Students

How to Contact a Japanese Professor Before Applying

Published May 4, 2026

A student preparing an email to contact a Japanese professor before applying — A concise, respectful first email can make it easier for a professor to understand your background and research interests.

Contacting a professor before applying is common in many Japanese graduate schools, research programs, and scholarship pathways. A good first email does not need to be long. It should show that you understand the professor’s research, explain your own background clearly, and make it easy for the professor to decide whether your interests may fit the laboratory.

Quick summary

Write a short, specific, and respectful email.
Show that you have read the professor’s recent work or laboratory website.
Explain why you are interested in that specific laboratory, not only in studying in Japan.
Attach a concise CV and, when relevant, a short research summary or proposal.
Do not send the same generic email to many professors.
If there is no reply, one polite follow-up after about one to two weeks is usually enough.

Why contacting a professor matters

In Japan, admission procedures vary depending on the university, graduate school, department, program, and scholarship route. In some cases, formal application is possible without contacting a professor first. In other cases, finding a potential supervisor before applying is practically important.

Even when it is not formally required, contacting a professor can help both sides evaluate whether your academic background, research interests, language ability, timing, and funding plan are realistic for the laboratory.

The goal of the first email is not to ask for immediate acceptance. The goal is to start a professional conversation and make it easy for the professor to understand who you are, why you are interested in the laboratory, and whether there may be a realistic research fit.

Before writing the email

Before sending an email, spend enough time checking the professor’s laboratory website, recent papers, university profile, and graduate school information. A professor can usually tell whether an inquiry is based on genuine interest or simply copied and sent to many laboratories.

Professors in Japan receive many inquiries from prospective students every year. A generic email is easy to recognize and may be ignored. In contrast, even a short email can attract attention if it clearly shows that the applicant understands the laboratory’s research and has a specific reason for making contact.

Information to prepare

Your current university, degree program, and expected graduation date.
Your research field, thesis topic, or major academic experience.
Your research interests, especially those related to the target laboratory.
Your intended program, such as master’s, doctoral, research student, or postdoctoral route.
Your expected application period and possible funding source.
A concise CV, preferably one or two pages for an initial inquiry.

What to include in the first email

A strong first email is usually simple and around 200 words. It should not be a long autobiography. It should provide enough information for the professor to understand your background and decide whether a short reply or meeting would be worthwhile.

The most important part is the explanation of your motivation and the reason you are contacting that specific laboratory. This is what makes the email credible. A concise but enthusiastic explanation of what interests you in the laboratory’s research, and what kind of topic you would like to explore, is often more effective than a long list of general achievements.

Part	Purpose	Practical advice
Subject line	Show the purpose immediately.	Include your intended program and application timing.
Opening	Introduce yourself briefly.	State your name, university, degree level, and field.
Research fit	Explain why you are contacting this professor.	Mention a specific research topic, paper, or laboratory direction that interests you.
Your background	Show that you may be a realistic candidate.	Summarize your thesis, skills, or relevant experience.
Request	Make the next step clear.	Ask whether the professor may be open to reviewing your materials or discussing fit.
Attachments	Provide enough information without overloading the email.	Attach a CV and, if appropriate, a short research summary or proposal.

A sample email template

The template below is intentionally simple. You should customize it carefully for each professor and each laboratory.

Subject: Prospective Master’s Student Inquiry for [Month/Year] Admission

Dear Professor [Family Name],

My name is [Your Name], and I am currently a [final-year undergraduate / master’s student] at [University Name] in [Country]. I am writing to ask whether you may be open to considering prospective students in your laboratory for [Master’s / Doctoral / Research Student] admission in [Month/Year].

I am interested in your research on [specific topic]. In particular, I read your work on [paper, project, or research direction], and I found it closely related to my current interest in [your research interest]. I was especially interested in [specific point from the paper or laboratory website].

My current research focuses on [brief description of your research background]. Through this work, I have experience in [methods, techniques, analysis, programming, experiments, or fieldwork]. I would like to further develop this background in the context of [future research direction].

