how to write an email to a college admissions office

6 Templates To Email a College Admissions Office

By: Author Kelly Clark

Posted on Last updated: March 12, 2024

Categories College

Here are 4 templates for a sample email to send to a college admissions office to get answers to your specific questions.

The college application process is an exciting time for high school students , and anyone else ready to take the next step in their education.

While exciting, it can also be incredibly confusing and stressful. Luckily you don’t have to face this process alone.

College admission officers are ready to help answer any questions that you may have.

There are many different reasons why you would want to contact the office of admissions for the college that you are hoping to attend.

In today’s post I’m going to share the most common reasons you may want to reach out to a college admissions officer. Not only that, but you’ll also get a sample email for each situation so that you know exactly what to send them. Let’s get started.

how to write an email to a college admissions office

How The Admissions Office Can Assist You

The college admissions office plays a crucial role in assisting prospective students throughout the application process. They provide guidance and support to help students navigate the complexities of applying to college.

If you are feeling overwhelmed by the countless amount of schools, majors, and everything in-between, the admissions office can help you through it all.

They Can Help You Decide If The School Is Right For You

Conversations that you have with an admissions officer can oftentimes be the deciding factor when it comes to choosing the university you will attend.

Emailing an officer can be a great final step as you get a better idea about the academics, student life, and career prep that a college offers. If you determine the school is a right fit for you you can continue through the admissions process.

Admissions officers can offer information about the college’s programs, majors, and campus life, helping students make informed decisions about where to apply. They can also advise on the application requirements and deadlines, ensuring that students submit complete and timely applications.

They Can Help You Complete Any Application Steps

The college application process can be a tedious one. You’ve got the application itself, then transcripts, SAT scores and ACT scores, FAFSA, etc..

It can be easy to miss steps if you aren’t sure what to look out for.

College admissions counselors are there for you if you need help with your application, need to check the status of your application, or have specific questions about the process.

They may offer tips on how to strengthen an application, such as through extracurricular activities, essays, or recommendation letters. Admissions offices often conduct information sessions, campus tours, and open houses to give students a better understanding of the college and its community.

They Can Help You Choose A Major

Maybe you’ve decided on a particular school, submitted the application before the application deadline, and are making your way swimmingly through the admissions process.

What could you possibly still need help with from the college admissions office then?

Another way admissions counselors help prospective students is by helping them decide on a college major .

Whether you are trying to decide between a few different programs, or you have no idea what major to choose, they can help you. They’ll talk with you about your career goals and suggest some programs that would best suit your ambitions.

They Can Help You Understand Financial Aid Options

The admissions office can assist with financial aid and scholarship information, guiding students on how to apply for aid and what options are available to help finance their education. Overall, the admissions office is a valuable resource for prospective students, offering support, information, and guidance throughout the college application process.

How To Find Who To Contact In The Admissions Office

To find a college admissions officer’s name and email address, you can follow these steps:

Visit the College Website: Start by visiting the college’s official website. Look for the “Admissions” or “Contact Us” section. Admissions officer contact information is often listed on these pages.
Check the Admissions Office Page: Navigate to the Admissions Office page on the college website. Here, you may find a list of admissions officers along with their contact information, including email addresses.
Use the College Directory: Some colleges have online directories that allow you to search for specific staff members, including admissions officers. Use the directory search function to find the contact information of the admissions officer responsible for your region or area of interest.
Contact the Admissions Office: If you are unable to find the contact information online, you can call or email the admissions office directly. Explain that you are a prospective student seeking the contact information of the admissions officer for your region or program of interest.
Attend College Fairs or Information Sessions: If possible, attend college fairs or information sessions where college representatives, including admissions officers, are present. You may be able to obtain contact information directly from them.
Ask Your High School Counselor: Your high school counselor may have information about how to contact admissions officers or may be able to assist you in finding the right contact person.

Remember to be polite and professional when reaching out to college admissions counselors. Clearly state your purpose and provide any necessary information, such as your name, high school, and program of interest, to help them assist you effectively.

6 Sample Email to College Admissions Office – Templates To Use

We’ve arrived at the email templates. Using an email template can help ease your mind about what to say to professionals as a prospective college student . Here are some scenarios in which you may find yourself wanting to talk to an admissions officer. Let me know in the comments of any other questions you may email them about.

1. Extracurricular Activities Inquiry

Subject: Inquiry Regarding Extracurricular Activities at [College Name]

Dear [Admissions Office or Admissions Officer’s Name],

My name is [your name] and I am currently a senior at [your high school]. I’m considering attending [the university you are emailing next fall, but I am still unsure about a few things.

At my current school I’m heavily involved in extracurricular activities like _____, ______, and ______ (list any activities you are a part of). I’d love to join the college chapters of those organizations. Does [the university] have a chapter of any of those organizations? What other clubs are available to join on campus?

I look forward to hearing from you soon.

Sincerely, [Your Name] [Your Contact Information]

2. First Generation College Student Needing Assistance

Subject: Inquiry Regarding Support for First-Generation College Students

I hope this email finds you well. I am a prospective student interested in applying to [College Name] for the upcoming academic year and wanted to inquire about the support and resources available for first-generation college students like myself.

As a first-generation college student, I may face unique challenges during the college application and transition process. I would like to know if [College Name] offers any specific programs, workshops, or support services tailored to the needs of first-generation students. Additionally, I would appreciate any guidance or advice you can provide to help me navigate the application process and make a successful transition to college life.

I am very excited about the possibility of attending [College Name] and am eager to learn more about the opportunities available for first-generation students.

Thank you for your time and assistance. I look forward to hearing from you soon.

3. Following up About Letters of Recommendation

Subject: Inquiry Regarding Letters of Recommendation for My Application

I hope this email finds you well. I am in the process of completing my application for admission to [College Name] for the upcoming academic year and have a question regarding letters of recommendation.

I would like to know if there are specific guidelines or requirements for letters of recommendation, such as the number of recommendations required, who should write them, and how they should be submitted. Additionally, if there are any specific qualities or information that you are looking for in these letters, please let me know.

I want to ensure that my application is as strong as possible, and I appreciate any guidance you can provide regarding letters of recommendation.

Thank you for your time and assistance. I am very excited about the possibility of attending [College Name] and look forward to submitting my application.

4. Which Major Should I Choose?

Subject: Inquiry Regarding Choosing a Major at [College Name]

I hope this email finds you well. I am currently in the process of applying for admission to [College Name] for the upcoming academic year and am interested in learning more about the process of choosing a major.

I am excited about the prospect of attending [College Name] and am considering several different majors. Could you please provide me with information about the majors offered at [College Name], including any unique features or opportunities associated with each major?

Additionally, I would like to know if there are any resources or advising services available to help me explore my options and make an informed decision about choosing a major.

5. Inquiry Regarding [College Name] Admissions Process

Subject: Inquiry Regarding [College Name] Admissions Process

I hope this email finds you well. My name is [Your Name], and I am a prospective student interested in applying to [College Name] for the upcoming academic year. I am writing to inquire about the admissions process and would appreciate any information you can provide to help me prepare my application.

I am particularly interested in learning more about the application requirements, deadlines, and any specific criteria or materials that are considered important in the selection process. Additionally, I would like to know if there are any upcoming events or opportunities for prospective students to visit the campus or learn more about [College Name].

I have already explored the [College Name] website and found it to be a valuable resource, but I wanted to reach out directly to ensure I have all the necessary information for a successful application. I am eager to learn more about the opportunities available at [College Name] and look forward to the possibility of joining your community.

Thank you for your time and assistance. I am excited about the prospect of applying to [College Name] and hope to hear from you soon.

6. To Ask About Being Waitlisted

Subject: Inquiry Regarding Waitlist Status for [Your Name]

I hope this email finds you well. My name is [Your Name], and I applied for admission to [College Name] for the upcoming academic year. I recently received notification that I have been placed on the waitlist, and I am writing to inquire about the status of my application.

I would greatly appreciate any information you can provide regarding my position on the waitlist and the likelihood of being offered admission. Additionally, if there are any steps I can take to strengthen my application or provide additional information, please let me know.

I am very enthusiastic about the possibility of attending [College Name] and would be grateful for any updates or guidance you can offer regarding the waitlist process. Thank you for your time and consideration.

4 Email Tips To Keep In Mind Before You Send A Sample Email to College Admissions Office

You’re almost ready to send out that email. Before you do, here are some tips to keep in mind to make sure you send an effective email to your college admissions counselor. We want to make a good impression after all, right?

1. Remember Your Greeting And Sign Off

You don’t want to go straight into the question/message. A proper greeting is a must when emailing any professional. If possible, try to reach out to a specific counselor and get their contact information so that you can address them by their name.

You also want to sign off your email in a professional and polite tone as well. Saying something like “Looking forward to hearing from you soon” or “Have a great day,” are a great place to start. Don’t forget to sign off with your full name, including your last name, not just your first name.

Pro-tip: Use a professional email address yourself if you do not already have one. Use your first and last name at a gmail address to keep it simple and clear.

2. Use Professional Language

Remember that you are sending an email to a professional, not a text message to a friend. Therefore you want to make sure your language is polite and professional.

It can be a good idea to read over it a few times if you are unsure of the tone of the email. Make sure that the tone is reflected in the subject line as well, because that is the first impression you’ll give off.

3. Proofread Your Email Before Sending It To Check For Typos And Grammar Mistakes

Typos and grammar mistakes happen, which is why it’s always a good idea to proofread even your emails. You’ll feel better knowing that you prevented any obvious mistakes if you take that extra time to look over your email before sending it to the admissions office.

Now you have all the tools that you need to send that email with confidence to the admissions office. Congratulations on continuing on your education journey.

You’re one step closer to attending the school you’ve worked so hard to get into. What other questions do you have about the college prep process? Let me know in the comments.

4. Don’t Ask Questions You Can Easily Find the Answer To

When emailing the college admissions office, don’t ask questions you can easily find the answer to like questions about the acceptance rate, how to submit your high school transcripts or where to go for financial aid.

Ask more nuanced questions about the admission process or a specific program that you cannot easily locate the answer to on a website without talking to a person.

If You Don’t Hear Back…

Suppose you don’t get a response within a few days and your email is urgent? We suggest calling. If you have more time to get an answer, send a follow-up email to touch base on your question.

Here is an easy follow-up email template to use:

Subject: Follow-Up Inquiry Regarding My Previous Email

I hope this email finds you well. I am writing to follow up on an email I sent on [Date of Previous Email] regarding my application for admission to [College Name] for the upcoming academic year. I wanted to ensure that my previous email was received and inquire if there are any updates regarding my application.

I understand that you are likely very busy, but I would greatly appreciate any information you can provide regarding the status of my application. I am very enthusiastic about the possibility of attending [College Name] and would be grateful for any updates or guidance you can offer.

Thank you for your time and consideration. I look forward to hearing from you soon.

Final Thoughts on These Sample Email Templates To Send To College Admissions Office

Most college admissions officers are more than willing to help you and potential students . The best way to get in contact with them is to find their email address on your school’s website. If you can’t find it, try calling a phone number you find and asking to be pointed in the first direction.

It’s never too early in life to take control of what you can and increase your chances of getting into the school of your dreams.

About the Author

Kelly graduated from Liberty University with a degree in Advertising and Public Relations and a minor in Journalism. Even though it took her a little while to find her career path, she was always meant to be in Communications. She remembers writing poems and songs when she was a little girl and pitching to my parents the reasons why I should have a cell phone when I was a teenager. She currently has a blog (budding-joy.com) where she talks about her weight-loss journey, mental health and personal development. Her hope is to encourage and inspire readers and let them know they are not alone. Reading blog posts like that are what helped her in tough times and she wants to pay it forward. She loves dance fitness, listening to music, and creating layouts in her bullet journal. She's a big fan of planning, especially when cute notebooks and pens are involved. Her dream job has changed so much over the years; right now she'd love to co-own a dance studio.

Website: budding-joy.com

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How to Email a College Admissions Officer: Samples & Tips

Thinking about emailing your college admissions officer and wondering what to say? There are many reasons you may need to know how to email your college admissions officer. This post has advice to help you write an email your college admissions counselor and get the answers you need!

You might want to email your admissions officer because you have questions about the application process, need to discuss a unique situation, or have a specific question about your merit aid offer.

You might just want clarification on some small detail or need to be sure all your application materials have arrived.

Later in the admissions process, you may want to enquire about your waitlist status or express your continued interest in the college.

No matter the situation, we have tips and sample emails to college admissions officers to help you communicate clearly and make a good impression.

You are more likely to email than you are to call or send a letter to the college admissions department. Just remember that an email works just like a letter.

An email to a college admissions office is written communication from you, so it may be filed as part of your admission application paperwork.

The person reading the email may form opinions or make judgments about you based on what you include in your email and how it’s written. Once an email is sent, it’s impossible to take back.

Because college admissions officers have the power to make a decision that will potentially have a huge impact on your life, writing an email to a college admissions officer is a nerve-racking task.

This post is all about helping you write an email to your college admissions officer that will help you make a good impression and get your questions answered.

Everything you need to know about writing an email to college admissions

Why should you write an email to a college admissions officer.

College admission counselors are available to help potential students navigate the admissions process at their university. They have years of experience answering every question a prospective college student can ask about their school.

You should feel free to reach out to your college representative with any legitimate question you have about the admissions process at their college or your application in particular.

Ask about the admissions process

You should email your college admissions officer whenever you need more information about an admissions topic than you can find on your own.

If you have scoured the admissions website and can’t find the answer to your question, reach out to the admissions officer.

Don’t ask about their acceptance rate or a list of every college major they offer. You can find that information yourself online.

Ask about academic programs

If you have questions about an academic program or major requirements, and can’t find the answer on the school’s website or aren’t sure which faculty members in the department you should contact, email the admissions officer.

Ask about your application and required materials

Email your admissions officer if you see discrepancies in your online portal. For example, if you submitted information (like test scores) months ago and they’re not showing up, email the admissions officer to see if you can find out why.

Similarly, if the people who wrote your letters of recommendation said they submitted them, but your portal says they haven’t been received, reach out to your admissions officer to see what might have happened.

Always be professional, provide all the necessary details, and don’t panic.

Ask about your financial aid package

If you manage to get into your dream school, you might find it’s not a great fit if you can’t afford it. After college admissions decisions are made and acceptance letters go out, many high school students have questions about their merit scholarships or financial aid awards.

While you may be nervous about emailing, especially if this is the first email you’ve sent to your admissions counselor, this is the perfect time to reach out for clarification about your actual cost of attendance.

You’ll want to write an effective email that explains why your actual need is higher than your scholarship award, provide additional information to support your case, and politely and respectfully ask for additional aid.

You may not be successful with securing additional support, but it might be worth asking, depending on your situation.

Which person should you email in the college admissions office?

If you have met a college rep at a college fair or information session, that’s the person you should reach out to. Be sure to mention when and where you met, because they might remember you. Having a personal connection with your rep will always help.

But don’t worry if you haven’t met an admissions officer from the college you want to contact. You can find your admissions officer by looking on the college’s website.

Usually admissions officers are assigned to cover certain geographical locations. Sometimes schools assign multiple admissions officers to large cities, and sometimes one admissions officer covers a whole region of the country.

Each particular school assigns admissions counselors differently. It just depends on the size of the college and where their students typically come from. Find the person who is responsible for your location.

