How to Write an Email for Observership and Get Noticed: A Step-by-Step Guide

If you’re in the medical field and looking to gain more hands-on experience, an observership could be the perfect opportunity for you. Observerships provide aspiring doctors with the chance to shadow and learn from professionals in their desired specialty area. One great way to get started with this process is to write an email requesting an observership. But what should that email look like? In this article, we’ll explore some tips for crafting a professional, effective email to request an observership. And don’t worry – we’ve got plenty of examples you can use as a starting point and edit as needed. So let’s get started!

The Perfect Structure for Writing an Email for Observership

Writing an email for observership opportunities requires a proper structure to increase your chances of getting a positive response. With many healthcare professionals and medical students seeking this opportunity, it is essential to make your email stand out by using the right approach. Tim Ferris, in his book “The 4-Hour Work Week,” emphasizes the need for concise, efficient writing that gets to the point while still exuding politeness and professionalism. Here’s the perfect structure to achieve this when writing an email for observership:

Start with a Clear Introduction

The introduction of your email should be clear and concise. State your name, qualifications, and your professional goals. Express any previous experience you have, along with the aim of the observership opportunity you are interested in. This helps the respondent to identify quickly if you are a suitable and potential candidate for the observership opportunity.

Present Your Unique Qualities

Identify your strengths and what makes you unique as a candidate. Highlight your skills, professional accomplishments, and experiences that you believe give you an advantage over other candidates. This shows the recipient that you are confident in your skills and have something valuable to offer.

Express Why You Want to be Part of this Observership

Show the recipient that you know what you are looking for and that you value the observership opportunity. Explain how the experience aligns with your career goals and why it would be beneficial for you. This proves to the respondent that you are committed and passionate about your profession.

Suggest a Follow-Up Plan

End the email by suggesting a follow-up plan. Propose a timeline for when you plan to follow up and how they can best reach you. This shows the recipient that you are organized and professional. It also ensures that you do not leave any communication gaps that may hinder you from securing the observership.

Closing Thoughts

An email for observership must be professionally written, precise, and persuasive enough to catch the recipient’s attention. By adopting a disciplined writing structure, following Tim Ferris’ guidelines, and paying attention to small details, you will increase your chances of getting a favorable response. Always remember to be polite and respectful in your approach, and express your enthusiasm for the opportunity.

Email templates for Observership Requests

Request for observership in surgery

Dear Dr. Smith,

I am writing to request an observership in your surgical department. As an aspiring surgeon, I am eager to immerse myself in the clinical environment and learn firsthand from experienced professionals like you.

Firstly, I am intrigued by your reputation as a skilled and innovative surgeon. I am eager to observe techniques and procedures that have earned you such accolades. Secondly, I am impressed by the cutting-edge technologies and specialized equipment available in your hospital, and I believe an observership in your clinic would expose me to the latest advances in the field.

I am confident that an observership in your department will help me acquire the skills, knowledge, and expertise necessary to attain my career goals. Thank you for considering my request.


[Your Name]

Request for observership in Pediatrics

Dear Dr. Johnson,

I am writing to request an observership in your pediatric department. As a recent graduate in pediatrics, I am eager to gain more practical experience and interact with experienced pediatricians like you.

Firstly, I was impressed by the innovative medical treatments and methods employed at your hospital to address various childhood illnesses. Secondly, I am fascinated by the patient-centered approach used in your clinic, which focuses on providing holistic care that addresses not only a child’s physical needs but also their emotional wellbeing.

I hope that this observership will help me develop as a clinician and broaden my knowledge of the pediatric field. Thank you in advance for your kind consideration of my request.


[Your Name]

Request for observership in Cardiothoracic Surgery

Dear Dr. Mitchell,

I am writing to request an observership at your Cardiothoracic surgical department. I am a final year medical student interested in Cardiothoracic surgery, and I am confident that an observership in your department would be an excellent opportunity to learn the latest techniques and procedures in the field.

Firstly, I am fascinated by your team’s expertise in handling complex surgical procedures, including heart transplants and valve replacements. Secondly, I am keen to observe surgical procedures that involve the use of cutting-edge technologies such as minimally invasive surgery and robotic technology.

I believe that observing surgery through this observership program would serve as a great motivator towards achieving my goal of becoming a cardiovascular surgeon. Thank you for considering my request.


[Your Name]

Request for observership in Neurology

Dear Dr. Daniels,

I am writing to request an observership in your Neurology department. I am a recent graduate in Neurology, and I am keen to gain further practical experience and further learning from experienced professionals like you.

Firstly, your hospital has a reputation for providing seamless patient care and utilizing innovative technologies in the treatment of neurological disorders. Secondly, I am fascinated by your team’s commitment to using a multidisciplinary approach in the management of neurological disorders.

I look forward to the opportunity of observing and learning various neurological diagnoses from the Neurology Department. Thank you for your time and consideration.


[Your Name]

Request for observership in Obstetrics and Gynaecology

Dear Dr. Williams,

I am writing to request an observership in your OBGYN department. As a recent medical school graduate, I am interested in Obstetrics and Gynaecology, and I am keen to observe the workings of your clinic.

Firstly, I am impressed by the integration of state-of-the-art technologies in the OBGYN department of your hospital. Secondly, I understand that your clinic offers a broad spectrum of medical services and an array of healthcare solutions for women.

