In the competitive landscape of global admissions especially for graduate programs like MS, PhD, or MBA networking with professors before applications is becoming increasingly common. But is it a smart move or a risky strategy?

Let’s explore the pros, cons, and best practices to help you approach professor outreach the right way.

Why Students Network With Professors Before Applying

Many ambitious applicants reach out to professors to:

  • Express interest in their research areas

  • Seek potential RA/TA roles

  • Gain insider insights about the program

  • Make a strong early impression

For PhD aspirants especially, connecting with a potential supervisor is often expected. But even MS applicants are starting to adopt this strategy to boost their admissions profile and research opportunities.

 The Smart Side: Benefits of Pre-Application Outreach

1. Demonstrates Initiative & Research Alignment

Reaching out with thoughtful questions shows you’ve read the professor’s work and genuinely align with their academic focus.

2. Creates Recognition Before Application Review

If a professor remembers your name and message, it may lead to extra attention (or even advocacy) when your file reaches the admissions table.

3. Opens Doors for Research Roles

Professors often have unadvertised research assistant openings. A well-written outreach could lead to further discussions or even unofficial offers.

4. Helps Customize Your SOP

Emails or responses can give you a clearer idea of what the program expects, helping you craft a stronger and more targeted Statement of Purpose (SOP).

 The Risky Side: Potential Drawbacks

1. Poorly Crafted Emails Can Backfire

Generic or careless outreach can annoy busy professors. Misspellings, vague language, or irrelevant queries will do more harm than good.

2. False Expectations

A positive email exchange doesn’t guarantee admission or funding. Overestimating its impact may lead to disappointment later.

3. Cultural Differences in Communication

In some countries (like Germany or the UK), reaching out to professors before being accepted is uncommon and sometimes discouraged. Always research cultural and institutional norms.

Best Practices: How to Do It Right

1. Research Thoroughly

Only contact professors whose research areas match your own. Read at least 2–3 of their recent papers before writing.

2. Personalize Every Message

Avoid templates. Mention specific research interests and explain how your background aligns with their work.

3. Keep It Short & Professional

Your email should be under 200 words, respectful in tone, and formatted clearly.

4. Ask One Clear Question

Don’t overload your first email. Ask one thoughtful question related to their research or the program.

5. Attach a Resume

Include a concise resume (PDF format) so they can see your qualifications without having to ask.

What Not to Do

  • Don’t ask if they’ll guarantee admission

  • Don’t request funding in the first email

  • Don’t copy-paste the same message to multiple professors

  • Don’t follow up more than once if they don’t respond

Should Undergraduate Applicants Network With Professors?

For undergraduates applying to UG programs, direct outreach is less common and less expected. However, in niche fields (like research-intensive or liberal arts programs), connecting through webinars or summer programs can be useful.

Conclusion

Networking with professors before applications can be a powerful tool when done right. It signals maturity, passion for the subject, and a proactive mindset. But when approached carelessly, it can become a red flag.

The key is to be respectful, relevant, and research-driven. Think quality over quantity. Even one meaningful connection can make a difference in your admissions journey.

Quick FAQs

Q1: Is it mandatory to contact professors before applying?
No, but it’s highly recommended for PhD and research-based MS programs.

Q2: What should I say in the email?
Introduce yourself, mention research alignment, ask a relevant question, and attach your resume.

Q3: How do I find the right professors?
Go to university websites, explore faculty profiles, and use tools like Google Scholar and ResearchGate.

Q4: When is the best time to reach out?
At least 3–4 months before application deadlines, preferably after shortlisting universities.

Q5: Should I mention this outreach in my SOP?
Only if you had a meaningful exchange or they encouraged you to apply.