Many students want to study for a master’s in Japan. Then they see one strange rule: “Contact a professor first.”
It can feel scary. Who should you write to? What should you say? What if the professor does not reply?
Don’t worry. This guide shows you the whole process, step by step. You will learn how to find a professor, write a clear email, and what to do after you send it. You will also get four email templates to copy and change.
And don’t worry about one more thing: you do not need to know the professor already. For a master’s degree, a polite first email is completely normal, even if you have never met the professor before.
Not sure which documents you need? Read our guide first: [Documents Required for a Master’s Application in Japan].
Do You Need to Contact a Professor First?
Why professors matter in Japan
In Japan, most master’s students join a laboratory (called a “lab” or “kenkyushitsu”). Each lab is led by a professor. This professor will be your supervisor. They guide your research for two years or more.
So the professor is not only a teacher. They decide if they can take you into their lab. That is why many universities ask you to contact them first.
Good news: you don’t need to know the professor already
Many students worry: “I have never met this professor. Is it really OK to just send an email out of nowhere?”
For a master’s degree, yes, it is OK. It is normal and expected. Professors know that international students usually cannot visit Japan before they apply. Sending a first email with no prior contact is simply how the process works.
This is different from a PhD. For a PhD, it is much harder to get accepted with no connection to the professor at all — for example, through a conference, a previous exchange program, or an introduction from someone the professor knows. PhD supervision is a longer and deeper commitment, so professors are usually more careful about who they accept.
But for a master’s program, a clear and polite first email is normally enough to start the conversation. You do not need any special connection before that.
Three types of universities
Rules are different at each university. In general, there are three types.
| Type | What it means | Example |
|---|---|---|
| Required | You must get the professor’s approval before you apply. Without it, you cannot apply. | Tohoku University, Ehime University, Okayama University |
| Strongly recommended | The rule may not be written clearly, but students with a professor’s approval have a much better chance. | Some special programs |
| Not required, but helpful | You can apply without contacting anyone, but early contact helps you check the lab and can make your application stronger. | Many general programs |
Important: Rules change every year, and they differ by program. Always read the latest admission guidelines (called “application guidelines” or “boshu yoko”) of the exact program you want.
Step 1: Find the Right Professor
Start with your research topic
Before you search, write your research interest in one simple sentence. For example:
- “I want to study how small farms in Southeast Asia can use solar power.”
- “I want to research how AI can help teachers grade essays.”
You do not need a perfect plan. But you need a clear direction. Professors can tell right away if a student has no idea what they want to study.
Where to search
Try these places:
- The graduate school website. Look for a page called “Faculty,” “Staff,” or “Professors.” It lists each professor and their research field.
- researchmap (researchmap.jp). Many Japanese researchers list their papers here.
- Google Scholar. Search your topic. Look at who writes papers about it in Japan.
- Course syllabi. A syllabus is a course description page. Many syllabi show the professor’s email address.
- The university office. If you cannot find an email address, ask the graduate school office (the admissions office). You can write: “Could you tell me how to contact Professor [Name] about my master’s application?” This is a normal question. Offices get it often.
Try an online information session
Many universities and labs also hold online information sessions (sometimes called “online briefing sessions” or “lab open house”). These events are another great way to contact a professor.
(This is different from a one-on-one meeting, which comes later. Many students join a group information session before they even send their first email.)
Why they help:
- You can ask questions directly, without writing a cold email first.
- The professor can see your interest in real time.
- It feels less stressful than sending the first email.
Where to find them:
- Check the graduate school’s admission page or news/events page.
- Search “[University name] + online information session + master’s” or “[University name] + graduate school + webinar.”
- Some sessions are for one specific lab. Others cover the whole graduate school, with several professors.
If you join a session, prepare like a short interview:
- Have your one-sentence research topic ready.
- Prepare 1 or 2 questions to ask.
- If there is a Q&A or chat, introduce yourself briefly and mention your topic.
After the session, you can send a short email like:
“Thank you for the information session on [date]. I was very interested in your research on [topic] and would like to ask about joining your lab as a master’s student.”
This is often an easier way to start than a cold email, because the professor already has some context about you.
How to check if a professor is a good match
Look at these points:
- Did the professor publish papers on your topic recently? Check the last 3 to 5 years.
- Can the professor supervise in English? Look for English papers or an English program page.
- Has the lab accepted international students before? Look for foreign names in the lab member list.
Why a good match can still be a “no”
Sometimes a professor says no, even when your topic is a perfect fit. This does not mean you did something wrong. Here are common reasons:
- The professor cannot supervise master’s students. In Japan, teachers need a special qualification to supervise students in a graduate program. Not every teacher has it.
