Securing a research internship can be tricky, particularly if you’re aiming for a self-initiated placement outside formal programs. While many universities offer structured summer internships for undergraduates and Master’s students, opportunities for semester-long stays for PhD students are less straightforward. This guide, based on my own experience (including a fully funded research stay in Saudi Arabia and a journal publication), will walk you through the process of making it work.

Image courtesy of the author

Step 0: Build a personal connection

Forget cold emails and start with face-to-face networking. Busy academics rarely prioritize unsolicited messages. Here’s how:

• Attend conferences: Present your work at international conferences in your field. Keynote speakers and senior researchers often attend these events. You can approach them after their talks to discuss shared interests. This was literally how I met my supervisor. Pro tip: Target conferences indexed in Web of Science and ranked as "core" in your discipline. To put it bluntly, you need to be presented at a decent venue to know someone decent.
• Join summer schools: Opt for specialized programs (e.g., quantum computing or AI workshops) or those hosted by top universities.
• Make it personal: Exchange contact details (LinkedIn) and follow up with a brief message stating your interest in their work.

Step 1: Create a not-so-cold cold email

Now it's time to formalize your request. If meeting in person isn’t possible, a well-structured email is your next bet:

1. Read their work: Read 5+ of their recent papers to understand their current focus.

2. Structure your email:

• Opening: Briefly introduce yourself and your background.
• Main paragraph: Highlight a specific paper or project of theirs that excites you. Propose a research extension or collaboration idea.
• Closing: Clearly state your request (e.g., a 3-month internship) and attach key documents:

Bachelor’s/Master's: CV + academic transcript.

PhD: CV + research statement.

3. Timing is key: Send your email early on the first working day (e.g., Monday morning in most countries, Sunday in Saudi Arabia/Qatar). This increases visibility in their inbox.

Step 2: Follow up but knowing when to move on

If you don’t hear back within a week, send a polite follow-up. State your enthusiasm and willingness to adapt your proposal. However, if there’s no response after two weeks, let it go and approach another researcher.

Step 3: Secure funding and access

If a professor agrees to host you, congratulations! Now, tackle logistics:

• Funding: Self-arranged stays may require alternative funding. Ask your host university or department about grants, or travel funds from your home university. For instance, I got my flights partially reimbursed by ITMO.
• Facility access: Confirm lab/resource permissions in advance. Some facilities require lengthy approval processes.
• Publication potential: When applying for grants for your stay, typically, you need to reassure the host institution of your ability to publish a scientific article. Many institutions, like the one that hosted me, expect visiting postgraduates to have at least two Q1 journal publications (check via Web of Science). Attach your strongest work in your CV at this point.

Final tips

Leverage your network: Visiting professors at your home university can also provide referrals.

Stay flexible: Be open to adjusting your research focus to align with the host lab’s priorities.

A glimpse of my experience

My research internship at the Department of Information and Computer Science, King Fahd University of Petroleum and Minerals (KFUPM) was a vibrant cultural adventure. Our project focused on the security protocols for Controller Area Network (CAN) bus in on-vehicle communication systems. While I dedicated most of my days to the lab (think 7:00—17:00 shifts!), the campus itself was stunning. Beyond the lab, I spend time visiting local museums and markets, and enjoying the Corniche. What surprised me most, however, was the warmth of the people. Contrary to stereotypes, the local girls I met were incredibly outgoing and welcoming. Our hangouts are definitely the highlights of my stay. I really appreciate this opportunity. Now, as my co-authored paper navigates peer review in a Q1 journal, I’m confident this internship will serve as a stepping stone toward my future in academia.

Ready to take the leap? Start drafting that email today.