Sometimes geographical regions are assigned to teams of admissions officers. In that case, you can email any of the people assigned to your region.

The admissions rep or reps responsible for your geographic region will read your college essay and application, so your email may be their first opportunity to get to know you.

Always start with an admissions representative, not the Dean of Admissions. It’s the job of college admissions officers to answer questions from prospective students. Needlessly escalating your question won’t make a good impression.

What to do before writing your college admissions email

Look on the university’s website.

If you have a question, search for the answer on the college website. Delve into the Admissions Office webpage. Click through to all the sections that might answer your question.

If you have questions about academic departments, go to their specific websites. If you have questions about scholarships, look at the financial aid website.

You will not make a good impression if you email your admissions counselor to ask a question that you could have answered by looking on their website.

Being willing to do your own research and seek out information indicates you are ready to take on college classes. Asking someone else to find information for you isn’t impressive.

If you have looked on the college website but still can’t find the information you need, be sure to mention this in your email!

Get ready to be on their radar

Before reaching out to a college admissions office, clean up all your social media accounts. That means look through all your posts and photos to see if anything reflects badly on you.

Check to see that someone else hasn’t tagged you on a post that doesn’t reflect who you really are.

Maintaining an appropriate public presence is an increasingly important factor in the college admissions process.

Have an appropriate email address

Now might be the best time to leave behind the email address you created in third grade, especially if it’s something silly or embarrassing.

It’s better to use a more professional email address for your college admissions. Something with your name is perfect. If you want to be more creative, use your graduation year or expected major.

Also, don’t use your high school email address. You’ll lose access to that email address after you graduate from high school.

You don’t want to miss emails from your new college just because you can no longer access the email address that they have on file. Simply create a new free email account, and you’ll be all set.

Having a new email address that you just use for college applications helps make it easy to check your email and keep up with correspondence from colleges.

When should you email your college admissions office?

You should email your college admissions office as early as possible in the process. If you have questions about the application timeline or application materials, reach out as soon as you can with your questions.

By writing your college admissions officer early, you’ll demonstrate that you are serious about applying to their college. You’ll also show that you are organized and have good time management skills.

More importantly, contacting your admissions officer early in the admissions process will give them time to respond to you.

It would be terrible if you were waiting on a reply and delayed submitting your application, but then missed the deadline.

Remember, it’s your responsibility to contact the admissions office early enough that they have plenty of time to respond to you. Don’t expect to send them an email on the day before everything is due and get an immediate response!

When shouldn’t you write an email to a college admissions officer

Don’t send an email when you’re angry or upset.

Don’t write a letter to your college admissions officer when you’re angry or upset.

If you’re writing in a moment of high emotion, you might write something that will reflect badly on you and make the situation worse.

If you are angry or upset, do these things before sending an email:

Write down your feelings on a piece of paper. That way you can express your feelings, but there’s no way you can accidentally hit send.
Walk away from the situation for 24 hours. Give yourself some time to cool off and think before responding.
Ask yourself if you have misunderstood the situation. Consider writing an email that asks for clarification, rather than demands a certain response.
Think about why you’re really upset and consider if sending an email to the admissions counselor will really do anything to solve the problem.

Don’t send an email if you don’t actually have a question

Don’t email your admissions officer when you don’t have a question.

Don’t email your admissions officer just because you think it will demonstrate interest.

Admissions officers are busy, busy, busy. If you have something specific (especially something positive) to say about your tour guide on a recent campus tour or you have questions after making some college visits, emailing will show engagement and demonstrate interest.

Also, if you want to follow up on a conversation you had at a college fair, it’s okay to send an email to your college rep without asking a question. College fairs can be quite busy, so if you can make a positive impression by sending a follow-up email, go for it!

If you think the email could be perceived as a waste of your admission counselor’s time, then you’re better off not sending it.

Seven Mistakes to avoid in a letter to a college admissions office

In order to make a good impression when emailing your college admissions counselor, there are several mistakes you’ll want to avoid when sending an email. Don’t ask questions the admission officer couldn’t possibly answer

For example, don’t ask “Will I be able to get a job after I graduate?” Instead, ask what kind of internship placement and career counseling the college provides.

The Don’ts of emailing college admissions

1. don’t send an unnecessary email.

Refrain from emailing your admissions counselor just to introduce yourself. That’s what your application is for.

2. Don’t send memes

You might think they’re funny, but they’re not appropriate in an email to your college admissions counselor.

3. Don’t get creative with your text

Just use a plain black font in a standard size. Make your email easy to read. Don’t add colored text, a colored background, or any animation.

4. Don’t type in all caps

When you type in all caps, IT READS LIKE YOU ARE YELLING AT THE READER! No one enjoys being yelled at, even in an email.

5. Don’t ramble

An email to your college admissions officer is not the place to tell your whole life’s story. Save that for your admissions essay!

Similarly, you don’t need to share your academic record or extracurricular achievements. You’ll also talk about those in your application. Keep your email focused and to the point.

6. Don’t flag your email as urgent

Remember, your failure to plan does not constitute an emergency for the admissions officer. You may want a response urgently, but you’ll just have to wait patiently for a response.

7. Don’t brag

Email your admissions counselor to ask a question or get help. But remember that your college application tells them all about your grades, test scores, extracurriculars, and overall awesomeness.

15 Tips for how to write a letter to a college admissions office

This email may be your first introduction to your college admissions officer, so you’ll want to get it right.

Now you know all the things to avoid when writing a letter to the admissions office, so let’s look at what you should do.

These tips for communicating with a college admissions officewill help you write an effective letter to a college admissions counselor.

The Dos of emailing college admissions

1. do choose an appropriate email address.

Don’t use an email address like [email protected]. Make a new address for communicating with colleges. Choose something that includes your name, so you can use this as your new professional email address.

2. Do Write a helpful subject line

Use a clear subject title that sums up why you’re writing. Don’t just say “Question.”

Write “Allergy-friendly dining hall options?” or “Supplemental scholarship essay question.”

Using a clear subject helps the admissions officer search for and keep track of your email.

Also, be sure your subject line is not in all caps.

3. Do Greet the admissions officer and address them correctly

Always address the admissions officer professionally. Open your email with a greeting, like “Hello,” then address the recipient as Mr. (last name) or Ms. (last name).

If you are unsure of whether the person’s title is Mr. or Ms., use their full name.

So you might start your email like this:

Good morning, Mr. Jacobs,

Hi Ms. Smith,

Hello Taylor Jones,

4. Do Introduce yourself

Keep it simple. Tell the admissions officer your full name. Don’t talk about your qualifications or accomplishments–save that for your admissions essay.

5. Do Explain why you’re emailing

Say that you are interested in applying to that specific college, then explain why you are emailing.

For example, say that:

You have a question, but you can’t find the answer on the college website
You want to clarify something before you continue with the application process
You would like waiver for the application fee and why you need one
You have a concern about a discrepancy in the portal

6. Do get to the point

Ask your question or state your problem. Be specific and efficient with your description of your problem or your question.

Write a concise email that provides all the information your counselor might need to help you. Don’t make the admissions officer guess what your purpose in in writing to them.

7. Do your research

As mentioned above, before you even think about sending an email to your admissions counselor, do your own research to try to answer your question.

College websites are pretty comprehensive. For any given school, you can find lots of information online.

Sometimes you might have to spend some time looking through the website to find what you’re looking for. (If the information was hard to find, be sure to bookmark it so you can come back to it easily.)

Check the Admissions Office FAQs to see if your questions about admission are answered there.

Similarly, you may find FAQs on the financial aid, residential life, and dining services webpages, as well as the departmental sites.

All college campuses provide information online about campus visits and how to make reservations for a campus tour .

If you ask the admission officer a question that you could and should have easily answered yourself, you give the impression that you don’t know how to conduct your own research or that you expect someone else to do that for you. It’s not a good look!

For example, don’t ask questions like:

Can freshmen bring a car to campus?
Should I major in math or economics?
How late is the dining hall open?

Ask questions that genuinely are not answered anywhere on the college website. Meaning, if you have a question about job placement rates, go to the college’s career services webpage and see what you can find out.

If you have a question about the dorms, go to the college’s residential life webpage and look for floor plans or photos.

Make a positive impression by asking specific questions that you can’t find answers for on the school website.

8. Be respectful and polite

It should go without saying, but say please when you ask for help. And thank the admissions officer at the end or your email.

Remember that every bit of correspondence with your admissions rep is part of your college application. Be appreciative of the important role they play in your college admissions journey.

9. Don’t make demands

Explain your situation or question, and humbly ask for their help and expertise.

10. Do Make it easy to contact you

At the end of your email, provide your full name (again) and contact information.

It’s best to type out your email, give your phone number, and provide your mailing address. You want to make it easy for the admissions officer to contact you to respond to your query.

11. Do Be easy to understand

Don’t use abbreviations or slang. College admissions officers have a lot on their plates. If you want their help, don’t make them struggle to decipher your question.

12. Do Edit your email or letter before you send it

Be sure your email to the admissions officer makes sense and that your question is clear. You should make it easy for the admissions officer to respond to you.

Again, be sure you are polite and have addressed the admissions officer directly. You want to put your best self forward and make a good impression!

13. Do Proofread for grammatical errors and misspellings

You want to make the very best possible impression on your admission officer. Treat this email as you would any other part of your college application. Proofread it carefully to look for grammatical mistakes and misspelled words.

Also check your email for tone. This is hard to quantify, but you basically want to be sure the reader would not misunderstand the tone of your voice in the email. For example, check carefully to see that your email doesn’t sound impatient, demanding, or angry.

If you are sending the same email to multiple schools, be sure you remove any reference to another school!

14. Do Be patient when awaiting a reply

Admissions officers deal with hundreds, even thousands of applicants, so they have a lot of responsibilities.

Give them time to reply. Don’t send follow-up emails until they respond to you or if you haven’t heard from them after three days.

15. Respond as quickly as possible when they get back to you.

Be respectful of the time and effort your admission rep put into answering your email.

Quickly respond by thanking them for answering your question and asking any other follow-up questions you have.

Sample email to college admissions office

Here are three sample emails to a college admission office. These example letters will help you draft a great email to an admissions officer.

Email to admissions officer: Sample 1

Hello Ms. Lewis,

My name is Hailey Smith. I’m interested in applying to New College of Florida in the fall.

I have severe food allergies. After searching the website for information on how New College accommodates food allergies, I am still unclear on whether my allergies would be accommodated in the dining hall. I want to be sure that New College would be a good fit for me.

Can you provide me with more clarification about how New College of Florida works with students with food allergies to provide safe food options? If this is not a question you can answer, please put me in touch with the right person in dining services.

Thank you for your help!

Best regards,

Hailey Smith

Cell, Email, Address

This email is brief and to the point.

It states what the applicant’s concern is and indicates that they’ve already tried to research and obtain more information.

It clearly states what the writer would like the admissions officer to do.

Email to admissions officer: Sample 2

Dear Mr. Ortega,

My name is Caroline Post. I’m a prospective student, planning to apply to Boston University this fall.

I am interested in studying Data Science. I have a few questions about the program that I couldn’t find answers to on the Data Science webpage.

What percentage of students do paid summer internships and is there support to help students get placement in these positions?

Also, are first-year students able to assist professors with their research, or are those positions reserved for upperclassmen?

Finally, would it be possible to connect with a current student in the Data Science department?

I really appreciate your assistance! Have a great weekend!

Sincerely,

Caroline Post

This email asks thoughtful questions about the specific program the student is interested in.

The student demonstrates initiative and that she really wants to be hands-on with her chosen major.

The email is organized and friendly.

Email to admissions officer: Sample 3

Dear Ms. Maxwell,

Hello! My name is Daniel Briggs, and I’m a senior at Washington High School in Smartsburg, South Carolina. I am excited to say that I have recently been admitted to the University of Western Florida and I hope to enroll for next fall.

After receiving my acceptance letter, I checked my application portal. I realized that my ACT scores from June 2022 don’t show up in my records, even though I requested that they be sent to UWF. That is my highest ACT score, so I want to be sure it is submitted by the application deadline of December 1, so that I will be considered for the academic merit scholarships.

I have attached a copy of my personal ACT report showing that the scores should have been sent to UWF. This test was associated with my high school email account, [email protected], so perhaps that accounts for the discrepancy.

Please let me know what you discover and how I can help resolve this issue. As you can imagine, I am very concerned, because I want to present my best scores to the scholarship committee.

Thank you so much for your help!

Best wishes,

Daniel Briggs

This email gives the admissions officer all the information they need to help the student.

Even though the student is writing about a problem that involves potentially missing out on thousands of dollars, they remain calm and positive.

Email to Admissions Officer: Template

Here is a template to help you write an email to the college admissions department when you have a good question to ask or an issue you need help with. This is just a starting point, so customize your letter to your college admission officer so it works best for you.

Dear [title and last name or full name],

Hello! My name is [first name, last name]. I am [an admitted student, a senior who has already applied, a junior considering applying, etc.].

I have some questions about [ask your question and explain the context].

I appreciate your help. Thank you!

[Your first and last name]

[Your email address, cell number, and mailing address]

FAQs about writing a letter to college admissions officers

Should the student or parent email the admissions office.

The student should email the admissions office.

While there are a few exceptions to this rule, the student should be in charge of all things related to the admission process.

It’s the student who will be attending college, who is being accepted or rejected, and who will have to navigate the halls of academia.

The student needs to take charge of the college application process, including dealing with any challenges that arise.

How do you start an email to a college admissions office?

If you know the name of your admissions officer, start the email with their name:

Dear Ms. Jackson,

Hello J.J. Hallock,

If you don’t know the name of your admission officer or you have to submit your email to a generic admissions email, simply begin with:

Dear sir or madam,

Hello USC Admissions Team,

Should I email my college admissions counselor to demonstrate interest?

Honestly, no. If you don’t have a real question about the university or need assistance with the admissions process, there’s no need to email your admissions rep.

What questions should I ask college admissions?

Ask questions about the admissions process, clubs, majors, study abroad, scholarships, or the waitlist. But only ask questions that you can’t answer yourself by looking online.

How formal should your email to the college admissions office be?

You don’t need to write an overly formal letter, but you shouldn’t be overly casual either.

Write naturally, using your own voice, but with a little more polish than you would in a casual conversation.

Avoid slang, abbreviations, and acronyms. Be pleasant and professional.

Can I text my admissions officer?

Maybe! Don’t text your admissions counselor unless they invite you to.

It’s always okay to send a well-crafted email instead of a text.

Can I email my admissions officer to make sure they have all my application materials?

If you believe your application packet to be complete, but you want confirmation that your recommendation letter or transcript has arrived, you can reach out to your admissions officer asking them to confirm receipt of all your materials.

Note that if you can check this for yourself on an online portal, then you shouldn’t send that email.

I still haven’t heard a decision from the college admissions office. Can I email to ask why?

Unless the deadlines for notification have come and gone, you shouldn’t email the college admissions office to ask why you haven’t heard anything.

Some colleges have rolling admissions , but this still doesn’t mean you’ll hear back immediately.

Many colleges release all notifications on the same date, so you’ll just have to wait, along with everyone else.

Is it ever okay to email the Dean of Admissions?

Well, emailing the Dean of Admissions should be your last resort.

