Applying for a postdoctoral position can be a competitive and challenging process—especially in fields like organic chemistry, where many candidates often have strong qualifications. Based on my personal experience and discussions with fellow researchers, I’ve observed that many applicants make similar mistakes when writing and sending their cover letters. These oversights can reduce your chances of being noticed by a professor or research group.
Here are some of the most common mistakes you should avoid, along with practical suggestions to improve your application strategy:
1. Sending a Generic Cover Letter to Multiple Professors
A widespread mistake is using a single, general cover letter and emailing it to all professors in your field. This approach rarely works.
You need to understand that each professor leads a research group focused on a very specific area, even within a broad field like organic chemistry. For example:
• Organometallics
• Metal-catalyzed reactions
• Organocatalysis
• Medicinal chemistry
• Natural product synthesis
• Reaction methodology
• Carbohydrate chemistry
All of these are part of organic chemistry, but they involve very different techniques, goals, and expertise. If your experience is in natural product synthesis, a professor working on transition metal catalysis is unlikely to consider your profile unless you clearly explain how your background can contribute to their ongoing projects.
Tip: Always study the professor’s recent work and tailor your cover letter accordingly. Highlight specific overlaps, relevant skills, and how your experience can add value to their lab.
2. Mass Emailing Instead of Personalized Pitches
Many candidates believe that emailing dozens of professors increases their chances. In reality, this can do more harm than good.
It’s far more effective to select a few professors whose work truly aligns with your interests and background. Spend time crafting personalized, thoughtful cover letters that demonstrate genuine interest and knowledge of their research.
3. Not Mentioning Your MSc and PhD Thesis Titles and Work
Always include the titles of your MSc dissertation and PhD thesis. Briefly summarize the focus of each project so the professor can quickly understand your academic background.
This context helps the reader connect your previous training to their own research needs.
4. Omitting Your Institute Names, Supervisor Names, and Important Dates
A professional cover letter should include:
• The name of your institutions for MSc and PhD
• The names of your research supervisors
• Important dates, such as when your PhD was awarded or your viva was completed
Mentioning your supervisors shows respect and signals your academic lineage—something professors often notice and value.
5. Not Referencing Your Most Relevant Publications
Don’t assume the professor will check your CV for publications. Always mention at least two key research papers that:
• Reflect your best work
• Relate closely to the professor’s area of research
Include full citation details and a one-line explanation of what the paper contributed.
6. Not Summarizing Your Project Proposal in the Cover Letter
Even if you are attaching a research proposal, include 3–4 key lines about your project idea in the cover letter itself. Professors are often busy and may not open attachments unless something in your message grabs their attention.
Highlight how your proposal fits into their lab’s current direction or opens up new possibilities.
7. Failing to Mention Availability for Interview or Tentative Joining Date
At the end of your letter, make it easy for the professor to know your availability:
• Mention that you're open for an online interview if they’re interested
• Indicate a realistic timeline for when you can join if selected
This shows professionalism and helps the professor make quick decisions.
8. Sending Only a CV Without Supporting Documents
Always send a complete application package, which should include:
• CV
• Research summary or experience statement
• Degree certificates and transcripts
• A short research proposal
• Two relevant published articles
This reflects seriousness and allows the professor to evaluate your profile thoroughly.
9. Not Using Your Institutional Email Address
Avoid using personal emails like Gmail or Yahoo for initial outreach. Emailing from your institutional ID (e.g., from your university or lab):
• Increases the chance your message won’t go to spam
• Adds authenticity and professionalism
• Gives the professor more confidence in opening your email
So overall, I want to say that these points will help you to write a structured cover letter. You can also read this article where I’ve included a basic format of a cover letter for reference: Writing a Cover Letter for Postdoctoral or Ph.D. positions
This strategy has worked for me and my friends in getting positive responses. But one big mistake is always mass emailing. When you don’t get a response, your motivation will drop. Worse, your email might go into the professor’s spam list, and then you may not be able to reach out again—even with a well-tailored letter.
Always write a tailored cover letter that is concise yet includes all the essential details. So always write a tailored cover letter. And start emailing and approaching professors at least six months before your PhD completion. This gives enough time for proper communication, interviews, and finalizing your next step smoothly.
