From subject lines to sign-offs, small details carry more weight than most students realize. Before you send your next research email, it’s worth understanding what PIs actually look for, and what makes them move on.
Meet Our Guest Expert: David!
This week, we spoke with David Nguyen, a second-year medical student at McMaster University. David conducts research at the intersection of machine learning, functional genomics, medical education and evidence-based medicine. He has presented his research at major venues including the American Association for Cancer Research (AACR) and the T-CAIREM 2025 Conference.
Q: If you could give students one quick piece of advice before they email a PI, what would it be?
A: Assume the PI has 30 seconds. Clearly state who you are, why you’re contacting this lab, and how you can contribute. Thoughtfulness, initiative, and clarity matter far more than length or flattery - and they’re what most often earn a response.
Q: What mistakes do students make in subject lines that reduce open rates?
A: Students often use vague, generic subject lines (e.g., “Research opportunity” or “Interest in your lab”), which give no reason to open the email. Instead, use a specific subject line that clearly signals who you are and why you’re reaching out, such as: “Health Sciences Student Interested in [Lab Name] - Experienced with statistical analysis.”
Q: What is one subtle email mistake that students rarely realize they’re making?
A: Many students write emails centered on their own needs (e.g., needing a project or publication) rather than the PI’s research priorities. This frames the message as transactional instead of collaborative. A stronger approach is to show genuine curiosity about the lab’s work and briefly explain how your skills and interests align with and add value to ongoing research.
Q: One thing students should always do before emailing a PI?
A: Do your homework! Read the PI’s recent work, understand their research focus, and identify where your skills could contribute. Just as importantly, ask yourself whether you’re genuinely interested. Mass-emailing labs without real interest is usually obvious and wastes both your time and the PI’s.
Q: What assumption do students often make about PIs that leads to poorly written emails?
A: Students often assume PIs will read closely and infer intent, so they overemphasize minor details instead of the big picture. In reality, PIs skim quickly. Be direct and explicit about your interests, why you’re contacting this lab, and what you hope to contribute. Clarity and brevity matter more than polish.
Q: What small details in an email give away that it was sent to many people at once?
A: Generic templates, incorrect or missing names, and vague references to “your research” without specifics are immediate red flags. Failing to mention a PI’s actual work signals a lack of genuine interest.
Q: What formatting or writing issues immediately make an email look unprofessional?
A: Unprofessional tone, typos, grammatical errors, overly long messages, or text that looks copy-pasted all reduce credibility and discourage PIs from reading further.
The Bottom Line
There’s no perfect email—just a thoughtful one. A bit of clarity and care can make all the difference!