- The lab is full. The professor may already have many students and cannot take more.
- The timing is not right. The professor may be retiring soon or moving to another university.
So do not choose only one professor. Choose more.
Make a shortlist of 3 to 5 professors
Make a simple list. Write each professor’s name, university, research topic, and email address. Then send a separate, personal email to each one. (More on this below.)
Step 2: Prepare Before You Write
What to have ready
Before you write, prepare these items:
- Your CV (1 to 2 pages)
- Your transcript (your grades) and a copy of your degree or expected graduation date
- A short research summary (about half a page to one page). Explain what you want to study and why.
- Your English test score, if you have one (IELTS, TOEFL, etc.)
If you do not have all of these yet, that is OK. Your CV and a short research summary are the most important.
Keep it short
Professors are busy. They teach classes, do research, and read many emails. A short, clear email is easier to answer than a long one.
Aim for 150 to 250 words in the email body.
Step 3: Write Your Email (with Templates)
Email structure in 6 parts
A good email has six parts:
- Subject line – Say what the email is about.
- Greeting – “Dear Professor [Last Name],”
- Who you are – Your name, country, university, and major. One or two sentences.
- Why this professor – Mention one specific paper or topic. Show that you read it.
- Your request – Ask a clear question. For example: “Would it be possible to join your lab as a master’s student?”
- Attachments and thanks – Say what you attached. Then say thank you.
Subject line examples
Good subject lines:
- “Inquiry about master’s admission – [Your Name], [Your Country]”
- “Question about joining your lab in April 2027”
Bad subject lines:
- “Hello”
- “Please help me”
- “URGENT!!!”
Template 1: First email to a professor
Subject: Inquiry about master’s admission – [Your Name], [Country]
Dear Professor [Last Name],
My name is [Your Name]. I am from [Country]. I am a [year] student in [your major] at [your university]. I will graduate in [month, year].
I read your paper, “[Paper Title]” ([Year]). I was very interested in [one specific point]. I want to study [your research topic], and I think your research is a great match.
I would like to apply to the master’s program at [University Name] and start in [April/October, Year]. Would it be possible to join your lab as a master’s student? I would also be happy to ask you a few questions about the lab.
I attached my CV, transcript, and a short research summary.
Thank you very much for your time. I look forward to hearing from you.
Sincerely,
[Your Full Name]
[Your University / Country]
[Your Email Address]
Template 2: When you are not sure about the research field
Use this if your topic is still wide, but you like the professor’s field.
Subject: Question about your research and master’s admission – [Your Name]
Dear Professor [Last Name],
My name is [Your Name], from [Country]. I studied [your major] at [your university].
I am interested in [broad topic, for example: “renewable energy policy”]. I found your research on [specific topic] on [website / researchmap]. I would like to learn more about it.
At this time, I am still deciding my exact research theme. I would like to ask two questions:
- Do you accept international master’s students for [April/October, Year]?
- What kind of background do you look for in new students?
I attached my CV. I would be happy to send more information if you need it.
Thank you for reading my email.
Sincerely,
[Your Full Name]
Template 3: Follow-up email (no reply after 2 weeks)
Subject: Follow-up: Inquiry about master’s admission – [Your Name]
Dear Professor [Last Name],
I hope you are well. I sent you an email on [date] about joining your lab as a master’s student. I understand you are very busy.
I am still very interested in your research on [topic]. If you have time, could you please let me know if you are able to accept new students?
I have attached my earlier email below for your reference.
Thank you very much for your time.
Sincerely,
[Your Full Name]
Send only one follow-up. Do not send many messages in a short time.
Template 4: Thank-you email after a positive reply
Subject: Thank you – [Your Name]
Dear Professor [Last Name],
Thank you very much for your reply. I am happy to hear that you are open to supervising me.
I will now prepare my application for [University Name]. Could you please tell me if you need any other documents from me? Also, if the application requires your approval or a letter, could you tell me how to request it?
Thank you again for your kind support.
Sincerely,
[Your Full Name]
Email dos and don’ts
Do:
- Write a personal email for each professor.
- Mention one real paper or topic from their work.
- Use polite and simple English.
- Attach only 2 to 3 files (CV, transcript, research summary).
- Use your university email or a professional email address.
Don’t:
- Send the same copy-and-paste email to many professors.
- Write a very long email.
- Ask about scholarships or money in your first email. First, ask about the lab.
- Write only “Please accept me.” with no other information. Emails with very little content may not get an answer.
