My Cold Emailing Template (Academia & Industry)

💡 Use this template to email professors, PhD students, research staff, recruiters, or industry professionals. Keep it short, specific, and easy to reply to.

Quick rules

• Subject line: Use a direct subject that sets context immediately (examples below).
• Ask first: Put your request in the first 1–2 sentences.
• Sell yourself (briefly): 1–2 lines on relevant experience + what you're trying to do next.
• Show you did homework: Reference 1 paper/project/post/talk (1 sentence).
• Make it easy to say yes: Suggest a short call time window, or ask a simple yes/no question.
• Attach your resume/CV: Mention it in the final line.

The human part (mindset)

• You're not "asking for a favor". You're starting a conversation. Make it easy for someone to respond, even if the answer is no.
• Respect attention: Most people skim. Write so the first 2 lines answer: Who are you? Why them? What do you want?
• Aim for warmth + clarity: professional doesn't mean robotic.

Before you email (5–10 minute prep)

1. Pick the right person

• Academia: PI, a senior PhD student/postdoc, lab manager, program coordinator (depending on the ask).
• Industry: hiring manager, team member in the role, recruiter, alumni from your school.

2. Do a 3-point scan (enough to personalize without over-investing)

• 1 specific thing they worked on (paper/project/blog/talk)
• 1 theme you genuinely care about
• 1 reason you are a plausible fit (coursework, project, internship, skills)

3. Decide your single ask

Examples: "Are you taking students?", "Could you point me to a paper to start with?", "Would you be open to a 15-minute chat?", "Is there a process to apply to your team?"

Pick your ask (use one)

• Quick chat: "Would you be open to a 15–20 minute chat about <topic>?"
• Openings: "Are you currently taking students / hiring interns for <term/team>?"
• Direction: "If you're not the right person to ask, who would you recommend I contact?"
• Materials: "If it's helpful, I can send a short blurb / CV tailored to <topic>."

Personalization one-liners (steal these)

• "I read your <paper/post> on <topic> and was curious about <one detail>."
• "Your point about <specific result/method> stood out. I'm working on something similar in <your context>."
• "I'm coming from <your angle>, and your work on <topic> feels like a great fit because <specific overlap>."
• "Would you recommend a good starting point to understand <subtopic> in your work?"

What to attach / include

• Resume/CV: yes.
• Portfolio/GitHub: only if it supports your ask.
• Writing sample / manuscript: only when relevant (and mentioned in the email).
• Keep it minimal. Too many attachments can reduce replies.

When you don't get a reply (don't take it personally)

• Non-response usually means inbox overload, not rejection.
• Follow-ups are normal. Keep them short and polite.
• If there's still no response after 2 follow-ups, move on (and consider trying a different contact in the same org).

Subject line options

Academia

• Prospective PhD Student — interested in <area>
• Prospective Master's Student — <program/area>
• Question about your work on <paper/topic>
• Interested in potential rotation / RA opportunity in <term>

Industry

• Interested in <team/domain> — <your role goal>
• Quick question about <company/team> work on <topic>

Cold email structure (copy/paste)

Subject: <SUBJECT>

Hi <NAME>,

My name is <YOUR NAME>, and I'm reaching out to ask <YOUR REQUEST IN ONE SENTENCE>.

I was especially interested in <their paper/project> — <1 sentence showing you read it + why it connects to your interests>.

A bit about me: <1 sentence: who you are + current status>. I've worked on <1 sentence: 1–2 relevant projects/internships>, and I'm interested in <1 sentence: interest area>.

If you're open to it, would you have 15–20 minutes for a quick chat next week? I'm available <2–3 windows or a general range>.

I've attached my resume/CV for context.

Thank you,
<YOUR NAME>

What to customize (checklist)

• Request sentence: clear and specific (meeting? advice? open positions? rotation? collaboration?)
• Credibility line: 1–2 strongest experiences only
• Alignment line: mention 1 concrete thing from their work
• Call to action: propose times OR ask a yes/no question
• Attachments/links: resume/CV, portfolio, GitHub, paper/preprint (only if relevant)

Follow-up schedule

• Follow up #1: 4–7 days later (short, 2–3 sentences)
• Follow up #2: 7–10 days after that (one last polite ping)

Follow-up template

Subject: Re: <SAME SUBJECT>

Hi <NAME>,

Just following up on the note below in case it got buried. I'd still love to ask <your request>.

Thanks again,
<YOUR NAME>

Examples

Example 1 (Academia)

Goal: Ask if your background aligns with ongoing/future projects; signal you're applying this cycle; include CV + writing sample.

What worked:

• Opened with a direct intro + why you're emailing now (applying this cycle).
• Clearly tied interests to the lab's research area.
• Credibility from multiple experiences (NIH postbac, internship(s), tooling/pipelines).
• Mentioned reading/knowing specific work (papers, framework).
• Closed with attachments + clear ask.

Result: I'm now in the process of writing a grant with a future prospective PI.

Example 2 (Academia/Industry)

Goal: Ask if the lab is taking postbac students; brief and clearly aligned.

What worked:

• Very clear ask ("are you taking postbac students this year?").
• Short background paragraph focused on relevant skills.
• Mentioned attached resume.

Result: I ended up interviewing for a postbac position and joined the lab in August 2025.