It’s a good idea to follow the chain of command. Start by emailing your admissions counselor, because they’re the best person to contact first.

If they are unable to answer your question or resolve your problem, they should refer you to someone else.

If they don’t, then reach out to someone at the next level of leadership, working your way up until you get the answers you need.

Generally speaking, you should only email the Dean of Admissions directly if there is an unusual situation or you have experienced an inappropriate or unprofessional interaction with a member of the admissions team.

These situations are rare, so the likelihood of you having to escalate to the dean’s level is rare too. But if circumstances warrant it, yes, you can email the dean.

Final thoughts on how to email your college admissions officer

At every college, the admissions officers are there to help students who are applying for admission! If you have a problem with your application or a question about the college that you can’t resolve on your own, you should absolutely reach out to your admissions counselor.

Sending an email is a great way to get the necessary information to help you make decisions about whether a school is right for you, so don’t be afraid to reach out.

Keep your email professional, polite, and to the point. Always remember that even an email is a reflection of you.

By using these sample emails as a guide, you should feel better prepared to contact the admissions officer, even at your top choice college! Good luck!

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How to Write an Email to a College Admissions Office

If you’re struggling with how to write an email to a college admissions office, you’ve come to the right place.

College admissions offices are busy because they are receiving thousands and thousands of emails each year.

This can make it tough to get more information about the program you want.

The good news is, a well-crafted email can help you move the process along and improve your chance of success.

In this article, we will teach you everything you need to know about how to write an email to a college admissions office.

We’ll also help you with an easy copy/paste template to get started.

Table of Contents

College Admissions Email Template

Get started with this convenient admissions email template that you can copy, paste, and personalize.

Dear [admissions counselor name],

My name is [name], and I am in the process of applying to the [program] at [college] for the XX year. I am excited to learn more about the program.

Would you be able to help me with a few questions about the process?

Question 1: [example: application deadlines]
Question 2 [example: faculty contacts]
Question 3 [example: financial aid]

Thank you for helping me with my questions about the college and the program. I can be contacted at [provide email, phone number, and/or address].

I appreciate your time and I look forward to hearing from you soon.

[your name]

Reasons to Write a College Admissions Email

There are several reasons that you might need to write an email to a college admissions office.

For example, you may want to inquire about the details of a specific program .

A college admissions office can answer questions about the requirements of a program, application dates and requirements, and which faculty you should speak with to learn more about the program.

For example, here are some questions that you might ask about the faculty or program.

What is the average class size?
How often are classes taught by full- time and adjunct professors?
What is the student-teacher ratio?
What are the program’s requirements? (Check the website first)

You might also write to the admissions office to follow up on an application that you have submitted, or to understand if there are outstanding application or financial aid requirements that you need to complete.

Here are some questions that you might ask about the application process in an email to a college admissions office:

How long will it take for my application to be processed?
What is the deadline for submitting an application?
Are interviews required as part of the admissions process?

Again, remember to first check the website to make sure that this information is not answered clearly somewhere before you ask the question.

What to Do Before You Write an Email to a College Admissions Office

Find out who to contact.

Find the best person to answer your question by searching the website and program guides.

Search for specific people in the admissions office and address them by name in your message.

Be sure to be polite and courteous when addressing them.

Do your research about the program and deadlines.

Make sure that you research the college and university website to obtain all of the information that you can before asking questions.

If you ask questions that are easily found on the website, you won’t give the best impressions to the admissions officer or program.

Remember that they are extremely busy, so make it easy for them by asking only specific and relevant questions.

We recommend making a list of your questions, then searching the website to find the answers.

Then, if you still have questions, consider writing an email to the admissions office.

What to Include in a College Admissions Inquiry Email

Subject line for college admissions email.

The subject line for your email should be clear, direct, and reflect your questions. For example; Questions About Applying to [Program] Fall 20XX.

Another example could be: [Your Name] [Program] Application Status Questions

Content of College Admissions Email

The body of your college admissions email should contain an introduction, questions about the program, contact information, and a statement of gratitude.

Introduction

Your college admissions email should include an introduction and a paragraph about your current academic status. State your name, and describe your current year or when you plan to apply.

Also, show your interest. You can describe how excited you are, or give specific reasons why you are interested in the program.

Questions about the program

Next, state your specific questions about the program. You might include questions about the application process, program, or financial aid.

It’s helpful to state your questions clearly and list them in a format that makes it easy for the admissions counselor to reply. Consider using bullet points or a numbered list, so that the counselor can easily provide an answer under each question.

Contact information

Next, provide contact information so that the counselor can easily get in touch. Include your phone number, alternate email address, and your physical address so they have many ways to get in touch.

This information might also help them look up your information in an application database, which can help the process along.

End your message with gratitude by thanking the recipient for their time. Remember, admissions counselors are handling thousands of applications and emails. If you can show kindness and gratitude, you will make it easier for them, and are more likely to get a response.

College Admissions Email Conclusion

In conclusion, when emailing college admissions offices, it is always best to be polite, respectful, direct, and concise.

Research the school and program before you send the email.

Avoid asking too many questions at once, and be sure to double-check your spelling and grammar before sending your email.

Thank you for taking the time to read this article and good luck with your college applications!

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Last updated March 21, 2024

Every piece we write is researched and vetted by a former admissions officer. Read about our mission to pull back the admissions curtain.

Blog > Application Strategy > How to Write an Email to a College Admissions Office (with a sample!)

How to Write an Email to a College Admissions Office (with a sample!)

Admissions officer reviewed by Ben Bousquet, M.Ed Former Vanderbilt University

Written by Kylie Kistner, MA Former Willamette University Admissions

Key Takeaway

Emailing a college admissions officer can be an important part of the application process. Use it to ask specific questions not easily found online, demonstrate interest, and follow up after meetings. Ensure you contact the right person, use a professional email, and clearly identify yourself. Avoid easily googled queries and unprofessional language. The goal is to help you stand out positively in the admission officer's mind.

There comes a time in nearly every college applicant’s life when you must email an admissions officer.

Emailing an adult as a high schooler is scary enough. Add in the fact that your admissions officer will make a decision about your college admissions fate, and it’s enough to give even the most confident student a little nervous sweat.

But worry not. In this post, we’ll go over when to email an admissions officer and how to do it appropriately.

We’ll start by going over why you should send an email in the first place.

Why should you email a college admissions officer?

There are lots of legitimate reasons to email an admissions officer. And then there are some…not so legitimate ones.

Admissions officers are there to be representatives of the school. Usually they’re assigned a regional territory, so you should be able to look up your admissions officer by the city or state you live in.

In general, you should feel free to email a college admissions officer with specific questions that you can’t easily find online. Let’s look at a few of the most common reasons.

To ask a specific question

Okay, so you want to demonstrate interest by emailing your admissions officer. Now what?

You need a legitimate question.

When I say “have a legitimate question,” I mean a question that isn’t easily looked up on the school’s website or Google.

Asking an easily-googled question may actually have the opposite effect as the one you’re going for—your admissions officer may get the impression that you aren’t a self-directed, capable researcher.

So what’s a legitimate question, then?

Feel free to email your admissions officers with specific questions about your application, any technical difficulties you’re having, the program you’re applying to, resources you’re interested in, and more.

To demonstrate interest

Some (not all!) schools use online applicant tracking systems to measure how engaged an applicant is with their admissions office. That can include actions like opening marketing emails, attending virtual or in-person events, or—you guessed it—emailing your admissions officer.

“Demonstrating interest” is a way to show colleges that you’re eager to attend. We have a whole separate post about when and how to demonstrate interest , so for now I’ll just note that emailing admissions counselors for legitimate reasons can be a great way to show that you’re engaged with the school.

(Psst: Not sure whether a school you’re interested in tracks demonstrated interest? Look up the school in the Admit Report Data Room .)

To follow up after an interview, a college visit, or a college fair

If you’ve already met your admissions officer at a campus visit , interview , or other event, then you might consider sending them a follow-up email. You can send a quick thank-you note for their time or ask a thoughtful follow-up question from your conversation.

Contacting your admissions counselor vs. the admissions office

There may be instances where it’s better to contact the main admissions desk instead of your admissions counselor.

Here’s a tip that may make you cringe: sometimes a phone call can be a lot quicker and easier than an email.

I know, I know. But hear me out.

Let’s say you have a question about what email address your high school counselor should use to send in your transcript.

You could email your admissions officer and wait a day or two (or longer, if we’re being honest!) to hear back.

OR, since the question isn’t a particularly interesting or important one that would add anything to your application, you could give the front admissions desk a call.

And chances are, if you just have a quick question, you won’t even have to give them your name: “Hi, I was wondering what email my counselor should use to send my transcript to via Parchment? [email protected] ? Okay, thanks!”

Easy-peasy.

Alright, before you hit “send” on that email, there are two things you should be sure to do.

Do check your email address.

Make sure you have a professional email address, and make sure it’s the one you signed up for university communications with. (Oh, and don’t forget to double check your email profile picture!)

Don’t get off on the wrong foot with your admissions officer by having an email address that’s inappropriate. Go for some safe variation of your name, graduation year, etc. You can even create a new email address just for your college applications.

And if you’re emailing to demonstrate interest, be sure that you’re emailing from the same email you signed up for university communications with. That’s how they’ll track you in their system.

Do identify yourself.

In your email, you should at the very least include your first and last name. You might also list any relevant identifying information, like a Common App ID number, so it’s easy for the admissions staff to look up your application.

Identifying yourself is good practice whether you have a technical question about your application or not. Even if you’re asking an unrelated question, your admissions officer might be inclined to look up your application. Help solidify yourself in their memory by making it easy for them.

Email Don’ts

Admissions counselors’ inboxes are full . They’re always getting emails from students, parents, counselors, colleagues, and more. When you email them, you want to put your best foot forward.

Don’t ask questions that are easily googled.

This is a huge one. Do you think an admissions officer would rather answer an inbox full of “Do you have a biology major?” questions or work through their application queue?

You might think asking any question is good, but asking a question that you could easily look up yourself (or something overly general, like “Tell me about your outdoor program!”) will probably lead an admissions officer to believe that you haven’t done your own research.

Don’t be too casual.

You don’t need to write an email like the recipient is the Queen of England, but you should try to be professional. As much as you can, use proper grammar and capitalization. Proofread what you’ve written. Make your sentences clear and easy to read.

And try to follow standard email practices, like a straightforward subject line and a polite opening and sign-off.

With those tips in mind, let’s take a look at an example email to an admissions officer.

Example Email

Email address: [email protected]

Subject: Engineering student connection request

It was a pleasure meeting you at the college fair at Admit Report High School last week! I really enjoyed learning more about University’s engineering program.

I wanted to follow up on our conversation. You mentioned that you could put me in touch with one of the student admission ambassadors to chat about the engineering program. I would love to ask them a few questions! Would you be able to connect us?

Thank you for your time.

Key Takeaways

Emailing a college admissions officer may seem intimidating, but it’s all part of the college admissions process.

Admissions officers are there to help you. Yes, they are gatekeepers of the institution, so you should always do the best you can, but they are human beings, too.

A quick, professional email can help you get your questions answered, help admissions officers remember you when they read your application, and can be an important part of demonstrating interest in a college.

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There are many reasons to email an admissions officer. You may need to ask some clarifying questions about a specific program, you may need help understanding your financial aid package , or you may want to confirm the college has received every part of your application . No matter the reason, you must ensure that your letter to the admissions office is both professional and authentic. In this article, we will review several successful samples of how to write an email to a college admissions office.

When should you send an email to a college admissions office?

Most college admissions officers consider emails from high school students a form of demonstrated interest or the degree to which you express an interest in attending a school. Demonstrated interest is one of the many factors college admissions officers consider when evaluating your application.

It is the best way to show an admissions officer that you have done your research about their college and are eager to learn more. In fact, a study performed by the National Association for College Admission Counseling found that demonstrated interest was one of the most important factors in the college admissions decision process. As such, it is important that your email presents your best self.

Things to consider before writing your college admissions letter/email

There are many factors to consider when drafting your email. In this article, we will discuss several important strategies as well as review key factors such as: appropriate subject lines for college admissions emails, how to address the admissions office in an email, and how to ask thoughtful, well-researched questions.

Schedule a free consultation

Contact us to schedule a complimentary consultation to discuss your college counseling or career coaching needs., find your admissions officer.

If possible, locate the email of the admissions officer for your region. For example, if you live in Florida, you want to target the email to the admissions officer that reads for the Southeast. It is important to locate the admissions officer for your region since they will be the person reading your college application when you submit it. They should be familiar with your name and remember you positively.

Have a clear purpose for your email

Don’t email a college admissions officer without a clear reason. College admissions officers have busy schedules, especially during college application season. Be respectful of their time. Do not send a generic email introducing yourself. Be concise, and straightforward, and have a clear reason for emailing them.

Research your question before reaching out

Research your questions thoroughly before reaching out to them. College websites include lots of important information and frequently asked questions and answers. Make sure you read all of this information.

If you reach out to a college admissions officer with a question that’s already been answered on the school’s website, the officer may doubt your ability to conduct your own research. Impress college admissions committees by asking precise and specific questions.

For example, do not ask college admissions officers questions such as:

Should I major in chemistry or physics?
Are freshmen required to live on campus?
What is out-of-state tuition?

Rather ask questions such as:

As a first-generation college student, do you have any additional application resources I should be aware of?
I am interested in attending medical school after graduating. What medical programs have recent alumni attended?
What sort of networking opportunities and internships would be available to me as a business major?

Meet with our college admissions experts

Do not be afraid to ask questions about your required materials.

You can also follow up with an admissions officer to confirm they have received all of your materials, such as your test scores and letters of recommendation. This is particularly important as the application deadline approaches. For example, if you have sent in your SAT/ACT scores but haven’t received a confirmation email from the school that they received it, you can follow up with the school. The email should be detailed, concise, and professional.

How to write a letter to a college admissions office in 5 steps & what to include

It’s important to know when and how to email a college admissions office during the college application process. You will be evaluated on the quality and nature of your correspondence so it’s important to be prepared. Read the following tips on how to email an admissions officer before you reach out with any questions.

If you are wondering how to start an email to a college, read on! In this section of the article, we will review several college admissions email samples and discuss how to write an email to college admissions successfully.

Address the admissions officer properly

Begin your email by addressing the admissions officer in a kind, proper manner. Don’t use slang or abbreviations that you might use with your peers while texting. Your writing should highlight your maturity and ability to communicate in a professional setting .

“Good morning, Ms. Smith,”
“Hello, Mr. Johnson,”

Introduce yourself

Admissions teams receive hundreds of emails a day from prospective students so a concise email that simply gets to the point saves time and energy. Therefore, you shouldn’t spend a great deal of time introducing yourself. You are unlikely to increase your probability of acceptance by sending an email detailing your life’s accomplishments. Instead, write a brief sentence or two, providing your name and any relevant background information that may inform their answer such as whether you have previously spoken to them during the college admissions process at a college fair.

“My name is Hayley Hall and I am applying to Pomona College in the Fall of 2022. I am particularly interested in majoring in Engineering.”

Be specific

Once you have provided your name and relevant information, ask specific questions. Don’t ask generic questions you should already know the answer to from your college search .

Avoid questions like:

“What’s the acceptance rate for UCLA?”

“What does Yale look for?”

“How much does each credit hour cost for in-state students?”

