request letter for thesis defense

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.  

Oral Examinations

If you have questions about oral examinations, contact us at [email protected] .

Once your dissertation is nearing completion, it’s time to schedule your defense—your final oral examination.

You should begin making arrangements for your defense at the beginning of the semester (especially during the summer) in order to accommodate the schedules of your committee members.

Students must be currently enrolled in the dissertation course for the semester in which the defense is scheduled and held.

Committee Changes

Any changes to your dissertation committee must be approved by the Dean of the Graduate School. Changes should be approved at least 30 days prior to the date of the oral examination so that all new members have ample time to become familiar with your dissertation.

Defense Attendance

You, the student, and your supervisor, in negotiation with the dissertation committee members, should determine a time and date for the defense. Each member of your committee must receive a copy of your dissertation at least four weeks prior to your dissertation defense date. A defense cannot be held within two weeks of the last class day of the semester, unless the committee has consented to hold the defense within those last 2 weeks.

Request for Final Oral Examination Form

You must schedule the dissertation defense with the Graduate School at least two weeks prior to the defense date by completing the Request for Final Oral Examination form. All members of your committee must sign your request form indicating their intent to be present at your final oral. Your graduate adviser must also sign this form to indicate you have been approved to defend.

It is expected that all members of the committee attend the defense. The Graduate School does not distinguish between physical attendance or electronic/virtual attendance of the defense. One non-supervisory committee member may be absent from the defense in if necessary, but all members must read the dissertation and, when satisfied, sign the Report of Dissertation Committee form.

Contact for Questions

Email the Graduate School at the link above with any questions concerning defense attendance.

Format Check Requirements

When you submit the Request for Final Oral Examination form to the Graduate School, you should include one copy each of the dissertation abstract, title page and the committee membership page for a format check in separate PDF. You do not need to include the instructions page.

After the Defense

The official recommendation of your committee and your program is communicated to the Graduate School on the Report of Dissertation Committee. The Dean of the Graduate School depends on this document to determine your eligibility to receive the doctoral degree so it is essential that it be completed and returned in a timely fashion. A passing report signifies that your committee unanimously agrees that you have completed a dissertation that is an independent investigation in your major field.

In the event that revisions to your dissertation are necessary before your committee members approve your dissertation, the report will be retained by your supervisor until all revisions have been completed. After successful completion of your defense and any required revisions to your dissertation, the Report of Dissertation Committee should also be signed by all members of your committee and must be submitted to the Graduate School.

After you’ve made required or requested revisions to your dissertation, if any, check it carefully for grammar, spelling, punctuation, content and format, then convert it to the required PDF format and upload it.

Do not submit your report/thesis/dissertation via email . Final reports, theses and dissertations MUST be uploaded to the Texas Digital Library before your final paperwork and pages will be reviewed. After submission, no revisions or corrections will be allowed except for those required by the dean of the Graduate School.

Upcoming Oral Examinations

Doctoral students’ final oral examinations are open to all members of the University community and the public unless attendance is restricted by the Graduate Studies Committee. Scheduled oral examinations are published on the UT Grad School website.

CollegePace

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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Committee and Defense

Announcement of oral exam.

The student's GPD or department administrative staff is responsible for submitting an  Announcement of Oral Exam  at least 10 days prior to the defense date. It is advisable to submit earlier to ensure that the committee composition is approved and that the student's audit meets requirements prior to the defense (and with ample time to make changes if necessary.) Please review the information below before submitting.  *This form has been updated with a new link as of 9/16/2022.

Defense Requirements

Students must abide by  semester deadlines  set by the Dissertation and Thesis Office to determine when to defend their dissertation or thesis. While defenses are typically conducted in person, some departments may approve virtual defenses. It is up to the student and their chair to communicate with committee members to establish a defense date and time that works for all members that falls  before or on  the defense deadline date for the semester. Beyond this, the Graduate Schools leaves defense requirements up to individual departments.

Committee Requirements

Committee members must be Baylor  graduate  faculty as documented with the Graduate School.   Teaching graduate courses does not ensure that faculty are officially graduate faculty, which entails a nomination and approval process by the faculty's department GPD and the Dean of the Graduate School. Students and chairs should confirm that all members are graduate faculty prior to the submission of the Announcement of Oral Exam form. You can  search graduate faculty here . The only exception is for additional committee members beyond the minimum requirements listed below.

