How to email a US doctor for an observership or elective as an IMG (with template)

If you're an international medical graduate (IMG) or a medical student outside the US, a cold email is usually how an observership, a clinical elective or a research position starts. Many hospitals don't advertise these spots. A physician who likes your email can open a door that no website lists.

I'm an IMG myself, and I cold-emailed US physicians before building IMG Outreach. This guide is what I learned about which emails get answered and which get deleted.

Why most observership emails get no reply

US physicians are busy. Most read email on their phone between patients. An email that is long, generic or vague about what you want is easy to skip.

The emails that get ignored usually have the same problems:

• They are long, with a full life story before the request.
• They are clearly a template sent to hundreds of people ("Dear Doctor", "your esteemed institution").
• They don't say what the student actually wants, or when.
• They mention nothing about the physician's own work.
• They ask for too much at once: an observership, a letter and a research project.

The good news: each of these is easy to fix.

Before you write: find the right physician

Who you email matters as much as what you write.

• Match the specialty you're applying to. A letter from a physician in your target specialty carries more weight in your residency application (here is why US letters of recommendation decide so much).
• Look for academic physicians. Doctors at teaching hospitals are used to having students around, and many publish research you can mention.
• Read one thing they've done. A recent paper, a talk, or their hospital profile. You only need one specific detail.
• Find their real address. Hospital directories, the "corresponding author" email on a paper, or the department's contact page. Avoid generic info@ inboxes when you can.
• Start early. The AMA advises applying at least 2–3 months before the date you want to start, because hospitals have paperwork to complete.

How to write the email, step by step

1. A short, specific subject line

The subject line decides whether your email gets opened. Keep it under eight words and say what you want:

• Observership request – Cardiology, March 2027
• IMG interested in your heart failure research
• Elective inquiry from a final-year medical student

2. Address them properly

Always use "Dear Dr. [Last Name]," and spell the name exactly as it appears on their profile. Never "Dear Sir/Madam" or "Dear Doctor".

3. Say who you are in one sentence

Your name, your school or degree, your year, and the specialty you're pursuing. Nothing else yet.

4. Show you know their work

One sentence about something specific: a paper, a clinic they run, a program they lead. Be accurate and keep it short. Don't flatter ("I deeply admire your work"), just show you read it.

5. Give your strongest credential

One line: USMLE Step 1 passed, a Step 2 CK score if it's strong, ECFMG certification, research experience or prior US rotations. Only what is true and relevant.

6. Make one clear ask

Say exactly what you want and when: "Would you be open to me observing in your clinic for four weeks in March 2027?" One request per email.

7. Close and sign

Thank them, attach your CV, and sign with your full name, school and email. That's it.

Keep the whole email to 4–6 sentences. If it doesn't fit on a phone screen without scrolling, it's too long.

A template you can copy

Use this as a starting point, then change every bracket. The sentence about their work must be written for each physician, or the email reads like a template.

Subject: Observership request – [Specialty], [Month Year]

Dear Dr. [Last Name],

My name is [Full Name], a [year/graduate] of [Medical School] pursuing a residency in [specialty].
I read your [paper/work] on [specific topic], especially [one specific point], and it's the area I hope to focus on.
I have [strongest credential, e.g. passed USMLE Step 1 and completed research in X].
Would you be open to me observing in your [clinic/department] for [duration] around [month year]?
My CV is attached. Thank you for considering it.

[Full Name]
[Medical School] | [Email] | [Phone]

Mistakes that get your email deleted

• Copy-pasting the same email to everyone. Physicians notice, and it's the most common reason emails are ignored.
• Attaching too many files. Your CV is enough for a first email. Send other documents when they ask.
• Mentioning visas or low scores. Leave those for later conversations, if they come up at all.
• Inventing a connection. Don't claim you were "inspired" by a paper you haven't read. If they ask about it, you need to have something to say.
• Writing a wall of text. Short paragraphs, plain words.
• Sending from an unprofessional address. Use an email with your real name.

How to follow up

If you hear nothing after about a week or two, send one short follow-up in the same email thread:

Dear Dr. [Last Name],
I wanted to follow up on my note below about a possible observership in [month]. I'd be grateful for any guidance, even if it's someone else I should contact.
[Full Name]

After one follow-up, move on. Silence usually means busy, not no.

Why the number of emails matters

Even a great email won't get a reply from everyone. Physicians are busy, inboxes are full, and some aren't able to host students at all. That's why students who land observerships usually email many physicians, not five.

The hard part is that every email still needs to be personal. Researching each physician and writing a new email for each one takes a long time when you're doing it by hand for dozens or hundreds of doctors.

That's the problem IMG Outreach solves: it researches each physician and writes an email about their own work, then you review every draft and send them from your own Gmail. You can start with 25 free drafts.

Looking for research instead of clinical time? See how to cold email a US doctor for a research position.

Frequently asked questions

How long should an observership email be?

Four to six sentences. Physicians often read on their phone, so a short email that gets to the point is far more likely to get a reply than a long one.

Should I attach my CV to the first email?

Yes, attach your CV as a PDF. Keep other documents, such as vaccination records or certificates, until the physician or hospital asks for them.

How far in advance should I email for an observership?

At least two to three months before you want to start, as the AMA recommends. Hospitals often need time for paperwork, background checks and approvals.

Is it okay to email many doctors at once?

Yes, emailing many physicians is normal and improves your chances, as long as each email is written for that physician. Don't send one copied email to a long list.

What's the difference between an observership and an elective?

An elective is usually for current medical students and is arranged with their school, often with some hands-on involvement. An observership is usually for graduates and is observation only, without direct patient care. Both can lead to US clinical experience and letters of recommendation.

What if a doctor says no?

Thank them and ask if they know a colleague who might be able to host you. A polite "no" can still lead to a referral.