I believe that participating in your observership program would provide me with a broader knowledge of obstetric and gynaecological techniques and procedures. Please consider my request, and thank you for your time.


[Your Name]

Request for observership in Clinical Pharmacy

Dear Dr. Collins,

I am writing to request an observership at your clinical Pharmacy department. As a Pharmacy student, I am fascinated by the role of clinical Pharmacists in patient care and I am confident that your Hospital would offer a profound learning experience.

Firstly, I am interested in the integration of clinical pharmacists within the patient care team in your hospital, collaborating with other healthcare professionals, thus improving patient outcomes and safety. Secondly, I am fascinated by the innovative use of technology and resources in clinical pharmacy practice.

I hope that this observership program will give me broader knowledge and insights into clinical pharmacy practice, combining professionalism with quality patient-centered care. Thank you for your time, consideration, and support.


[Your Name]

Request for observership in Oncology

Dear Dr. Jackson,

I am writing to request an observership in your Oncology department. I am impressed by the innovation, evidence-based medical care, and multidisciplinary approach towards the treatment of cancer patients in your prestigious hospital.

Firstly, I am keen on the role of medical oncologists in the diagnosis and treatment of cancer using novel technologies and ensuring best patient outcomes. Secondly, your team employs end-to-end cancer care, including well-structured palliative care programs, providing comprehensive cancer care to patients.

I look forward to scheduling this observership as it will undoubtedly serve as a valuable experience towards my future oncology residency and career. Thank you for your time and consideration.


[Your Name]

Tips for Writing an Effective Email for Observership

Are you interested in an observership but don’t know where to start? Writing an effective email is an essential first step in securing an observership opportunity. Here are a few tips and tricks that can help you craft a persuasive email that grabs the attention of potential hosts.

1. Personalization is key: Avoid sending generic emails to every doctor or institution you come across. Instead, customize your email to fit the specific interests and requirements of your targeted host. A thoughtful and personalized email can go a long way in convincing your potential host to give you a chance.

2. Focus on the benefits: Highlight the benefits of an observership, not just for you but for your host as well. Be specific in mentioning how you plan to contribute and what you will gain from the experience. Take the time to research your potential host to be able to express your interest in their practice and what you hope to learn from them.

3. Keep it concise: Most busy professionals have limited time to read long, detailed emails. Keep your email short and to the point, highlighting only the essential details and making sure to get your message across in a clear and effective manner. A good approach is to lead with who you are, what you’re looking for, why you’re looking for it, and closing with the next steps.

4. Be professional: When emailing potential hosts, make sure to use a professional, polished tone and avoid using slang, jargon or abbreviations. Make sure to triple-check your spelling and grammar before hitting send. You want to come across as professional and someone that the host can trust working with.

5. Follow-up courteously: Be courteous and respectful when following-up with potential hosts. If you haven’t received a reply, send a polite reminder email a week or two later. If you do get a no, don’t be discouraged. Thank your potential host for their consideration, and maintain a positive relationship, as you never know when future opportunities could arise.


Writing an email for an observership is an art form, but by following these tips and taking advantage of every opportunity to personalize your message, you’ll increase your chances of being selected for an observership and starting your journey towards your medical dream.

FAQs on How to Write an Email for Observership

What is an Observership?

An Observership is an opportunity for medical students or graduates to observationally shadow a physician or a healthcare professional to gain exposure and knowledge about various medical specialties.

What is the Purpose of Writing an Email for Observership?

Writing an email for Observership is necessary to introduce yourself, express your interest, and request to shadow/observe a physician or a healthcare professional during their work schedule.

What are the Key Elements of an Observership Email?

The key elements of an Observership Email include introducing yourself, expressing your interest, mentioning your qualifications, explaining why you want to pursue Observership, requesting for Observership, and thanking the recipient.

What Should be the Tone of an Observership Email?

The tone of an Observership Email should be polite, professional, and courteous. Avoid using casual language and slang.

What are the dos and don’ts while writing an Observership Email?

The dos of writing an Observership Email include using a professional email address, addressing the recipient with their proper title, proofreading your email, being concise, and sending a follow-up email. The don’ts include using a casual language, addressing the recipient with their first name, using an informal email address, sending a generic email, and sending multiple emails.

When should I send an Observership Email?

You should send an Observership Email well in advance before the beginning of the desired Observership period. Usually, four to six weeks before the Observership period is recommended.

How long should an Observership Email be?

An Observership Email should be brief and to the point. It should not exceed more than one page or 400-500 words.

What should I do if I don’t receive a reply to my Observership Email?

If you don’t receive a reply, you can send a follow-up email after a few days or a week. If you still don’t receive a reply, you can consider calling the recipient as a last resort.

What should I do after getting confirmation for Observership?

After getting confirmation, reply to the recipient’s email and thank them for the opportunity. Be sure to clarify the details like the start and end date, schedule of Observership, dress code, location, and other instructions as requested.

Wrap It Up!

That’s it folks! You’ve made it to the end and hopefully, you now have a better idea of how to write an email for observership. Remember to keep it professional and concise, but don’t forget to inject a bit of personality into it too. Thanks for reading and if you have any questions or suggestions, feel free to leave a comment below. Don’t forget to visit again for more tips and tricks on how to make life a little bit easier. Cheers!