thesis invitation letter

6 Email Templates to Ask Someone to be on Your Thesis Committee

By: Author Hiuyan Lam

Posted on Last updated: October 20, 2023

Categories Professional Etiquette

Writing a thesis is one of the most challenging parts of being an undergraduate or graduate student. You need to know how to ask someone to be on your thesis committee, especially if you are looking for a mentor to guide you through the writing process.

If you are currently starting the dissertation process, these unique email templates will help show you how to ask someone to be on your thesis committee.

How to ask someone to be on your thesis committee: When asking senior students

  These email templates will help you figure out how to ask a senior student to be on your thesis committee.   Senior students are perfect for helping you through the writing process. You can ask a student with whom you get along and share similar ideas.  

When asking professors to be on your thesis committee

  Your professor would be an invaluable addition to your thesis committee, especially since they could provide you with unique insight and constructive criticism.   Here is how to ask someone to be on your thesis committee if the person is your professor.  

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How to ask someone to be on your thesis committee: When asking professionals in your field

  Professionals can offer diverse and useful expertise if they choose to join your thesis committee. Here is how to ask someone to be on your thesis committee if you’re asking professionals in your field.  

  These are unique email templates that you can use when trying to figure out how to ask someone to be on your thesis committee.   Whether it is your professor, a senior student in your faculty, or a professional in your field, these templates will help you get that positive response that you are seeking.   If you are currently working on your thesis and wondering how to ask someone to be on your thesis committee, these templates will surely help you get some ideas.  

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Dissertation committee request: sample email and guide, published by steve tippins on june 26, 2019 june 26, 2019.

Last Updated on: 2nd February 2024, 02:34 am

Having found your Chairperson to work with, now it is time to fill you committee. Regardless of the number of additional committee members that you need, it is important to go about this process strategically. As with the beginning of any relationship, how you begin is important. 

In this article, I cover:

• How to find members for your dissertation committee
• A sample email for a dissertation committee request
• How to evaluate potential committee members
• How to ask them to be on your committee

Finding and Choosing Dissertation Committee Members

Ask your committee chair.

Talking to your chair is a good place to start in looking for additional dissertation committee members . Who do they recommend for your specific project? You can ask who they don’t work well with, but most people won’t answer this question for obvious reasons.

Talk to Other Students

You probably have a network of fellow students. Ask for their input on potential committee members . I suggest you do this through private emails or in conversation rather than on group message boards so that people can speak freely about their experiences.

Do Your Research

Once you get a list of names either from your Chair, a university list, or from fellow students do some research. Find the CV of each person (most schools have this type of information available). See what types of research they have done. 

Where have they published? How recently have they published? What types of methodology have they used? You may also find people with whom you share an interest which helps when making a connection.

Look at previous dissertations that they have worked on. What were the topics? What methodologies were used? Were they acknowledged by previous students?

Dissertation Committee Request: Sample Email

Once you have come up with a final list of potential candidates, email them to gauge their interest. Many students wonder how to ask someone to be on their dissertation committee. I have included a sample email for a dissertation committee request below.

Dear Dr. ____

Please let me introduce myself. My name is ___ ___ and I am a doctoral student at ___ University working on my dissertation. My topic is ___. I am searching for an additional committee member for my dissertation committee.

I know that you are busy but I have looked at the committees that you have worked on and your research [it is flattering to include a specific example] and think that your membership on my committee could be very beneficial for me.

If you have an interest in filling this position please let me know so that we can set up a time to talk and get to know each other.

Respectfully,

Ima Student

Interviewing Potential Dissertation Committee Members

After you get responses you should write to set up phone calls with interested potential committee members. I suggest that you prepare a list of questions to ask each person. Example questions include:

• Do you like to see work in pieces as it’s completed or in finished chapters?
• Do you prefer direct communication or for all communication to go through the Chair?
• How long do you usually take to do reviews?
• Are there faculty members that you work well with and don’t fit well with?
• What attributes do you see in students who succeed?
• Do you have any initial ideas based up what I have shared with you about my topic?
• Do you have any questions that you want to ask me?

Students often forget that they can interview potential committee members. Doing so tends to impress faculty, as it indicates your seriousness and commitment. I can say that very few people have interviewed me to be a member of their committee, and those that have have been especially successful in navigating the challenges of writing a dissertation .

How to Ask Someone to Be on Your Dissertation Committee

If you’ve followed all of the above steps, the rest should be pretty simple. The professor knows that you’ve taken the time to see if they’re a good fit, and that you are conscientious enough to do your research and respect their time. A simple email telling them that you would be honored if they would serve as your committee member is just fine. Remember, though, it’s still an ask –you’re not telling them they’re on your committee.

