Step 0: Research 

Before you start writing your email, first find professors that you think match your impact projects and interests. You also need to get their contact details like their email addresses so you can contact them later. Always research potential professors first before reaching out to them. 

So, where can you find college professors? You can check the colleges' websites for their lists of faculties. When you find the faculty list, read the professors’ backgrounds and try skimming their published works. After that, pick professors that you think have done something similar with your impact project. Spend only 10-15 minutes when researching a specific professor. 

When you’re done with your research, you need to send your first emails to seven to ten professors. Start writing your emails by following these next steps: 

Step 1: Introduce yourself

Address the professor “Dear Professor so-&-so”. In one sentence, mention your name, high school, and where you are located.

Step 2: Explain why you’re emailing them about their research

Clearly show that this isn’t a form letter. Specify what part of their research interests you. State why you contacted that professor specifically, as opposed to any other professors.

Step 3: Tie in your impact project or your area of curiosity

Connect your impact projects and interests to the professor’s background or work. Once again, you should be specific and concise. 

Step 4: Reduce their commitment

Hint that you are not asking them to personally mentor you, and that responding to this email will not cost them a lot of time or energy.

Step 5: Call to action

Be specific about what you want from them. Tell them if you just want a quick phone call or Zoom meeting with them. 

Step 6: Conclude

Conclude with a pleasant “thank you” type statement, your full name, and at least two ways to contact you, including your email.

Step 7: Review

Review your email before sending it out. Is the tone professional? Did you follow the steps and use the template? Is the closing appropriate? Ask a friend or parent to look it over, or maybe save it as a draft and come back to it later. Sometimes you’ll be surprised at the little mistakes you overlooked!

When you are finished writing your emails, hit send! Congratulations! You’ve done the first steps in doing an outreach. If there are no responses, continue researching more professors and sending more emails.

Step 8: Follow up

If you receive a response from professors, you need to reply whether they said yes or no. If they agree to meet you, have a game plan for your Zoom meeting. Check out How To Reply To a Professor’s Response section for more details.

What to do if the professor said no: 

Anyone who replied with a “no” deserves a follow up email from you. In your follow up, thank them for replying and ask them if they know of another professor, teaching fellow, or graduate student who might be helpful. The email will look something like this:

Dear Professor NAME,

Thank you for your prompt reply. I completely understand that you have other priorities at this time. When your schedule opens up in the future (wouldn’t that be wonderful!) I hope you do think of me. [Topic] is really important to me and I’ll be just as excited to connect in three months or three years as I would be to connect this week with you.

Meanwhile, who do you know who has a higher level of expertise than me in this area and also might have time to get on a video conference sometime with me? Are there other professors, fellows, graduate students, or professionals who you know that might be open to connecting with me? I’d love to meet them.

Once again thank you so much for your time. You are doing amazing work, and I hope to be able to contribute to society in similar ways someday. 

Sincerely, 

Full Name

Contact Information

Email

What to do if the professor said yes: 

Show your gratitude and schedule the Zoom or Google Meet call with them at a time that works, and then:

1. Prepare ahead of time. Become even more familiar with the parts of their research that connect in some way to you and your interests.
2. Be early (about five minutes) and log in.
3. Have two to three research-based questions prepared, but also be ready to ditch the questions if the professor wants to learn more about you.
4. Try to listen more than you speak, and when you speak, be likable and knowledgeable. 
5. At the of the call, say;

“Wow, thank you so much for this incredible conversation! I’d really love to spend more time supporting your team with [research, effort, etc.]. Do you have any annoying tasks I can do for you, or is there any way I could participate in this research with you/your team?”

If yes: Get details and try to contain your excitement

If no: Say “I totally get that. I wish I were [closer/older/whatever is keeping you from being a candidate to work with him/her] and could be of more help. Who do you know who has a higher level of expertise than me in this area and also might have time to get on a video conference sometime with me? Are there other professors, Fellows, graduate students, or professionals who you know that might be open to connecting with me? I’d love to meet them.”

And then stop talking. Let the professor think. After they answer, thank them again and get off the call.

Within 24 hours, send a “thank you” email specific to your conversation.

Collaborating with a professor can help you create a standout impact project and get a great letter of recommendation. This will be helpful for your upcoming college applications. However, you need to do an outreach first before you can work with a professor who is well-suited for your impact project.

By following the steps in this guide, your outreach to professors will likely be more effective and successful.

Good luck!