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Writing pack · 7 templates

From the supervisor email to the reply to reviewers, in English academics respect

Seven templates for the writing around research: the first email to a possible supervisor, the research statement, the response to reviewers, the cover letter to the editor, the conference abstract, the recommendation letter and the acknowledgements page. Write your notes in Arabic or English and get precise, courteous English built only on your work.

See the templates

Who this pack is for

  • Graduates writing to professors abroad about a PhD, and students looking for a master's thesis supervisor.
  • PhD students and early-career researchers who publish in English: cover letters, abstracts and responses to reviewers.
  • Professors who write recommendation letters, and the students they ask to draft them.

What academic readers look for

  1. Proof you read their work A professor can tell from one line whether an email went to fifty people. Name one paper and say one specific thing about it.
  2. Contributions, stated precisely What you found or built, with the method and a number, rather than the topics you "worked on".
  3. Respect for their time The request in the first two lines, short paragraphs, and every reviewer comment answered where the editor expects to find it.
  4. Evidence before opinion In a response to reviewers, a disagreement is won with data, a citation or a new analysis, never with indignation.
  5. Modest, exact English No "groundbreaking", no "esteemed professor", no hedge in every sentence. Calm and precise reads as confident.

Read it the way a professor does

Anatomy of an email a professor answers

Professors receive dozens of these emails a week and decide in under a minute whether to reply. Here is one that works, line by line, and why each line is there.

  1. Subject: Prospective PhD student: energy-aware LoRa networks (MSc, Birzeit University)

    A subject they can sort

    The topic and your degree. Many professors file these emails by their subject line before they open them.

  2. Dear Professor Rossi,

    The right title, spelled right

    "Professor" or "Dr" and the last name. Never "Dear Sir", "Respected Professor" or a first name.

  3. I am finishing an MSc in Computer Engineering at Birzeit University, and I would like to ask whether you are taking PhD students for October 2027.

    Who you are and what you ask, in one sentence

    If they read only this line, they can still answer you.

  4. In your 2024 paper on energy-aware LoRa scheduling, the nodes ran on a stable power supply. My thesis kept 12 nodes running through daily power cuts for four months, and I would like to test whether your scheduler holds under those conditions.

    Proof you read their work

    One paper, named, and one specific thought about it: a limitation you could test, a method you would extend. This is the line mass emails cannot fake.

  5. For that project I wrote the firmware in C, logged 1.2 million packets and cut node energy use by 18% with a simple duty-cycling rule.

    Fit, in facts

    A method and a number they can check in your CV. No adjectives.

  6. I am applying for DAAD funding (deadline 15 October), and my CV and transcript are attached. Would you be open to a short call, or should I send a one-page proposal first?

    Best regards,
    Lina Khaled

    One easy question

    Funding and timing in a line, the attachments named, and a question they can answer in one sentence.

Write your supervisor email Open the outline

The templates in this pack

Write a draft from a short form, or open the outline in the workspace with the recommended settings and write it in your own words.

  1. Email to a potential supervisor

    The first email to a possible PhD or master's supervisor: who you are, what you read of their work, why you fit and one clear question.

    Write a draft Open the outline
    Tips, outline and settings

    What a professor looks for

    • A subject line they can sort at a glance: the topic or position, and your degree.
    • Proof you read their work: one paper, named, and one specific thought about it. Generic praise is how mass emails give themselves away.
    • Your fit in facts: the methods and results that match their group, not adjectives.
    • Under 250 words, with one question they can answer quickly: are they taking students, is the position open, may you send a proposal?
    • Attachments they can open on a phone: a two-page CV and a transcript as PDFs, never a whole thesis.

    Recommended workspace settings

    Mode
    Academic
    Emotion
    Neutral
    Vocabulary
    Standard
    Length
    Shorter

    Outline

    Subject: Prospective [PhD / master's] student: [topic in a few words] ([your degree, university])Dear Professor [last name],[Who you are and what you ask, in one sentence: your degree, and whether they are taking students in [area], or the position you are applying to, with its reference.][Their work: one paper, talk or project you read, by name, and one specific thought about it: a method you would use, a result you would test, a question it raised.][Your fit, in facts: your thesis or project, the methods you used, one result with a number.][The question you would like to work on, in one or two sentences. A direction, not a full proposal.][Practical details: funding you have or are applying for, when you could start, what you attached.][One easy question: may you send a short proposal, or would they be open to a short call?]Best regards,[Your full name][Degree, university] | [link to your thesis, GitHub or Google Scholar]

  2. Research statement

    The research you have done, the questions you will pursue next and why here, for PhD, postdoc and faculty applications.