How to Request a Dissertation Committee Member: Summary

Choosing committee members is important. You want a committee where everyone is pulling for you to reach your goal. It doesn’t take a lot of time to explore potential committee members, and in the long run that small time investment can pay off.

For additional support, you can also consider a dissertation coach . They can help guide you through the process and even finish more quickly, as you will avoid unnecessary pitfalls and delays. Read more about how to choose a dissertation coach here.

Steve Tippins

Steve Tippins, PhD, has thrived in academia for over thirty years. He continues to love teaching in addition to coaching recent PhD graduates as well as students writing their dissertations. Learn more about his dissertation coaching and career coaching services. Book a Free Consultation with Steve Tippins

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We make college applications easier, 9 proven tips for a successful dissertation committee email request.

February 9, 2024 Pacesetter Schools General 0

Get a “YES” on your Dissertation Committee Email Request : Securing faculty members to serve on your dissertation committee is a critical step in completing your doctoral degree. Committee members agree to closely guide your dissertation research and writing from proposal through final defense.

Choosing the right people and making a strong request is key to starting this important journey on the right foot. This article provides proven tips and strategies for crafting an effective dissertation committee email request.

Before proceeding, let’s understand what a dissertation committee is.

Table of Contents

What’s a Dissertation Committees

Before diving into crafting your email, understand the basics of what a dissertation committee is and its composition.

A dissertation committee is usually made up of three to five faculty members who direct and evaluate a doctoral candidate’s dissertation research and writing. At minimum, it includes your dissertation chair or advisor who leads the committee and two additional members.

Committee members should have relevant expertise in your dissertation topic area and research methods. The chair usually holds a terminal degree in your field of study and has deep subject matter knowledge and dissertation mentoring experience.

Other members typically have doctorates as well and bring complementary areas of specialization to give you well-rounded feedback and oversight.

It’s preferable to have at least one committee member from outside your home department to provide a fresh external perspective. Your graduate program will have specific policies around committee composition, so be sure to review these guidelines before making requests.

The goal is to assemble a team of scholars enthusiastically invested in helping you conduct and complete high-quality original research. Here are some dissertation research examples to start your projects.

Dissertation Committee Email Request: Proven Tips to get a “YES” from Your Professors

1. do thorough research on potential members.

The first step to crafting an effective request email is conducting in-depth research on potential committee members. Beyond just their bios and credentials listed online, dig deeper into their research interests, current projects, and publications.

Look for alignment and overlap with your proposed dissertation topic to demonstrate how a faculty member would be well-suited to serve.

Go beyond just browsing public profiles – talk to other students, program staff, and current advisees to get insider perspectives. Ask what professors’ research and advising styles are like.

Learn which ones are particularly dedicated mentors willing to provide prompt feedback and support. Gauge appropriateness of workload – avoid bombarding the busiest faculty. With quality qualitative research, you’ll write a much stronger targeted case for specific individuals.

2. Customize Each Email Request

Rather than blasting a form letter to multiple professors at once, take the time to individually customize each email request. Address professors by name and reference something unique and relevant you learned about their work.

Show you understand their specialty areas and how your topic fits rather than broadly stating “I’m interested in Quantum Physics”. Demonstrate thoughtful consideration for why they in particular would make valuable committee members.

3. Highlight Connections

It’s not enough to simply state your interest – draw explicit connections between your research and a professor’s. Mention how a paper or project of theirs inspired an aspect of your work or methodology. Note any past classes taken from them to establish credibility as a dedicated student.

Point to similarities in a particular theoretical framework or discipline used. Quantify connections wherever possible rather than leaving statements vague. The clearer the synergies, the stronger case you’ll make.

4. Show Preparedness and Organization

Part of appealing to busy professors is demonstrating you’ve done the necessary groundwork so they won’t have to spend excessive time bringing a new student up to speed.

Attach a draft dissertation prospectus, timeline, or chapter outline to illustrate your proposal is developed and you’ve put serious critical thought into the research process and design already.

Offer to meet in person to provide further details and discuss next steps if interested in joining your committee. Convince them you’re organized and won’t require excessive hand-holding.

5. Highlight Mutually Beneficial Partnership

While faculty serve to mentor students primarily, frame committee membership as a mutually beneficial professional partnership. Note how a professor’s guidance could strengthen your work to a level warranting publication or conference presentation, thereby advancing both your careers.

