Supervisor Change Request Letter

When and how to use this letter

Before writing anything formal, speak to your proposed new supervisor first. A change request that arrives without their prior agreement puts the department in an awkward position and will likely be delayed or refused. Get their informal agreement in writing, even if just by email.

Check your department's policy on supervisor changes. Most universities have a specific form or procedure, and some require the current supervisor's signature or a meeting with the head of department. Following the official process protects you if the situation becomes difficult.

Keep your stated reason neutral and forward-looking. Phrases like a shift in research focus or alignment of expertise are safe. Avoid complaints, accusations, or detailed personal conflict in writing; anything you put in the letter becomes part of your official record.

Handle the human side carefully. Tell your current supervisor about the change yourself before they hear it from the department. A brief, respectful conversation preserves the relationship and your future references. After approval, arrange a proper handover of your drafts and notes so the new supervisor can pick up without delay.

Keep a written record of every step. Save emails confirming the new supervisor's agreement and the department's approval, since supervision changes occasionally get disputed months later. If your thesis involves funded project work, clarify with both supervisors who owns the data and outputs so there is no confusion when you publish.

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