Colleges provide lots of general information about the school on their website. Search the university’s website thoroughly before reaching out. If you ask for information that the college already provides, it might signal to an admissions officer that you haven’t done your due diligence looking for information on your own. Tweet

Instead, ask more detailed questions like:

“What types of companies does the College of Engineering have partnerships with?”

“When do most students start performing research?”

“What would you say students are most excited about on campus?”

These kinds of questions prove that you have done your research but want more in-depth information about their university. Your curiosity will bode well with an admission officer. It will signal you are seriously considering their university. Their answers will help you make informed decisions about the schools you are considering and potentially provide information for your “Why This College” essay !

Make sure to thank the admissions officer

You want to leave a good impression on the admissions officer. Therefore, you should thank the admissions officer for his/her help. Your email correspondence with an admissions officer is often your first communication with a university as a prospective college student. Take your emails seriously while maintaining your own voice. Try to keep your emails to a minimum; don’t email admissions officers every day as that can likely become burdensome as well.

List your full contact information

A college admissions officer will most likely email you back. It is polite, however, to give them the option to call you. This will also come in handy if they need to reach you urgently. Therefore, make sure to list your phone number at the end of your email. You should also list your mailing address.

Sample email to college admissions office: 3 examples with analysis

Successful emails to admissions officer samples are professional, concise, and detailed. Let’s take a look at some sample emails to a college admissions counselor.

This email is polite and personal. It is also highly specific, with lots of key details and dates. The college admissions officer knows exactly who the student is and what they want. The email is very clear; the college admissions officer will not have to ask any clarifying questions before getting back to the student with the necessary information.

This email is friendly, organized, and to the point. The student presents several clear, well-researched questions that the admission officer is uniquely qualified to answer.

This is an effective email because it is detailed, thorough, and professional. The student clearly states who they are, what their questions are, and what sort of assistance and guidance they hope to receive. It is also clear that the student researched their academic programs thoroughly before drafting this email.

Why email a college admissions office?

Most college admissions officers consider emails from students a form of demonstrated interest or the degree to which you express an interest in attending a school. Demonstrated interest is one of the many factors college admissions officers consider when evaluating your application. It is the best way to show an admissions officer that you have done your research about their college and are eager to learn more. In fact, a study performed by the National Association for College Admission Counseling found that demonstrated interest was one of the most important factors in the college admissions decision process. As such, it is important that your email presents your best self.

7 extra tips on how to write a formal letter to college administration and mistakes to avoid

Be professional.

Always be professional. Address university admissions officers properly. Avoid slang and informal language. Always thank them for their time. Use a standard sign-off, such as Sincerely or Best Regards, and always sign your full name, along with your phone number.

Mistakes to avoid

Review your social media and online presence carefully. Now that you have reached out and the college admissions officer knows your full name, they will likely look you up. Also, always use a professional email address. Make a new one specifically for college correspondence if necessary.

Keep it brief

Be respectful of their time. Keep your message brief and succinct. Do not overwhelm them with too many questions. Try to limit yourself to two or three questions. You do not want them to feel like answering your email is a chore.

This is not the time to list your credentials and qualifications. Keep your email to a single screen. Introduce yourself briefly in a sentence or two.

Be purposeful

Have a clear reason for reaching out. Ask thoughtful, well-researched questions. Avoid writing vague or generic emails.

Do not email a college admissions officer simply to express your interest in attending or to list your credentials and qualifications. These details are already included in your application materials. There is no reason to repeat yourself.

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Format it properly

Base your email off of an email template if you are unsure how to format it correctly. Use a standard font, size, and color. Do not write in all capitals. Address them properly by their preferred name and title.

Do not use informal language, slang, or abbreviations. You want to impress college admissions officers. Show them that you are professional and capable of writing professional correspondence.

Write a clear subject title

Always write a clear subject title. Do not simply label your email as a “question.” Instead, try something like: “Fall 2022 Admissions Question” or “Joseph Smith, Prospective Biology Major, Application Status Question.”

Subject titles help college admissions officers stay organized, so avoid being vague. Do your best to concisely signal what your email is about.

Personalize the message

Always write detailed, personalized, well-researched emails. You do not want college admissions officers to feel like answering your email is a chore. Be polite, and personable, and ask relevant questions that they are uniquely qualified to answer.

Avoid sending the same email to multiple schools. It will likely come across as generic and vague.

Always proofread your emails. Have someone else review them for you before you send them. Take your time and make sure your email is kind, concise, and clearly communicates your needs.

You do not want an email with typos and grammatical errors to reflect poorly on you or your application. Always proofread carefully before pressing send.

Key takeaways on how to write an email to a college admissions office

Writing a thoughtful, well-researched email to a college admissions officer communicates that you are serious about your education and your application. Use this opportunity to put your best foot forward. Use professional language, and proper formatting, and ask specific questions. Be respectful of admissions officers’ time and always thank them for their assistance.

Still have questions? Review some frequently asked questions and answers below for further insight before drafting your email.

How do you address your message to a college admissions office?

Do your best to find out the name of the college admissions officer specific to your region. It’s important to personalize your email and avoid sending vague or generic messages. Use standard greetings such as: “Hello, Mr. Davidson,” or “Good morning, Mrs. Baldwin.”

How formal should your email to a college admissions officer be?

There is no need to be overly formal. Write the way that you would speak naturally. do not want to use slang, abbreviations, or informal language. Try your best to be personable, professional, and precise.

Can you write an email to an admissions office to follow up on your university application?

As application deadlines approach, feel free to reach out to the admissions office to confirm that they received all of your application materials. Not only will this help relieve some stress, but it will also communicate to the admissions office that you are thorough and well-organized.

August 9, 2022

College Admissions

How to write an email to a college admissions office: 3 sample emails.

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How to Write an Email to a College Admissions Office: Tips & Templates

The process of applying to colleges is very stressful and challenging. It can be hard to find information across lots of college websites.

Lots of people find that emailing a college admissions office is a good way to get questions answered. However, knowing how to write and structure your email to a college admissions office isn’t as simple.

Don’t worry, we’ve got you covered. We’ve provided some things to remember about emailing a college admissions office and some templates that you can use to save time and get started today.

Things to Remember

Ask a specific question.

The reason to email a college admissions officer is to get the answer to a question you have. If you are emailing them without asking a specific question, you are likely wasting your time and their time. Try to only email if you have a specific question that a college admissions office can answer.

Your question should be clear and easy to understand. Making sure your question makes sense is a good way to reduce the amount of back-and-forth between you and the admissions office.

Provide detail, but don’t overdo it

It is important to provide enough details in your email so that the college admissions office understands your situation. However, you shouldn’t write a whole 5-page essay while emailing them, either. College admissions offices get lots of emails from students each day, so to ensure yours is read, keep it brief and include the necessary information.

Don’t send emails when you are frustrated

Moments when you are angry and frustrated are not the time to send emails. Whether you are upset about not getting into a specific program or you missed an application deadline, sending an email while you’re frustrated is a bad idea. If you send an email while angry, you will likely regret what you sent.

Try taking time to calm down first and, if you still have a question, then email the college admissions office.

Know who the email needs to go to

It’s important to ask yourself whether emailing this person would be appropriate or not. A lot of times, college admissions offices have a specific email address or designated point of contact for questions. Make sure to check this before sending your email to ensure that your email is going to the appropriate place.

Check FAQ pages before hitting send

Furthermore, don’t send an email asking a question that has an answer that can be found easily online. Before you hit “send,” check the admissions website for your school to see if the question is answered there.

Most admissions sites have a FAQ page where they answer frequently asked questions, and your question might be answered there.

Check out our Saving Time in Gmail page to learn more about how to use Text Blaze to work faster with email.

With Text Blaze , sending emails to college admissions offices doesn’t have to be difficult. Using keyboard shortcuts, you can quickly insert templates anywhere online. Create templates that can be used to customize your emails and quickly send them to college admissions offices.

Here are a few templates that you can use today. Try them out and customize them to fit your needs.

Email to Specific Person

Email to general office, missed application deadline, add documents to application, meeting request, sports scholarship question, club/organization question, dining hall question, living on campus question, follow-up email: question answered, follow-up email: question unanswered.

Writing an email to a college admissions office can be simple if you keep these tips in mind and use Text Blaze’s templates to make the email process more simple. Feel free to give these templates a try and customize them to fit your needs.

Text Blaze helps thousands of students save hours each day and eliminate repetitive typing tasks (like writing such emails). Get started for free today !

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Today's college applicant is much more likely to email, not call, an admissions officer with a question or request. So it’s important to remember that the person on the receiving end of that email is going to make assumptions and judgments about you based on what you write and how you write it. Before you send that message off to your top-choice university, read our tips for making sure your email gets the attention it needs (and you get the answers you’re looking for).

Questions to Consider Before Emailing an Admissions Officer

Before you begin composing your email, ask yourself these 5 questions:

Do you actually have permission to email this person?

Are you angry are you sending this email to someone who's made you angry, can the answer to your questions be found on the university website, is your email clear is it polite does it make you want to reply, do you actually have a question you need an answer to.

Related: The Truth About Demonstrated Interest

Dos of Emailing an Admissions Officer

Do make sure your email address is just a name, not something embarrassing like [email protected]. Get a new email address just for college application communication if you have to.
Do make the subject line something descriptive. "Question" isn't descriptive. "Question from a fall 2011 applicant" is.
Do address the person by name at the beginning. Imagine if someone walked up to you and just started asking you a question without even saying hi first. Wouldn't it be rude (and a little weird)?
Do identify yourself in the first paragraph, particularly if the person doesn't know you or may not remember you.
Do write like you talk—as long as you're respectful. "The purpose of my email is to request your assistance with my college applications" is too formal. "I'm writing to ask you if you might be able to help me with my college applications" gets the job done.
Do ask questions that a person who has never met you could feasibly answer. Admissions officers know a lot about their colleges, but they likely know nothing about you. That’s why “Would it be better for me to major in biology or physics?” will probably be just about impossible for an admissions officer to answer responsibly. But, “If I would like to double major in biology and physics, would it be appropriate to indicate that on my application?” is a question that’s right in their wheelhouse.
Do use a normal font. Think black type and standard size. No bright colors, cursive, blinking lights or animated creatures of any kind.
Do say “please” if you’re asking for something.
Do say "thank you" at the end.
Do proofread it carefully (but an errant comma isn’t going to hold you back either! Remember, people are human).
Do type your full name at the end of the message. If you need a reply back, leave a phone number, too, so the person has the option of calling.

Don’ts of Emailing an Admissions Officer

Don't write something so long that they have to scroll through it. Keep your email to one screen.
Don't forget to proofread. Use proper punctuation, capitalization, and grammar. This is not a text message. Nobody ever looked stupid for sending a properly capitalized and punctuated email, but they have looked that way for ignoring standard grammar rules.
Don't ever type in all caps. When you write "PLEASE RESPOND TO ME ASAP" it reads like you're yelling at the person.
Don't include a quote in your auto-signature. You don't need to remind an admissions officer that "the only way to have a friend is to be one." And nobody in the history of email has ever read one of those quotes and said, "Wow, that really made me stop and think."
Don’t mark your email "urgent." It might be urgent to you, but it's not necessarily urgent to the person you're sending it to.
Don’t ask a long list of 10, 12, or 20 questions. Our Talent Department has received emails like this from people who are considering applying for a job at Collegewise, and it feels like we’re being asked to complete a homework assignment. If you have a question—or two, or maybe even three—ask them. But don’t turn your email into a written interrogation.

Sample Email to a College Admissions Office (Free Download)

We hope this post has taught you how to effectively email an admissions officer, but if you need additional guidance, you’re in luck. Below you’ll find an email template that can help you get started, and you can download it as a PDF here .

My name is [NAME], and I go to [HIGH SCHOOL] in [CITY, STATE]. We met at the College Fair last month. I’m interested in applying to [UNIVERSITY] and wanted to ask you a couple of questions.

[Include your questions here, and be sure to provide context and follow the guidelines in our blog post.]

Thank you so much for your time. I look forward to hearing back from you at your earliest convenience.

[YOUR FULL NAME]

[CELL NUMBER]

Note: This post was adapted from various posts written by Collegewise's Founder, Kevin McMullin, on his blog, Wise Like Us .

About Us: With more than twenty years of experience, Collegewise counselors and tutors are at the forefront of the ever-evolving admissions landscape. Our work has always centered on you: the student. And just like we’ve always done, we look for ways for you to be your best self - whether it’s in the classroom, in your applications, or in the right-fit college environment. Our range of tools includes counseling , test prep , academic tutoring , and essay management, all with the support of our proprietary platform , leading to 4x higher than average admissions rates.

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How to Write an Email to a College Admissions Officer

Julia de Raadt

Head of research and lead admissions expert, table of contents, email to admissions officer sample.

Stay up-to-date on the latest research and college admissions trends with our blog team.

How to Write an Email to a College Admissions Officer

If you are seeking information about how to email a college admissions office, you have come to the right place. During the college application journey, there may come a time when you have a few questions that need to be addressed by a university-associated professional. If you cannot find the answer to your question online, you might need to send an email to admission office personnel. An admissions email is often the quickest and most efficient way to communicate.

Keep in mind that all communication with potential schools needs to be handled with the utmost professionalism. Each interaction with you should be pleasant, show attention to detail, and include all needed information.

Here’s everything you need to know about sending an admissions email.

When To Email a College Admissions Officer

Emailing an Admissions Officer should have a clear and direct purpose. It isn’t in your best interest to send an “introduction” email or ask a question just for the sake of writing an email. College admissions officers have busy schedules and need to use their time wisely.

Be sure that any questions you have aren’t already addressed on the “FAQ” page or throughout the website. For example, it’s probably best to skip questions regarding tuition costs, if you will be admitted, etc. It’s likely that admissions officers are unable to offer information about filling out financial aid forms or the status of your application. Additionally, these types of questions may show an inability to do research or to simply read provided information.

However, there are times when sending an email to admission office personnel is necessary. For example, if you have specific questions regarding programs or need confirmation they received necessary application materials such as SAT/ACT scores.

Although some students are desperate to make some type of connection or hear news between when they send their application in and when they get their admissions letter, sending a random admissions email isn’t the best way to engage.

How To Email Admissions

If you have determined that an admissions email is necessary, there are a few ways to find the right way to reach the admissions office.

Most times, you can find email information for admissions officers on the school website. Some schools have a “contact us” section and offer direct information as to how to reach the admissions officers. Other schools may have listings of the emails of the admissions officers and show which territory they cover. In this instance, be sure to email the correct person.

It’s also possible that the school has a quick form available on their website for you to ask your question. Schools such as UCLA get well over 100,000 applications each year. They have a streamlined process to ensure your question gets answered in an efficient and timely manner. While this email may not be sent directly from your email account, rest assured that they received your email and will get back to you.

When you email admissions, be sure to keep these tips in mind.

Use a Professional Email

One of the most important things you can do for your future is to create a professional email. Using a variation of your own name, such as your first initial and last name, is a good place to start. An admission email from minecraftmaster247 or kardashiankween22 isn’t going to do you any favors.

Use the Exact Name Used on Your Application

If you are referencing your application, such as for confirmation of SAT scores, be sure to use the name used on your application/scores. For example, if your name is James Jordan Busch but you go by Jordy Busch – the admissions officer may be unlikely to find your application or the matching information. It’s also a good idea to include any numbers or ID information given to you. If you are sent an application confirmation number or other specific information, include this in your email.

