🤔 Resource · ~6 min read · Updated 7 August 2026 · By Dr. Deepak Malik
Should you contact professors before applying?
Many students assume they should simply submit the online application and wait. In reality, whether to contact the professor first depends on the type of programme and the country.
In short: for individual PhD positions, contacting the professor beforehand is usually worthwhile. For structured doctoral programmes, it's often optional — unless the programme specifically recommends it.
1
Understand the type of PhD you're applying to
European universities generally offer three structures:
Individual PhDs (arranged directly with a supervisor)
Structured doctoral programmes
Doctoral schools
Supervisor contact matters most for individual PhD positions.
2
Early contact can clarify availability
A professor may tell you whether funding exists, whether new projects are starting, whether your background fits, or whether another lab member is already recruiting — all of which can save you considerable time.
3
A good email can make your application memorable
Even where applications are evaluated formally, a professor may already recognise your name when reviewing candidates. Recognition isn't a guarantee, but it can help.
4
Don't email too early
Writing 18 months before graduation is usually premature. A good window is generally 3–6 months before you intend to begin your PhD.
5
Don't expect every professor to reply
Professors are busy. No response usually means they're travelling, missed the email, have no available positions, or receive too many enquiries to answer them all — it shouldn't discourage you.
6
Follow the official application instructions
If a programme's website explicitly says "do not contact supervisors," follow that instruction. Always prioritise the official process over informal contact.
⚠️ Common mistakes we see every cycle
Sending generic emails
Contacting professors without reading their research first
Expecting an immediate reply
Treating one rejection as a sign to stop applying
Ignoring official application requirements
FAQ
No. Many students receive PhD offers without prior contact, but reaching out can improve your understanding of what's actually available.
Only if the email is unprofessional, generic, or ignores the programme's stated instructions.
Keep applying. Silence is extremely common and usually reflects workload, not your qualifications.