Communicating with your supervisor by email is challenging as there are many issues you need to consider relating to the tone, clarity and purpose of your message. It is important to maintain a positive and constructive relationship as your supervisor may be the most important person in your postgraduate education. Here are some tips to help improve communication.

1. Asking for advice and help

When asking for advice it is important to be as specific as possible. Rather than writing general questions such as:

“What should I include in the abstract?”

Supervisors often give general answers or advice to general questions such as:

“Just do it the normal way”

To avoid this, ask specific questions that require specific answers:

“How many words should the abstract be?”

“Should I include references in my abstract?”

2. Clarifying advice

Sometimes supervisors offer general advice such as:

“Why don’t you try changing the temperature?”

If the answer seems vague, it is important to narrow down the possibilities otherwise you may misunderstand the advice. You should consider including questions in your email that require the supervisor to say yes or no.

“Do you mean the temperature associated with A?”

3. Checking scheduled meetings

Meetings with supervisors are often arranged orally. This means that the meeting may not be confirmed. If this happens, send a short, polite email to check.

I would just like to confirm that we are meeting tomorrow at five.

Could I (just) confirm that we are meeting tomorrow?

If meetings are held at different venues, checking where the meeting should be held is a good way to confirm meetings indirectly.

I would just like to check if we are meeting in your office or in the meeting room tomorrow.

4. Knowing your supervisor’s schedule

Supervisors are often away for long periods during the summer and extremely busy during some parts of the term. This means they may not always be available to provide supervision. You should politely ask when they will be reachable. Asking about these things may also help you get to know your supervisor personally. Below are two examples.

“Do you have a busy teaching schedule this semester?”

“What are your plans for the summer?”

5. Getting the tone of your email right

There are many ways to address your supervisor and ask for help and advice. Getting the correct level of language is difficult and depends on your relationship with your supervisor. Although all the following ways to address your supervisor can be correct, they may not be suitable in your case.

Being informal may help build a relationship with some supervisors, but others may not appreciate it. Being formal may be seen as being cold by some supervisors, others may appreciate it.

1. Dear Dr. Wong (formal)
2. Dear David
3. Hi David
4. Hi (informal)

If you are not sure use DEAR + THE NAME YOU USE WHEN SPEAKING.

The same is true when asking questions.

1. If you are free, would it be possible to meet…? (formal)
2. Would it be possible to meet next week?
3. Could we meet next week?
4. Can we meet next week? (informal)

6. Acknowledging your supervisor is busy

You should show understanding of the time pressures your supervisor may face, by acknowledging their time constraints in your emails.

I know you are busy with the start of the new semester, but could we meet for twenty minutes to discuss...?

7. Keeping your emails short

Supervisors may not read long emails. You need to try to limit your emails to one or two paragraphs with the main point at the start.

Dear David

Could we meet next week for twenty minutes to discuss the presentation I am giving at HKHST on the 23rd?

I would like to show you an outline of what I am going to present.

Thanks

Mei

8. Using a clear subject line for your emails

Your supervisor will receive a large number of emails. A clear subject line will ensure your supervisor understands the reason for your email. Avoid vague subjects such as “Meeting” or “Conference” which are not informative. Use short but specific subject lines:

Request for meeting next week

Absence for conference 23-25th March

9. Avoiding too many emails

Your supervisor will receive a large number of emails. If he doesn’t reply to you, don’t think he has not read your email and keep sending emails.

10. Giving your supervisor time

If you need to ask for your supervisor’s help, give them plenty of time. It is also important to politely indicate any deadlines.

Dear David,

I know you are very busy, but would it be possible to ask you to write a short reference for my application to be a research assistant at HKCityU during the summer?

The deadline for my application is the 25th of next month.

I have enclosed an updated CV.

Please let me know if there is any other information you need.

Thank you

Mei