Dissertation Committee Composition

Please see the Graduate Catalog for a full description of  dissertation committee requirements . The basic composition is as follows:

• A committee chairperson who is graduate faculty from the student's department
• Another committee member who is graduate faculty from the student's department
• A committee member who is graduate faculty from a Baylor department other than the student's home department (a "Baylor outside reader")
• A committee member that may be graduate faculty from the student's department, graduate faculty from another department, or faculty from another institution as approved by the committee chair and the department GPD

Please note that having a committee member from another institution does not satisfy the requirement of having a Baylor faculty member from a different department. Students may have more than four committee members after the above requirements are met.

Thesis Committee Composition

Please see the Graduate Catalog for a full description of  thesis committee requirements . The basic composition is as follows:

Students may include additional committee members, including members from other institutions, after the above requirements are met.

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How to prepare an excellent thesis defense

What is a thesis defense?

How long is a thesis defense, what happens at a thesis defense, your presentation, questions from the committee, 6 tips to help you prepare for your thesis defense, 1. anticipate questions and prepare for them, 2. dress for success, 3. ask for help, as needed, 4. have a backup plan, 5. prepare for the possibility that you might not know an answer, 6. de-stress before, during, and after, frequently asked questions about preparing an excellent thesis defense, related articles.

If you're about to complete, or have ever completed a graduate degree, you have most likely come across the term "thesis defense." In many countries, to finish a graduate degree, you have to write a thesis .

A thesis is a large paper, or multi-chapter work, based on a topic relating to your field of study.

Once you hand in your thesis, you will be assigned a date to defend your work. Your thesis defense meeting usually consists of you and a committee of two or more professors working in your program. It may also include other people, like professionals from other colleges or those who are working in your field.

During your thesis defense, you will be asked questions about your work. The main purpose of your thesis defense is for the committee to make sure that you actually understand your field and focus area.

The questions are usually open-ended and require the student to think critically about their work. By the time of your thesis defense, your paper has already been evaluated. The questions asked are not designed so that you actually have to aggressively "defend" your work; often, your thesis defense is more of a formality required so that you can get your degree.

• Check with your department about requirements and timing.
• Re-read your thesis.
• Anticipate questions and prepare for them.
• Create a back-up plan to deal with technology hiccups.
• Plan de-stressing activities both before, and after, your defense.

How long your oral thesis defense is depends largely on the institution and requirements of your degree. It is best to consult your department or institution about this. In general, a thesis defense may take only 20 minutes, but it may also take two hours or more. The length also depends on how much time is allocated to the presentation and questioning part.

Tip: Check with your department or institution as soon as possible to determine the approved length for a thesis defense.

First of all, be aware that a thesis defense varies from country to country. This is just a general overview, but a thesis defense can take many different formats. Some are closed, others are public defenses. Some take place with two committee members, some with more examiners.

The same goes for the length of your thesis defense, as mentioned above. The most important first step for you is to clarify with your department what the structure of your thesis defense will look like. In general, your thesis defense will include:

• your presentation of around 20-30 minutes
• questions from the committee
• questions from the audience (if the defense is public and the department allows it)

You might have to give a presentation, often with Powerpoint, Google slides, or Keynote slides. Make sure to prepare an appropriate amount of slides. A general rule is to use about 10 slides for a 20-minute presentation.

But that also depends on your specific topic and the way you present. The good news is that there will be plenty of time ahead of your thesis defense to prepare your slides and practice your presentation alone and in front of friends or family.

Tip: Practice delivering your thesis presentation in front of family, friends, or colleagues.

You can prepare your slides by using information from your thesis' first chapter (the overview of your thesis) as a framework or outline. Substantive information in your thesis should correspond with your slides.

Make sure your slides are of good quality— both in terms of the integrity of the information and the appearance. If you need more help with how to prepare your presentation slides, both the ASQ Higher Education Brief and James Hayton have good guidelines on the topic.

The committee will ask questions about your work after you finish your presentation. The questions will most likely be about the core content of your thesis, such as what you learned from the study you conducted. They may also ask you to summarize certain findings and to discuss how your work will contribute to the existing body of knowledge.

Tip: Read your entire thesis in preparation of the questions, so you have a refreshed perspective on your work.

While you are preparing, you can create a list of possible questions and try to answer them. You can foresee many of the questions you will get by simply spending some time rereading your thesis.