Express enthusiasm for the opportunity to collaborate on related research with them going forward as a result of being advised through the dissertation. Highlight potential synergies and long term scholarly cooperation rather than it solely being a favor to you.

6. Emphasize Timeline and Commitment Needed

Be transparent about anticipated timeline, milestones, and level of involvement expected from committee members. Provide a draft completion schedule spanning IRB approval through final defense, noting when key checkpoints like proposal and full draft reviews are anticipated.

Outline roughly how many hours of meetings or feedback iterations they should expect per semester. Reassure professors you understand their other obligations and appreciate any commitment, even if a rigorous timeline can’t be promised. Honesty prevents future scope creep concerns.

7. Follow Best Practices for Email Format

While content of your message is most important, small formatting details also influence readability and response rates. Keep the email concise at 2-3 well-spaced paragraphs. Use a clear descriptive subject line stating the purpose succinctly.

Compose in a reader-friendly text format rather than an attached document. Include required contact information prominently like your name, program, and student ID. Proofread thoroughly for typos or awkward phrasing before sending to maintain professionalism. Attractive formatting leaves a positive first impression.

8. Add Appropriate Closing

Close by thanking the professor for considering your request and restating your enthusiasm and qualifications for the opportunity. Indicate next steps such as following up by phone within a week if no response is received or a deadline for response if needed to meet program deadlines.

Express willingness to provide any additional needed context in person. Close courteously whether a meeting is scheduled or not to maintain good rapport for future occasions. Leaving the door open maintains networking relationships even if an initial ask is declined.

9. Keep Trying Until Successful

Securing ideal committee members typically requires persistence, so keep networking and refining requests until confirmation is received. Respectfully follow up emails after a week or two if no initial response.

Reach out during posted faculty office hours if possible to have productive in-person discussions. Consult program advisors for alternative suggestions if all targeted professors decline.

Maintaining a positive attitude during the process reflects well and often secures backup options still committed to student success. With patience and continued effort, strong committees can usually be assembled.

Templates for Dissertation Committee Email Requests

Here are examples highlighting qualifications while requesting guidance:

Template #1 Subject: Dissertation Committee Inquiry – A Cross-country Analysis of Renewable Subsidies

Dear Dr. [Last Name],

I am a PhD candidate at University of Michigan studying the impacts of climate policy on agricultural innovation. My dissertation examines cross-country analysis of renewable subsidies and yields over the past decade.

Your publications on European Union renewable targets and rural development directly inform my project. I appreciate your thought leadership in this area and believe your insight would greatly enrich my research. I have reviewed my prospectus and timeline with my advisor, Dr. Johnson, and we believe finalizing my committee allows sufficient time for meaningful feedback.

I would be honored if you would consider joining my dissertation committee. Please let me know if you require any additional information. I have attached my prospectus for your review and look forward to discussing further if you accept this request.

Thank you for your consideration.

Sincerely, [Your Name]

Template #2 Subject: Dissertation Committee Formation for Spring 2025

Dear Professor Jones,

I am a PhD student at Stanford studying US-China relations in the 21st century. My dissertation project analyzes patterns in trade and foreign direct investment since 2000 using novel datasets.

Your expertise in East Asian economics and quantitative political analysis would be incredibly valuable as I develop my models and analyze results. After reviewing my research plan with my advisor Prof. Smith, we believe your insight would strengthen my contribution to the field.

I have attached my prospectus outlining my key research questions and intend to defend by next Fall if possible. Please advise if you would be willing to serve on my dissertation committee. I am available to discuss further at your convenience.

Thank you for your time and consideration. I look forward to your response.

Best regards, [Your Name]

Properly formatted requests effectively persuade respected scholars that accepting enhances their meaningful impact. Maintain a tone reflecting each scholar’s stature.

Follow-Up Best Practices

After initially contacting candidates:

• Send prompt thank you emails reiterating your appreciation for their consideration
• Follow up with any who request additional information within a week
• If still pending, send a respectful follow up email after 2-3 weeks
• Clearly communicate next steps including deadlines upon receiving positive or negative replies
• Express understanding and appreciation for feedback helping your research progress

Timely, courteous follow ups demonstrate enthusiasm while respecting scholars’ obligations. Maintain regular contact with your advisor regarding progress. Persistence, gratitude and professionalism maximize response rates.

Conclusion on Dissertation Committee Email Request

Securing top scholars for your dissertation committee takes strategic planning and relationship building through effective outreach. By thoroughly researching potential members, customizing compelling requests highlighting synergies, and following up courteously, your chances of enlisting dedicated mentors increase greatly.