Use the Subject Line

Use the subject line to your advantage. Most college admissions officers will receive hundreds of emails per day, if they can see the subject is important they may prioritize your email. However, don’t use this to be obnoxious. Writing *URGENT* or something similar about a basic question or something that isn’t actually “urgent” is not a good idea.

Edit Your Email

Any communication with your potential school(s) should be given your best effort. Be sure you use proper punctuation, spelling, grammar, a heading, etc. Use professional language and thank them for their correspondence. Don’t write in all caps or write out of anger. Read through your email a few times to ensure it makes sense. It’s a good idea to copy/paste the email into a site such as Grammarly to double-check everything. It’s also important to keep your email to one screen—writing an essay isn’t beneficial for anyone.

Be respectful of the admissions officer’s time. Sending multiple emails within a few hours of each other is unprofessional. Do not expect an ultra-fast response, especially during peak times. You should expect 3 to 5 business days for a response. If it has been a bit longer, it is ok to send a follow-up email.

Hello (NAME),

I am interested in applying to the business school for Fall 2023. Are there any internship opportunities offered to incoming freshmen? Thank you for your time. I look forward to hearing from you.

Sincerely,

(Your Name)

This email offers details, gets to the point, and is a professional and appropriate way to address an admissions officer. This information is unlikely to be shown on the website and shows interest in the specific opportunities in the program.

College Admissions Counselor

Sending an email to admission officer personnel should be used only for quick and specific questions. An admissions email may not be the best method for every situation. If you have a lot of questions or aren’t exactly sure who to ask your questions to, you may need more help than an email can provide. Many students can benefit from using a college admissions counselor.

A college admissions counselor can help you through the entire college admissions process. They are an excellent resource for information about college applications and can answer just about every question in the book. Those with special situations may need more help than an admissions email can give. Services such as Empowerly offer essay editing and college financial planning, and can even connect you to internship opportunities, scholastic programs, and give expert advice. With 94% of its students accepted into a Top 50 school, Empowerly’s proven success rate can help you gain entrance into your ideal schools.

If you have an inquisitive mind about all things college or are looking for a little extra advice contact Empowerly for a free video consult today.

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How To Write An Email To A College Admissions Office

When there is a reason to write to a prospective college admissions office, you will want to make sure your writing does three things:

Clearly states what prompted the email,
Represents you with the image you are striving for at that school, and
Helps you stand out as a memorable and qualified applicant.

Above all, and as with any aspect of the college admissions process, the priority for emailing an admissions officer should always be respectfulness and professionalism.

So, how do you accomplish all that?

Composing an email to a stranger- especially one you want to impress- can feel like trying to walk up an unfamiliar flight of stairs in the dark. It’s a known physical experience, but it feels scary, as though any small, wrong move could lead to a painful faceplant.

This article will turn the light on for you and hold your hand so you don’t slip- because emailing is an important tool to be able to use as part of your college admissions process.

While there are many helpful and worthwhile ways to interact with any admissions office, email is one of the best.

It’s great because it allows people to respond when they have time, it allows you to reach out no matter how far away you are (or what time zone you live in), and it gives you the opportunity to plan and polish what you’re going to say (rather than being under pressure to respond immediately and think on your feet).

Please don’t feel bad if this is not in your comfort zone.

Gone are the days when people corresponded through handwritten letters, so writing to people is no longer necessarily a culturally developed art form.

But even if we were wizards who communicated via owls, you’d still need to be able to design the message yourself.

So we’re going to show you how.

Keep reading to discover:

When to send an email to create the biggest impact in your college admissions process
Who to send your email to in the college admissions office
How to compose the best possible email
Overall tips to remember
A couple of example emails of what to send to a college admissions officer

You’ve taken a fantastic first step in being here and proactively learning all you can about the ins and outs of the admissions process . Now, let’s figure out this aspect of it, together.

When To Send An Email To A College Admissions Office

There are three excellent reasons for reaching out in an email:

Requesting more information about the college
Introducing yourself to the admissions committee
Following-up to say thank you after having met with them in person or through a digital interaction

Request Info

Always start with your own research about the school so you’re not asking any questions that have easy-to-find answers.

Don’t let your first impression be them wondering if you’re lazy or incompetent by inquiring about info that is on the college’s homepage or easily googled. You don’t want them to feel like you’re wasting their time.

You also don’t want them to question if you’re just pretending to be interested.

Ask good, genuine questions and engage in a sincere way.

When there is a program or professor you’d like to get more info from or connect with, reaching out to the college’s admissions office is a great way to make it happen.

If you’d like to attend a class or particular event, the admissions office is an excellent resource.

Introduce yourself

Whether you already have a personal connection to the school or not, it’s always a good idea to officially and pointedly approach the admissions office.

Let them know who you are, or remind them of who you are, and that you are honestly interested in this school.

Ever heard of demonstrated interest ?

It is a practice that many schools have adopted, where they keep track of how much interest potential students demonstrate (and in what ways) that they want to attend said college.

This phenomenon of ranking demonstrated interest has become increasingly important in the last decade, so it is important to be aware of it and use it to your advantage.

Thank you and follow-up questions

An email is an underutilized tool for solidifying a good second impression.

According to Rachel Toor, a former admissions officer at Duke, “80 percent of students who apply could do the work if they were admitted,” so the choice of who to admit often comes down to officers and faculty arguing the case for their favorite candidates to the rest of the admissions committee.

Use opportunities like emailing to create a fan who will fight for your entrance when the time comes.

Not many people take the time or put forth the effort to say thank you- so being one of the few that does can go a long way.

This contact method could be effectively used after a college fair, a virtual or in-person tour, an information session, or an interview.

The college admissions officer’s job is lots of work and they get nervous too. Let them know what you enjoyed, what was useful to you, or what you were left wondering.

Your follow-up questions can be a polite indication of important information they may have left off their presentation so they can add it in the next time.

Also, it’s perfectly natural to think of questions or comments after-the-fact, so don’t hesitate to continue the conversation with them via email if it warrants further discussion.

How To Figure Out Who To Send Your Email To

If you haven’t already gotten an email from the college’s admissions office or joined their social media (both of which you should do - it’s an easy way to demonstrate your interest in the school and it’ll ensure you have all the info they’re sharing), it’s still fairly simple to find their email address with a little help from Google.

Each college has a dedicated regional admissions officer assigned to your area.

Depending on the school, there might be one officer for your whole state, one to cover your county, or one that specifically covers your high school.

Under “contact” or “connect” on a school’s website there is often a “meet your counselor” feature that lets you search out your territory to see who is assigned to you. Sometimes it will even provide you with biographical info, but at the very least you will get contact information.

How To Compose An Email To A College Admissions Officer

First of all, let’s go ahead and acknowledge that it is natural to be nervous.

But don’t let it get you to the point of being too intimidated to reach out.

College admissions officers are humans too and it is their job- their goal, in fact- to be there specifically to help you find your best-fit college and get admitted .

So if you’re feeling apprehensive, just think of emailing as doing them a favor.

They have all this information they want to give out, all of this help they want to offer you- but you need to ask for it so they know what to tell you about.

The Greeting

The greeting should be respectful and follow their lead.

Address the person in the same manner that they sign off on their emails.

The correct information is easily found on the admissions website:

The Contact Name - Triple check, or copy and paste, to be sure spelling is correct. Most people get very offended if their name is spelled wrong- whether it’s a difficult name to spell or not.
The Titles - Formal is best. Do not use their first name alone unless you truly feel you are on a first-name basis with them. Never use “Mrs.” unless that is how they introduce themselves; best not to assume. Stick to Mr. and Ms., while also being attentive to the fact that they might be a “Dr.”- in which case, address them as such.
The Pronouns - In most cases, people will indicate their pronouns so be sure to pay attention and keep an eye out for that. If they are not indicated, don’t guess. Use a respectful gender-neutral option or re-write your email to not require pronouns.

This is an important factor in establishing your credibility and professionalism.

Your tone should be:

Formal, not casual. Don’t abbreviate or speak as if this was to a friend or a kid.
Friendly, not desperate. Keep your writing focused on the school more than overtly promoting yourself, if possible. Use the word “you” as much as “I” throughout the body of your email; people are more receptive to what you’re saying if it feels like you’re not just focused on yourself.
Trustworthy, not pretentious. (This is not the place to show off the words you’ve been studying as part of your ACT and SAT testing preparation .)

The formatting and grammar

Be accurate. Follow the rules of punctuation and capitalization, check your spelling. Give them evidence you’re a good fit in their academic institution.
Be concise. They’re busy so get right to the point. Don’t use filler words or sentences that waste time and obscure the point of your email.
Be clear. Use new paragraphs they can read quickly and easily. Re-read what you wrote to make sure that what you’re asking is easily understood.

The Best College Questions

Make your email effective by asking questions that matter, questions that give both you and the admissions office the information needed for determining a good match.

After all, that is the key point of all interactions with the colleges you are researching.

To help you make the most of your email opportunities, we have compiled a list of the best questions to ask college admissions officers .

If you have any questions about the overall process itself, or you are comparing different schools’ answers, feel free to send us emails too. We are here to help you all the way.

We can assist with polishing your list of questions and advise about correspondence.

We’d love to help you sort through the information coming back to you so that you can select the best possible college for you .

The Signature Sign-Off

End your email briefly, politely, and be sure to remind them of who you are.

Sign off with a simple “Sincerely,” “Respectfully,” or “Best regards,” or similar short term.
Always use both your first and last name so there is no doubt about who sent the email.
Include your contact information below your name so they can easily locate it.

Overall Tips For Communicating With Any College Admissions Office

Be true to yourself. The information they have will be used to determine if you fit there, so be honest and don’t misrepresent who you are and what you’re interested in. It's helpful to both of you.
Be patient in requesting a response. Keep in mind that they receive hundreds of emails daily. If it's time-sensitive information you need, allow them whatever time you can for their answer before sending a follow-up email and/or phone call to get urgent information. Otherwise, when you have the time to wait, do so - but don’t forget about it. Emails can end up in junk mail so it's okay to resend the email with a brief and polite note stating that you understand how busy they are, and in case they didn’t receive your email you are resending it. Additionally, sending it as a thread connected to the original email helps the recipient determine what questions you are referring to and doesn’t add to their list of new emails to answer.
Be efficient. Briefly say what you need to say and send it promptly.
Edit and proof. This is key to looking and sounding professional, as well as showing them that you are a qualified college-bound student.
Try to avoid template email sending. Having one email that you send to every college will feel sterile to the reader and it can be easy to forget to replace the name of one school with the name of another, which would really undermine the sincerity you want to display.
Make sure your social media accounts are appropriate-looking. Remember, once they get your email or have your name on a list somewhere, they will be looking you up online. Make sure that what they’ll see is what you want to be showing.
Respond as quickly as you would want to be responded to. If they reach out to you or respond to you with questions of their own, be sure to respond promptly- preferably that day. Don’t leave them hanging. Even if they don’t ask a question, it is usually appropriate to at least respond with a simple “thank you” so they know you received their email.

Now that we’ve parsed the finer points of email etiquette and things to remember when communicating with any college admissions office, let’s put these principles into action and look at some example emails.

Sample College Admissions Email #1

Dear Ms. Fitzsimmons,

Thank you for taking the time to speak at the “College Bound Consortium” held at American High. I wanted to introduce myself and ask you some questions about Cool College.

My name is Sammy Successful. I’m a junior at American High School here in Awesometown, MO, and currently, my primary interests are entrepreneurship and playing soccer for your successful team. Knowing the large time commitment of both of those programs, do you believe it would be possible for me to complete a business degree in four years if I’m also lucky enough to make the soccer team?

Additionally, since Awesometown is not close enough to drive to Cool College, I won’t be able to see any games this year. Would you be able to connect me with some of your current players so I could get a better understanding of what your team is like?

I am excited to learn more about Cool College and to speak with someone one-on-one about the specifics of your programs.

Best regards,

Sammy Successful

123.456.7890

Sample College Admissions Email #2

Dear Dr. Carter,

It was a pleasure meeting you today and I appreciated how you took the time to speak individually with each student at the College Fair.

After talking with you and reviewing Unique University’s information, I have some additional questions.

As captain of my school’s debate team, I hope to continue competing in college. In my research, I noticed that you have an active, award-winning debate program. Would you be able to tell me what events they focus on, how big their team usually is, and the process for selecting next year’s team?

Also, I took home your packet about the biology department and was impressed with the system you have in place for advising students about med school after college. My current goal is to attend veterinary school after college, but I wasn’t able to find any further specifics about that. Can you give me more information about any possible animal-related opportunities your school might offer and whether your advising program covers veterinary medicine?

I look forward to learning more about Unique University and how I might fit in there.

Now that you have all the tips and information, you’re ready to craft your own emails that represent who you are and connect you with the school of your dreams.

Of course, none of this is going to be possible if you don’t know what the school of your dreams is.

We can help you there, too.

Do a College Comparison Data Dive with us to explore the essential information about schools you have your eye on and also discover hidden gem programs and colleges that you hadn’t even considered before, but might just be the best pathway to your life and career goals.

7 Tips: How to write an email to a college admissions office

Emailing a college admissions office is no time for spelling errors or etiquette mistakes - this guide and sample email will keep your college emails professional and on point.

Email is such a fast and efficient way to communicate that it's easy to forget basic etiquette and professionalism. If you're not sure how to write an email to a college admissions office, this guide and sample email will keep you on the right track. WeAdmit's simple tips and suggestions will have you sounding professional and staying in the admissions office's good graces, and our college admissions office sample letter will show you how it's done.

Learning to write a professional email to a college admissions office isn't just a formality. Many colleges are teaching courses in professional behavior , including email and social media, because it's a vital skill when moving into the job market and advancing in your career. Plus, although texting and social media have become major ways of communicating on college campuses, a Bowling Green University study found that email is still the primary way students communicate with their professors. Developing professional email skills now will not only help you get into your perfect-fit school, those skills will serve through college and beyond.

Here are seven tips to keep your emails on point:

1. Keep the format clean

A solid college email should start with a formal greeting, preferably with the recipient’s name and title, and end with a sincere send-off. Keep the font size and color legible while avoiding frequent use of emojis, formatting, or images. If the email is difficult to read, it will not come across as if your student takes the email or its contents seriously.

Additionally, make sure the email’s subject line is clear and direct. “Questions Regarding the Economics Major” is much better than “asking about a few of your majors.”

Finally, make sure your student is sending any college-related emails from an appropriate and direct email address, such as [email protected]. This will help prevent their email from ending up in a spam folder or being disregarded for its lack of seriousness.

2. Make a good impression by demonstrating real interest

Many of the emails you'll send to a college admissions office are about information you need, such as your application, your financial aid, the major you're interested in, and scholarships you want to apply for. That's fine! But remember that the college is looking for people who are going to become part of their community, who participate in all aspects of college life, and who genuinely want to be there.

One of the intangible aspects of college admissions is demonstrated interest . It doesn't show up in an application, but it can give you an edge over other applicants. It simply means, "show the college you're invested in being a student there." You do that with campus visits and meetings with department chairs, but when that isn't possible, a well-written heartfelt email that asks good questions about the school can get the admissions office's attention. Put the focus on the school and how you'll be a strong and active part of its community, rather than always focusing on what the school can provide for you.

