Fadak - English Language - How to write an e-mail to your Professor requesting an Appointment
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How to write an e-mail to your Professor requesting an Appointment

  1. Introduction
  3. General email to a STEM professor
  4. Generalized from an email to a UCSC professor
  5. From University of Virginia, How to Sucessfully E-mail Professors
  6. Template from UC Irvine Undergraduate Research Opportunities Program
  7. Suggest 1 for Appointment Request  
  8. Suggest 2 for Appointment Request  
  9. Suggest 3 for Appointment Request  
  10. Suggest 4 for Appointment Request  
  11. Suggest 5 for Appointment Request  


  • Your email should:
  • have an informative subject line
  • be concise
  • be formal: Dear Dr. Smith; Sincerely, Your Name
  • not use Mrs. or Ms.
  • NOT have slang, abbreviations, or emoticons
  • if applying for an opening:
    • address any qualifications the professor is looking for
    • demonstrate your experience
  • if asking for a research opportunity:
    • state specifically your interest in that research group (you need to read the professor's website)
    • explain why research is important for your goals
    • ask to schedule a meeting or say that you will be coming to office hours


Generalized from an email to a UCSC Professor

Hi Joe,

My name is Name and I am a major in Major. Is there space in your lab for an undergraduate? If so, what is the pay rate?



General email to a STEM professor

Subject: Meeting to discuss undergraduate research opportunities in topic

Dear Dr. Professor,

I am a year student at university majoring in major. How you found out about the professor's research. Expression of interest in specific paper or topic. I would appreciate the chance to talk with you about your research in topic of interest and about possible undergraduate opportunities in your lab.

My experience in research experience or class, confirmed my intention to develop my research skills and goal. I know you are very busy. We could schedule an appointment or I can drop by your office hours on day and time.

I have attached my resume and unofficial transcript. Please let me know if there is any other information I can provide. I look forward to talking to you soon.




Generalized from an email to a UCSC professor

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.


Ambitous Student
Email address


From University of Virginia, How to Sucessfully E-mail Professors

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 2011 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


Template from UC Irvine Undergraduate Research Opportunities Program

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.

Peter Anteater
Student ID

Suggest 1 for Appointment Request  

Dear Dr. Anderson:

I hope your summer is going well. I am a candidate for the MS degree in biology, and I write today to request an appointment with you. The purpose of the meeting would be to discuss options for the topic and scope of my master's thesis. Will you let me know of your availability for an appointment in the next two weeks?

Thank you.
Alexis Sharp

Suggest 2 for Appointment Request  

Dear Professor XX

I am working towards the MS in XXX degree and I would like an appointment with you to discuss options regarding the Master's thesis. I should be grateful if you would arrange a brief meeting with me on a date and time convenient to you.

With thanks,

Suggest 3 for Appointment Request  

Dear Dr. X, I'm a student in your [name of class] class that meets on [day(s) of week] at [time of day]. I want to write for the science section of [name of newspaper], and the editor suggested that I interview a professor. I'd really like to interview you about [interesting thing] because [reasons]. Would it be okay if I came to your office hours this week to talk to you about this, and if not, would you be willing to schedule an appointment with me? I'm free from [time] to [time] on [day of week], from [time] to [time] on [other day of week], and from [time] to [time] on [third day of week]. Thank you very much for considering my request. [firstname lastname]

Suggest 4 for Appointment Request  

I would like to request a meeting with you for about a half hour of your time. Please let me know when this is convenient for you. thank you.

Suggest 5 for Appointment Request  

I would appreciate a meeting at you convenience. These are my available hours, so please let me know if any of those times would work with your schedule 





1- برای تشکر کردن و موقعیت‎های دوستانه و رسمی از Thanks(ممنون، مرسی) و یا Thanks a lot(خیلی ممنون) استفاده می‌شود و در پاسخ کلمات ساده‎ای Ok، Sure و anytime به کار می‌رود.

2- رایج‌ترین عبارت برای تشکر کردن در موقعیت‎های دوستانه، رسمی و عادی Thank Youمی باشد و در پاسخ نیز می‌توان از عبارات زیر استفاده نمود.
خواهش می‌کنم: You’re welcome
خواهش می‌کنم، مهم نیست: Don’t mention
خوشحال شدم: It was my pleasure

3- در انگلیسی امریکن معمولا از عبارات زیر برای تشکر کردن استفاده می‌شود.
مرسی. (خیلی) ممنونم: Thanks. I (Really) appreciate it
واقعا از کمکتان / توجه تان متشکرم
I really appreciate your help/ concern

4- عبارات رایج برای پاسخ به تشکر در موقعیت‎های مختلف.
خواهش می‌کنم (دوستانه) : No problem
چیزی نبود / کاری نکردم: Oh, it was nothing
خوشحال شدم (رسمی): It was my pleasure
خواهش می‌کنم (رسمی): Don’t mention it
خوشحالم که تونستم کمکی کرده باشم
I’m glad I could help.

به خاطر وقتی که گذاشتید، ممنونم.
Thank you for your time.

5- برای نامه نگاری رسمی و اداری و یا در موقعیت‎های رسمی از عبارات زیر استفاده می‌شود.
میل دارم از معلم‎هایم به خاطر حمایت و تشویق شان تشکر کنم.
I’d like to thank my teachers for their support and encouragement.

میل دارم مراتب امتنان خود را به خاطر زحمات بی شائبه شما ابراز کنم.
I would like to express my appreciation (gratitude) for your selfless efforts.

به خاطر آنچه که برایم انجام داده اید از شما سپاسگذارم.
I’m grateful to you for all the things you have done for me.

قبلا از زحمات (توجه) شما متشکرم. (در پایان نامه)
Thanking you in anticipation.

 مطالب بیشتر



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