With the right committee in place, you’ll receive invaluable guidance transitioning your ideas into a quality final product advancing both your career and field of study. Perseverance and sincere scholarly partnership are keys to dissertation success.

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Sample emails to your thesis supervisor

A good thesis requires good communication between you and your thesis supervisor. This includes emails! Yet, even a simple email can lead to stress and overthinking. If you struggle to communicate with your thesis supervisor via email, have a look at six sample emails for inspiration.

General tips for emailing your thesis supervisor

Every relationship between student and thesis supervisor is unique. And everyone has a unique (email) writing style.

Sample email to thesis supervisor inquiring about potential supervision

The first email to a potential thesis supervisor tends to be very formal. If you have never met the potential thesis supervisor in person before, make sure to check out tips on how to cold-email professors. In the following sample email, however, we assume that the student and the potential thesis supervisor met before.

Sample email to thesis supervisor setting up a meeting

Sample email to thesis supervisor sharing post-meeting action points

To get the most out of thesis supervision meetings , it is highly recommended that the student takes notes during the meeting. Based on these notes, the student then summarises the key takeaways from the meeting, or action points, so to speak. These action points will guide the student’s work until the next meeting, and provide a written record of agreements.

Sample email to thesis supervisor asking for feedback

Sample email to thesis supervisor asking for support

Sample email to thesis supervisor when not meeting a deadline.

And lastly, there are the unfortunate occasions where you made agreements with your thesis supervisor, which you cannot meet. Pulling an all-nighter is generally a bad idea, as sleep is crucial for efficient thesis writing . It might be smarter, to be honest, and open about it and to inform your thesis advisor in advance. In the following sample email, the student informs the supervisor that he cannot meet the agreed deadline.

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Favoritism During a Panel Discussion

Consider Sending a Thank You Letter After Panel Discussion

You’ve identified your desired slate of D.E.E.P. panelists and now you need to send them a panel discussion invitation by email (or if you’re old school, by postal mail!). To have a comprehensive yet crisp letter, consider including the following elements:

10 Elements to a Panel Discussion Invitation Email or Letter

• Salutation. Start smart and respectful. It always helps to use their name – which means this is a personalized invitation – which does, in fact, mean more.
• Who You Are. In what capacity are you making this invitation? Are you the Executive, Chair of the Program Committee, the panel moderator, or some rando?
• The Invitation. Make the request to be a panelist. Provide the title, date, time, and location of both the panel and the meeting, conference, or convention.
• Expectations. Clarify your expectations of them e.g. will they be asked to provide some opening remarks? Stay for lunch? Attend the whole program?
• Format. Share the panel format and any unique characteristics of this panel that might entice them to say yes.
• Context. Explain the background and why this panel is important now – and to this audience.
• Attendees. Your expectations as to who will be in the audience. Share demographic info and sentiments.
• Promotional Materials. Include the current or past marketing materials.
• Deliverables. Assuming a favorable response, you may want a photo, bio, social handles, etc.
• End with Excitement. Share your passion for the organization, the meeting, and the panel discussion – and how you know that they will be a valuable contribution! Make the request to be a panelist along with a date that you would like to know their answer.

Kristin’s Panelist Invitation Letter Template

Subject: Panelist Invitation – <Meeting Name and Date>

Dear <name>:

As the <event title> Meeting Chair, I am pleased to invite you to be a panelist on <date> to discuss <topic>.

<Provide meeting background, objectives, format, and number and demographics of attendees.>

The <meeting/conference/convention> will be held on <day>, <date> at the <location> from <start time> to <end time> .  We would like to know if you would like to be a panelist at one of our panel discussions.  The panel is scheduled to start at <time> and end at <time>/<will be determined later on>.

As one of <number of panelists> people/experts on the panel, you will be asked to provide some opening remarks for <x> minutes on the topic.

Half of the <x-minute> session is reserved for answering the audience’s questions.  The <meeting> Planning Committee will select a panel moderator who will work with you and your fellow panelists to make sure you cover relevant topics that our audience is interested in without overlap.