3. Don't be too casual

We all have a way of talking with our friends via email and text using abbreviations, emojis, slang terms, and shorthand. When it's time to email a college admissions office (or, later, a professor, a job recruiter, a co-worker, or your boss), leave the slang and abbreviations out. Write your emails in your natural voice, as if you're having an in-person conversation. But don't forget that it's a conversation with someone you should treat with respect. Use complete sentences, and proper capitalization and punctuation. Address the person you're emailing as Mr. or Ms., or, if appropriate, Dr. (if you know they have a PhD, it's a good idea to go with Dr.), and their last name.

Keep your email brief and to the point, and make sure you proofread it before you send it.

4. Don't be too formal

I thought we just said don't be too casual? We did. But a common mistake is to go too far in the other direction and write like you're reciting a speech or giving a sermon. There's no need to use big words or stiff, awkward expressions. That's not how you would talk in person, so don't do it in an email!

Also, never use a form email that you've simply filled in the blanks. The college admissions sample email in this article is just to give you an idea of what your email should look like before you write your own. There are plenty of form emails online, and trust us when we say that college admissions staff can spot them a mile away. Your goal in the admissions process is to stand out from the crowd, and a copy-paste email is never a good look.

5. Be polite and respectful

It might seem obvious, but it needs to be said. Approaching your college admissions journey with humbleness and gratitude will serve you better than being rude or entitled. Even if the college has genuinely made an error (it happens!), be kind and polite. Inevitably, you will miss a deadline , forget to send paperwork, or otherwise misstep, and your gracious behavior will reward you when you need help from the people in charge of accepting you to college.

6. Think before you send

Sometimes the best college admissions email is one you never send at all. If you have a question about the school that's answered on the school's web site or in an FAQ, or even on a student forum somewhere, there's no need to ask an admissions official about it. Don't be afraid to do some research and find the facts about admissions that you need.

If you're further along in the admissions process, you might be following up on an earlier email that hasn't received a reply in a little while. Of course, when you're waiting for your acceptance letter or financial aid package, a single day feels like forever. Still, don't pester admissions every other day. In general it's a good idea to wait a week or two before sending another follow-up email (unless the matter's especially urgent, in which case it might be time to just pick up the phone).

Getting into college can be a stressful time, and you don't always get the answers you want to hear from the admissions office. It's ok to feel upset or hurt when this happens. Just don't send an email when you feel that way. Take a day to cool your emotions so your reply is always polite and respectful, even when you want to scream.

7. Sample college admissions office email

In this sample email, the person sending the email is reaching out for more information on a college's honors program. Note the tone: respectful, but not stiff. It draws connections between the student and the college, demonstrating interest, and includes a personal point (that she wants to try mountain climbing) to help Dr. Alvarez remember her. This student has suffered a setback, but doesn't speak bitterly about it, instead moving forward to other opportunities. She has researched and found that the honors program is run by Janet Alvarez, who has a PhD.

Dear Dr. Alvarez,

My name is Hannah Wilson, and I'll be a freshman at State University this fall. I was disappointed that I didn't win the Masterson Scholarship, but Mr. Klein in the admissions office told me I would still be eligible for the honors program. I noticed that last semester there were honors classes on agriculture in early human history. I'm considering anthropology for my major, and I was wondering if you knew which honors classes will be offered this fall. Is it possible to have honors class credits count toward a major if they're in the appropriate field of study?

I saw from the honors program website that honors students get to participate in extra activities together. I'd love to be part of the honors program, and I can't wait to meet the other honors students. I really want to try mountain climbing - I've never had a chance to do that.

Hannah Wilson

That should give you a good idea of how to approach any emails you send to a college admissions office, or any other email where you need to be your professional best. If you're looking for personalized help with the other parts of your college journey, from essays to test prep and more, try one of WeAdmit's free counseling sessions . A team of WeAdmit college counselors can guide you down the path to your perfect-fit school.

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How to Email an Admissions Officer

June 11, 2022

Typically, there are two reasons that a prospective college student would want to email a college admissions officer: 1) They have a legitimate question that they are genuinely not able to find the answer to online, or 2) they are “playing the game” by demonstrating interest , an increasingly important factor in college admissions decisions. Ideally, the email that you construct will serve both purposes—the applicant will emerge with enhanced knowledge of the school and the admissions officer will emerge knowing that you are serious about attending their college. Of course, in our current COVID-19 impacted universe, this type of communication has never been of greater importance, as in-person communication (at campus visits, college fairs, high school visits, etc.) have been rendered impossible.

Students often ask us what to do and not do when emailing an admissions officer. In response, we offer the following rules of engagement:

1) Write in your real voice

Whether you are writing to an admissions officer at Columbia University with its 3.7% acceptance rate or someone at Columbia College in South Carolina with its 97% acceptance rate, you want to come across like a nice and respectful young person. This means not addressing the admissions professional in the same manner in which you would text your best friend.

Hey Paul, I was wondering if ur engineering school lets you double major. LMK.

First names, slapped together thoughts, and text-speak are definitely on the list of things not to do. On the other hand, you also don’t want to try overly hard to impress an admissions rep with your expansive vocabulary and mature style of composition that you end up sounding like a pretentious octogenarian:

“It is my asservation that this correspondence will not leave you in a state of sheer lassitude…”

An admissions officer receiving that message might mistakenly conclude that they were somehow receiving spam email from a British officer in the Crimean War.

Aim to be a slightly-polished version of yourself. Your email should sound like it comes from a teenager who is interested in a particular university because, well, that’s what it actually is!

2) Don’t forget to proofread

While a single typo won’t cause your future chances of acceptance to instantaneously combust into ash, it’s still worth spending the extra minute that it will take to quickly scan your email for glaring errors. Just as you wouldn’t come to a job interview donning a suit covered in coffee stains, you shouldn’t press send on the email equivalent riddled with grammatical errors.

3) Keep it about the school, not you

Some students attempt to use their email as a chance to make an elevator speech about how awesome they are. Unfortunately, this really isn’t the appropriate venue in which to chronicle your accomplishments.

You’ll have ample opportunity to impress the admissions office with your GPA, SAT scores, and extracurricular achievements during the application phase. When writing the admissions office, keep the focus on the school, not on yourself.

4) Avoid form emails

If you are emailing a dozen schools, it may be tempting to generate a Mad Libs-style template.

I am very interested in _____________ University because of your excellent ____________ program.

As tempting as this practice may be, cutting corners is not a good idea when you are trying to make a positive first impression. If your email has a generic stench to it, the recipient is likely going to catch a whiff and end up unimpressed.

5) Don’t ask questions that can be easily found online

Before you commit your query to email, take a moment to flip through a college guidebook or at least google your question. Even your tech-challenged Great Uncle Willie could probably find the answer to questions like:

What majors do you offer?
How many students attend your school?
Do you have intramural sports?
What is the student-faculty ratio?
Do most freshmen live in dorms?

Instead, we encourage you to ask questions that will actually give you a greater understanding of whether or not a given school is the right fit for you. For example:

I’m interested in majoring in accounting . Do any major accounting firms recruit on campus?
What percentage of students participate in undergraduate research?
I would like to double major in mechanical engineering and German. Is this possible to complete in four years?

6) Don’t write every single day

So you do want to demonstrate interest in a college but you do not want to come across like Robin Williams in One Hour Photo or Jennifer Jason Leigh in Single White Female . There’s a big difference between sending periodic friendly emails and getting the same haircut as a Yale admissions officer and then eating at her favorite restaurant every morning in the next booth. For those not up on mediocre film references, just try not to seem like a creepy stalker. An occasional email expressing interest or asking a legitimate question is the way to go.

7) Ensure that your email address/social media accounts are appropriate

While this seems obvious enough, many students actually slip up here. The second that you send that email, you are officially on the college’s radar. First and foremost, you want to make sure that your email address itself is appropriate. Hopefully, addresses that reference drugs, alcohol, or end in “69” (that seemed hilarious when you were 13) have been retired, or never even existed in the first place. Email addresses that are just plain weird should be avoided too. Admittedly, when I was a teenager I grossly violated this rule; however, in my defense, [email protected] made me (and only me) laugh every time I logged in.

Further, you want to make sure that all of your social media accounts contain only appropriate material or are at least set to private. The best email in the world isn’t going to mean anything if the first search result under your name is an Instagram pic of you chugging a can of White Claw and flipping off the camera.

College Transitions’ Takeaways

Write in your normal voice and edit before sending.
Don’t overshare or brag about an accomplishment—this isn’t the right time.
If emailing multiple schools, resist the urge to use a template.
Avoid asking questions that your cat could find on google in three seconds.
Don’t pester the admissions officer.
Ensure that your email/social media accounts are appropriate before you hit send.
Application Strategies
Navigating the Admissions Process

Andrew Belasco

A licensed counselor and published researcher, Andrew's experience in the field of college admissions and transition spans two decades. He has previously served as a high school counselor, consultant and author for Kaplan Test Prep, and advisor to U.S. Congress, reporting on issues related to college admissions and financial aid.

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When & How to Effectively Email a College Admissions Office

A college admissions expert offers insider tips for when and how to email a college admissions office. Ask yourself these 3 questions to determine if an email is necessary, get examples of good and bad reasons to email, plus see a sample of what to write and how to format your email.

Admissions offices are busy places. Certain times of the year are more chaotic than others, but the Admissions office is hopping most of the time.

Like most workplaces, they’re inundated with emails on a daily basis and it’s difficult to keep up with a burgeoning in-box.

Having spent a couple decades working on a college campus, I know that a good Admissions officer genuinely cares about high school students and wants to be helpful. They will always take the time to answer emails.

But an overload of emails can delay other parts of their job.

That said, there are definitely times when an email is warranted. Read on for insider tips about when and how to email a college admissions office.

An important note: If anyone is sending an email, it should almost always be the student and not the parent.

When Should You Send an Email to College Admissions?

What’s the most important part about emailing college admissions officers? Knowing whether your question or concern is worthy of an email. As a prospective college student, you always want to present the best version of yourself to a university.

3 Questions to Decide If It’s a Good Idea to Email Admissions

There are times when you need to send an email and there are times when it’s not necessary. These 3 questions can help you decide whether or not to email.

What is the purpose of your email? You should have a clear and specific question or concern in mind.
Have you searched for the answer on your own? A vast majority of questions that admissions counselors receive are answered on the college’s website and/or their social media channels. They might also be found in emails or text messages from the school. Search those places for answers before you send an email. You don’t want to give the impression that you’re not resourceful or that you’re not reading important information the college is sending you.
Are you applying to a highly selective institution? If so, you want to connect with someone in the admissions office to demonstrate your strong interest in the college or university. If not, you should only email if you’re clear about your purpose and have tried to find the answer yourself.

Sending an email to the Admissions office to demonstrate strong interest in the school is ONLY applicable to the highly selective ones. The overwhelming majority of U.S. colleges accept most of the students who apply .

Good Reasons to Email College Admissions Officers

Parents and students often have really good questions that aren’t found on the college’s website or social media channels. Below are examples of questions that could be sent in an email to college admissions:

When will the first round of acceptance letters be sent out?
How many incoming students are undecided on their major?
What resources are available to me if I’m undecided about my major?
I currently have an IEP in high school and am curious about the resources available to me as a first-year student. Should I contact the Academic Resource office before or after I am admitted?
Will most of my classes in my first year be taught by adjunct faculty, graduate assistants or full time professors?
Are interviews required for any of your merit scholarships?
Is a personal essay required for the Honors College?

NOT Good Reasons to Email College Admissions Officers

Admissions officers understand that parents and students often feel overwhelmed by the college application process. And because they’re amazing, they’ll always answer emails, no matter what questions you ask. But you want to be respectful of their time.

If you spend a little time searching online, you should be able to find the answers for questions like these:

Do you offer academic scholarships for freshmen?

Scholarship information should easily be found on the Admissions website with corresponding deadlines and application information. Use the search function if you can’t locate it right away.

When is the application deadline?

These dates are plastered EVERYWHERE on the Admissions website, admissions materials, social media and likely throughout the school’s website.

Do you accept transfer students throughout the year or only in the fall?

In general, transfer students are admitted on a “rolling basis”, which means throughout the year and at the start of each term or semester. The transfer student admission process should be outlined on the school’s website.

Have you received my high school transcripts, letters of recommendation, SAT or ACT scores yet?

You can verify receipt of your test scores , transcripts or letters on the college’s applicant portal.

Do you need additional information about my academic achievements or letters of recommendation?

If they do, they’ll let you know. “Don’t call us, we’ll call you.”

Do I have enough extracurricular activities included on my application?

There is no minimum or maximum amount and your college admissions officer won’t be able to answer with a definitive number.

Have you made an admissions decision regarding my application yet?

I know it’s hard to wait for an answer, but if they haven’t notified you, they haven’t made a decision yet.

Are freshmen required to live on campus for their first year?

This information will be readily available on the college’s website.

Do you offer Actuarial Science (or any other specific program) as a major?

You should find a complete list of possible majors on the school’s website. Search “majors” or the name of a specific major (“actuarial science”) if you can’t find the list.

Are there opportunities for me to visit campus?

You can visit campus anytime you want. We encourage families to check out campuses “unofficially” so your student can really get a feel for the school. You can find official opportunities for campus visits on the Admissions website.

Preparing to Send an Email to College Admissions

If your purpose and questions are clear and necessary, then you want to send an email that will elicit interest and a prompt response. Writing this type of email is not much different than other professional emails.

Remember, your ultimate goal is to be accepted! Following our suggestions below will help you make a good impression as a resourceful and respectful student.

How To Find The Right Person To Email

Always personalize your email. It will be better received (and likely replied to sooner) if you address it to a specific individual.

The right person is usually your college admissions officer, but it also might be a regional director responsible for recruitment in your state of residence.

To find contact information for your specific admissions officer or regional director:

Go to the Admissions page on the college’s website.
Look under the About tab on the Admissions page. It might also be found on a Meet the Team page or even the Accepted Student page.
If you can’t find a name and email, call the Welcome Center or front desk of the Admissions office and request the contact information.

Taking the extra time to find a specific person and personalize your email will always be worth it.

Where To Look For Answers Before You Write Your Email

Now that you know who should receive your email, you want to make sure that your email is necessary. Take some time to search for answers to your questions. Be thorough and give more than a cursory look over the college’s website.

College or University Website. College and university sites are robust and may be difficult to navigate. Here are a few places to look:

Admissions or Financial Aid (especially FAQ pages)
Applicant portal
Search bar (on the college’s website or the Admissions section)

College or University Social Media. If you’re having trouble finding the answer to your questions on the website, check their social channels. Save yourself some time and click on their social media links from the website’s header and/or footer to find information like:

Application fees
Application steps
Common Application options
When to expect an acceptance letter
Short YouTube videos for applicants

If it takes too long to find an answer, then your questions are likely shared by many other prospective students. In that case, it’s completely reasonable to send an email to Admissions.

What To Include In The Subject Line

Don’t overlook the importance of a solid subject line. It doesn’t necessarily need to be attention-grabbing, but it does need to be clear and concise.

Be specific. Your subject line should clearly indicate the content and purpose of the email. It should not be something like “I have a question…” or “Can you help me find some information?”

