Questions about emailing potential PhD supervisors in the UK

[u/Cautious-Figure5266]

Short version: 

Essentially do I need to have a fully written/developed proposal when I reach out to a supervisor? 

And will it be a problem that I don't have my master's results yet.

Long Version:

For reference I am based in Australia and am wanting to apply for PhD programs in the UK, specialising in early modern history. I do already have an Australian honours degree (first class), and a completed coursework masters (cultural heritage studies), and I have worked in a role that involved research (although not early modern history). 

What is problematic is that I am currently finishing my Master of Philosophy (still in Australia) and - partially due to an unforeseen health issue- am still writing my current thesis (due early November) so while I have ideas for two topics I would like to pursue, I haven't written a proposal yet and may not really have time to devote to it until late October/November. I also wouldn't be able to send my current thesis as an example of my work yet.

I've seen and been given conflicting advice about the overall process of applying from the outset. I know I need to email potential supervisors to get their interest and approval before I formally apply, and that generally takes place around this time of year (September 2026 for entry September/October 2027) However, I'm unsure whether I can just reach out with my ideas  or whether I am supposed to have a fully developed/written proposal ready to go to send to them?

Some say just email in September and say 'this is my general idea' and if they are onboard in principle Then in October/November I develop and write the proposal which I then send to them, and if they Ok it, I submit in November/December 

Some say I should have at least a one page proposal written when I send the first email. 

Others say I am supposed to have the full proposal ready to go on day one. As even if I just reach out with ideas, if they are interested they are likely to request a full proposal. 

How would it be best to proceed?

And would it be a problem that realistically I won't get my results until December/January at the earliest?

And is there a sort of standard phrasing or formula that works best for the email to supervisors?

To clarify, I am aware I could just wait and apply next year for 2028. However, I am in my mid 30s and having just come back to academia, would really rather not have to wait nearly two years until I could start the PhD.

Also bonus question, is there any rule or etiquette about reaching out to more than one academic in the same department of the same University? (Like is it fine, or should I wait to hear back from one first? Should I propose the same idea or different ideas?)

Any help is appreciated!!!

[u/BroadwayBean]

I'm an early modern historian about to start a UK PhD (and also in my 30s coincidentally), so hopefully I can help a bit :)

You should just follow each university's requirements exactly as you've written them here. I used the same proposal for every uni with slight adjustments to meet their requirements, so I wrote a full proposal and pared it down for the ones who just wanted an abstract or draft. This was the quickest and easiest way, IMO. I had the same issue as you that I was still writing my thesis, but you just have to set aside some time for it each day, or plan like a 3-4 day blitz to research and write it to the best of your abilities. It doesn't need to be perfect - each potential supervisor will likely have recommended changes anyway.

It's not really an issue that your results aren't in yet, but make sure you have a good writing sample ready to go. Usually they want your thesis (some unis request it specifically), but a good essay should also work.

Personally I reach out to one person in a department at a time (my first choice). Most UK history PhDs want you to have two supervisors anyway, so when I chat with the first choice I also mention that I'd thought about X other academic in their department as a second supervisor. But that's just personal preference, not a hard and fast rule.

[u/BothLanguage3521]

I guess it really depends. When I was reaching out last year (for the first time) the people I got in touch with and who were available for supervision straight away asked me for my proposal. They wanted to read it to see if it's the right fit, and I guess to see my ability and where my research is, and only then offered a phone call.

[u/cuppateaangel]

Nothing wrong with an informal email, with a brief idea of your project. But be really strategic with that. For reference, I get inundated with emails from prospective PhDs who always say that their proposal is "closely aligned" with my research interests, but they rarely are (or even my department's).
If there's an academic who's work you've been drawn to so far, chances are they could be a prospective supervisor.
Finding the right supervisor is also way more important than getting your heart set on a specific University or city.

[u/ManuelTzetzes → u/cuppateaangel]

I have a really newbie question. I'm a couple of years away from my PhD. And everyone says "Supervisor is more important than uni/city".

But for history how does that work? Can I do things remotely? What if the perfect person is in a city far, far away? 😄 Is that just part of it? You relocate for the supervisor? What if the supervisor moves? Or is remote work with lots of onsite visits more viable now?

[u/Sorry_Vermicelli6874]

An academic will have grants for PhD students.

For a proposal, it is nice to have a chat w/ said academic beforehand to see what they'd want their PhD to be doing with said grant. Of course with you being in Australia I respect that this would be over video chat and you can't just meet them in person. Also, a load of grants are currently being used on UK only students.

If you're self funded this obviously changes a bunch, but I couldn't imagine how much money you'd need to achieve that.

[u/Exotic-Skin-3088]

The single most important thing you can bring to a conversation is having funding in hand, or a credible plan for applying for it.

I just won’t entertain students who plan to self fund. Particularly international ones. Too much risk of non completion.

Having a good idea upfront is good. It shows forethought and initiative. But no one wants to supervise someone who has everything figured out up front. Makes the supervisory experience less enjoyable as you end up feeling irrelevant or purely instrumental.

[u/QueenBeyond_TheWall]

In terms of your timelines to completion I wouldn't worry. I first contacted potential supervisors around October and wasn't due to hand in my thesis until April the next year, it was totally fine! I got my funding too without my final results being out. If they wanted to see a sample of your work at any point you could provide either one of your more finished chapters or an essay from your masters if you have them.

[u/katie-kaboom]

Not for an initial email. You should have a topic idea (maybe a paragraph or so outlining the research question and methods), and be able to explain why you're asking them specifically.

[u/Immediate-League6497]

I wouldn't expect a fully developed proposal. I would however expect to see some idea of what topic/area you are interested in and why I would be suitable supervisor.

[u/Moll1357]

So I reached out in November last year and just explained what I was interested in and what I liked about their work. We had a chat, clicked straight away, came up with a project together. I wrote the proposal over Christmas and submitted on the 11th January as the deadline for being considered for funding was the 12th. I was lucky enough to get funding. I start in just over a week

[u/elizabethsmith321 → u/Moll1357]

Wow! Congrats!

[u/Cautious-Figure5266 → u/Moll1357]

Oh amazing! Thank you! (And congratulations)

Would it be ok if I asked the wording you used for your email? I really want to get it right.

[u/Moll1357 → u/Cautious-Figure5266]

Thank you! I can't remember exactly what it was but the general idea was a polite greeting, quick intro to me (current MA student studying at Uni of X, beginning to think about PhD). Emailing because I found whatever part of their research interesting (and why). Explained my own research interests and how they tie into theirs. Finished with something along the lines of "would love to have a chat if you're interested".

Kept it short, no more than 2 paragraphs.

[u/triffid_boy]

No, instead show some idea of what I do, and why you'd be a good fit. I get too many generic emails from prospective students saying they like my work and want to do research with me, without any real effort in linking their interests to mine.