Contacting Potential Advisors

Pierce Johnson.

Applying to doctoral programs is tough, especially because of the "hidden" steps that aren't made clear to students during the application process. 

As a third-year doctoral student in UAlbany’s Cognitive Psychology PhD program, I'll discuss one of those hidden steps—contacting potential advisors!

 

Is contacting faculty required?

Contacting potential advisors is not required in every field. In some physical sciences—like chemistry or biology—departments accept incoming cohorts who rotate through multiple labs before affiliating with a specific mentor, so cold contacting a particular professor isn't expected. 

On the other hand, contacting prospective mentors is typically expected in the social sciences and humanities, where lab rotations aren't the norm. The best way to find out what's standard in your field is to ask someone who is already in it—a current graduate student or a mentor can give you a realistic picture of what’s normal.

 

What's the point?

There are practical advantages to reaching out beyond making a good impression:

  • Confirm availability. You can find out directly from faculty whether they can take on a new graduate student that year. This information isn't always current on department websites.
  • Save money on application fees. Application fees add up quickly. If your top-choice advisor isn't accepting students, you can redirect that time and money toward programs where your application will be seriously considered.
  • Get unexpected referrals. Even if a professor isn't taking students, they may point you toward colleagues in the department doing similar work who are accepting applications.

 

What should I say, and when should I reach out?

Keep your message professional and concise—a short email is more likely to get a response than a long one. Your email could include the following:

  • Introduce yourself. State your name and your current institution or background.
  • Show that you've done your homework. Briefly explain why you're interested in their work specifically—reference a paper or research question that connects their work to yours.
  • Give a brief overview of your own work. A sentence or two on your background and interests is plenty here.
  • Ask a clear question. Make it easy for them to respond, whether that's confirming they're accepting students or asking about current projects.

Reach out well before application deadlines so you have time to wait for a response, follow up if needed, and still make informed decisions about where to apply. When I was applying, I contacted faculty at the end of August and beginning of September, giving faculty plenty of time to respond by my application deadlines in November and December.

 

What if I don't hear back?

Don't panic! Faculty receive a lot of emails during application season. If you haven't heard back after about a week, send a brief, polite follow-up reiterating your interest.

Still no response? You can absolutely still apply—just be aware that the faculty member may not be accepting students, and it's wise to identify other potential advisors in the department as a backup.

Reaching out can feel intimidating, but most faculty appreciate the initiative. At worst, you get no response. At best, you start a conversation that shapes where—and with whom—you spend the next several years of your academic career. It's worth the effort!