Limit the subject line to 7-8 words. If the admissions officer is checking emails on a computer, most inboxes will show about 60 characters. If they’re using a tablet or phone, they’ll be able to see about 30 characters.

Begin with the most important information. If they happen to be checking email on mobile, the purpose of your email will be unclear if that information is cut off. And they’ll be less likely to open or act on the email quickly.

Below are a few examples of good subject lines:

Question about Honors College admissions process
Follow-up on financial aid package
Thank you for campus visit on [insert date]
Research opportunities for freshmen
Opportunities for applicants to connect with alumni

7 Tips to Format an Email to College Admissions

Like the subject line, your email should be brief and specific. Format the email properly: use block formatting with white space between each section/paragraph.

Use a professional tone. This is NOT a text to your friend. (You’d be surprised how many emails we get from high school seniors and even undergraduate students who somehow forget this.)

I know most high school students rarely use email, so some of these suggestions will feel strange to you. But trust me! And use these tips to write emails to your future professors and employers.

Begin with a salutation and the recipient’s name. A safe and professional option is to begin with Dear followed by the name of the person you’re emailing. Use Mr. or Ms. if you know their gender. If not, use their first and last name.
Introduce yourself. Don’t assume the admissions counselor recognizes your first name or your email address. Include your first and last name, high school and the semester you’re planning to enroll (e.g., Fall 2023).
Use numbers or bullets for your question(s). Use a professional tone and be specific about your question(s). If you have more than one question, number them or use bullets to set them apart. This will make it easy for your admissions officer to read.
Include contact information. Indicate the best way to reach you and be sure to provide a phone number and email address. It never hurts to include the email even though it’s available at the top as well.
Express gratitude. At the end of the email, thank the admissions officer for their time.
Finish with a closing and your name. A few professional choices to close an email are Sincerely, Thank you, Respectfully . Use your first and last name here again.
PROOFREAD . Do not send the email unless you have reviewed it. Kristie and Mary tell their students to proofread by reading out loud. You’re more likely to catch typos and mistakes.

Sample Email to a College Admissions Office

Below is a sample of an email you might send to admissions. We hope this helps you.

Subject Line: Summer orientation question & scholarship application confirmation

Dear Mr. Palmer,

My name is Ken Sigler and I’m currently a senior at Louisville High School. I recently submitted my application for admission as a first-year student for Fall ‘23. I appreciate any assistance you can provide on these follow-up questions:

Can I register for summer orientation before I submit my enrollment deposit?
I did not receive a confirmation email for the scholarship application I submitted last week. Could you confirm it was received?

You can reach me at [phone number] and [email].

Thank you for your time.

Good luck as you keep moving forward in the admissions process!

Pinterest pin with the title on the top 1/3 of the pin in red and black font: "How to write an email to a college admissions office" with "fromacollegeprof.com" in black font inside a blue rectangle at the bottom. The picture is of a college campus building with a sign that reads "Admissions Welcome Center"

Ken Sigler is a former assistant dean & admissions director at public & private institutions, as well as a former senior consultant for enrollment to colleges & universities across the US. He earned his doctorate in Higher Education Leadership and is an adjunct professor for a grad program. With 25 years in higher education, he's passionate about finding the best fit college for students.

Ken is married to Kristie and they have 2 teenage boys and 2 large dogs. He loves the outdoors and never, ever wants to leave college.

How to Write an Email to College Admissions Counselors

Mark montgomery.

September 28, 2023

How to write an email to college admissions officers

The college admissions process can be filled with uncertainty. One source of information that can help reduce the uncertainty — in some respects — are college admissions counselors. But do you know how to write an email to college admissions counselors? If you want to communicate with admissions, it’s best to think carefully about how you will communicate with the humans that populate those offices of admission.

Reasons to Write an Email to College Admissions Officers

Students may have different reasons to write an email to college admissions. Some of the most common include:

A request for particular information about academic offerings, such as the viability of pursuing particular double majors, the availability of certain kinds of courses, or the process for creating a personalized major
An inquiry about your status on the waitlist
An expression of continuing interest after being deferred in the early admissions rounds
A request to connect with student leaders of particular organizations or groups
A question about financial aid eligibility
An inquiry about special scholarship programs
Confirmation of the receipt of all materials by admissions offices–if there is reason to believe there is a problem
Specific questions about research opportunities, alumni resources
Requests to connect with learning support services for people with physical or learning differences
Notes of thanks for something kind that an admissions officer did on your behalf

Sometimes, you may also be responding to an email that an admissions officer sent to you. Further on in this article we’ll address how to write an email to a college admissions counselor if you find yourself in this situation.

The point is that you really do need a good reason to write to an admissions officer. Some students and parents have heard that it is important to demonstrate interest when applying to college . It’s true: you need to show some love to admissions offices to let them know you are really interested in attending.

However, you also want to avoid being annoying. You want to demonstrate interest, but you don’t want to cross the invisible line that leaves the admissions office to think you are a nuisance. You want to ask good questions, and you want to be respectful of the time of an admissions officer. You want to get the information you need in a way that conveys interest without becoming a nuisance.

Do Some Homework Before you Write an Email to College Admissions Counselors

So before you actually write that email, you need to make sure you’ve done all you can to ensure that you can write an effective email that will get you the response you need. Here are some things to think about and research before you write.

Look at the college’s website

Colleges and universities maintain comprehensive websites that contain information for staff, faculty, and students, in addition to providing information for prospective applicants. Use the search function to try to find an answer to your question. If you do find the answer, perhaps you can refashion your question in light of this information. Can your question get even more specific? If it can, you will demonstrate that you have read the website carefully and need a human (the college admissions counselor) to help you find the answer.

Find the appropriate person.

The admissions website will usually (but not always) list the people in the admissions office. In most cases, the admissions counselors are assigned different geographical areas (or “markets,” in business terminology) for which they are responsible for expanding the applicant pool–and addressing prospective applicants’ questions. So take a few minutes to figure out which admissions counselor is assigned to your state, your city, or even just your school. That is the person who may read your application first, and who is most interested in seeing your application. Address your email to the right person.

Once you find the right person to address is your email, now you have to think about how to write it. Consider these five essential elements.

1. Consider the Subject Line

When an email appears in a person’s inbox, the subject line is an important indicator of the contents. So use the subject line to ensure that your email gets opened. You might want to use the words “prospective applicant” or “applicant for the class of 2025.” You could make it more specific: “Question about financial aid from prospective applicant 2025.” No matter how you formulate it, don’t neglect the subject line in capturing the attention of the admissions officer.

2. Address the Admissions Officer Respectfully

Address the admissions counselor respectfully. Don’t say, “Hey, Mark!” Or worse: “‘Sup, Mark.” Use formal address. Usually that means using the word “dear”, as in “Dear Mr. Montgomery.” Some young people have difficulty with that level of formality, so it might be acceptable to open the email with “Hello, Mr. Montgomery.” You probably learned proper etiquette for writing a formal letter back in elementary or middle school. Use that knowledge when addressing the admissions officer in a fairly formal tone.

3. Introduce Yourself When You Write an Email to College Admissions

Be sure to tell the admissions officer a bit about yourself, not so much to give them your life history but to be able to place you and remember you. You could start by saying something along the lines of, “My name is Mark Montgomery and I am applying to Colorado College in fall 2026.” You might give a few other essential facts, including the name of your high school and town, the major that most interests you (if that is relevant to your question), and–if you have it–your ID either for the Common App (known as a “CAID”) or your ID number for the particular school to which you are applying (this number is given to you after you apply…usually through a “portal” for the university that you will log into).

4. Be Concise as You Write an Email to College Admissions

Don’t get into long preliminary explanations: get to the point immediately. State your business. If you’re asking a question, ask it. If you need information, ask for it specifically. As you write the question, think about how the admissions officer might respond. If you find that the question you ask would require a lengthly, complex response, consider writing the question that would require a simpler, more succinct answer. You want the admissions officer to be efficient. You want that person to offer up the answer you need without having to spend an hour crafting a complicated response.

5. Say Thank You and End with an Appropriate Closing

As your Momma always reminds you: “say please and thank you!”. Be sure to thank your addressee for their time and consideration. Then sign off in the same formal way in which you began. Closings like “Best regards” or “Yours truly” or “Sincerely” all may sounds terribly old fashioned. But they’re a whole lot better than “Peace out” or “Later, dude.” Better to err on the side of formality than breezy informality.

Follow with your first name, last name, and phone number. It’s unlikely you’ll receive a call instead of an email, but it’s a good idea to include it anyway.

Dos and Don’ts as You Write an Email to College Admissions Officers

To summarize, here is a list of things you should bear in mind when you write an email to admissions counselor.

Use a formal tone to demonstrate your respect and ability to speak to adults you do not know.
Develop a helpful subject line to grab the reader’s attention.
Edit your email carefully…no grammatical mistakes or syntax errors!
Be concise: don’t use 10 words to say something you can say in 3.
Be patient in receiving a response: admissions counselors get hundreds of emails a day, so don’t expect an answer immediately.

Don’t

Use an unprofessional email address like “Cute_Puppy” or “Bubbalooney.”
Be rude or disrespectful.
Neglect to edit your email. Really. No mistakes.
Mark your email as urgent (not worth annoying your recipient).
Ask a long list of questions.
Forget to say “please” and “thank you.”

Sample Emails to College Admissions Officers

If you’re still unsure about how to write an email to college admissions counselors, we offer these templates to help you. They demonstrate both the tone and the brevity of these communications. Feel free to adapt these to your needs.

Sample Email to College Admissions #1

Hello, Ms. Taylor,

My name is Divya Sharma, and I’m applying to Gotham College for the fall of 2024. I submitted my application and my SAT scores on December 15, but I notice in the Gotham portal that my SAT scores have not yet been received.

Could you please confirm whether or not the college has received my score report? Thank you in advance for all your help.

Divya Sharma CAID 987654

phone: 555-123-4567

Sample Email to College Admissions #2

Good morning, Mr. Rodriguez,

My name is Martin Fillmore, and I’m in the process of applying to the University of Los Angeles. I am considering a major in Chemistry, but I also have a strong interests in both Economics and History.

I am simply undecided about my major at this point. Can you tell me more about how academic advising works at ULA for undecided students like me? Thank you very much for your time and assistance.

Martin Fillmore Mt. Pleasant HS, Hygiene, Colorado telephone: 999-875-4321

Sample Email to College Admissions #3‍

Dear Dupont University Admissions Office,

Hello, my name is Ben Harrison, and I was recently waitlisted for admission. I’m writing to ask if you can please tell me where I am on the waitlist.

My first choice university is Dupont University, and I would love to know my chances of being accepted.

Thank you for your consideration, and I look forward to hearing from you.

Sincerely,

Benjamin Harrison Dupont U ID Number 45hp987 Telephone: 123-555-1234

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How to Write an Email to a College Admissions Office

The goal of the admission email is crucial. An excellent paper may set you on the path to success. But only if the admissions officials can see you're an interested and determined individual and can be polite and respectful. The stakes are too high, so it's a good idea to find detailed college admissions consultants reviews and get the best expert who will help you show the admissions committee why you belong there. With such assistance, it will be easier to reach your goals. You will demonstrate originality and high-level thinking, ask the right questions, and write correctly.

It's not only a formality to learn how to compose a professional email to a university's admissions office. It's a talent that's crucial for entering the workforce and climbing the corporate ladder since it relates to how one conducts oneself in a business setting. Read on to find out how to email admissions office.

Ensure A Streamlined Presentation

The best college emails begin with a formal welcome that includes the recipient's name and title, and they close with a heartfelt farewell. Do not use emojis or photos; instead, focus on keeping the text size and color intelligible. It would help if you made an impression of a serious person. The subject line should be concise and to the point. Finally, use a formal and direct email account for any college-related correspondence. This will lessen the likelihood that your message will be marked as spam.

Show Genuine Enthusiasm

You'll be emailing the admissions office to get answers to questions concerning the application, financial assistance, intended major, and any scholarships you're interested in. Nonetheless, keep in mind that the institution seeks individuals who will integrate into campus life. Students must integrate into campus life, engage in all facets of student activities, and show enthusiasm.

College admissions officers value "shown interest" more than other less concrete factors. It's not something you put on a resume, but it may help you stand out from the competition. A well-written, sincere email with thoughtful questions about the university will catch admissions officers' attention. Instead of continuously asking what the school can do for you, emphasize how you can contribute to and strengthen the community.

Find A Golden Middle Between Formal And Casual

Avoid slang and abbreviations when emailing a college admissions office. Use an informal tone while composing emails, as if you were speaking to the recipient in person.However, remember that you are having this talk with a human being and should treat them with dignity. Please capitalize the first letter of each phrase and punctuate it correctly. Use the recipient's title and last name in your email's salutation.

At the same time, there is no need for pompous language or stilted gestures. Being too casual is a terrible idea. Don't ever send an email that is a template. These examples are meant to guide you while you draft your piece. Admissions officers at universities are experts at spotting online samples. You want to set yourself apart from other applicants and need more than a cookie-cutter email to help you. Here are some simple rules to improve your email etiquette.

Be Sure You've Done Your Homework On The Topic

Most universities have comprehensive websites that address many common concerns and provide a wealth of useful resources for prospective students. Please read all the info carefully. A college admissions officer may have doubts about your research skills if you contact them with a query addressed on the site. Asking well-thought-out, detailed questions is a way to make the right impression.

If you have doubts about whether or not an admissions officer has received your application documents, you may contact them again. As the application submission deadline rapidly approaches, this is of paramount importance.

The Process Of Writing: Necessary Steps

When applying to colleges, knowing when and how to contact them is crucial. Your written communication skills will be assessed, so it's wise to develop some material in advance. Here are some helpful tips to consider.

Address A Person

How to email an admissions officer? Proper etiquette requires that you address the admissions officer with respect. Start your email by addressing the admissions officer by title and full name. Stay away from texting lingo and acronyms you may use with your friends. Showing maturity and the capacity to speak in a professional situation is an important goal.

Start By Introducing Yourself

Including a cover letter and resume in an email will not help your chances of being accepted. Jot down a line or two introducing yourself and mentioning anything that would help admission officers remember who you are. Imagine you talked with them about college applications or attended the same college fair. It will help to find the right words.

Give Thanks And Be Specific

After introducing yourself and giving some background knowledge, you may go on to more targeted inquiries. Be specific and ask something you couldn't find in the FAQ section of the university's website. It is also appropriate to express gratitude to the admissions officer. Use a formal tone and your voice in your email correspondence.

Provide Complete Contact Details

It's probable that you'll hear back from an admissions counselor. So it is courteous to provide them with your contact information in case they want to give you a phone call.It is helpful in case they have an immediate need to contact you. Include a contact number in the last paragraph of your email. Your postal address is required as well.

Emailing seems easy, but every detail must be considered when writing to admission officers. Be polite, show your interest, check your grammar, and ask only specific questions. We hope that our advice helped you understand how to email college admissions. Good luck!

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Your chance of acceptance, your chancing factors, extracurriculars, how to email admissions office.

I've got some questions for an admissions office but I'm not sure how to approach them via email. Can someone give me advice on the best way to email an admissions office without sounding too informal or awkward?

