Choosing the right PhD supervisor is one of the most important decisions you’ll make as a doctoral student. Your supervisor can shape not only your research project, but also your academic wellbeing, productivity, and career prospects. But how do you know who will be the right fit?

In this guide, we’ll walk you through the key questions to ask, the qualities to look for, and the potential pitfalls to avoid when finding a supervisor as a prospective PhD student. Whether you’re applying to a UK university or exploring options internationally, this post will help you make an informed and confident decision.

The Importance of a Good Supervisor for PhD Students

First of all, what does a PhD supervisor do? In short, they are your academic mentor throughout your doctoral journey. PhD supervisor responsibilities typically include:

  • Helping you define and refine your research question as your project forms
  • Providing feedback on your writing and methodology
  • Supporting your professional development (even beyond your PhD)
  • Guiding you through institutional procedures (ethics, upgrades, etc.)
  • Helping you navigate publications and conference opportunities

But there’s much more to the PhD supervisor relationship than just these formal duties. Your supervisor will likely be the person you interact with most over the next 3–4 years. A poor relationship or mismatched expectations can lead to conflict, frustration, and even derailment of your project.

A good supervisor can help open doors to professional opportunities, such as co-authored publications, research networks, and job recommendations. On the flip side, a lack of support or miscommunication can lead to stalled progress, emotional distress, or even failure to complete your degree. That’s why understanding the nature and depth of the PhD supervisor relationship is an essential step of your PhD application.

How to Find a PhD Supervisor

Knowing how to find a PhD supervisor is the first step in building a strong research foundation. Begin by exploring your area of interest and identifying academics whose work aligns with your intended topic. Some effective methods include:

  • Browsing university department pages to find staff profiles
  • Reading journal articles and recent conference papers
  • Looking through the reference lists of books or theses you admire
  • Using online academic databases such as Google Scholar, Academia.edu, or ResearchGate
  • Attending webinars, lectures, and online symposia

Pay attention to:

  • Their publications and whether they are active researchers
  • Their history of supervising PhD students to completion
  • Their current supervision load (do they have capacity for you?)

Some universities advertise funded PhD opportunities with supervisors already attached. Others expect you to propose a research topic and find your own supervisor. Either way, understanding who is available and whether they are a good fit is crucial.

  • Struggling to decide who to approach for supervision?

    Our PhD application package includes personalised guidance to help you identify and contact the right supervisors for your project. We also support you with writing a compelling research proposal and crafting a standout application. Explore our PhD application examples to see what a winning package looks like – and how we can help you prepare yours.

How to Contact a Prospective PhD Supervisor: Email Sample

Once you’ve identified someone promising, you’ll need to contact them. So, how to contact your PhD supervisor? Your first email should be polite, concise, and well-targeted. A strong subject line and personalised message go a long way. Avoid generic messages that could be sent to anyone. Mention their work specifically and highlight the relevance to your research.

Here’s a sample structure for your message:

Subject: Prospective PhD Student – Research in Victorian Literature

Dear Dr Smith,

I am a prospective PhD applicant interested in nineteenth-century British literature, particularly the representation of urban poverty in the works of Charles Dickens and Elizabeth Gaskell. I have read your recent article on industrialisation in Gaskell’s fiction, which aligns closely with my intended research.

Would you be open to a brief conversation to discuss potential supervision? I would be grateful for the opportunity to share my ideas and hear your thoughts.

Best wishes,
Jane Doe

Questions to Ask Your PhD Supervisor

Your first meeting with your PhD supervisor is not just a formality—it's your chance to assess compatibility. Supervisors have different styles, and it's important to understand how they operate before committing.

Key questions to ask your PhD supervisor include:

  • What is your approach to supervision?
  • How frequently do you expect meetings?
  • How do you handle feedback and draft review timelines?
  • What is your track record with completing PhD supervision?
  • What opportunities do you offer for collaboration and co-publishing?
  • Do you expect students to work in the office or independently?

Asking these questions early can prevent misunderstandings later. The answers can help you decide whether their supervision style aligns with your working habits and expectations.

What Makes a Good PhD Supervisor?

What makes a good PhD supervisor goes beyond research credentials. While it’s important that your supervisor is an expert in your field, it's equally important that they support your academic growth and personal wellbeing.