Here are a few tips on how to prepare for your thesis defense:

You can absolutely prepare for most of the questions you will be asked. Read through your thesis and while you're reading it, create a list of possible questions. In addition, since you will know who will be on the committee, look at the academic expertise of the committee members. In what areas would they most likely be focused?

If possible, sit at other thesis defenses with these committee members to get a feel for how they ask and what they ask. As a graduate student, you should generally be adept at anticipating test questions, so use this advantage to gather as much information as possible before your thesis defense meeting.

Your thesis defense is a formal event, often the entire department or university is invited to participate. It signals a critical rite of passage for graduate students and faculty who have supported them throughout a long and challenging process.

While most universities don't have specific rules on how to dress for that event, do regard it with dignity and respect. This one might be a no-brainer, but know that you should dress as if you were on a job interview or delivering a paper at a conference.

It might help you deal with your stress before your thesis defense to entrust someone with the smaller but important responsibilities of your defense well ahead of schedule. This trusted person could be responsible for:

• preparing the room of the day of defense
• setting up equipment for the presentation
• preparing and distributing handouts

Technology is unpredictable. Life is too. There are no guarantees that your Powerpoint presentation will work at all or look the way it is supposed to on the big screen. We've all been there. Make sure to have a plan B for these situations. Handouts can help when technology fails, and an additional clean shirt can save the day if you have a spill.

One of the scariest aspects of the defense is the possibility of being asked a question you can't answer. While you can prepare for some questions, you can never know exactly what the committee will ask.

There will always be gaps in your knowledge. But your thesis defense is not about being perfect and knowing everything, it's about how you deal with challenging situations. You are not expected to know everything.

James Hayton writes on his blog that examiners will sometimes even ask questions they don't know the answer to, out of curiosity, or because they want to see how you think. While it is ok sometimes to just say "I don't know", he advises to try something like "I don't know, but I would think [...] because of x and y, but you would need to do [...] in order to find out.” This shows that you have the ability to think as an academic.

You will be nervous. But your examiners will expect you to be nervous. Being well prepared can help minimize your stress, but do know that your examiners have seen this many times before and are willing to help, by repeating questions, for example. Dora Farkas at finishyourthesis.com notes that it’s a myth that thesis committees are out to get you.

Two common symptoms of being nervous are talking really fast and nervous laughs. Try to slow yourself down and take a deep breath. Remember what feels like hours to you are just a few seconds in real life.

• Try meditational breathing right before your defense.
• Get plenty of exercise and sleep in the weeks prior to your defense.
• Have your clothes or other items you need ready to go the night before.
• During your defense, allow yourself to process each question before answering.
• Go to dinner with friends and family, or to a fun activity like mini-golf, after your defense.

Allow yourself to process each question, respond to it, and stop talking once you have responded. While a smile can often help dissolve a difficult situation, remember that nervous laughs can be irritating for your audience.

We all make mistakes and your thesis defense will not be perfect. However, careful preparation, mindfulness, and confidence can help you feel less stressful both before, and during, your defense.

Finally, consider planning something fun that you can look forward to after your defense.

It is completely normal to be nervous. Being well prepared can help minimize your stress, but do know that your examiners have seen this many times before and are willing to help, by repeating questions for example if needed. Slow yourself down, and take a deep breath.

Your thesis defense is not about being perfect and knowing everything, it's about how you deal with challenging situations. James Hayton writes on his blog that it is ok sometimes to just say "I don't know", but he advises to try something like "I don't know, but I would think [...] because of x and y, you would need to do [...] in order to find out".

Your Powerpoint presentation can get stuck or not look the way it is supposed to do on the big screen. It can happen and your supervisors know it. In general, handouts can always save the day when technology fails.

• Dress for success.
• Ask for help setting up.
• Have a backup plan (in case technology fails you).
• Deal with your nerves.

Permission Letter To Conduct Research: How To Draft It Right!

In this article, I’ll share my insights and provide you with a step-by-step guide, including customizable templates , to craft your own effective permission letter for research.

Key Takeaways Understand the purpose and importance of a permission letter for research. Learn the essential components to include in your letter. Get a step-by-step guide to writing a compelling permission letter. Benefit from a customizable template to streamline your writing process. Discover practical tips from my personal experience to enhance your letter.