    Write a draft Open the outline
    Tips, outline and settings

    What the committee looks for

    • One clear theme that ties your past work to what you plan to do next.
    • Contributions stated precisely: what you found or built, with methods and numbers, not topics you "worked on".
    • A plan that is concrete and feasible: two or three directions, each with a first step and the data or tools it needs.
    • A first paragraph a committee member from a neighbouring field can follow.
    • For postdoc and faculty roles: how the work would be funded and how students would take part.

    Recommended workspace settings

    Mode
    Academic
    Emotion
    Neutral
    Vocabulary
    Advanced
    Length
    Balanced

    Outline

    Research Statement[Your name][The big question: the problem that ties your work together, and why it matters, in words a non-specialist on the committee understands.][Past research 1: the question, what you did (methods, data), what you found, with numbers. Name the paper or thesis.][Past research 2: a second project, and how it builds on the first.][Future directions: two or three concrete questions you will work on next. For each, the first step and the method or data.][Fit: the people, labs or facilities here that make this possible. For faculty roles, the funding you would apply for and how students would take part.][Closing: the long-term goal of your research, in one or two sentences.]

  3. Response to reviewers

    A point-by-point reply to the reviewers: each comment quoted, what changed and where, and polite disagreement backed by evidence.

    Write a draft Open the outline
    Tips, outline and settings

    What the editor and reviewers look for

    • Every comment answered, in order and under its number, so the editor can check each one in seconds.
    • Each comment quoted first, then your answer, then exactly what changed and where: section, page, lines, figure.
    • Thanks that are brief and earned, not repeated before every answer.
    • Disagreement backed by evidence (data, a citation, an added analysis), offered politely, with a concession where you can make one.
    • The same changes visible in the manuscript, highlighted or tracked, exactly as the letter describes them.

    Recommended workspace settings

    Mode
    Academic
    Emotion
    Neutral
    Vocabulary
    Advanced
    Length
    Balanced

    Outline

    Dear Dr [editor's last name],Thank you for the opportunity to revise our manuscript, "[title]" ([manuscript ID]). We thank the reviewers for their careful reading. Below, each comment is quoted, followed by our response and the changes made; the changes are highlighted in the revised manuscript.[The main changes, in two or three sentences.]Reviewer 1Comment 1.1: "[the comment, quoted]"Response: [Your answer. Thank the reviewer in a few words only if the comment truly helped.]Change: [What you changed, and where: Section [x], page [x], lines [x to y], Figure [x].]Comment 1.2: "[the comment, quoted]"Response: [If you disagree: acknowledge the concern, give your evidence (data, a citation, an added analysis), and say what you clarified.]Change: [What you clarified or added, and where.]Reviewer 2Comment 2.1: "[the comment, quoted]"Response: [Your answer.]Change: [What changed, and where.]Sincerely,[Corresponding author], on behalf of all authors

  4. Cover letter to a journal editor

    A one-page letter that tells the editor what you found, why it suits their journal and what you declare, without hype.

    Write a draft Open the outline
    Tips, outline and settings

    What the editor looks for

    • In the first paragraph: the title, the article type, and the main finding in one sentence an editor outside your niche understands.
    • Why it fits this journal: its scope and readers, ideally linked to recent work it published.
    • What is new, stated plainly. "Novel", "groundbreaking" and "first ever" invite scepticism.
    • The standard declarations: original work, not under review elsewhere, all authors agree, conflicts of interest, funding.
    • One page at most. Editors decide within minutes whether to send a paper to review.

    Recommended workspace settings

    Mode
    Academic
    Emotion
    Neutral
    Vocabulary
    Advanced
    Length
    Shorter

    Outline

    Dear Dr [editor's last name],Please consider our manuscript, "[title]", for publication as a [article type] in [journal].[The question and why it matters, in one or two sentences.][What you did and the main finding, with one number.][Why it suits this journal: its scope or readers, and recent work in it that yours builds on.][Declarations: the work is original and not under consideration elsewhere; all authors approved the submission; conflicts of interest; funding. Suggested reviewers, if the journal asks for them.]Thank you for considering our work.Sincerely,[Corresponding author], on behalf of all authors[Affiliation and email]

  5. Conference abstract

    A title and one tight paragraph: the problem, what you did, what you found and why the audience should come.

