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12-8 months before application
Narrow your target list to 2-4 professors. This step shapes your proposal, emails, and interview preparation.
Traps
These misconceptions aren't rare scenarios — most people hit at least one of them at this step. Knowing in advance doesn't mean you won't stumble, but it can save you a few weeks of detours.
Looking only at university ranking instead of lab fit.
Assuming a famous professor is always the best supervisor.
Locking onto one professor too early.
Breakdown
Follow the checklist below and you won't miss anything important. You don't have to finish it all at once, but every item should be clearly answered within this stage.
Notes
Concrete experience written down by those who came before — most useful read alongside the breakdown above.
A cold email isn't a sales pitch. It's about letting the professor decide, within 30 seconds, whether "this student has any connection to my research and is worth talking to further." Below is an email structure you can apply directly, built around the conventions of Japanese academia.
Spending 3–5 hours to read one candidate professor thoroughly before reaching out pays off far more than sending a templated email to 20 professors at once. Below is a repeatable research workflow.
Choosing a school isn't just about rankings. First put up the four pillars—research direction, professor fit, entrance-exam difficulty, and cost of living—then set your priorities.
Tool
There's a ready-made tool for this step. You don't have to use it every time, but it's worth opening when you're stuck.
Click to open · use it right here in this step
Open tool →