Understanding the Importance of a Permission Letter for Research

A permission letter for research is a crucial document that formally requests authorization to conduct a study in specific locations or collect data from a particular group.

It serves as a formal agreement between the researcher and the authority or individuals involved, ensuring that the research is conducted ethically and legally.

Step-by-Step Guide to Writing Your Permission Letter

Step 1: start with contact information and date.

Always begin your letter by stating your contact information at the top, followed by the date. This should include your name, address, phone number, and email address.

Step 2: Address the Recipient Properly

Address the recipient by their proper title and name. If you’re unsure, a general “To Whom It May Concern” can suffice, but personalized greetings are always more impactful.

Step 3: Introduce Yourself and Your Affiliation

Trending now: find out why.

Introduce yourself, your position, and your affiliation. This sets the context and establishes your credibility.

Step 4: Clearly State the Purpose of Your Letter

Be clear and concise about your intent to seek permission for research. Mention the research topic and why the specific site or group is essential for your study.

Step 5: Provide Details of Your Research

Explain the scope of your research, the methodology you’ll use, and the expected duration. Transparency is key to gaining trust and approval.

Step 6: Assure Ethical Compliance

Highlight your commitment to ethical standards, including how you’ll ensure participant confidentiality and data protection.

Step 7: Request for Approval

Politely request permission to proceed with your research, expressing your willingness to comply with any required protocols or guidelines.

Step 8: Include Contact Information for Follow-up

Offer your contact information again, encouraging the recipient to reach out with any questions or requests for further details.

Step 9: Close with a Professional Salutation

End your letter with a professional closing, such as “Sincerely,” followed by your name and signature.

Template for a Permission Letter To Conduct Research

[Your Name] [Your Address] [City, State, Zip Code] [Phone Number] [Email Address] [Date]

[Recipient’s Name or Title] [Organization’s Name] [Address] [City, State, Zip Code]

Dear [Recipient’s Name or Title],

I am writing to request permission to conduct research at [location/site/group], as part of my [research project/study] on [topic]. My name is [Your Name], and I am a [Your Position] at [Your Institution or Organization].

The purpose of my research is to [briefly state the objective]. I believe that [location/site/group] is essential for my study because [reason]. The research will involve [describe the methodology], and I anticipate it will take approximately [duration] to complete.

I assure you that all research activities will adhere to the highest ethical standards. Participant confidentiality and data protection will be strictly maintained throughout the research process.

Your approval to conduct this research would be greatly appreciated. I am more than willing to adhere to any specific protocols or requirements you may have. Please feel free to contact me at [Your Phone Number] or [Your Email Address] if you have any questions or need further information.

Thank you for considering my request. I look forward to your positive response.

[Your Name] [Your Signature, if sending a hard copy]

Personal Tips from My Experience

• Personalize Your Letter:  Tailoring the letter to the recipient shows respect and attention to detail.
• Be Concise but Thorough:  Provide enough detail to inform but not so much that it overwhelms the reader.
• Follow-Up:  Don’t hesitate to follow up if you haven’t received a response within a reasonable time frame.
• Show Appreciation:  Always express gratitude for the recipient’s time and consideration.

I hope this guide helps you craft an effective permission letter for your research. I’d love to hear about your experiences or any additional tips you might have. Please share your thoughts and questions in the comments below!

Related Posts

• Free Templates for Research Permission Letters
• 3 Must-Have Templates for Requesting Permission Easily
• Sample Letter To Request To Attend A Conference: Free & Effective

Frequently Asked Questions (FAQs)

Q: What is a permission letter to conduct research?

Answer : A permission letter to conduct research is a formal request to obtain permission from an organization or individual to conduct research on a particular topic. This type of letter is commonly used by students, researchers, and scholars who require permission to carry out their research.

Q: Why is a permission letter to conduct research important?

Answer : A permission letter to conduct research is important because it shows that the researcher has obtained the necessary permissions to conduct their research. It also provides a clear understanding of the scope and nature of the research and how it will be conducted, which can help to prevent misunderstandings or legal issues.

Q: Who should I address my permission letter to?

Answer : You should address your permission letter to the individual or organization that has the authority to grant permission for your research. This could be the head of the organization, a department manager, or an individual who is responsible for the area that you wish to conduct research in.

Q: What should I include in my permission letter to conduct research?

