Many people often find the process of drafting a formal email to a university or college department challenging. Let this guide be your essential resource to create anEmail Communication Protocol that exudes professionalism and denotes clear communication.
Purpose of the Email
Understanding the purpose behind the email you’re sending is paramount. There are three main types of emails a student might typically send to an admission office.
- Information seeking email: In this situation, you may not be sure about certain aspects of the application process or need more information regarding deadlines or required documents.
- Thank you email: A thank you email is usually written after an interview or meeting to express gratitude for the time and effort extended by the admissions team.
- Reiteration of Interest: This email is often necessary if you applied early and received a deferred decision or got wait-listed. This email serves to reiterate your interest in the program and university.
Before You Send the Email
Before you craft your email, make sure to thoroughly research your topic and the department you are sending the email to. Using the university’s website and any FAQs can be particularly helpful.
Another important aspect is to respect the contact information provided for inquiries. Always stick to the designated contacts and avoid seeking out higher-ranking individuals without prior authorization.
Constructing the Email
Email communication follows a well-defined format. Begin with a polite and professional greeting, followed by a short but informative introduction about yourself and your intent.
The heart of the email should be your question or concern. It must be clear and direct. Upon concluding your message, don’t forget to sign off with a courteous thank you statementand your full name.
Do’s and Don’ts of Emailing
- Always use a polite greeting and ensure you address the right person.
- Remember to use an email address that is professional and related to your name.
- Ensure your email is brevity, courtesy, and clarity. Also, ask questions that the admissions officer can directly answer.
- Before sending, be sure to proofread the email for any grammar or spelling mistakes.
- Avoid excessive emailing or marking your email as “URGENT”. It is essential to consider the recipient’s time and the bulk of emails they might receive.
- Lastly, never use rudeness or aggression in your emails as it can negatively impact your communication
Conclusions
Remember, each email you send is a reflection of you and your intent. Following this guide, you should be able to construct a concise, clear and respectful email, boosting your chances of an effective communication with the college or university department. After all, use the power of effective email communication to increase your success — one email at a time!