Communicating in Academic Settings

Making connections within your academic networks is crucial to initiating and developing research projects. Communicating with faculty, librarians, or other mentors in your field probably feels different than talking to family, friends, or others you have close relationships with. There are strategies to practice that will help you improve your comfort level reaching out to potential mentors for opportunities and support. Mentorship relationships are key to honing research skills, receiving assistance and feedback, and networking within your field. Learn more about the many benefits of participating in a mentor relationship on the UW Mentoring Page Links to an external site.. 

Reflect

There are many people who can help you on your research journey including mentors, experts, connectors, coaches, visionaries, realists, guides, fellow travelers, and mentees. Who is in your network? Who have you already reached out to? Where might you need to make additional connections? Think about these needs as you read more about communication strategies. 

Image credit: UW Visual Asset Collection

Communication strategies

Potential mentors expect that undergraduate students will reach out for research opportunities. They know that students will need both encouragement and feedback along the way! 

The Find Research at UW Links to an external site. page from the Undergraduate Research Program outlines steps for pursuing research. Attending an information session Links to an external site. or scheduling an appointment Links to an external site. with an URP adviser will support you in effectively pursuing a research opportunity. 

If you are reaching out to a potential mentor on your own, keep in mind some of these useful strategies: 

  • Use appropriate greetings and sign offs. This might mean “dear” instead of “hey”
  • Address them by their title (Dr., Professor, Dean), not their first name (unless they already told you it’s okay!)
  • Include a subject line
  • Introduce yourself at the beginning of the email
  • State your reason for reaching out
  • Provide any background information that clarifies your request
  • Let the recipient know what type of response you are expecting
  • Keep the message concise and to the point - there will be chances for follow up!

Image credit: UW Visual Asset Collection

Read more about effective email communication from the Writing Center Links to an external site. at UNC or view an email template Links to an external site. from UCLA . Communicating virtually is different than communicating in person. Practice your virtual communication skills with these tips when emailing and video conferencing! 

Remember that as you reach out to these connections, you will likely start to take on new opportunities and have a busier schedule. It might seem tricky to say no to a professor or a team leader, but check out these strategies Links to an external site. from Purdue University for communicating about personal needs.