August 20, 2026
CHF 2,450
Research, PhD, Arts
September – December 2026
A signed Letter of Support (Host Letter) from a Swiss professor is a mandatory requirement for Research and PhD applicants under the Swiss Government Excellence Scholarship.
Prepare a targeted shortlist of 10 to 15 matching professors based on your specific research topic rather than university prestige alone.
Keep your initial email concise, and attach a tailored CV alongside a short research outline that clearly connects your proposal to the professor’s recent publications.
Wait 2 weeks before sending a single polite follow-up email if you do not receive a response.
Once a supervisor agrees to host you, immediately request both their official Letter of Support and a short CV to submit with your application.
Table of Contents
If you are applying for the Swiss Government Excellence Scholarship 2027–2028, knowing how to email a Swiss professor for a host letter is the most crucial step in securing your funding
For Research and PhD applicants, finding a suitable supervisor is the most critical part of the application. You need an academic host who is willing to support your project and issue the required Letter of Support (Host Letter).
Knowing how to email a swiss professor correctly will save you time and maximize your response rate. This guide explains what a Host Letter is, how to find the right academic supervisor, and provides a proven email template to help you secure your acceptance letter.Â
What is a Host Letter (Letter of Support) for the Swiss Scholarship?
The official name is a Letter of Support.
It is a letter from a Swiss academic who agrees to support and supervise your proposed research project. A short CV from the professor is also required.
Many students call it a Host Letter or Supervisor Letter.
Who Can Be Your Swiss Supervisor?
Your supervisor should be a professor, laboratory group leader, or another academic who is allowed to supervise your type of research.
For PhD applications, the person must be authorised to supervise doctoral research at their institution.
Before contacting someone, check their official university profile.
Look for:
- Current research in your field
- PhD supervision
- Recent publications
- An active research group
How to Find a PhD Supervisor at ETH Zurich, EPFL & Swiss Universities
1. Search by Research Topic
Do not start with the most famous Swiss university. Start with your research topic.
Search university departments and research groups for professors working in your exact area.
A professor with a strong research match is usually a better choice than a famous professor who does not work on your topic.
2. Read Their Recent Work
Read one or two recent papers, projects, or lab pages.
You do not need to read everything.
Your goal is to understand:
- What do they research?
- How does it connect with your idea?
Then mention that connection in your email.
3. Make a List of 10–15 Professors
Do not email one professor and wait for weeks.
Build a shortlist of good matches.
Not everyone will reply, and some may already be too busy to take new students.
4. Check the Professor’s Profile
Before sending the email, check:
- Their current research
- Their academic position
- Their research group
- Whether they supervise PhD students
This takes only a few minutes and can save you from contacting the wrong person.
What to Prepare Before Emailing
Have these ready, but do not send a huge number of attachments. :
- Short CV
Keep it focused on your education, research, publications, and relevant skills. - Research outline
Explain your research topic, main question, and basic method in a short document. - Research match
Write one or two sentences explaining why you chose that professor.
How to Write an Email to a Swiss Professor
Keep the email short. A good email should answer three questions: Who are you? What do you want to research? Why are you contacting this professor?
Subject Line Examples
Use a Clear Subject line for the host letter:
1. Prospective PhD Researcher – Swiss Government Excellence Scholarship – [Field]
2. Swiss Government Excellence Scholarship – Research Fellowship – [Field]
Proper Salutation & Greeting
If writing in English, use “Dear Professor [Surname].” Check the professor’s official university page first to confirm their exact title; don’t downgrade a full professor to “Dear Dr. [Surname].”
Opening & Connection Paragraph
Introduce yourself in two sentences:
My name is [Name], and I am completing my master’s degree in [Field] at [University], [Country]. I am preparing an application for the Swiss Government Excellence Scholarship 2027–2028 and would like to ask whether you would be willing to supervise my proposed research.
Research Connection to show the professor:
Do not write “I am very interested in your research.”
Be specific instead:
I recently read your work on [topic]. Your research on [specific point] is closely related to my proposed project on [your topic]
Your Request to the professor:
Ask clearly:
Would you be willing to supervise this project and provide the required Letter of Support for my scholarship application?
Attachments for e-mail:
Mention your documents:
I have attached my CV and a short research outline for your review.
Swiss Scholarship Host letter Templates:
PhD Email Template for Supervision request
Subject: Prospective PhD Researcher – Swiss Government Excellence Scholarship PhD supervision – [Field]
Dear Professor [Surname],
My name is [Name], and I recently completed/am completing my master’s
degree in [Field] at [University], [Country].