Answer : Your permission letter to conduct research should include an introduction that outlines your research topic and objectives, an explanation of why you need permission, an overview of your research methodology, details on the timeline and logistics of your research, and a formal closing that thanks the recipient for their time and consideration.

Q: How do I ensure that my permission letter to conduct research is effective?

Answer : To ensure that your permission letter to conduct research is effective, make sure that it is clear, concise, and polite. Provide detailed information about your research and the nature of your request, and address any potential concerns or objections that the recipient may have. Finally, proofread your letter carefully to ensure that it is free from errors and typos.

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sample invitation letter for panelist for thesis defense

If you are organizing a thesis defense, then you must be aware of the importance of panelists. Panelists play a crucial role in evaluating the thesis and providing valuable feedback to the students. Hence, it is important to invite the right people to be a part of your thesis defense panel. In this article, we will discuss some tips and provide you with seven examples of a sample invitation letter for panelists for thesis defense that you can use as a reference.

Tips for Writing an Invitation Letter for Panelist for Thesis Defense

Before we dive into the examples, let’s first go through some tips that you can keep in mind while writing an invitation letter for panelists for a thesis defense:

1. Start with a Clear Title

Your invitation letter should have a clear and concise title that conveys the purpose of the letter. For instance, “Invitation Letter for Panelist for Thesis Defense.”

2. Address the Panelists by Name

Be sure to address the panelists by name in the invitation letter. This will create a personal touch and show that you have put effort into inviting them.

3. Provide Necessary Information

Give the panelist all the necessary information they need, such as the date, time, and location of the thesis defense. This will help them plan their schedule accordingly and be better prepared.

4. Make it Clear What is Expected of the Panelist

Clearly state what is expected of the panelist during the thesis defense. For instance, if they are expected to give a presentation, then mention it in the invitation letter.

5. Be Polite and Professional

Keep the tone of the letter polite and professional. Remember, you are inviting someone to be a part of an important academic event, and they should be treated with respect.

6. Proofread the Letter

Ensure that the invitation letter is free from any grammatical errors or spelling mistakes. A well-written and error-free letter will make a good impression on the panelists.

Seven Examples of Sample Invitation Letter for Panelist for Thesis Defense

Example 1: invitation for an expert in the field.

Dear Dr. John Doe,

We are proud to inform you that one of our students is completing their master’s degree in Computer Science. We would be honored if you could be one of the panelists for the thesis defense.

The thesis defense is scheduled for December 1, 2021, at 10:00 AM, at the University’s Computer Science Department. We would appreciate it if you could provide a 15-minute presentation on the topic before the review process.

Please let us know if you are available on the scheduled date.

Thank you for considering our invitation.

Prof. Jane Smith

Example 2: Invitation for a Professor from Another University

Dear Dr. Sarah Johnson,

We are pleased to invite you to be a panelist for the thesis defense of one of our Ph.D. students, Mr. Jack Ryan. Your expertise and experience in the field of Psychology would be invaluable to the review process.

The thesis defense is scheduled for January 15, 2022, at 2:00 PM, at the Psychology Department at our University. The defense will last for approximately two hours, and we would appreciate it if you could provide feedback on the student’s research and presentation.

Kindly let us know if you are available on the scheduled date.

Example 3: Invitation for a Retired Professor

Dear Dr. Robert Brown,

We would like to invite you to be a panelist for the thesis defense of one of our Ph.D. students, Ms. Samantha Johnson. We believe that your experience as a professor in the field of Biology would provide valuable insights into the student’s research.

The thesis defense is scheduled for March 1, 2022, at 3:00 PM, at the Biology Department at our University. The defense will last for approximately two hours, and we would appreciate it if you could provide feedback on the student’s research and presentation.

Best regards,

Example 4: Invitation for a Government Official

Dear Dr. James Green,

We are honored to invite you to be a panelist for the thesis defense of one of our master’s students, Mr. John Smith. We believe that your experience as a government official would be of great benefit to the review process.

The thesis defense is scheduled for April 15, 2022, at 11:00 AM, at the Political Science Department at our University. The defense will last for approximately two hours, and we would appreciate it if you could provide feedback on the student’s research and presentation.

We understand that your schedule may be tight, and we would be happy to work with you to find a suitable time and date for the defense.