I have attached my CV and a brief summary of my research interests for your reference. If my background may fit your laboratory, I would be grateful for the opportunity to ask whether applying to your program would be appropriate.

Thank you very much for your time and consideration.

Sincerely,
[Your Name]

Tone and style

A professor is not only evaluating your academic ability. They are also checking whether communication with you seems clear, realistic, and respectful. The tone should be polite, but not overly dramatic.

Avoid phrases that put too much pressure on the professor, such as “Please accept me,” “I desperately need your help,” or “I want a scholarship from your laboratory.” It is better to frame the email as an inquiry about research fit and application feasibility.

Good tone

Specific: “I am interested in your recent work on...”
Respectful: “I would be grateful if you could let me know whether...”
Realistic: “I understand that admission depends on the formal selection process.”
Concise: “I have attached my CV for your reference.”

Tone to avoid

Overly generic emails that could be sent to any professor.
Very long emails with too many personal details.
Strong demands for acceptance, funding, or immediate meetings.
Emails that show no understanding of the professor’s research field.

What to attach

Attachments should help the professor understand your background quickly, not make the email difficult to read. For an initial inquiry, short and well-organized files are usually better than long documents.

In Japan, CVs sometimes include a face photo, and a professional photo can make the application feel more personal and credible in some contexts. However, expectations differ by university, country, and program. Include a photo only when it is appropriate for the target application style and does not conflict with the instructions of the program.

CV: Include education, research experience, publications if any, skills, awards, and contact information.
Photo: Include a professional face photo only when appropriate for the target program or Japanese-style CV format.
Research summary: One page is often enough for an initial inquiry.

Use clear file names, such as YourName_CV.pdf or YourName_ResearchSummary.pdf. Avoid sending large files unless necessary.

When and how to follow up

Professors often receive many emails and may be traveling, teaching, reviewing papers, writing grants, or managing students. If you do not receive a reply, it does not always mean that your email was rejected.

A polite follow-up after about one to two weeks is usually reasonable. The follow-up should be short and should not sound impatient.

Subject: Follow-up: Prospective Student Inquiry on [Research Topic]

Dear Professor [Family Name],

I hope this message finds you well. I am writing to briefly follow up on my previous email regarding possible graduate study in your laboratory.

I understand that you may be very busy, but I would be grateful if you could let me know whether my background may be relevant to your laboratory or whether there is a more appropriate application procedure I should follow.

Thank you again for your time.

Sincerely,
[Your Name]

If there is still no reply after one follow-up, it is usually better to move on or contact another suitable professor. Repeated emails may create a negative impression.

Common mistakes

Sending a generic email: Professors can easily recognize copied messages.
Writing too much: A first email should be informative but not overwhelming.
Not checking the professor’s field: A broad match is not enough; research fit matters.
Asking for funding too early: It is better to first establish academic fit and application route.
Ignoring official procedures: A professor’s positive reply does not replace formal admission requirements.
Using unclear attachments: Files should be short, readable, and clearly named.

Important note

A reply from a professor does not guarantee admission, funding, visa approval, or formal acceptance. Japanese universities usually have official application procedures, deadlines, examinations, document screening, or scholarship selection processes. Always check the official instructions of the university, graduate school, and program.

Final checklist before sending

Did you use the professor’s correct name and title?
Did you mention a specific research topic from the professor’s laboratory?
Did you clearly state your current degree level and intended program?
Did you explain your research background in a few sentences?
Did you explain why you are interested in that specific laboratory?
Did you attach a concise CV?
Did you avoid making demands for acceptance or funding?
Did you check the official application instructions?

Useful sources to check

Before and after contacting a professor, check the official sources related to your target university and program. Useful sources usually include:

The professor’s laboratory website
The department or graduate school admissions page
The university’s international admissions page
Scholarship program guidelines, if applicable
Official application forms and deadlines