Etiquette for contacting professors

What is the etiquette for contacting professors you are interested in working with as a graduate student?  Is it okay to just e-mail them with no prior introduction?  I'm considering calling the department admin to see if I can make an appointment for a phone conversation.  Would this be an odd request?  I have a bit of a phone phobia, and I don't like calling people unless they're expecting me, but I would prefer to speak with someone rather than e-mail, which is not very personal. 

Help?

I first emailed my PhD supervisor on the recommendation of another professor, but with no prior introduction from him.  I emailed to request a meeting with her to discuss the project.  I included a brief description of my intended research (a mini research proposal), and I would also recommend attaching your CV so they can get an idea of your background.

I think that emailing to request a face-to-face meeting, if that's possible for you, is better than a telephone conversation because then they can have all your information in hard copy before you meet.  I think that 'cold emailing' is fine as long as you are doing so by way of introduction before a meeting in person or on the phone.  You're right not to want to do everything via email.

I first emailed my PhD supervisor on the recommendation of another professor, but with no prior introduction from him.  I emailed to request a meeting with her to discuss the project.  I included a brief description of my intended research (a mini research proposal), and I would also recommend attaching your CV so they can get an idea of your background.

Yup. That was exactly what I did. But I did get a small introduction via email to the PhD professor from my former professor. But you don't need the introduction!

When I was looking at PHD schools I emailed the professors who had similar interest as  mines with no prior introductions. I just included a brief paragraph on my background and said I would like to talk to them more about the possibility of me studying at their university. From there is just took off with either lots of echanges emails or some phone calls.

I think email would be fine, but this is sort of an awkward time of year as Uni is about to kick off and yet many academics are still on holiday. If you are going to email, I would definitely check the academic's website/Uni listing and confirm his or her title. I'm sure you already know this, but I have been occasionally caught out when trying to figure out whether I should be addressing a Professor as Professor as opposed to Mr./Ms. (for lecturers who don't have professorships) and all of the myriad of tiny things only important to other academics. Usually the website spells it out and clarifies.
I would send an initial email and follow up in a few weeks with a phone call if you don't hear back.
Good luck!

Thanks to all.

I don't like e-mails because they are easy to ignore and easy to lose in the depths of an inbox.  I am absolutely dire when it comes to replying to e-mails.  However, I don't like calling because it seems forward and presumptuous to expect someone to drop everything to talk to me.  When I applied for my MA 10+ years ago, all this seemed much simpler  .

I think I will send an e-mail with info about me, as suggested, and request a phone chat.  Unfortunately, I can't go in person as it's too far away.  Plus I'm looking at three unis and that's a lot of travel.  I'm glad to hear that "cold" e-mailing is ok.  Stressing about the prospect of finding decent references and writing samples after having been away from HE for so long is quite sufficient without worrying about stepping on toes by not having a proper introduction  . 

historyenne, you don't need to stress about that stuff! Although, I get it. I stressed too!

But, having been through it, this was what I found:

Writing in an academic style is like riding a bike, and it WILL come back to you! Most people do not have 'proper introductions' and professors are used to getting emails from students - So, you will be fine contacting them without one! Cold emailing is fine, and totally normal, and most professors will happily take the time to talk with you on the phone.

I'm not worried about being able to write in an academic style.  I teach academic writing and pre-sessional courses for masters students, so I've pretty much got that down.  However, all my programmes want samples of my own academic writing and I don't have anything official to give them.  My undergrad thesis is too old and doesn't reflect my current abilities, and my masters thesis is written in French.  That's what I'm stressing about. 

No advice other than what has been given, but whatcha lookin' to study? I hope to one day go back and do my PhD in Linguistics (historical or comparative... can't decide!) I will wait till I qualify for home fees, though.

No advice other than what has been given, but whatcha lookin' to study? I hope to one day go back and do my PhD in Linguistics (historical or comparative... can't decide!) I will wait till I qualify for home fees, though.

Hurrah for Francophone language nerds!  I want to do Applied Linguistics and Second Language Acquisition.  I'll need to do a masters first and get some research methodology training, then with luck move on to PhD.  Both historical and comparative linguistics fascinate me too, but it's the way people learn second (or third or fourth . . .) languages that I really want to study. 

Hurrah for Francophone language nerds!  I want to do Applied Linguistics and Second Language Acquisition.  I'll need to do a masters first and get some research methodology training, then with luck move on to PhD.  Both historical and comparative linguistics fascinate me too, but it's the way people learn second (or third or fourth . . .) languages that I really want to study. 

Very cool! Of course, I've done some study on SLA (for certification), but I found I just love love love linguistics! Like, no joke, I love using the phonetic alphabet! Last summer when I was doing my CELTA, I was such a nerd. I was the one with my hand up before the instructor had finished her question. I could also stand and stare at the Rosetta Stone for hours.... (nerd nerd nerd! )

historyenne, I had a similar problem. My samples were a bit old, so I mentioned it in my initial contact email. But, it was fine.

Anyway, you are smart, so I am sure your samples are great. Even if they are old, and even if you feel you write better now!

I think it is a fairly common problem, as a lot of people take a few years to go back between programs.

Could you perhaps, in addition to your former work, include something you have mocked up that reflects your current skills? I don't know if that is done here but I have seen it done in the USA!

I sat on the PhD reading committee for the masters programmes at The Cooper Union and a few students returning to school after a long absence did do exactly that! They provided former work, and a mock up, and clearly stated which was which in the cover letter and in the paper heading.

Just a suggestion/idea. Something to consider, and maybe look into...

xoxoxxo

Whomever you contact, send your Academic CV, no matter how dated it is.  The first thing they'll want to know is your credentials.  and yes, e-mail.  You don't need an introduction.  If you grab their attention, they'll be contacting you.  For most profs, they're super happy if they don't have to go hunting for people because generally, academics hate having to recruit. 

Also, include how you think you might fit into the prof's research, what you would like to study and most of all, be specific about what part of their research you find attractive.  Drop enough so they know you have really done your homework on their specific research.  Most academics have huge egos which like to be stroked and they need to know what's in it for them.  You might also want to contact post-docs or other grad students (if you can find them) in the research group.  they might be more inclined to respond and will provide you with the introduction, if you can't get a response.  Not getting a response is not always because they don't want you, it might just be because the prof missed the e-mail (it happens a lot!). 

I wouldn't bother calling the department.  Keep the contact directly with the prof and request a follow up call in your closing sentence in your e-mail.   

Thanks for the help, everyone, I feel much better about the prospect of e-mailing now. 

As far as writing samples go, I have a guide that I wrote to help train the teachers I supervise, which has a lot of linguistics-y stuff in it.  Though it's not sourced or anything, it should give some idea of my writing ability.  I'm also considering translating a portion of my masters thesis.  All three programmes specify that the writing sample must be in English, though interestingly all the professors I'd like to work with speak French. 

I know that there must be other people in my position, I just wish I knew what they had done in it!  My mother went back to school for her masters at 44 and started her PhD at 58.  However, both times she was already acquainted with the professors before she applied. 

Anyway, thanks again.  I will be e-mailing this week! 

I would second MrsPink's comments that most academics would be delighted to be approached by someone keen to pursue research linked to theirs.  After all, it's just geeks fueling other geeks' enthusiasm for a very narrow subject area...  What could be more flattering than someone else thinking that what you do is worth dedicating at least the next 3-4 years of their life to?!  I think that coming back to formal academia after some time away is a strength, as it shows your dedication to your research, and you will bring so much of your valuable teaching experience to your work.  But you know that already.

Best of luck with everything!