Warm regards,

Example 5: Invitation for a Corporate Executive

Dear Mr. David Wilson,

We are delighted to invite you to be a panelist for the thesis defense of one of our MBA students, Ms. Emily Davis. We believe that your experience as a corporate executive would provide valuable insights into the student’s research.

The thesis defense is scheduled for May 20, 2022, at 2:00 PM, at the Business Administration Department at our University. The defense will last for approximately two hours, and we would appreciate it if you could provide feedback on the student’s research and presentation.

Example 6: Invitation for a Non-Academic Professional

Dear Ms. Rachel Adams,

We are pleased to invite you to be a panelist for the thesis defense of one of our master’s students, Ms. Maria Garcia. We believe that your experience as a non-academic professional in the field of Marketing would be of great benefit to the review process.

The thesis defense is scheduled for July 10, 2022, at 10:00 AM, at the Marketing Department at our University. The defense will last for approximately two hours, and we would appreciate it if you could provide feedback on the student’s research and presentation.

Example 7: Invitation for a Visiting Researcher

Dear Dr. Maria Rodriguez,

We are honored to invite you to be a panelist for the thesis defense of one of our Ph.D. students, Mr. Alex Fernandez. Your expertise and experience as a visiting researcher would be invaluable to the review process.

The thesis defense is scheduled for August 31, 2022, at 11:00 AM, at the Physics Department at our University. The defense will last for approximately two hours, and we would appreciate it if you could provide feedback on the student’s research and presentation.

Frequently Asked Questions (FAQs)

Q: is it necessary to invite panelists to a thesis defense.

Yes, panelists play a crucial role in evaluating the thesis and providing valuable feedback to the students. Hence, it is important to invite the right people to be a part of your thesis defense panel.

Q: How many panelists should be invited to a thesis defense?

The number of panelists varies depending on the guidelines of the academic institution. Generally, a thesis defense panel consists of three to five members.

Q: How far in advance should panelists be invited to a thesis defense?

Panelists should be invited at least a month in advance of the thesis defense to give them sufficient time to prepare and make arrangements to attend the event.

Q: What should the invitation letter for panelists for thesis defense include?

The invitation letter should include the date, time, and location of the thesis defense, the name of the student, and the expected role of the panelist during the review process.

Q: How to politely decline an invitation to be a panelist for a thesis defense?

If you are unable to attend the thesis defense, you can politely decline the invitation by thanking the sender for the invitation and providing a reason for your inability to attend. For instance, “Thank you for inviting me to be a panelist for the thesis defense. Unfortunately, I will be out of town on the scheduled date.”

Q: Can panelists attend the thesis defense remotely?

Yes, panelists can attend the thesis defense remotely through video conferencing tools like Zoom, Skype, or Google Meet. However, it is important to ensure that the panelist has access to a stable internet connection and all necessary equipment to participate effectively in the defense.

Inviting the right panelists to your thesis defense is crucial to the success of the event. By following the tips mentioned in this article and using the sample invitation letters provided, you can create a well-written and professional invitation letter that will impress the panelists and make your thesis defense a success.

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How to schedule PhD defense

Currently it is my job to schedule (Date+Time) my PhD defense which shall take place in approx. 2 months from now. Hence, I have to ask all committee members about their availability. How should I approach this task:

• Using a tool like doodle. I worry that this is too "modern" for some committee members.
• Proposing some dates and hoping that all members will accept one or more dates?
• Asking for their availability and trying to find an intersection set. But what if there is no intersecton set with respect to their time?

Any help is appreciated

• 9 Great question, though I am afraid it may not have great answers. There's a standard joke that this is actually the hardest part of getting a PhD, and it's not even really a joke. –  Nate Eldredge Commented Aug 31, 2016 at 22:29
• 2 See: youtu.be/xbT4G8XR2io –  jakebeal Commented Sep 1, 2016 at 0:50
• I worry that this is too "modern" for some committee members. — Really? Seriously? –  JeffE Commented Sep 1, 2016 at 1:10
• 1 While the question addresses a problem that many PhD students face, it is not really different from scheduling any other meeting. Do not overthink this. Professors are just people. –  Dirk Commented Sep 1, 2016 at 14:37
• 1 Reading this I am so glad that at my institution it was my supervisors responsibility to invite the committee members –  Bernhard Commented Sep 1, 2016 at 20:10

4 Answers 4

Scheduling anything with committee members is a big pain. The way I scheduled my defense and comps was to just send a doodle poll (like you mentioned) and have them select all the dates. Two of my committee members were very nice and checked all the dates going through almost 4 weeks and two of them never responded or even clicked the link. I just used these dates to check the availability for a conference room in the dept. and sent a final set of 4/5 days to the ones who didn't respond. After sending that a few times and reminding one of them in person, I just scheduled it on a day that I thought was OK and went ahead with that. Everything worked out great and even the person who never responded didn't protest when I picked the time and date. Good luck o n this. I will celebrate the fact that I never have to do this again :)

Use doodle and for those do not respond, print the schedule and walk it to their offices.