<Provide additional background on the format and demographics of attendees.>

We are pleased to announce that <name/title> will be our keynote speaker from <start time> to <end time> and you are welcome to <stay for the entire day…join me for lunch…..etc.>.  <Add any other interesting details here.>

If you are interested, I will send you a copy of <promotional materials and last year’s program> so that you can get a better feel for the event.  Please let me know — via return email or by phone  <phone number> — whether you are interested in participating in this panel. With your affirmative response, I would also appreciate the following:

• Your name and organizational title as you would like to be registered
• A hyperlink to your bio
• Your Twitter username
• <A signed audio-visual form as provided by the conference organizer>

You may already know <names and relationship to invitee>.  Please feel free to ask them or me if you have questions.  I can tell you from personal experience these past <number> years that this is a fulfilling endeavor.  The participants really like and need this information, and many of them who have attended in the past have raved about their experience.

I look forward to hearing from you by <date>.

Signature Line

You can find more examples of panelist invitation letters here .

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How to Invite People to My Dissertation Committee

How to Write a Fulbright Letter of Affiliation

Your graduate degree culminates in the writing of your dissertation or thesis, an academic research paper suitable for publication in scholarly journals. As part of this project, you'll select a committee of three to four faculty members to evaluate your work. While university professors typically hold these positions, many universities allow you to invite outside experts or administrative faculty as well. Academic etiquette, timeliness and respect are all keys to inviting people to join your dissertation committee.

Sending the Invitation

Because people who join dissertation committees essentially agree to do extra work in addition to teaching responsibilities, asking them as early as one year in advance can secure their help for your project. Send your prospective members an email asking if they'd be willing to serve, along with a brief description of your dissertation. For example, if your literature dissertation focuses on the role of gender in Shakespeare's plays, you might include what characters and works you'll focus on. Thank the faculty for their consideration and offer to supply more detailed information in the future.

Proposing Your Project in Person

Once you've heard back from your committee members, it's considered good academic etiquette to meet in person with them to discuss your ideas in greater detail. This meeting also gives you the chance to obtain their signatures for committee-approval paperwork. Don't attempt to barge into a professor's office and ask him to contribute or confront him during a casual run-in. Only meet with your committee members after informing them of your request in writing.

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Kori Morgan holds a Bachelor of Arts in professional writing and a Master of Fine Arts in creative writing and has been crafting online and print educational materials since 2006. She taught creative writing and composition at West Virginia University and the University of Akron and her fiction, poetry and essays have appeared in numerous literary journals.

Asking Faculty to Sit on Your Dissertation Committee

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The Role of the Dissertation Committee

Choosing a dissertation committee, give some warning, make your intentions known, explain their role, dealing with rejection.

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Graduate study can best be explained as a series of hurdles. First is getting in. Then comes coursework. Comprehensive exams typically are the culmination of coursework in which you demonstrate that you know your stuff and are ready to begin your dissertation. At this point, you are a doctoral candidate, unofficially known as ABD. If you thought coursework and comps were difficult you’re in for a surprise. Most students find the dissertation process to be the most challenging part of graduate school. It’s how you show that you are an independent scholar capable of generating new knowledge. Your mentor is critical to this process, but your dissertation committee also plays a role in your success.

The mentor is highly invested in the dissertation’s success. The committee serves as an outside consultant, offering a more broad perspective as well as support for the student and mentor. The dissertation committee can serve a checks and balances function that can boost objectivity and ensure that university guidelines are adhered to and that the product is of high quality. Members of the dissertation committee offer guidance in their areas of expertise and supplement the student and mentor’s competencies. For example, a committee member with expertise in specific research methods or statistics can serve as a sounding board and offer guidance that is beyond the mentor’s expertise.

Choosing a helpful dissertation committee isn’t easy. The best committee is composed of faculty who share an interest in the topic, offer diverse and useful areas of expertise, and are collegial. Each committee member should be carefully selected based on the project, what he or she can contribute, and how well he or she gets along with the student and mentor. It’s a delicate balance. You don’t want to argue over every detail yet you need objective advice and someone who will offer insightful, and tough, critiques of your work. Ideally, you should trust each committee member and feel that he or she has your (and your project’s) best interests in mind. Choose committee members whose work you respect, who you respect, and who you like. This is a tall order and finding a handful of faculty who meet these criteria and also have the time to participate on your dissertation committee is a daunting task. It’s likely that not all of your dissertation members will fulfill all of your professional and personal needs but each committee member should serve at least one need.

Work with your mentor to select committee members. As you select potential members, ask your mentor if he or she thinks the professor is a good match to the project. Aside from seeking insight – and making your mentor feel valued – professors talk to each other. If you discuss each choice with your mentor beforehand he is she is likely to mention it to the other professor. Use your mentor’s reaction as an indicator of whether to move forward and approach the potential committee member. You may find that the professor is already aware and may have already implicitly agreed.