    Write a draft Open the outline
    Tips, outline and settings

    What the programme committee looks for

    • The problem in the first sentence or two, not a long background.
    • A concrete method: data, sample, setting and tools.
    • Real results with numbers or, for work in progress, what is done and what you expect, said honestly.
    • One take-home message: why people should come to your talk or poster.
    • The exact word limit and format. Many conferences reject abstracts that exceed it.

    Recommended workspace settings

    Mode
    Academic
    Emotion
    Neutral
    Vocabulary
    Advanced
    Length
    Shorter

    Outline

    [Title: specific, with the key result or method if you can.][Background and gap: one or two sentences.][Aim: "This study examines…" or "We ask whether…"][Method: data, sample, setting and analysis.][Results: the main findings, with numbers. For work in progress: what is done, and what you expect to report.][Conclusion: the take-home message, and why it matters to this audience.]Keywords: [three to five keywords]

  6. Recommendation letter for a student

    A professor's letter built on specific evidence. Works for the referee writing it, or for the student drafting it for the referee to edit and sign.

    Write a draft Open the outline
    Tips, outline and settings

    What the admissions committee looks for

    • How the referee knows the student: the role, the course or project, and how long. This sets how much the letter weighs.
    • Specific evidence: a project, a result, a moment that shows how the student thinks and works.
    • An honest comparison ("among the best five of the 200 students I have taught") when the referee can make one.
    • A clear closing recommendation and the referee's full contact details.
    • If the student drafts it: facts the referee saw, in the referee's voice. The referee edits, approves and signs it; the student never submits it.

    Recommended workspace settings

    Mode
    Academic
    Emotion
    Balanced
    Vocabulary
    Standard
    Length
    Balanced

    Outline

    [Date]Dear Admissions Committee,I am glad to recommend [student's full name] for [programme or position] at [university].[How you know them: your role, the course or project, the dates, and how many students you have taught or supervised.][Evidence 1: a specific piece of work and its result: what they did, how, and what it showed about them.][Evidence 2: another example, of a different quality: initiative, persistence, teamwork, helping others learn.][Comparison: how they rank among the students you have taught. Only what you can honestly say.][Closing: your recommendation, without reservation if that is true, and an offer to answer questions.]Sincerely,[Referee's name][Title, department, university][Email and phone]

  7. Thesis acknowledgements

    Thank your supervisor, colleagues, funders and family for what each of them really did, in a sincere page.

    Write a draft Open the outline
    Tips, outline and settings

    What readers look for

    • Specific thanks: what each person did (read every chapter, taught you a method), not only their names and titles.
    • The usual order: supervisor and committee, colleagues, funders and institutions, then family and friends.
    • Funding acknowledged exactly as the funder requires, often with the grant number.
    • One page at most, sincere and calm. Strong feelings come across best in plain words.
    • Names and titles spelled correctly, and permission asked before thanking participants by name.

    Recommended workspace settings

    Mode
    Standard
    Emotion
    Balanced
    Vocabulary
    Standard
    Length
    Balanced

    Outline

    Acknowledgements[Optional: a first line of thanks to God, if you wish.][Your supervisor: their name and title, and one or two specific things they did for this thesis.][Committee, other teachers and colleagues: each with what they contributed.][Funding and institutions: the scholarship or grant (with its number if required), the university, labs, data providers or participants.][Family and friends: who they are to you, and one specific thing they did.][Optional: a dedication, in one line.]

Common mistakes Arabic speakers make

Academic English punishes the very habits that make an Arabic letter polite: long courtesies, praise and requests made indirectly. These six cost researchers replies, acceptances and the goodwill of reviewers.

  1. Courtesy first, request last

    After "I am writing to you to ask about the possibility of…" the professor still does not know who you are or what you want. Say both in your first sentence.

    Before

    Dear Respected Professor, I hope this email finds you in good health. I am writing to you to ask about the possibility of joining your esteemed research group as a PhD student.

    After

    Dear Professor Rossi,

    I am finishing an MSc in Computer Engineering at Birzeit University, and I would like to ask whether you are taking PhD students in energy-aware IoT networks for October 2027.

  2. Praise instead of engagement

    "Your groundbreaking research has always inspired me" is exactly what mass emails say. One specific thought about one paper proves that you read it.

    Before

    I have read your publications and I am deeply fascinated by your groundbreaking research in the field of IoT.