Step 1 -- rule out dates/times that are not possible

Start by sending an electronic-mail message asking for each person to summarise his/her availability during the relevant few months. This may not immediately elicit an obvious date or time, but allows you to rule out dates and times which are definitely not possible, thus sparing everybody the hassle of keeping lots of specific options available.

Step 2 -- suggest some specific options

Compile a set of numbered/lettered options, again by electronic mail. A message might read something like:

Dear all, Further to our previous correspondence, it looks like one of the following options is likely to be best: a) 29th February 2100 in the morning; b) 29th February 2100 in the afternoon, finishing not later than 4pm (NB: Prof. X has a train to catch at 5.20pm); c) 31st April 2100 at 11am (NB: Dr Y is giving a lecture in the same building at 9.30am–10.30am); [a few more options]

The numbering/lettering of options is vital, since this makes life easier for writing quick replies, such as:

Dear all, a) most convenient for me b) possible (but would need hotel that night as well as previous night) c) not sure, since it is around the time of the International Conference of Futile Studies, for which I am the keynote speaker [comments on other options] Yours sincerely, external examiner

Good -- a, d, e Possible, but not ideal -- b Impossible -- c

Crucially, numbered/lettered options are amenable to quick updates such as:

Dear all, UPDATE: sorry, option c) not possible (unless the university can charter a private helicopter to take me to the conference immediately afterwards!?!)

I think that you should begin with part 3 of your suggestion and also take a phone number from each committee member. If you succeed in intersecting among these times then everything is solved!

If the intersection won't work then you should consider an order of importance for your committee members. You can get several times from the chief member and consult with the other members.

My strong recommendation is to speak very conservative and respectfully with the members. Also if the intersection doesn't take place then you should consult with your supervisor and request from your supervisor to talk with the committee members in hopes of solving your problem.

• And maybe add a little extra weight and options to your externals, especially if they are coming from abroad. –  la femme cosmique Commented Aug 31, 2016 at 19:21

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Students pursuing academic careers in the humanities and the sciences may take the Master of Arts in Philosophy as preparation for Ph.D.-level work in philosophy and related fields. The curriculum for the Master of Arts provides students with foundational training in the history of Western philosophy and religion, environmental philosophy, the philosophy of science and technology, and interdisciplinary experiences through a flexible program. It is also a good background for students planning careers in law, journalism, or work in the private, public, or non-governmental sectors.

In the initial stages of study the departmental Director of Graduate Studies will primarily advise students. Student supervision and advisement in the more advanced stages of study will be the responsibility of the student's major professor and committee. Graduate students assume full responsibility for knowledge of all Toulouse School of Graduate Studies and University of North Texas rules, regulations, and deadlines published in the Graduate Catalog and of all departmental and program requirements concerning their degree program.

Milestone Schedule

• Apply for Admission at least six weeks prior to registration (seven to eight months prior to registration for foreign students).
• Establish major professor/advisory committee and prepare proposed degree program upon or before the completion of 12 semester hours of coursework.
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Thesis Defense

The candidate must pass a final oral defense principally over the contents of the thesis and related matters. The oral defense must involve all members of the Thesis Committee. The results of the oral defense must be received by the office of the dean of the Toulouse Graduate School no later than the deadline date for submission of theses by students expecting to graduate at the end of the current term/semester or summer session/term.

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A completed thesis packet will include:

• Word-processing version of your abstract, e.g., MS Word or .txt file
• Final Defense Form (may be submitted directly by your department)
• ProQuest Agreement Form
• Copies of any copyright permission letters you have received. Copies can be hard copy or digital (included on the CD)

After your thesis has been submitted, the Graduate Reader will examine your work and email you regarding any necessary revisions (if needed).