Step 4: After You Send the Email
How long to wait
Some professors reply in a few days. Others take longer. Many professors are busy with classes, meetings, and travel.
In general, professors reply to clear and polite emails. So a good email is your best tool.
If you get no reply after about 2 weeks, send one follow-up email (Template 3).
If there is still no reply, contact the university office. Write something like:
“I sent an email to Professor [Name] on [date] about my master’s application, but I have not received a reply. Could you please help me confirm the best way to contact the professor?”
The office can often check for you or give you another way to reach the professor.
If the professor says yes
Good news! Now do these things:
- Send a short thank-you email (Template 4).
- Ask if you need a letter or approval for the application, and how to get it.
- Check the application deadline and prepare your documents.
- Keep in touch, but do not send too many emails.
If the professor says no or does not reply
Try not to feel sad. There are many reasons, as you read above. The lab may be full, or the professor may not be able to supervise students.
Move on to the next professor on your shortlist. This is why we made a list of 3 to 5 names.
Online meeting tips
Some professors will ask for a one-on-one online meeting. Prepare like this:
- Test your internet, camera, and microphone before the call.
- Be ready to explain your research idea in 2 to 3 minutes.
- Prepare 2 or 3 questions. For example: “How many students are in the lab?” or “What does a normal week look like in your lab?”
- Dress neatly, and join the call a few minutes early.
- Send a short thank-you email after the meeting.
Common Mistakes to Avoid
1. Waiting until the deadline is close.
Professors may take time to reply. Start early.
2. Sending a message with no real content.
An email that says only “I want to study in your lab” gives the professor nothing to work with. Show your background and your research interest.
3. Sending one email and giving up.
Silence does not always mean “no.” Send one follow-up. Then ask the office.
4. Asking only about scholarships.
Scholarships are important. But the first email should be about research and the lab.
5. Choosing only one professor.
Contact 3 to 5 professors. Then you have backup plans.
When Should You Start? (A Simple Guide)
A good rule is to start about 6 to 12 months before the application deadline. You need time to find professors, write emails, wait for replies, and prepare your documents.
For a full timeline, read: [Japan Master’s Application Timeline: When Should You Apply?]
Quick Checklist
Before you press “Send,” check these items:
☐ I read the university’s admission guidelines.
☐ I checked that the professor’s research matches my topic.
☐ I checked if the university holds an online information session.
☐ My subject line is clear.
☐ I wrote “Dear Professor [Last Name].”
☐ I mentioned one specific paper or topic.
☐ I explained who I am in 1 to 2 sentences.
☐ I asked one clear question.
☐ My email is under 250 words.
☐ I attached my CV, transcript, and research summary (only what is needed).
☐ I checked spelling and the professor’s name.
FAQ
- Can I apply without contacting a professor?
-
It depends on the university and program. Some require contact first. Others do not. Always check the latest application guidelines. Even when it is not required, contacting a professor early is a good idea.
- Do I need to know the professor before I email them?
-
No. This is normal for a master’s degree. Many students send their very first email to a professor they have never met. A PhD is different — some prior connection is usually expected — but for a master’s, a clear and polite email is enough to start.
- Should I email more than one professor?
-
Yes. Send a personal email to 3 to 5 professors. Just do not send the same message to all of them.
- What if the professor writes back in Japanese?
-
Try a translation tool to understand the message. Then reply in polite English, unless the professor asks you to use Japanese. If you feel unsure, ask the university office for help.
- Can I ask about scholarships in the first email?
-
It is better to wait. In the first email, focus on your research and the lab. You can ask about scholarships later, after the professor shows interest.
- What if the professor does not reply?
-
Wait about 2 weeks. Send one polite follow-up email. If there is still no reply, ask the university office to help you.
- Where can I find a professor’s email address?
-
Check the university’s staff page, the course syllabus, or their researchmap profile. Some universities also hold online information sessions where you can meet professors directly. If you cannot find an email, ask the graduate school office.
Summary and Next Steps
Contacting a professor is a normal part of applying for a master’s in Japan. Here is the short version:
- Check the rules of your university and program.
- Find 3 to 5 professors whose research matches your topic.
- Prepare your CV, transcript, and a short research summary.
- Write a short, personal, polite email.
- Wait about 2 weeks. Send one follow-up. Ask the office if needed.
Next, keep going with these guides:
- How to Write a Research Proposal for a Master’s in Japan
- Japan Master’s Application Timeline: When Should You Apply?
- Documents Required for a Master’s Application in Japan
- MEXT Scholarship for a Master’s Degree in Japan