    After

    In your 2024 paper on LoRa scheduling, the nodes ran on a stable power supply. My thesis ran 12 nodes through daily power cuts, and I would like to test whether your scheduler still holds there.

  3. Defending yourself against a reviewer

    Arguing back and thanking the reviewer five times both weaken a response. Acknowledge the concern, show your evidence, and say what you changed so the next reader is not confused.

    Before

    We strongly disagree with the reviewer, who seems to have misunderstood our method. The sample size is clearly sufficient.

    After

    We understand the concern about sample size. A power analysis, now in Section 3.2 (page 7), shows that 214 participants detect the reported effect with 90% power. We added it to the Methods so the point is clear to other readers.

  4. "Done", with no page or line

    The editor checks every answer against the manuscript. "Done" sends them searching; a section, page and line number lets them tick it off in seconds.

    Before

    Done. We did the necessary corrections as the reviewer requested.

    After

    We rewrote the limitations paragraph (Section 6, page 14, lines 312 to 325) to discuss the single-site design, as the reviewer suggested.

  5. Hype words that invite doubt

    "Novel", "first ever" and "revolutionary" make editors and committees look for the catch. Say what is new and let the result carry it.

    Before

    This novel and groundbreaking study is the first ever to solve the problem of energy consumption in IoT networks.

    After

    We show that adapting the transmission schedule to outage patterns cuts energy use by 31% in a 14-month field deployment.

  6. Grammar that comes from Arabic

    "Make a research", "researches" as a plural and "discuss about" are among the first slips reviewers notice, and they distract from good work.

    Before

    I made many researches about this topic, and we will discuss about the results in the next section.

    After

    I have carried out several studies on this topic, and we discuss the results in the next section.

Write in Arabic, send it in English

  1. 1 Choose a template

    Write a draft from a short form, or open the outline in the workspace and write it yourself.

  2. 2 Write your notes in Arabic

    Choose "Arabic → English". Notes are enough: you do not need full sentences.

  3. 3 Check the English, then send

    You get natural English in the recommended mode. Check every name, number and date before you send it.

Questions people ask

How do I write an email to a potential PhD supervisor?

Keep it under 250 words. In the first two sentences, say who you are and what you are asking: whether they are taking PhD students, or that you are applying to the position they advertised. Then show that you read their work: name one paper and give one specific thought about it. Add two or three facts about your fit (your thesis, your methods, one result), mention funding and when you could start, attach your CV and transcript, and end with one easy question. The supervisor email template follows this order.

What if the professor does not reply?

Wait about two weeks, then send one short follow-up that repeats your request in a line, with nothing new except perhaps a one-page proposal. If there is still no answer, move on: silence usually means there is no place or no funding this year, not that your email was bad. Write to several professors, each with an email written for them.

What is a research statement, and how long should it be?

It explains the research you have done, the questions you want to work on next and why this department is the right place for them. For PhD applications it is often one to two pages; for postdoc and faculty positions, two to three. Follow the limit you are given. The template writes a first draft of the core (up to about 380 words), which you then extend in the workspace.

How do I write a response to reviewers?

Thank the editor and the reviewers once, briefly. Then answer every comment in order, under its number: quote the comment, give your response, and say exactly what changed and where (section, page, lines, figure). When you disagree, acknowledge the concern, give your evidence and clarify the text so other readers will not have the same doubt. For a long review, draft the responses a few comments at a time.

Is it all right to disagree with a reviewer?

Yes, when you have evidence. Editors expect it, and they often side with authors who answer calmly with data, a citation or an added analysis. What fails is a defensive or sarcastic tone, or ignoring the comment. Where a reviewer misread something, assume the text was unclear and improve it.

My professor asked me to draft my own recommendation letter. How do I do it honestly?

It is common, but check the rules first: some programmes ask the referee to confirm that the letter is their own. Write, in the professor's voice, facts the professor actually saw, and leave judgements such as how you rank among students to them; the template marks those as [brackets]. The professor then edits, approves, signs and submits it. Never submit a letter in their name yourself.

Can I write my notes in Arabic?

Yes. Fill in a template's fields in Arabic, or open the outline in the workspace with "Arabic → English" selected. Technical terms, names, numbers and citations stay exactly as you wrote them.

Does a good email or response guarantee a PhD place or publication?

No, and no tool can promise that. Decisions depend on your research, the fit, the funding and the reviewers. Clear writing makes sure your work is understood and judged fairly.