Look for someone who is:

  • Accessible: Diving straight into writing often leads to a lack of structure.
  • Encouraging: They motivate you and recognise your strengths.
  • Constructive: Their feedback improves your work without crushing your confidence.
  • Professional: They help you navigate departmental systems and research administration

Common Pitfalls to Avoid When Looking For a PhD Supervisor

When researching how to choose a PhD supervisor, don’t just go for the most well-known name in your field. Other factors matter more: availability, compatibility, and communication.
Common mistakes include:

  • Choosing someone with no recent supervision experience
  • Ignoring red flags like delayed communication or vague commitments
  • Not asking other students about their experience with the supervisor
  • Prioritising prestige over practical support

Co-Supervision and Interdisciplinary PhD Supervision

In many UK PhD programmes, particularly those funded by research councils like the AHRC, ESRC, or through doctoral training partnerships, students are supported by more than one academic mentor. This is known as co-supervision, and it's becoming increasingly common, especially for interdisciplinary PhDs.

So, how does co-supervision work, and how does it affect your PhD supervisor relationship?

What Is Co-Supervision?

Co-supervision means you are assigned two (or sometimes more) supervisors who jointly oversee your doctoral work. This may involve:

  • One lead supervisor at your home institution and a secondary supervisor from a different department or university
  • Equal contribution from both supervisors throughout your PhD
  • Divided roles, such as one focusing on methodology and the other on content expertise

This arrangement is particularly valuable if your research spans multiple disciplines—say, literature and digital humanities, or law and sociology. It also ensures that you receive broader academic support and can access varied expertise.

Advantages of Co-Supervision

Co-supervision can offer many benefits:

  • Interdisciplinary insight: You receive guidance from experts in different fields, strengthening your thesis.
  • Diverse feedback: You gain multiple perspectives on your work, which helps identify blind spots and improve argumentation.
  • Wider academic network: Having two supervisors can expand your access to conferences, publication opportunities, and professional contacts.
  • Support coverage: If one supervisor is unavailable (due to leave or retirement), the other can ensure continuity.

Challenges of Co-Supervision

While co-supervision can be enriching, it also requires careful coordination.

Your supervisors may have different working styles or expectations, which can sometimes lead to conflicting advice. Communication can be more complex, especially when your supervisors are based at different institutions, such as in consortia, where administrative processes may vary.

You might also find yourself needing to mediate between differing priorities or perspectives. This is why it's crucial to ask clear questions early—ideally during your first meeting with your PhD supervisor(s)—about how responsibilities will be divided and how meetings will be structured.

How to Approach Your PhD Supervisor

Once accepted, learning how to approach your PhD supervisor for ongoing collaboration becomes essential. Respect their time, come prepared to meetings, and communicate progress regularly.

Our three tips:

  1. Keep emails brief and focused
  2. Set agendas for meetings
  3. Follow up after discussions with action items

If you’re unsure about something, don’t hesitate to ask. Clear, honest communication forms the backbone of a healthy PhD supervisor relationship.

Even logistical planning matters. Learning how to contact your PhD supervisor appropriately helps maintain professionalism and rapport.

Choosing a PhD Supervisor vs Choosing a Dissertation Supervisor

A common question is whether choosing a PhD supervisor is the same as choosing a dissertation supervisor.

While both roles involve academic guidance, the stakes and processes are quite different. Undergraduate or master’s dissertation supervisors are usually assigned based on staff availability and topic fit, with less long-term interaction.

In contrast, selecting a supervisor for PhD students is a critical, strategic decision—your PhD supervisor will mentor you over several years, shaping your research, development, and academic career.

That’s why knowing how to choose a PhD supervisor and build a strong PhD supervisor relationship is essential to your long-term success.

Final Thoughts

Knowing how to choose a PhD supervisor requires time and research. You need to find someone who is a good fit not just academically, but personally and professionally. From your first meeting with your PhD supervisor to your final viva, your supervisor will play a critical role in shaping your success.

Choose carefully. Ask questions. Speak to their current and past students. And most importantly, trust your instincts.

Frequently Asked Questions About PhD Supervisors

Can you change your PhD supervisor?

Yes. Most institutions allow for a change of supervisor, though the process can be administratively complex. Speak with your graduate school or director of postgraduate studies.

What if my PhD supervisor retires or leaves?

If your supervisor retires or changes institutions mid-PhD, your department usually appoint a replacement. Ask about future availability before you start if you're concerned. In case they leave, universities may reassign you or negotiate supervision from another institution. Be proactive about continuity.

Does a PhD supervisor have to be a professor?

No. Many supervisors are senior lecturers or readers. What matters is their expertise and ability to guide you.

PhD advisor vs PhD supervisor, what’s the difference?

In the UK, the term "supervisor" is standard. In the US, "advisor" may suggest broader mentorship. The duties often overlap.

Ready to take the next step?
Choosing your PhD supervisor is just one part of the bigger picture. From shortlisting ideal supervisors to writing a polished research proposal and personal statement, we’re here to help.
Check out our full PhD Application Service and work one-to-one with an expert academic in your subject.