How to Get an Acceptance Letter from Chinese Professors for CSC Scholarship |

Getting an acceptance letter from a Chinese professor is one of the crucial steps when applying to the Chinese Government Scholarship (CSC), especially for a master’s or PhD program. A professor’s acceptance is often used to prove that he/she will supervise the scholarship applicant’s study or research at a Chinese university.

However, not all Chinese universities require the acceptance letter for the application of CSC Scholarship. So, it is significant for applicants to understand the requirements of their targeted Chinese university, as some universities highlight the acceptance letter as optional or priority, while others may not mention the requirement at all.

Does a Student Need an Acceptance from a Chinese Professor?

It depends on the university and the program you are going to apply for. Hefei University of Technology, for instance, lists the supervisor’s acceptance letter as optional; however, applicants with a pre-admission letter may get priority. While other universities may put the acceptance or pre-admission letter from supervisor as one of the application documents.

For postgraduate applicants, especially for a research degree (master’s or PhD), it is recommended to get in touch with potential supervisor before submitting the application. In addition to pre-admission letters, some universities also accept other documents to show the intention of the applicant.

Before sending out any emails, you should double-check the following information:

Does the university require a pre-admission letter?
Does the university require an acceptance letter from supervisor for master’s, PhD or both?
Does the university provide the template for the letter?
Does the professor need to sign or stamp the letter?
Does the letter need to be submitted with my CSC application?

How Far in Advance Should You Contact Chinese Professors?

Applicants are advised to contact potential Chinese professors a few months before the application deadline. It is critical to give professors enough time to read your emails, check your documents, answer your questions, and then decide whether they can accept you or not.

You can start preparing the professor list a few months earlier before the start of application. For example, if the application is open from September to December, it is suggested that contacting professors from September can give them enough time to prepare for the application. But this is not necessarily a rule, as the application deadlines vary from university to university. So, you should take the targeted program’s deadline as a reference.

Never leave everything until the last minute. If a professor does not reply to your email, you will be forced to look for other potential supervisors.

How to Find the Right Chinese Professors?

Finding the right professors is more important than sending out hundreds of emails. The key point is to get familiar with what you want to study or research and find professors who share the same academic interests.

First, you can find the professors’ information on the university’s official website. Navigate to the faculty page of your target major and collect the professors’ basic information, including research fields, academic positions, and the way to contact them.

To get enough information from a professor, you can also use Google Scholar and check his/her latest research works. If possible, read at least one or two papers to ensure that the research topic matches your interest. Only when you are clear about what the professor’s research focus is, can you make a decision whether to add him/her to your professor list. Besides, the following information also matters:

How to Contact a Professor by Email

Email is the most commonly used way to contact a potential supervisor. It is always suggested that your first email should be brief, polite, and personalized.

Subject: Prospective CSC Scholarship Student – [Your Study Field] – [Your Name]

Start with a greeting to introduce yourself. Briefly mention your academic background, current degree, or university. Elaborate that you are contacting him/her for the purpose of expressing your intention to apply for the CSC Scholarship and pursue the study field. The most important thing is to explain why you chose this professor. Specifying a research topic or a paper the professor published recently is a good way to show your sincerity. Finally, make a polite request. You can ask him/her whether he/she will be willing to accept you as his/her student and provide the pre-admission or acceptance letter if possible.

Never copy the same email content to every professor you are targeting. Personalizing each email is vital.

What Should I Write in My Email to Professors?

A good email with no more than 300 words can be divided into several paragraphs with a specific purpose.

Introduction: Briefly introduce yourself. Mention your name, study background, current or previous university, and the area of study you are interested in.
Research Interest: Indicate your field of study or research topic. You can also explain why you are interested in this area.
Why this Professor: The reason why you choose this particular professor. This part should show that you have done some research on his/her work.
CSC Scholarship Plan: Clearly state that you are planning to apply for the CSC Scholarship.

