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Top Mistakes to Avoid When Emailing Potential PhD Advisors

Professor Lace Padilla

12,415 views

Top Mistakes When Emailing Potential PhD Advisors (and How to Avoid Them) 📧
Emailing professors is one of the most important steps in your PhD application journey — but it’s also where many applicants go wrong. In this video, Dr. Lace Padilla (Professor of Computer Science & Psychology) shares the 8 biggest email mistakes students make when reaching out to potential PhD supervisors. Avoid these common errors to make a strong first impression and boost your chances of admission.

🎓 What You’ll Learn:
How to address professors correctly in emails
Why form letters and ChatGPT-written emails fail
The ideal email length and structure
How to show genuine knowledge of a professor’s research
Making a clear connection between your background and their lab
Fixing spelling/grammar issues before you hit send
What NOT to ask for in your first email
How many follow-ups are too many

⏱️ Timestamps
00:00 Introduction
00:27 Mistake #1 – Unprofessional addressment
01:18 Mistake #2 – Using ChatGPT or form letters
02:02 Mistake #3 – Emails that are too long
03:20 Mistake #4 – No evidence you know their work
04:09 Mistake #5 – No clear connection to your background
05:32 Mistake #6 – Spelling and grammar errors
06:01 Mistake #7 – Too big of an ask
07:40 Mistake #8 – Sending three follow-up emails

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🔔 Stay tuned for future videos where I share professor insights on graduate school, research, and academia.

#PhDApplications #GradSchoolTips #AcademicAdvice #EmailProfessors #PhDAdmission

20 Comments

@frankag1 1 year ago

You’ve turned “email” into a professional skill, not a passing message.
Your presence persuades before it explains, and that’s exactly what we need.
Thank you Dr. Padilla

@sayarimondal6992 1 year ago (edited)

Professor, you are uploading most necessary processes and steps that are very crucial for PhD application and you keep on giving these valuable suggestion right at the moment when I need the most. I am applying for the fall 2026 intake and I can never thank you more.

@humphreyalexugwuoke-xk1kk 4 months ago

Thanks so much, this is very informative.

@silviavivianamachucacastel1368 1 year ago

Thank you so much for your advice and your content ❤

@nazmulalam5981 1 year ago

Thank you Professor 👩‍🏫

@OnyedikaOnwukwe 8 months ago

thank you so much. I like the video

@Rose-fm5ue 8 months ago

Thank you

@lesphd 5 months ago

Thank you for the great video! I loved the way you present information.
So true, ChatGPT and any low effort is recognisable easily...
At some point, I started to teach my students for my course on the Introduction to research on how to write emails asking for an internship 😁 As a practical exercise, they choose an opportunity from a distribution list and send an email to me as if asking for this internship. Maybe next time I'll just send them to your video, thanks!

@chukwukasuccess5868 1 year ago

Thank you, Dr., for sharing this insightful piece! I realize I've been falling into that common mistake (first item) in my cold emails lately, and your advice is a timely reminder.

@audie487 5 months ago

Thank you so much, this is so helpful. One question though, do we need to get our research proposal ready after sending this email or should we wait until they show some sort of interest to our initial email?

@subashshrestha5877 3 months ago

😢I m not getting any response from any professors

@Asma_Rashid_M 2 months ago (edited)

Professor I have a query regarding the connection between the research of a Professor and an applicant. Why cutting out someone genuinely enthusiasts at particular research topic just because they were not lucky enouhh to gain the necessary experiences or skills? My point is that: -While an applicant’s past environment may have limited their access to specific research tools or facilities, genuine interest in a field should not be discounted simply due to a lack of practical exposure. Highlighting an interest in new, unfamiliar research areas is an honest reflection of academic ambition, not a lack of commitment. Given the right mentorship and opportunities, dedicated applicants can quickly bridge skill gaps. Therefore, interest should be evaluated on an applicant's potential, passion, and capacity to learn, rather than strictly on prior privileges.

@VERONICADOLCINI 9 months ago

Thank you very much for this helpful insights! I am not used to the American system as an International student, and I was wondering: if I decide to apply for this cycle of PhD, is it still ok if I email Professors now? Or it is going to affect badly my application because it's too late? Thank you very much

@omamizflawless 3 months ago

Hi Dr Padilla, some contexts require having a potential supervisor's confirmation before one can apply/submit. In this case, would requesting a meeting be appropriate or would it be better to allow the professor to lead with it?

@RoastWaveTV 2 weeks ago

Should I write Respected Dr. ...?

@cedargrace 1 year ago (edited)

So helpful! Thank you, just sent 3 emails today. I'm relieved that I didn't make any of these mistakes (thanks to your older videos). Luckily my current thesis advisor knows one of the professors I'm reaching out to, so that felt like a strong opening. I am too nervous to check my email to see if I've gotten a response.

@aarifaiqbal7875 6 months ago

Dear professor I would like to ask a question regarding the admission process. Is it compulsory to contact or approach professors before applying? I mean, without their consent, is it not possible to get admission to the university?
If a person does not have a research background but is interested in research, how should they approach professors and convince them?
Passionately waiting for your reply. ❤

@helloanniehere 1 year ago

Hi Dr.Padilla, great video as usual! Just a little query here, what should be the content of the follow-up emails?

@ColectingMemories 10 months ago

Hello Dr Padilla! I am a huge fun of your work on YouTube. Thank you so much for always providing insightful tips for grad school applications.

I was wondering if it's okay to contact the potential advisors a year before you decide to send in the application. For example, I plan to apply in 2026. Would it be okay to email the potential advisors now and ask "Beyond the standard requirements, are there specific skills that you view as essential for students hoping to thrive in your lab?".

Do you think that could be helpful? Thank you so much for your time and energy!

@christianaa7568 10 months ago

thank you for sharing! do you think it is worth adding my CV in the initial email? Im not sure if it would feel like too much of a chore for them to look at so early on especially if its an academic CV thats 2-4 pages long