On contacting a prospective graduate school advisor
When the leaves start falling, it’s about the time of year I begin receiving inquiries from people interested in joining my lab for postgraduate study. Navigating the application process can feel overwhelming, and I’ve found that many students are unfamiliar with what to expect. This post offers my perspective, as an advisor, on how this process generally works, along with some actionable advice to improve your chances of getting into a program.
Before we dive in, it’s important to know that there is a lot of trial, error, and, unfortunately, randomness in the process. For example, reaching out to prospective advisors to check if they have funding and interest in recruiting a student is a key first step. If they respond positively, the next step is often a call to assess compatibility in interests and personality. Only after this initial connection would you typically move forward with a formal application. In my experience, a significant inefficiency in the system is due to what’s known as the Stable Marriage Problem—finding the right match between advisors and students when both have a preference ranking. Unlike in medicine, where this is resolved through the National Resident Matching Program, there isn’t an equivalent system in most physical sciences. The result? Some students receive multiple offers while other qualified candidates are overlooked, and many programs have empty slots. It’s a frustrating reality, but one worth keeping in mind: when you’re rejected from a program, it’s often due to system-wide challenges rather than anything personal.
If you’re reading this, you’re likely not just looking to apply but to stand out. Here is my advice for preparing to contact an advisor.
Know the requirements
This may seem obvious, but it’s surprising how many people ask me about the application requirements. Please, take the time to read through them carefully. It’s your responsibility to make sure you meet them all. Some programs, like ours, might require high grades; others may need evidence of specific skills essential for the research, such as programming, chemistry, or mathematical expertise. Similarly, be aware of what documents are needed, whether transcripts need to be certified, the number of recommendation letters required, and any specific formatting for your personal statement. While some schools may overlook minor errors, others might not, so avoid the risk of being rejected over a technicality.
Craft a strong statement
In our program, applicants are required to submit what’s called a Statement of Purpose. This statement is reviewed by a committee across multiple departments, so it should be clear and accessible even to those outside your primary field. It should outline your journey from past experiences to your current position, and your goals—immediate (our program), intermediate, and long-term. Convey how your interests align with the program’s strengths and how you could contribute to the lab(s) you’re applying to. Some questions to address include: Why do you want to join this program specifically? What is the advisor doing in their lab that interests you? Which papers, projects, or approaches inspire you? What unique skills or approaches would you bring? While this may seem daunting, the personal statement is an essential part of the application and can be the deciding factor for some reviewers. So make it as strong as possible.
Seek out funding (or show willingness to do so)
Each year, our program receives many more qualified applications than we have slots available, with funding being the limiting factor. While we wish we could admit everyone, the reality is that we can’t. One way to improve your chances is to look for external funding through graduate fellowships. Beyond major ones like the NSF Graduate Research Fellowship Program and the DoD National Defense Science and Engineering Fellowship, there are others, like the Hertz Foundation Fellowship. Keep in mind that your prospective advisor may not know which fellowships you’re eligible for, so it’s worth doing this research yourself. Just being proactive in applying for funding (even if you don’t secure it) shows initiative and can boost your chances.
Prepare for a ‘No’—or no response at all
Advisors are busy and receive a high volume of emails from prospective students. While I try to respond to every inquiry, explaining the current situation does take time (part of why I wrote this post!). On average, I admit one student every two years from over a dozen annual requests. Some colleagues receive many more. So, know that a quick ‘sorry, not this year’ response—or sometimes no response at all—is common. I recommend following up if you don’t hear back after a week or so, but if there’s still no response, it likely means they are too busy or not interested, which is essentially a ‘no.’
If you’re considering graduate school, finding the right advisor, project, and environment is essential. Much of this process can feel hidden or barely covered in most undergraduate programs. Yet, depending on your career goals, graduate school is your launchpad. I hope this post clarifies some of the process and helps you approach it with realistic expectations and a bit more confidence.
Good luck!