Whenever I advertise a position, there is usually a preferred application route and a clear set of instructions describing how applications should be submitted.
Over the years, I have increasingly received emails from applicants who send me all of their application materials directly, even though they have already submitted them through the official system.
I completely understand the reasoning behind this. It may seem like a good way to make sure your application is noticed or remembered. After all, recruitment is competitive, and applicants naturally want to put their best foot forward.
However, I wanted to share a perspective that applicants may not always be aware of.
Personally, I usually review applications after the deadline has passed, allowing me to evaluate all candidates together and make fair comparisons across the entire applicant pool. Because of this, receiving application materials separately by email does not make me more likely to look at an application earlier or remember a particular candidate.
In fact, when an advertisement clearly specifies how applications should be submitted, following those instructions carefully often creates a better impression than sending duplicate materials through other channels.
That does not mean that applicants should never contact a potential supervisor directly.
In my view, direct contact is most valuable when there is already a genuine reason for the conversation.
For example:
We met at a conference or scientific event.
You attended a lecture, seminar, or workshop I gave.
We have talked previously about a research topic, technique, or potential collaboration.
You have a specific question that is not answered in the job advertisement.
These interactions tend to be much more memorable because they create an authentic professional connection rather than simply duplicating information that has already been submitted elsewhere.
Of course, every PI has their own preferences, and there is no universal rule. Some supervisors may value direct contact more than others.
My own view is that direct emails are most useful when they start a conversation, not when they repeat an application that is already in the system.
I'm curious to hear perspectives from both colleagues and applicants:
When do you think it makes sense to contact a potential future supervisor directly? Has it helped you as an applicant, or influenced your hiring decisions as a PI?