Email templates

It is now 5 minutes past midnight, I am supposed to be asleep but I just could not put my mind to rest. There have been many things happening simultaneously in the last few weeks; after a long thought I decided to share the one that begins with an FB message from XX. XX and I didn't know each other; XX happened to come across my FB status on the Malaysian London Postgraduate Support FB group wall  about how Dr OT ebook helped me drafted my thesis. XX  has approximately 3 weeks to work on the 1st year report and research proposal before the PhD upgrade viva which is now 8 months delayed. In normal circumstances students are advised to upgrade (i.e pass the 1st year viva/ research defence) by month 12. This is to ensure the course completes by month 36 or atleast within the grey period (grey period runs from month 37 to 42, it is like 'injury time' to finalise and submit our thesis without additional college fee). Quoting my supervisor's words, the two most common reasons for this unfortunate circumstance originate from either (1) clash of personality between the student and/or the supervisor or (2) poor supervision. The problem XX  faces is a challenging 'student-supervisor relationship'  that leads to poor supervision.. Well it sounds like double trouble, true enough because the solution is a little bit complicated.

So, my friends (ZH and NH) and I teamed up to help XX refine the 1st year report and hopefully, pass the viva due in two weeks time from the date of this entry. NH povided the Eagle research framework booklet and ZH  bought the  booklet for XX. I helped by sharing tips on conducting literature review (from Dr OT ebook and what I learned from my SVs) and  drafted corresponding emails. XX is a very determined person and we believe she will succeed, insyaAllah. We wish XX nothing less but the very best!!

You can download the Eagle research framework free of charge from www.brjm.com V(9) Issue(2) (2011) page:  130-140. The book entitled 'Siap tesis cepat' by Dr OT can be purchased online from http://siap-tesis-cepat.com/.

In this entry, I compiled a few email templates that I have shared with XX. You probably have experienced hard time finding suitable words to complete a few sentences to email to your supervisors or research collaborators. We usually hit google bar for free samples and end up not finding what we expected. There are times where writing a short email can take longer than required (especially towards the end of the day). So, here are a few examples. They are not the very best, but I hope it would come in handy at some point:

1) Updating on the progress of a task that was given for quite some time ago

2) Asking SV who just came back from a long tiring conference to sign your document

3) Asking comments/input from co-authors of your article

4) Asking for mutual agreement from co-authors on conflicting ideas for your article

5) Gentle reminder to someone because you have not recieved the requested document

6) Building professional relationship post conference

7) Request for appointment - refer to previous entry (1st year PhD survival last part)

1) Updating on the progress of a task that was given for quite some time ago

Dear Dr ASD, 

Hope this email reaches you in good time.  

You may recall our last correspondence  in regards to  ...what was the task... about 4 months ago. I would like to update on the progress of the ...task... - it is now in the ...what's the progress so far...and we hope to have it ready for ...?.... in early November. 

Thank you/Best wishes/Cheers/Regards

2) Asking your supervisor who just came back from a long tiring conference to sign some urgent document/paperwork

Dear SOY,

Hope you are now recharged after the exciting conference in Beijing (where ever the conference is)

The ...what ever your document is... will be submitted early next week. Could you please pen down your name, initial and date on the authorship consent form by ...due date for SOY to have it done... Please find the form enclosed.

Thank you.

3) Asking comments/input from co-authors of your article

Dear All,

Please find enclosed the review article on '...title of your article...' The aim of this article is to ......

Your input as the co-author is very much appreciated. Kindly give your comments/ammendments by ...due date have this repy back to you.... (any earlier is most welcome)

Thank you

4) Asking for mutual agreement from co-authors on conflicting ideas for your article

   

Dear all co-authors

Thank you for the comments, it is very much appreciated.

There is an interesting comment by ...who the name is .... in regards to ...what ever the issue is...which I find important not only to place this topic in a receptive position but also to have an agreement from all co-authors on how this suggestion to be phrased in the final article.

I find it challenging to ...the problem with the conflicting ideas among co-authors...  because  ...state your reason(s)...