At the same time, don’t assume that each professor knows that you’d like them as a committee member. When the time comes, visit each professor with that as your purpose. If you haven’t explained the purpose of the meeting by email then when you enter, sit and explain that the reason you’re asked to meet is to ask the professor to serve on your dissertation committee.

No professor will agree to participate in a project without knowing something about it. Be prepared to explain your project. What are your questions? How will you study them? Discuss your methods. How does this fit with prior work? How does it extend prior work? What will your study contribute to the literature? Pay attention to the professor’s demeanor. How much does he or she want to know? Sometimes a professor might want to know less – pay attention.

In addition to discussing your project, be prepared to explain why you are approaching the professor. What drew you to them? How do you think they will fit? For example, does the professor offer expertise in statistics? What guidance do you seek? Know what the professor does and how they fit in with the committee. Likewise, be prepared to explain why you think they are the best choice. Some faculty might even ask, “Why me? Why not Professor X?” Be prepared to justify your choice. What do you expect expertise-wise? Time-wise? How much or little time and effort will you require? Busy faculty will want to know whether your needs outstrip their time and energy.

If a professor declines your invitation to sit on your dissertation committee, don’t take it personally. Easier said than done but there are many reasons people decide to sit on committees. Try to take the professor’s perspective. Sometimes it’s that they’re too busy. Other times they may not be interested in the project or may have issues with other committee members. It’s not always about you. Participating on a dissertation committee is a lot of work. Sometimes it’s simply too much work given other responsibilities. If they are not able to meet your expectations be grateful that they’re honest. A successful dissertation is the result of a great deal of work on your part but also the support of a helpful committee that has your interests in mind. Be sure that the dissertation committee you build can meet these needs.

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Letter Templates

sample invitation letter to be a panelist

If you have been invited to be a panelist, you probably feel honored and excited about the opportunity. However, you may not be sure what to include in your invitation letter. In this article, we will provide you with some tips and examples of invitation letters to help you get started.

Before we dive into the examples, let us first explain what an invitation letter is. An invitation letter is a formal or informal letter that is sent to someone to invite them to an event or activity. In this case, you are being invited to be a panelist, which means you will be part of a group of people who will discuss a particular topic in front of an audience. The invitation letter should include all the necessary details about the event, such as the date, time, and venue.

You can find examples of invitation letters online and edit them as needed. However, it is essential to customize the letter to fit your situation and make it sound more personal. The following tips will help you create a compelling invitation letter that will make the recipient excited about the event.

Tips for Writing an Invitation Letter

Title: keep it simple and informative.

The title of your invitation letter should be straightforward and informative. It should include the purpose of the event and the date, time, and venue. For example, “Invitation to be a Panelist at the Women in Business Conference on June 30th.”

Greeting: Address the Recipient Properly

The greeting in your invitation letter should be appropriate and respectful. If you know the recipient’s name, address them by it. For example, “Dear Ms. Smith.” If you do not know the person’s name, you can use a generic greeting such as “Dear Panelist.”

Letter Body: Explain the Purpose of the Event

The body of your invitation letter should be concise and clear. Explain the purpose of the event and what the panelists will be discussing. Also, provide some background information on the event and why it is important. Keep in mind that the letter should be persuasive and make the recipient excited about the opportunity.

Complimentary Close: Thank the Recipient for their Time

The complimentary close in your invitation letter should be polite and grateful. Thank the recipient for considering your invitation and express your excitement about their participation. For example, “Thank you for considering our invitation. We are thrilled to have you as part of our panelist group.”

Sample Invitation Letter to be a Panelist: Conference

Dear Dr. Johnson,

We are pleased to invite you to be a panelist at the upcoming Healthcare Innovations Conference. The conference will take place on October 15th, at the Hilton Hotel in New York City.

The purpose of the conference is to discuss the latest healthcare innovations and how they can benefit patients. As a panelist, you will have the opportunity to share your insights and expertise with other healthcare professionals and industry leaders.

We believe that your experience and knowledge would contribute greatly to this forum, and we hope that you will be able to accept our invitation.

Thank you for considering our invitation. We look forward to your participation.

The Healthcare Innovations Conference Team

Sample Invitation Letter to be a Panelist: Seminar

Dear Professor Davis,

We would like to invite you to be a panelist at our upcoming seminar on Sustainable Development. The event will take place on November 5th, at the Marriott Hotel in San Francisco.

The purpose of the seminar is to discuss the challenges and opportunities of sustainable development in the modern world. As a panelist, you will have the opportunity to share your perspectives and insights with other experts in the field.