I am preparing an application for the Swiss Government Excellence
Scholarship 2027–2028 and would like to ask whether you would consider
supervising my proposed PhD research at [University].
I recently read your work on [specific topic]. Your research on
[specific point] connects closely with my proposed project on [topic].
I have attached my CV and a short research outline. I would be happy to
discuss the project further if you think it could be a good fit for
your group.
Thank you for your time.
Kind regards,
[Full Name]
[Email]
Research Fellowship Email Template for Supervision request
Subject: Research Fellowship – Swiss Government Excellence Scholarship – [Field]
Dear Professor [Surname],
My name is [Name], and I am a PhD candidate at [University], [Country].
My research focuses on [topic].
I am preparing an application for the Swiss Government Excellence
Scholarship and would like to ask whether you would consider hosting and
supervising my research at [University].
I was particularly interested in your work on [specific topic], which
closely connects with my current research.
I have attached my CV and research outline. I would be grateful for the
opportunity to discuss the project with you.
Kind regards,
[Full Name]
How to Follow Up with a Swiss Professor
Wait around 2 weeks, then send one short follow-up.
Send one follow-up only. If there is still no reply, contact the next professor on your list.
Below is the follow-up email template:
Subject: [Original Subject]
Dear Professor [Surname],
I hope you are doing well.
I am following up on my email from [date] regarding my Swiss Government
Excellence Scholarship application.
I understand you may be busy, but I would be grateful to know whether my
proposed research could be a possible fit for your group.
Thank you for your time.
Kind regards,
[Name]
What Happens After a Professor Says Yes for host letter?
Reply quickly. The professor may ask for your full research proposal, your CV, more information about your project, or a short online meeting.
Once they agree to support you, ask for the required Letter of Support and their short CV.Â
Once you have both documents, add them to the rest of your application.
See our full required documents checklist to make sure nothing else is missing before you submit through GO ESKAS.
Check our complete guide and how to apply for swiss goverment scolarship 2027-28 for required documents and eligibility.
Common Mistakes to Avoid When Emailing Professors
- Sending the same email to everyone. Personalize the research-connection paragraph for each professor. A generic line like “I am interested in your research” is too weak; mention a specific project or paper.
- Writing a very long email. Keep the email short. Put extra detail in your attached CV and research outline instead.
- Contacting only one professor. Build a list of several strong matches and reach out in parallel.
- Contacting the wrong academic. Check that the professor can actually supervise your type of research before you write to them.Â
Frequently Asked Questions
What's the difference between a Host Letter and a Letter of Support?
Nothing, they’re the same document. “Letter of Support” is the official FCS/ESKAS term; “Host Letter” is the common informal name, used even by Swiss universities.
Do I need a Host Letter for the Arts Scholarship?
No. The Arts Scholarship requires proof of admission (or a pending application) to a Swiss art school or conservatory, rather than an academic supervisor’s letter.
How many professors should I actually email?
Plan for 10 to 15; send over one to two weeks. Because supervisors are advised to take on only one or two scholarship candidates a year, a low response rate is normal, not a sign your application is weak.
How long does it typically take to hear back?
Anywhere from a few days to several weeks. Academic email volume is high, and replies often come in bursts rather than immediately.
Can I write to professors in French- or Italian-speaking Swiss universities in English?
Yes. English is widely used and accepted for this kind of academic correspondence across Switzerland, regardless of the region’s main language.
Does getting a Host Letter guarantee I'll receive the scholarship?
No. It’s a required document, not a guarantee that your full application still goes through the FCS’s standard evaluation. Without it, your application isn’t considered at all, so it’s the first hurdle to clear.
Is contacting a professor the same as applying to a Swiss PhD program?
No, these are two separate processes. A professor’s letter of support is for your scholarship application; formal admission to a doctoral program (especially at universities with a doctoral school system) is a separate step you may need to complete alongside it.
Final Takeaway
Your goal is to find the right professor for your research.
Keep your email short, show that you understand the professor’s work, explain your research clearly, and ask directly for supervision and the required Letter of Support.
📌 Note for Applicants Currently Living in Switzerland:
If you are already residing in Switzerland, you may need to provide a copy of your current residence permit or registration document. Check the official rules for your specific scholarship type before submitting.Â
Scholarship Researcher and Writer