   

To start the ball rolling, I have incorporated the suggestion in the section ..abc... of the article. Please find a copy of that particluar section in pdf document enclosed. 

Would appreciate if we can come to an agreement by this Friday the 11th.

Thank you

5) Gentle reminder that you have not recieved the requested document

Dear WLM,

Sorry to interupt your busy day.

Just a gentle reminder about the ...name of the info/document... Would appreciate if the ..document/info.. can be emailed as soon as you possibly can.

Thank you

6) Building professional relationship post conference

Dear AAA,

It was a pleasure meeting you during the ...name of the conference... last weekend. 

I am very delighted to know you in person and hope that we can keep in touch for collaborative work in the near future.

Best wishes,

xvvx

Okay..now is 220am, one hour to fajr. I can't trust myself wake up before sunrise (5am) to perform the fajr prayer if I fall asleep...continue with some assignments? .. yeah I know, it is quite a boring plan :(

Anyways, I wish you all the best in what ever you are up to. Remember that everything happens for a reason..not a coincidence..not magic..not luck..it is actually pre-planned by Allah.

Talking souls

'Why aren't you asleep my love
What is bothering your mind
Daily work will never be solved
Just close your eyes and let it unwind'

'It is so quiet, soundless, still and silence
Deep inside is loneliness..doubting if this is worthwhile
Longing for your presence..resisting the absence
Many times I wish to wake up with sunshine upon your smile'

'This is not easy my love, but soon it will end
See...We have now made it this far
We are soulmates, the 'bestest' friends
This distance is powerless to change who we are'

'Your words are always comforting
Even though traces of sorrow persist
Perhaps this sadness is aggravating
We should not allow regrets to exist
You are in my life as I am in yours, the 'bestest' gift'

PhD Survival:1st Year (Last Part)

(3) Take control

'..this is your game..your way..but not entirely your rules..'

The best part ever...take control control control of our personal life! You are given the opportunity to play your game...work in your private sweet time, your schedule your way, your style, your mysteries. One thing to consider is how to play our game within the rules that are not ours. We are bounded to follow certain rules. The written rules are easily understood and followed; the challenge is to understand the unwritten. Here are some rules that you do not find in books:

Rule 1: Supervisory meeting (SVM) - How frequent?

Generally, students assume SVM will take place as and when the supervisor calls for one; and in the meantime they will do whatever that they 'think' is right to do unguided and end up wasting precious time. First, we must understand why SVM should take place. Among the many reasons, I personally see these 3 as the most important:

a. To update the progress on a given task
b. To monitor student's progress based on their timeline (the gantt chart)
c. To discuss arising matters and develop the thinking process into research.

There is no standard guideline on how frequent the SVM should be taken place. In general, first-year students benefit from monthly meeting, perhaps every fortnight in the first 3 months. We need this supervision and guidance because this is the phase to determine (a) research question and the (b) research framework. Once we are clear with (a) and (b)....we can speed up to the next level.  In order for us to feel comfortable (or confident) in discussing with SV about ideas for (a) and (b), we must have good general knowledge of the research area. This is obtained from extensive literature review (those who have had working/practicing experience in the research field have the advantage in understanding the background knowledge). You should take the initiative to arrange a regular meeting with your SV during the period of literature reading - this is very important to develop your thinking process towards the gap of knowledge in the research area. For example, if your target is to read and analyse 5 papers in 2 weeks, then request for a discussion session in the following week. Make a summary of what you understood and discuss the ideas surrounding the articles that you have read; take note of the points mentioned by your SV. You will find a flow of fresh ideas/new questions to answer, and this will make your next reading session more focused than the previous.

What about after the literature reading period, how frequent should we meet our SV? Now, every meeting has a purpose. The best way that worked for me was based on the gantt chart. For example, if you have 8 weeks to come out with the final research proposal, you should be thinking the time frame to hand in the draft proposal - correction - handing in once again - correction once more and all over again until the best version (or the most acceptable version) is produced. Throughout this process, if you are stuck or need expert guidance, be pro-active and do not hesitate to call (request) for a supervisory meeting. Work closely with your SV and make yourself in their radar detection. Follow your gantt chart, it keeps us moving against the odd. In summary, have a regular schedule for supervisory meeting based on your task in the gantt chart (request for it if it is not planned for you).