We believe that your experience and knowledge would be valuable to this discussion, and we hope that you will accept our invitation.

Best regards,

The Sustainable Development Seminar Team

Sample Invitation Letter to be a Panelist: Webinar

Dear Mr. Wilson,

We are excited to invite you to be a panelist at our upcoming webinar on Digital Marketing Trends. The webinar will take place on December 10th, at 2:00 PM EST.

The purpose of the webinar is to discuss the latest trends in digital marketing and how businesses can stay ahead of the competition. As a panelist, you will have the opportunity to share your insights and expertise with other marketing professionals and industry leaders.

We believe that your experience and knowledge would be a valuable addition to this discussion, and we hope that you will accept our invitation.

The Digital Marketing Trends Webinar Team

Sample Invitation Letter to be a Panelist: Workshop

Dear Ms. Lee,

We are pleased to invite you to be a panelist at our upcoming workshop on Leadership Skills. The workshop will take place on January 20th, at the Fairmont Hotel in Washington, DC.

The purpose of the workshop is to help professionals develop their leadership skills and become more effective in their roles. As a panelist, you will have the opportunity to share your experiences and insights with other participants.

We believe that your leadership expertise would be an excellent addition to this workshop, and we hope that you will accept our invitation.

The Leadership Skills Workshop Team

Sample Invitation Letter to be a Panelist: Roundtable Discussion

Dear Mr. Patel,

We are excited to invite you to be a panelist at our upcoming roundtable discussion on AI and Ethics. The roundtable will take place on February 5th, at the Four Seasons Hotel in Chicago.

The purpose of the roundtable is to discuss the ethical implications of AI and how to ensure that its development benefits society. As a panelist, you will have the opportunity to share your insights and expertise with other experts in the field.

The AI and Ethics Roundtable Team

Sample Invitation Letter to be a Panelist: Conference Call

Dear Ms. Garcia,

We would like to invite you to be a panelist on our upcoming conference call on Diversity and Inclusion. The conference call will take place on March 10th, at 10:00 AM EST.

The purpose of this conference call is to discuss the importance of diversity and inclusion in the workplace and how to create a more inclusive environment. As a panelist, you will have the opportunity to share your experiences and insights with other professionals in the field.

We believe that your expertise in this area would be valuable to this discussion, and we hope that you will accept our invitation.

The Diversity and Inclusion Conference Call Team

Sample Invitation Letter to be a Panelist: Podcast

Dear Dr. Kim,

We are excited to invite you to be a panelist on our upcoming podcast episode on Women in STEM. The podcast will be recorded on April 15th, at our studio in Los Angeles.

The purpose of this podcast episode is to discuss the challenges and opportunities for women in STEM fields and how to encourage more women to pursue careers in these areas. As a panelist, you will have the opportunity to share your experiences and insights with our audience.

We believe that your expertise and perspective would be valuable to this discussion, and we hope that you will accept our invitation.

The Women in STEM Podcast Team

Frequently Asked Questions

What should i include in my invitation letter.

Your invitation letter should include the purpose of the event, the date, time, and venue, and a brief explanation of what the panelists will be discussing. It should also express your excitement about the recipient’s participation.

How long should my invitation letter be?

Your invitation letter should be concise and to the point. It should be no longer than one page.

Should I customize the invitation letter for every recipient?

Yes, it is essential to customize the invitation letter for each recipient. It will make the letter more personal and increase the chance of the recipient accepting the invitation.

How far in advance should I send the invitation letter?

You should send the invitation letter at least two to three weeks before the event. This will give the recipient enough time to plan their schedule and prepare for the event.

What should I do if the recipient declines the invitation?

If the recipient declines the invitation, you should thank them for considering the invitation and express your hope that they will be able to participate in future events.

What should I do if the recipient does not respond to the invitation?

If the recipient does not respond to the invitation, you can follow up with a reminder email or phone call. It is essential to be polite and respectful in your follow-up communication.

Writing an invitation letter to be a panelist can be exciting, but it can also be challenging. By following the tips and examples in this article, you can create a compelling invitation letter that will make the recipient excited about the event. Remember to keep it concise, personalize it for the recipient, and express your excitement about their participation. Good luck!

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Asking a correspondent to be an external examiner

I'm a PhD candidate at a UK university.

I believe that normally a candidate's supervisor would be the person to invite someone to be an external examiner for the thesis.

In my particular case, however, my first choice of examiner is someone with whom I have corresponded for several years, although not directly about the contents of my thesis. I am wondering whether, in this situation, it would be odd if I did not either ask them unofficially directly myself, or at least given them a heads up that my supervisor might contact them about this?

