name],
My name is [Your Name], a [Year] undergraduate student in [Program/Major] at [University]. I have developed a strong interest in [specific field, e.g., neural mechanisms underlying neurodegenerative diseases], and I was particularly drawn to your work on [mention paper/project/seminar]. With this in mind, I had a question about [insert specific question about their research]. I find your lab’s focus on [insert research aspect] especially exciting, as it closely aligns with my own experiences.
Would you be open to a short meeting to discuss your research? I would be eager to hear your insights and ask a few questions. I’ve attached my CV for your reference, which provides some context about my academic and research background.
Thank you very much for your time and consideration. I look forward to the possibility of connecting.
Best regards,
[Your Full Name]
[Your Email Address]
Q: How did you approach your first cold email?
Joy: I made sure to mention a specific paper from the PI that I found exciting. I also briefly highlighted my relevant skills and experience, so they could see why I’d be a good fit for their lab.
Q: Did you tailor your email to each professor?
Joy: Absolutely. Even small details, like referencing their recent work or lab focus, made a big difference. Generic emails rarely get responses.
Q: What advice would you give to students just starting to email PIs?
Joy: Don’t overthink it! Be polite, concise, and genuine. Professors appreciate curiosity and effort. Attach your CV and be clear about what you hope to gain and contribute.
🙌 Thanks for Reading!
Cold emails are an essential tool in your research toolkit — and with the right approach, they can open doors.