It is normal not being confident in emailing supervisor to call for a supervisory meeting...I too had experienced the same. This is an email template on what to write  to SV requesting for a SVM:  

Dear XYZ,

Hope you are fine/ Hope this email reaches you in good time (courtesy greeting, choose one or create your own)

May I please book an appointment for a supervisory meeting on the ...date..., ....time...at ...venue....you can have several dates ncase they are not available on any particular day. Kindly suggest alternative time and date if the one proposed above is not convinient for you.

The main topic of discussion are:

1. ....what task and what your problem is about

2. ...ex: Research method - to finalise the flow for data collection in the pre and post intervention study design

3. ....

Would appreciate to hear from you by ...date to reply.. (give atleast 1 week time frame for them to reply. SV are busy people, no due date means no urgency)

Best wishes,

Your name

Rule 2: Your bench fee

Bench fee (paid annualy)  is to support our professional development and the conduct of research. Take the initiative to know about how your bench fee is spent and know your grant code. Grant code is the code for your bench fee in the college log book; you will need this code to claim relevant expenses. The rule is, it is your Professor (or your supervisor-SV) that has control of the bench fee. Most college finance department will not disclose how the bench fee is being spent. What can you claim from bench fee includes - conference expenses, books, laptop, table computer...anything to aid in your learning and research BUT WITH THE APPROVAL of your supervisor. So, please ask your SV about how it can be utilised.

Rule 3: 2 weeks time frame & date to reply

If you need a report or document work to be checked/revised (by supervisor, collaborator, or other relevant party) allow 2 weeks time frame before sending out reminders. So, plan your work well and again..follow the gantt chart.

Rule 4: Data collection

If your work involves other people - for example relying on other individuals to collect samples, if possible avoid doing data collection in December (Xmas holidays), August (Summer break) and Ramadhan because most likely your schedule will be disrupted by the long holidays. This should also be taken into consideration for research ethics applications.

Rule 5: Keep track records of your progress

I have a story to tell in explaining this scenario:

a. Student A who by the end of year one decided to terminate PhD course because she felt the guidance she recieved was poor and it contributed to her poor performance in the 1st year viva. The student lodged a complaint about the poor supervision.

b. Student B was working on a novel discovery; there were many trials and errors involved. Throughput the process, many formula and theories evolved.

c. Student C completed task 2; but according to her SV, she was supposed to complete task 1 prior to task 2. She was so sure that the order she followed was recommended by her SV in the previous meeting.

Now, tell me if you are Student A, B or C...what proof do you have to certify your claims? It is very, very important to have meeting summary after every SVM. If anything goes wrong, you have a record to show.

This is an example of SVM summary that should be circulated to the your SV after every meetings or discussion that involves decision being made. Remember to set a date for the next meeting and send a reminder to your SV one week prior to the meeting date.

Rule 6:  PhD ends at month 36 or thesis submission at month 36?

Be comprehensible about the due date for thesis submission. There may be some logistic issues that you must keep in mind. You not need to worry about this in the first year, but its good to have this in mind as you go along.

There are many other unwritten rules which I could not possibly mention in here due to time constraint. I hope the information in these entries would be of help, especially for those who are about to start their PhD.

Last but not least, good luck and all the best in your studies!

Apakah rasa itu

Apakah rasa itu
Suatu sentuhan dalam hati
Jauh tertanam di sanubari
Tak nampak dilihat, tetapi dirasai

Apakah rasa itu
Makin hari makin meninggi
Selagi ianya tidak ditemui
Makin hari makin sepi

Apakah rasa itu
Kadang-kadang indah sekali
Mulalah disebut-sebut acap kali
Tetapi, ada juga menyusahkan diri

Namanya rasa itu
Hanya empunya diri yang tahu
Tak boleh disebut kerana malu
Tapi tak larat nak disimpan selalu