How to Email a Professor for a PhD Position

Most fully funded PhD positions in Europe are filled through advertised vacancies — but contacting professors directly still works, especially in Germany, Switzerland and Scandinavia where groups hire on rolling bases.

Before you write

Read at least 2-3 of the professor's recent papers. You must reference their actual work.
Check the group page for open positions first — if there's a formal vacancy, apply through it and mention it in your email.
Prepare: CV (2 pages), transcripts, and a half-page research idea connected to their work.

The email structure

Subject: "Prospective PhD candidate — [your field], inspired by your work on [specific topic]"

Paragraph 1 (2 lines): who you are — degree, university, graduation date.

Paragraph 2 (3-4 lines): why *this* professor. Reference a specific paper or project: "Your 2025 paper on X raised the question of Y, which connects to my thesis work on Z."

Paragraph 3 (2-3 lines): what you offer — skills, techniques, publications. Be concrete.

Paragraph 4 (1-2 lines): ask — "Are you accepting PhD students for 2026? I would welcome the chance to discuss a potential project."

Attachments: CV and transcripts. Keep the email itself under 200 words.

Rules

One professor per email. Mass emails are obvious and insulting.
Never email two professors in the same department simultaneously.
Follow up once after 2 weeks. Then move on.
Write in the professor's working language (usually English is fine in STEM).

Timing

Start 6-9 months before you want to begin. Funding cycles in Europe typically run on academic-year schedules — contacting in spring for an autumn start is ideal.

Browse current openings on Parwaz PhD Positions alongside your outreach.

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