Template 1: Initial Contact After Workshop Paper[edit]
Subject: Feedback on [Workshop Name] paper + potential collaboration on [Specific Topic]
Hi Professor/Dr. Name,
I recently had a paper accepted at [Workshop Name] on [brief topic description], and I came across your work on [their related paper/research area]. Your approach to [specific aspect] was particularly insightful and closely aligned with what I'm exploring.
I'm currently working on extending this work toward a full conference submission, specifically focusing on [1-2 sentence description of the extension]. I'd greatly value your perspective on [specific technical question or methodological choice].
Would you be open to a brief discussion (15-20 minutes) about [specific narrow question]? I'm particularly curious about [technical detail from their work that relates to yours].
A bit about my background: I'm part of ML Collective, an open-science community supporting under-resourced, self-motivated ML researchers across the globe. We've built a track record of producing independent work, and I am now focused on extending my efforts to stronger conference-level work.
If this direction interests you and our conversation leads to more substantial collaboration, I'd be very happy to explore co-authorship on a conference submission. But no pressure—even just getting your insights on [specific question] would be incredibly helpful.
Best regards,
[Your Name]
[Your Institution/Affiliation]
[Link to workshop paper if available]
Template 2: Follow-up After Positive Initial Response[edit]
Subject: Re: Feedback on [Workshop Name] paper + potential collaboration
Hi Name,
Thank you so much for taking the time to discuss [specific topic] with me last week. Your suggestion about [specific technical insight they shared] has already helped me reframe the approach.
I've made some progress on [what you've been working on], and I wanted to share a quick update:
- [Bullet point of progress 1]
- [Bullet point of progress 2]
- [Open question that emerged]
I'm aiming to submit this to [Target Conference] in [submission deadline]. Given your expertise in [their area] and the direction this is heading, would you be interested in collaborating more formally on this work?
If your contributions end up being substantial (which I expect they would be, given the technical depth you bring), I'd be very happy to discuss authorship. Of course, we can assess that as the work progresses.
What would work best for you: occasional async check-ins via email, or would you prefer scheduled calls every few weeks?
Thanks again for your guidance so far!
Best,
[Your Name]
Template 3: Reaching Out to Industry Researchers[edit]
Subject: Question about [Specific Technical Problem] from someone extending [Company/Lab] work
Hi Name,
I'm [Your Name], currently working on research related to [topic area]. I recently read your work on [their paper/blog post] at [Company/Lab], and I'm trying to extend similar ideas to [your specific problem].
I'm hitting a technical challenge with [specific narrow problem], and your experience with [their relevant work] seems directly applicable. Would you be willing to share any insights?
Specifically, I'm wondering about:
- [Concrete technical question 1]
- [Concrete technical question 2]
Context: I'm part of ML Collective (an open-science community for under-resourced, self-motivated researchers), and we're working on developing this into a conference submission for [target venue]. If you're interested and your contributions become substantial, we'd be cool with exploring authorship positions—but honestly, even just some technical guidance would be extremely valuable.
I know you're busy, so no worries if you don't have bandwidth. Either way, thanks for the great work you're putting out there!
Best,
[Your Name]
[Link to your related workshop paper/preprint if available]
Template 4: After Conference/Workshop Meeting[edit]
Subject: Following up from [Conference/Workshop Name] - collaboration on topic
Hi Name,
It was great meeting you at [Conference/Workshop]! I really enjoyed our conversation about [specific thing you discussed].
I've been thinking more about what you mentioned regarding [their insight], and I believe it could be really valuable for the work I'm pursuing on [your topic].
Quick summary of where I'm at:
- [Current status of your work]
- [What you're trying to accomplish]
- [Where you could use guidance]
Would you be open to staying in touch as I develop this further? I'm targeting Conference for date, and given your expertise in area, your input would be really valuable.
If the collaboration evolves and your contributions end up being substantial, I'd be very happy to discuss co-authorship. But even if you're just willing to provide occasional feedback, that would be fantastic.
Looking forward to staying connected!
Best,
[Your Name]
Template 5: Cold Outreach (Use Sparingly)[edit]
Subject: Research question from ML Collective member working on [specific topic]
Hi Professor/Dr. Name,
I hope this email finds you well. I'm [Your Name], a researcher with ML Collective working on [broad topic area]. I recently read your [specific paper] and found your approach to [specific aspect] really compelling.
I'm currently developing work on [related problem], which extends [specific aspect of their work] in the direction of [your contribution]. I have a workshop paper on early results ([link if available]), and I'm now working toward a conference submission for venue.
I'm reaching out because I'm facing a methodological question that seems directly in your wheelhouse: [specific, well-formulated technical question].
I understand you're likely very busy, so I want to be respectful of your time. If you have any thoughts or could point me to relevant resources, I'd be extremely grateful. And if you're interested in the direction this is heading and it aligns with your research interests, I'd welcome the opportunity to discuss potential collaboration.
For any substantial contributions, we'd of course be happy to discuss authorship arrangements—though I completely understand if you're only able to provide brief guidance.
Thank you for considering this, and thank you for your excellent work in this area!
Best regards,
[Your Name]
[Your Institution/Affiliation]
[Brief 2-3 sentence bio emphasizing ML Collective Africa context]
Key Principles for All Templates:[edit]
- Lead with specificity: Show you've read their work and have a concrete technical question
- Make the ask small initially: 15-20 minute call, specific technical question, not "be my advisor"
- Provide context efficiently: 2-3 sentences about ML Collective Africa, your background
- Authorship language that works:
- "If your contributions end up being substantial, I'd be very happy to discuss authorship"
- "We'd be cool with exploring authorship positions"
- "For any substantial contributions, we'd of course be happy to discuss authorship arrangements"
- Show momentum: Share what you've already accomplished (workshop paper, progress made)
- Give them an out: "No worries if you don't have bandwidth" / "I understand you're busy"
- Target the right venue: Mention specific conference/journal so they know the scope
What NOT to Do:[edit]
❌ Generic emails that could be sent to anyone
❌ Asking them to "mentor" you upfront
❌ Long emails with your entire life story
❌ No specific technical question
❌ Promising authorship upfront without seeing contributions
❌ Sounding desperate or overly formal
❌ Mass emailing multiple people with same template (they talk to each other!)
Timing Strategy:[edit]
- Best time: Right after workshop acceptance, when you have momentum
- Good time: After meeting them at conference
- Okay time: When you have concrete technical question
- Bad time: Before you have any work done, or when asking them to help you generate ideas
Follow-up Cadence:[edit]
- If no response after 1 week: One polite follow-up
- If no response after follow-up: Move on
- If positive response: Update them every 2-3 weeks with concrete progress
- IMPORTANT! Don't go silent for months then suddenly reappear asking for rec letter