A follow-up email is significant to your chances of getting a scholarship for many reasons. One, it presents you as being serious, organized, and tactical. It demonstrates that you know what you’re doing which is a positive reflection on your person and application. Following up is a professional method of communication that ensures your application and requests stays at the top of the Professor’s mind which inturn increases your chances of getting a positive response. A follow-up email can get you clarification on your admission, even secure a meeting with your prospective Supervisor.
What to Write and How To
However, knowing the necessity of a follow-up letter is one thing, knowing how to write it is another. The language, tone, and style must depict some level of academic respect and should also be straight forward. Since a follow up email comes after you’ve sent an application, it should not be cumbersome or unnecessarily wordy.
Here’s an Example of a Concise Follow-up Email.
Subject: Follow Up About PHD in Microgaming
Good Afternoon Professor_______
My name ______ According to your request for a PHD student in . I submitted all requirements and I am writing to see if you’ve had a chance to review them. You can contact me via _______ if you have other requirements and I will be happy to clarify.
Thank you so much for your time and I look forward to hearing from you soon!
Sincerely,
Basically a follow up email should include:
- Introducing yourself again and referencing your last email or application (if applicable).
- Include being open to further clarifications and express some form of application at the end.
- Appreciation.
Make the email Short and Precise, not more than 100 words. Professors receive tons of emails and a cumbersome email may not receive the prompt attention you need.
When to Write
Another thing prospective candidates need to get right is when to send a follow up email. The period of waiting for a Professor’s response can be tiring, you’re wondering if they got your email, if they’d seen your application or if you should remind them. Assuming you’ve checked your email spam folder and a reply from the Professor isn’t there, it is appropriate to wait for 5 to 7 days before sending a follow-up email. Note that a follow-up email is to be sent after “no response” for sometime to ensure proper time is given for the professor to go through your application.