How to Email Professors for the MEXT Scholarship – With Free Email Templates!
If you're applying for the MEXT Scholarship, especially the University-recommended or Embassy-recommended research student track, contacting professors is an important step. Writing the right email can help you secure a Letter of Acceptance or supervisor support, which significantly strengthens your application.
In this blog, you'll get professional, polite, and effective email templates to help you connect with professors.
📌 When to Email Professors
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For University-recommended MEXT: Before the internal application deadline.
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For Embassy-recommended MEXT: After passing the first screening (written exam/interview).
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For research-based programs (non-degree leading to master's/PhD): Anytime, but earlier is better.
💡 Tips Before Sending the Email
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Use a university email address, if available.
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Attach your CV, academic transcript, and research proposal.
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Be short, polite, and professional.
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Write a clear subject line.
📧 Email Template 1: For University Recommendation (Initial Contact)
Subject: Prospective MEXT Scholarship Applicant – Request for Supervision
Dear Professor [Last Name],
I hope this message finds you well.
My name is [Your Full Name], and I am currently completing my [Your Degree] in [Your Major] at [Your University] in Bangladesh. I am writing to express my interest in applying for the MEXT Scholarship (University Recommendation) at [Target University Name] and am very keen to work under your supervision.
I have read your recent research on [Specific Topic or Paper], and I am deeply interested in your work on [Area of Interest]. My research interests align well with your work, especially in [Briefly State Your Area].
I have attached my CV, academic transcript, and a brief research proposal for your kind consideration.
Would you be willing to accept me as a potential research student under your supervision?
Thank you very much for your time and consideration. I look forward to your kind response.
Sincerely,
[Your Full Name]
[Your University]
[Email Address]
[LinkedIn/ResearchGate (optional)]
📧 Email Template 2: After Embassy Recommendation First Screening
Subject: Request for Letter of Provisional Acceptance – MEXT Embassy Track
Dear Professor [Last Name],
I hope you are doing well.
My name is [Your Name], and I am a MEXT Scholarship candidate who has successfully passed the first screening under the Embassy Recommendation process. I am now in the process of obtaining a Letter of Provisional Acceptance from Japanese universities.
I am very interested in your research on [Research Area], and I believe my academic background and interests are a good fit for your lab. I have attached the required documents (CV, transcript, and research proposal) as well as the MEXT forms for your consideration.
Would it be possible to receive your support and a Letter of Acceptance to study under your supervision at [University Name]?
Thank you very much for your time and attention.
Best regards,
[Your Name]
[Contact Info]
[Passport Number (optional, if requested)]
🗂️ Attach These Documents
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CV/Resume (1–2 pages)
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Research proposal
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Academic transcripts
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MEXT forms (if required by the university)
📭 Follow-up Email (If No Reply in 7–10 Days)
Subject: Follow-up: MEXT Scholarship Supervision Request
Dear Professor [Last Name],
I hope you are well. I am writing to kindly follow up on my previous message regarding the possibility of your supervision under the MEXT Scholarship.
I understand you may be very busy, and I sincerely appreciate your time. I would be grateful if you could consider my application.
Looking forward to hearing from you.
Best regards,
[Your Name]
✨ Final Tips
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Avoid copy-pasting the same email to many professors.
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Show genuine interest in their research.
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Be respectful and formal, not casual.
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Use Grammarly or ChatGPT to check your grammar before sending.
If you'd like a custom email template for your specific research field (e.g., molecular biology, cancer research, bioinformatics), comment below and I’ll create one for you!
Stay tuned for more MEXT tips and scholarship guidance at Future Scholar BD.
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