Proposed Year of Intake: Let the professor know when you are planning to come and study at his/her university.
Request: Make a polite request about providing the acceptance or pre-admission letter if possible.
Attachments: Mention that you have attached your CV, transcript, or other relevant documents.

It is always recommended to keep it polite and avoid exaggerating. Professors are very busy with their own research work and teaching, and a well-written email can help them see your intention quickly.

Documents to Send with Your Email

Your documents should support the information in your email without being overwhelmed.

A brief academic CV is the most useful document when applying for a scholarship. The document usually contains your educational background, research experience, academic achievements, skills, and relevant work experiences. You can also attach your academic transcript, degree certificate, or language proficiency certificate if necessary.

Depending on the university and program, you may also need to submit a research plan or study proposal. For a research degree (PhD or master’s), a research proposal can help the professor learn more about your research interests.

Academic CV
Academic transcript
Research plan/study proposal (if applicable)
Degree certificate (if applicable)
Language proficiency certificate (if applicable)

Never send more than one folder with dozens of documents. If necessary, you can comply with the professor’s request and submit the relevant documents.

How to Follow Up with a chinese Professor?

Professors can be extremely busy with research, teaching, and administrative work, so it is quite possible that your first email has not gotten their attention.

If you have not received a reply from the professor, you can send a polite follow-up email within one or two weeks. Briefly remind them of your initial request and make a polite inquiry.

Avoid sending multiple follow-up emails within a short period of time. If there is no reply, you should prepare to contact other professors. Also, it is always a good idea to record the dates when you send the first email and follow-up emails.

What Should an Acceptance Letter Include?

An acceptance letter usually varies from university to university. Some universities will provide the template, and you should follow the official format if possible.

Depending on the university, the acceptance letter may contain the following information:

Applicant’s full name
Professor’s full name and academic position
Department and university
Proposed degree or program
Intended research area
Academic session/year of intake
Statement of willingness to accept the applicant
Professor’s signature and date
University’s letterhead or other official formats (if applicable)

Some universities require further institutional verification or may issue a pre-admission document from the university. For example, according to the current university’s official guidance, pre-admission document or supervisor invitation may have to be officially recognized, issued, or stamped by the international student admission office of the university.

Therefore, it is always recommended to confirm the requirements with the targeted university.

Common Mistakes to Avoid

There are many common mistakes applicants can make when asking for an acceptance letter from Chinese professors.

Generic email: Avoid using the same email for every professor. Always personalize emails according to the professor’s research field.

Not doing research on the professor: Just randomly sending out emails will never work. Make sure the professor’s research field matches your own.

Too long email: The first email should be brief and straight to the point.

Sending unnecessary attachments: Only attach relevant documents. A CV, transcript, and research proposal are usually enough. Never send more than one folder with dozens of documents in the first email.

Not following the university’s requirements: Acceptance letter can be an optional document in some universities while a required document in others.

Using the wrong information: Make sure your spelling of the professor’s name, the university, and other information is correct.

Buying a fake acceptance letter: Beware of fraud. If someone offers you a guaranteed CSC Scholarship but asks you for a bribe, be careful.

Final Tips for Getting an Acceptance Letter

Getting an acceptance letter is not a numbers game. The more emails you send, the higher chance you will get a response. However, it is always important to research the right professors and contact them politely and professionally.

Before sending out your first email, make sure that you have done the following things:

Double-checked the university’s latest CSC scholarship requirements
Prepared a short CV
Clarified the research area you are interested in
Read a few papers written by the professor
Understood the university’s pre-admission requirements (acceptance letter format, if applicable)

Remember that acceptance letter is optional in some universities while required or priority in other universities.

A simple procedure can be followed:

Shortlist the target universities and the relevant professors.
Do research on the professors’ work.
Prepare a CV and other documents.
Send out personalized emails to professors.
Keep track of your applications.
Follow up with the professors if no response has been received.
Follow the format of the acceptance letter provided by the university.
Double-check the requirements of the university before submitting the application.