What would be your preference/expectation in this situation?

• united-kingdom

Generally, though not specific to UK, it is probably better if the invitation, and even the initial request come from your supervisor. You can recommend the person to the supervisor and explain what you do here.

After the first request you will be able to discuss it with that person, but you don't really need to make initial contact yourself since "normally" the invitation comes from the supervisor.

I've been in just this situation for a candidate in EU and another in UK and it worked out fine. In the UK case I knew both the candidate and her supervisor. But in both the invitation came through the supervisor based on suggestions to them from the candidate.

• 2 I won't write an answer because I may be out of date. But I think in the UK it would be distinctly out of order for the student to take the initiative. I see the following advice to students in the University I know best: "Liaise with your supervisor regarding the selection of your proposed examiners. It is usual for supervisors to informally invite the proposed examiners before the submission of this form." and later in the advice .... –  erstwhile editor Commented Sep 13, 2022 at 8:43
• 1 ..."While your supervisor may contact your suggested examiners informally to see if they would be prepared to act if invited, the choice of examiners belongs to the [university committee] and they must be invited formally on behalf of the [university committee]." –  erstwhile editor Commented Sep 13, 2022 at 8:43

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Sample emails to your dissertation supervisor

Published on October 13, 2015 by Sarah Vinz . Revised on March 24, 2017.

Table of contents

Making an appointment, asking questions, confirming agreements.

Dear Dr. Janssen,

The college has informed me that you will be my supervisor. I would therefore like to make an initial appointment to discuss my dissertation idea with you.

I look forward to hearing from you as to when you would be available to meet with me.

Prevent plagiarism. Run a free check.

Dear Prof. Smith,

I have encountered several difficulties while working on my dissertation. Could you please answer the following questions?

• I have found only limited literature on the concept of “social enforcement.” Are you familiar with any authors who have written on this topic?
• Measuring “social enforcement” in the literature has proven virtually impossible. At this point I would like to use “social control” as a starting point for the concept. What are your thoughts on this?

I would like to make an appointment to discuss these questions with you. When would be convenient for you?

I am writing in follow-up to our meeting on Monday. Could you please check the notes I have prepared concerning what we agreed and confirm that they are accurate?

Thanks in advance for your response.

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• Thesis and Dissertation

Forming Your Committee

Students should not schedule the proposal defense prior to their committee being finalized and their appointment form being approved by the Graduate School.

It is necessary to have the form approved in advance of the proposal defense, as there are instances in which committee members are not approved (for example, if someone is listed as the Graduate Faculty Representative who the Graduate School does not deem  qualified to serve in this capacity).

The Graduate School's requirements for everything from committee formation to graduation clearance can be found under the Current Students tab on the Graduate School website. 

Composition of the Doctoral Committee: Roles and Responsibilities

The Graduate School requires that doctoral committees consist of no less than four members. These four members must be regular members of the Graduate Faculty or must be granted an exception by the Dean of the Graduate School.  All committees must include a chair and a Graduate Faculty Representative. Assistant Professors are usually not approved to serve as chair unless they have served as a committee member first. Exceptions are granted on a case-by-case basis. 

Graduate Faculty Representative

The primary role of the Graduate Faculty Representative is to ensure that the student is treated fairly and that Graduate School policies are upheld. Expertise in the student's area of research is not a requirement. The Graduate Faculty Representative's responsibilities are explained in greater detail here . Assistant Professors are not eligible to serve as Graduate Faculty Representative. 

The requirement to include an outside member on all dissertation committees is not uncommon among institutions of higher education and is in keeping with best practices in doctoral support. 

Committee Members

Committee members are often chosen to provide topic or methodological expertise. Even without contributing their expertise, committee members may be chosen based on faculty with whom the student has a good professional relationship or who could offer a helpful outside perspective. Committee members are generally not as involved as the committee chair in the everyday progression of the dissertation.  Typically, they read the dissertation only in its final form before the defense, although they should be available for consultation throughout the process and may be more closely involved in sections or chapters in which they have particular expertise. 

The committee members and Graduate Faculty Representative will:

• Approve of the subject matter and methodology of the thesis or dissertation research
• Review and comment on drafts of the thesis or dissertation prior to submission to The Graduate School
• Verify, to the best of their ability, the quality of the data collection and evidence, data analysis, and logical reasoning or interpretation in light of the proposal aims
• Evaluate whether the student’s thesis or dissertation fulfills the requirements of the degree