Email to a German Professor for a PhD (DAAD): Sample

When to use this

In Germany, a PhD usually takes one of two routes:

• An individual doctorate, where you find a professor willing to supervise you and agree a research topic with them. This is the traditional German route.
• A structured programme (a graduate school or research training group), where you apply to the programme through its own call, much like applying for a master's.

For the individual route you need a supervisor before anything else. The DAAD research grants for doctoral programmes ask Pakistani applicants for a research proposal agreed with a German supervisor and a confirmation letter from them, so your first email to a professor is the start of your scholarship application. Start early: our DAAD page suggests contacting supervisors 6 to 12 months before the deadline.

What German professors look for:

• A topic that clearly fits their group's current research
• A short, well-organised email with the key facts first
• Evidence of research experience: thesis, methods, publications
• A realistic funding plan (for example, naming the DAAD programme you will apply to)
• Correct, formal address and attachments in order

The sample

Subject: PhD supervision enquiry: Low-cost sensors for air quality in Lahore (DAAD doctoral grant, 2027)

Dear Professor [Surname],

My name is Bilal Ahmed, and I hold an MS in Environmental Sciences from [University name], Lahore (CGPA [3.71/4.00]). My MS thesis calibrated low-cost particulate matter sensors against a reference monitor during Lahore's winter smog season.

I read your group's paper "[Paper title]" ([Journal, year]) on correcting low-cost sensor data with machine learning. I would like to build on this approach for a PhD: testing whether a calibrated sensor network can give reliable neighbourhood-level PM2.5 estimates in South Asian cities, where reference monitors are scarce.

I intend to apply for the DAAD Research Grants for Doctoral Programmes in Germany in the next call for Pakistan, which requires a research proposal agreed with a German supervisor. Would you be open to discussing whether this project could fit within your group?

I have attached my CV, MS transcript and a two-page research outline. Thank you very much for your time.

Kind regards,

Bilal Ahmed Research Officer, [Organisation], Lahore [email] | [Google Scholar or ORCID link]

Bilal is fictional. Professors notice copied emails, so write every sentence for your own project.

Template you can fill in

Subject: PhD supervision enquiry: [Short topic] ([funding route], [year])

Dear Professor [Surname],

My name is [Name], and I hold [degree] in [field] from [University] (CGPA [x.xx/4.00]). My [thesis/project] [one line on what you did and found].

I read your [paper/project] "[Title]" and was particularly interested in [specific point]. For my PhD I would like to [your idea in one or two sentences], which builds on your work on [their area].

I intend to apply for [DAAD programme / another funding route], which requires [a research proposal agreed with a German supervisor]. Would you be open to discussing whether this project could fit within your group?

I have attached my CV, transcripts and a [one/two]-page research outline. Thank you for your time.

Kind regards, [Name] [Position, institution] [email] | [profile link]

How to adapt this

• Find professors through their own pages. Use university department pages, DAAD's PhDGermany database and GERiT, the German research institutions directory, and check each professor's recent papers.
• Address them formally. Use "Dear Professor [Surname]" or "Dear Dr [Surname]", never a first name or "Dear Sir".
• Check if a position is already advertised. Many German groups post funded PhD positions with their own application process. If one fits, apply through it instead of a cold email.
• Attach a short research outline, one or two pages, not a full proposal. You will develop the full proposal together if they are interested.
• Follow up once after about two weeks, using our follow-up email.
• German is usually not needed for an English-language PhD, but a line about any German you are learning shows commitment. Check the language requirement on the official programme page.

Common mistakes

• Writing "Dear Sir/Madam" or getting the title wrong.
• Emailing about a topic the professor stopped working on years ago.
• Asking the professor to fund you without mentioning any funding route.
• Sending the same email to several professors in one department.
• Attaching your matric certificate, CNIC and every diploma. Only the CV, transcripts and outline are needed at this stage.

Related samples

• Email to a potential supervisor (general)
• Research proposal template
• PhD recommendation letter sample
• Study in Germany: country guide