Start with your research question

Write a two- or three-sentence description of the problem you want to study. List five to ten closely related phrases that faculty members might use in their research profiles. For example, “machine learning for flood mapping” could lead to remote sensing, hydrology, geospatial AI, and environmental modelling.

Avoid relying only on broad departmental labels. A professor in civil engineering, geography, computer science, or environmental science might work on the same problem.

Identify departments, not only universities

Make a shortlist of institutions that offer the type of degree you want. Then identify the departments and interdisciplinary centres likely to supervise your subject.

Check each graduate program’s admissions page to learn whether students should contact faculty before applying, how funding works, and whether admission requires a supervisor’s agreement. Requirements vary widely across universities.

Evaluate the professor’s actual research

Review the professor’s official university page and any reliably linked publication profiles. Look for recent topics, methods, datasets, laboratory projects, and whether your experience could add value.

Read at least the abstract and conclusion of one or two relevant papers before reaching out. A professor’s position or citation total is not, by itself, a measure of whether they are suitable for your project.

Build a manageable shortlist

Create a first list of approximately ten to twenty strong prospects instead of sending hundreds of identical messages. Record the university, program, relevant research topic, useful paper, outreach status, and application deadline.

Use FindProfessor.ca to search research topics and universities, save researchers to a shortlist, and organize your follow-ups in an outreach CRM. Directory inclusion does not mean a faculty member is accepting students or offering funding.

Write an individual inquiry

Use a concise subject line and a personalized message. Explain your research fit, identify a concrete part of the professor’s work, give one or two lines on your skills, and ask a specific question about potential supervision.

Follow the university’s stated instructions. If the department says faculty contact is not needed, apply through the official process instead of sending unsolicited inquiries.

Track and follow up respectfully

Record when you contacted each professor and the outcome. If a follow-up is appropriate, send a short reminder after a reasonable interval, but avoid repeatedly contacting someone who has declined or asked not to be contacted.

Treat the faculty directory as a research aid, not an endorsement of admission chances. Your eventual application must satisfy the institution’s official requirements.

Build a research-informed supervisor shortlist

FindProfessor.ca helps you discover researchers, review academic interests, save candidates, and organize your outreach. Registration is free; revealing some contacts uses credits.