It's great that you're reaching out to an admissions office to clarify your questions! When writing an email to an admissions office, it's important to stay professional, yet approachable. Here are some tips to help you craft an appropriate email:

1. Use a clear and descriptive subject line: Make sure the subject line is clear and relates to your question(s). For instance, "Question about Application Deadline for Fall 2024" or "Inquiry about Financial Aid Process."

2. Start with a polite greeting: Begin your email with a respectful salutation, such as "Dear Admissions Office," or "Dear [specific person's name, if you know it]."

3. Introduce yourself: Briefly introduce yourself, including your full name and any relevant details like your intended major or the semester you're applying for. For example, "My name is Jane Smith, and I am a high school senior interested in applying to the Psychology program for Fall 2024."

4. Get to the point: Clearly state your question(s) or the information you're seeking. Avoid long paragraphs and use bullet points if you have multiple questions. Be concise but provide enough context for the admissions office to understand your inquiry. For example, "I have a few questions about the application process that I'm hoping you could help me with:"

5. Keep it formal and respectful: Remember to use a professional tone throughout your email. While it's fine to be friendly, avoid using slang, emojis, or excessive exclamation points.

6. Express gratitude: End your email by thanking the admissions office for their time and assistance. You could say something like, "Thank you for your time and consideration in answering my questions. I appreciate your help in resolving any uncertainties regarding the application process."

7. Include your contact information: Close the email with your full name, phone number, and any other relevant contact details, so they can easily get in touch with you if needed.

8. Proofread your email: Before hitting send, double-check your email for any spelling or grammatical errors. Make sure your email is well-organized and easy to understand.

Following these guidelines should help you draft a professional and effective email to the admissions office. Don't hesitate to reach out to them—admissions offices are there to help guide prospective students through the application process! Good luck!

About CollegeVine’s Expert FAQ

CollegeVine’s Q&A seeks to offer informed perspectives on commonly asked admissions questions. Every answer is refined and validated by our team of admissions experts to ensure it resonates with trusted knowledge in the field.

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How to Write an Email to a College Admissions Office

So, you want to write an email to a college admissions office! Maybe your guidance counselor or an academic advisor in school suggested doing this, or maybe your parents are insisting it’s something they did “back in their day.” In any case, if you’re scared about reaching out, this is the guide for you! While it’s easy to be intimidated by prestigious schools, at the end of the day there’s a human being behind the screen who will read your email , a human whose job is to help you get the information you’re looking for. With that being said, take a deep breath, buckle in, and get ready to learn how to write a killer email.

We will cover various situations and give examples of how to write emails to a college admissions office.

Why Write an Email to a College Admissions Office?

There are several reasons to reach out to an admissions office in the first place, so it’s important to know why you’re doing it. Let’s clear up some misconceptions: do not write an email because you feel like “you have to” or “everyone else is doing it.” There’s a variety of situations you might need to write an email for but doing it for the sake of doing it is not one of them!

An Informational Email is exactly what it sounds like: you’re asking a question about the admissions process, application materials, or some other detail you need clarification on.

A Thank-You Email is sent as a follow-up to an interview. This is a really simple thing to do that a lot of people skip for no reason! You won’t be penalized for forgetting to send one, but it’s basically free points with your interviewer, so why not?

A Letter of Continued Interest is used for a very specific situation. If you apply Early Action or Early Decision to a school and receive a decision of “deferral” or “waitlist,” this will boost your chances of a final acceptance.

How to Write to an Admissions Office to Request Information

The first rule of writing to request information is simple: Don’t ask a question that could be answered with a quick Google search! Imagine for a second that you’re the employee that will receive this email. Do you want to spend your day answering the same simple questions over and over? Would it annoy you that these prospective students don’t have reading comprehension and can’t be bothered to check the website carefully? To avoid irritating your admissions officer, be sure to do your research on the issue ahead of time. (Tip: the best way to be sure you aren’t asking a silly question is to see if someone else can find the answer for you. Ask a parent, guidance counselor, or even a friend to look at the college website with you, in case they spot something you’re missing. Sometimes the longer you look for something, the easier it is to miss it, so having a fresh set of eyes is super helpful! )

Once you’re certain that this question needs to be answered by an admissions officer, let’s go about requesting that information! Don’t be scared: remember, they’re here to help you! With any email in general, be sure to be polite and respectful. However, don’t feel like you need to bust out the thesaurus either. They won’t grade the literary quality of your email, so no need to write the next Great Expectations . In fact, the shorter the email, the better! These employees could be getting thousands of emails a day: make their job easier by making your letter as clear as possible.

My name is Polite Student. I am a senior at Pretend High School interested in applying to Example University. I had a few questions about the application process that I was hoping you could help me with.

First, I noticed that the College of Nursing has an earlier application deadline than the other colleges at Example University. I’m interested in dual enrollment between the College of Nursing and the College of Fine Art, but I’ll be receiving some SAT test results in between those deadlines. Do I have to use the same application for both schools, or can they vary? In other words, can my newer SAT scores be counted towards my application towards the College of Fine Art?

Second, I saw that there was a summer study abroad program hosted by the College of Engineering that first-year students could apply for. Is that program limited to engineering students only, or can any first-year apply?

Any advice you can give would be appreciated.

Polite Student

How to Write a Thank You Letter After a College Admission Interview

I like to send my thank-you email about an hour after the end of the meeting. Definitely do so within 12 hours of the interview, but don’t do it the second you leave the room! A thank-you note is a great way to show you were paying attention and engaged in the interview. Bring up a detail from your conversation or recap what you were excited about learning in the interview. (Tip: If there was a moment where you blanked on an answer to a question or forgot some other bit of information, this could be a great place to retroactively respond.)

Remember, these interviewers probably meet with at least ten students per day. Make your interview easy to remember by summarizing it in your email–and by summarize I mean abbreviate! What do you want the main thing they take away from the interview to be? If the answer is “a bubbly, bright student who is passionate about robotics,” then be sure to write a line bringing up how much you enjoyed talking about your time on the robotics club with your interviewer. When the interviewer glances at their email, you’ll essentially have written their notes for them.

Dear Kind Interviewer,

Thank you so much for taking the time to interview me today! I really enjoyed our conversation about women’s rights and how that might translate into pursuing a degree in social work at Example University. I’ll be sure to further investigate that domestic violence prevention program you told me about.

It was great hearing about your time during college. Your descriptions of how beautiful winter is in Boston got me really excited imagining a potential future there. If I’m lucky, I’ll get to experience a snowball fight like the one you had!

Please let me know if there’s any other information you need from me. I hope to hear from you soon.

How to Write a Letter of Continued Interest

Oh no! You got deferred! Don’t worry: it’s not the end of the world. A Letter of Continued Interest is a great way to let schools know they’re more than just a possible option: they’re your top choice. You’ve already written the application, so no need to make a second Common App essay. Instead, use this as the space to include any new developments or information you couldn’t include on your initial application. For example, maybe there’s a poetry competition you won recently, or you’ve joined the debate team at your school. Maybe you’re planning to conduct an independent research project through a prestigious program …Whatever it is, updating your application with this info is a great way to boost your chances of making it off the waitlist.

If you managed to get a visit to campus in between submitting your application and receiving this notice, let them know how it went! Make sure you also reiterate why you want to attend this school specifically. (Tip: Even if the school isn’t really your first choice, they don't need to know that. Write like this school is your absolute dream university–but do not lie and say you’re 100% committed to going if that isn’t the case!) Keep your tone polite and respectful at all times, and be sure not to blame, beg, or badger. If you’re rude to the admissions officer, it doesn’t matter if you became the youngest astronaut in the world or won an Olympic medal: no one likes a bully.

If you have the name of a specific admissions officer overseeing your application, be sure to address them by that! Otherwise, a general “Example University Admissions Committee” is fine.

Dear Mr. Admissions Officer,

My name is Polite Student. Thank you so much for taking the time to consider my application to Example University. I wanted to let you know that although I have been deferred, I am still extremely interested in attending this school. Example University remains my top choice: no other school has such a robust bioengineering program geared specifically towards career development.

Since applying to Example University, a few things have changed. First, I discovered a new species in the Amazon Rainforest. I also led our soccer team to the state finals, and raised my GPA from 3.45 to 3.61. These experiences broadened my understanding of the natural world, strengthened my cooperation and problem-solving skills, and taught me rigorous academic discipline. I also had a research project on cellular growth published in a prestigious journal. This project let me work side by side with Example University faculty, giving me a chance to embark on the kind of research I hope to do in the future.

I was also able to visit Example University this past weekend for an informational session. Being on campus, feeling the energy of the students bustling around me and chatting with other prospective applicants, I felt like I was right where I belonged. This learning environment of boundless curiosity with like-minded individuals is where I am meant to flourish, not just grow.

Thank you again for keeping my application in consideration. Please let me know if there is anything else I can do for you.

Other Tips and What NOT to Do

Some final miscellaneous thoughts, including how to start and end an email to a college admissions committee. It is always better to address a letter to an actual person rather than “Admissions Committee” or “Example University Staff.” Start with “Dear” or “Hello”, and close out with a “Thank you” line and “Sincerely.” Thanking someone for taking the time to read your letter is a small touch that can really make a difference in someone’s day. As always, keep your tone polite and professional, while also trying to limit the length of the email. Have a second set of eyes look it over before you send it off to make sure the questions you’re asking are clear , and that there are no typos.

As a reward for making it through all this advice, please enjoy this terrible email. I tried my best to include every mistake you could possibly make in one gloriously bad letter. See if you can spot them all!

Bad Example:

What is the acceptance rate for your school? Do I have an advantage if I apply Early Action?

Now pretend I’ve written a very long paragraph reiterating every single extracurricular I’ve done since middle school. I also copied my Common App essay, in case you missed it when I first submitted it :)

Now protend I’ve written a Catcher In the Rye-length story explaining how was my mothers dream for me to attend this college specifically.ly

Now pretend I’ve written an expletive-filled paragraph begging you to admit me and threatening you with physical violence if you refuse.

Attached is my resume.

Bad Student

–Sent from my iPhone–

Julianna is a senior at Harvard. She is majoring in English and vividly remembers the college admissions process. You got this guys!

Image source: Needpix

How to Write a Letter to a College Admissions Office

Woman using a laptop to write a letter to a college admissions office

Reviewed by:

Former Admissions Committee Member, Columbia University

Reviewed: 4/11/22

Writing a letter to a college admissions office may seem scary at first. You may be asking, how do I make a good impression? What’s an appropriate reason to send a letter to a college admissions office? How do I show I really care about this school? What’s the best way to ask for application assistance?

If you’re asking these questions about writing a letter to a college admissions office, you’re in the right place. Read on for answers to these questions, as well as more tips for contacting a college admissions office.

Reasons to Contact a College Admissions Office

There are several reasons to contact a college admissions office or counselor, and many may overlap. The two main reasons, though, are to demonstrate interest in the school and get application assistance.

Demonstrated interest is how colleges measure how interested a student is in a particular school. Not every school considers this during the admissions process, but many do, and contacting a college admissions office can be one method of demonstrating interest.

A 2019 National Association for College Admission Counseling study showed that 16.1% of schools considered demonstrated interest of considerable importance in the admissions process, 23.9% considered it of moderate importance, 38.0% limited importance, and 32.1% considered it to be of no importance in the admissions process.

So, 78.0% of colleges and universities consider demonstrated interest during the admissions process—at least in some capacity. Colleges want to know you care about what unique opportunities they have to offer, not just that you want to attend college in general.

According to Forbes , “Reaching out to the school to ask intelligent questions judging whether it is a good fit is a good idea. You can also use an email to explain why you are unable to visit the campus and ask what alternatives there are.” By doing this, you’ll show the school you care, and you’ll get a better sense of whether that school is the right place for you.

Don’t overuse emails for this purpose, as you don’t want to bombard admissions officers or seem helpless. So, ensure you’re thoughtful and careful about what emails you send to admissions officers when demonstrating interest in the school.

Another reason you may contact a college admissions office is in regards to your application. If there’s a deadline approaching, and you need to confirm the college received a certain piece of information, such as a transcript or a letter of recommendation, you can reach out and ask if the office received that piece of your application.

If you email your college admissions officer regarding your application, make sure you are not asking for information posted elsewhere. If you ask a question that is clearly answered on the application platform, it might negatively impact your application.

However, if you can’t find the answer to a question, don’t be nervous to reach out. If the information you’re looking for is not readily available on the school’s website, then it’s something you can reach out to the college admissions office about.

Emails vs. Letters

In the digital world, it can be hard to know which communication platform you should use. Online platforms are usually more convenient than physical letters, but there are still advantages to sending a letter.

If you are asking a specific question regarding your application, an email is the better option. It’s more convenient for you and the college admissions office, and you’ll probably get a much faster reply, especially if you’re asking a time-sensitive question.

However, if you want to inquire about specific aspects of the school, you may want to consider writing a physical letter. A lot of people consider a physical letter to be more personal, especially in the digital age, so this can be a good way to set yourself apart in the application process.

Overall, it’s important to first consider why you’re contacting the college admissions office before you decide whether to write an email or letter. An email is more convenient and will usually result in a much faster response, but a letter can seem more personal.

How to Format Your Letter

You may wonder how to write a letter to the college admissions office. First, we’ll cover some etiquette tips, then we’ll cover how to write each piece of the email. The Princeton Review has some great tips for writing letters or emails to college admissions offices.

“Keep it short!”

While you want to make a good first impression with your email, it’s important not to use this email to brag about yourself. By asking intelligent questions the school’s website doesn’t already answer, you will show ambition and intellect, so there’s no need to include other details about yourself. Keep it short and to the point.

“Introduce yourself.”

While you want to keep your email short, you also want the college admissions office to know who you are. Include your name, high school graduation year, high school name, and home address in the first part of your email. This is especially important if you’re asking a question about your application—you don’t want the admissions officer to have to search for your information. Plus, if your email makes a good impression, this will make it easier for them to remember you.

“Check for spelling and grammatical mistakes.”

We can’t overstate how important this is. If your email or letter has any spelling or grammatical errors, your email will seem much less formal and mature. Ensuring your letter or email has no typos shows a lot of care, which is what college admissions offices want to see from you.

One way to approach this is by typing your email in a document first. You can read it out loud to spot grammatical errors. You can also put it in a different font and color to check for spelling and grammatical errors, because changing the way it looks helps your brain pick up on any mistakes.

“Be professional.”

To be professional, you must evaluate more than just your email or letter’s content. You must consider your subject line, introduction, signature, and even your email address.

Don’t use any slang. If your email address includes slang, nicknames, or anything other than a form of your name, consider creating a new email account for communicating with colleges.

Now that we’ve covered some general tips to keep in mind when corresponding with a college admissions office, let’s go over each individual piece of your letter or email.

Subject Line

This may seem like an unimportant piece of your email, but ensure your subject line is also direct, to the point, and professional—just like the rest of your correspondence. Try to communicate exactly what you’re asking in as few words as possible.

For example, let’s say you want to ask about diversity initiatives at Duke University. You could title your email, “Question About Diversity Initiatives at Duke University,” but that’s an awfully long title. Plus, if you’re emailing the admissions office at Duke, they know you’re asking about their school, so there’s no need to include that in the subject line. Instead, aim for something more like, “Diversity Initiatives Question.”

Introduction

Other than your subject line, your introduction is your first opportunity to show you are mature and intelligent. This may seem like a lot of pressure for the first few words, but there is a world of difference between saying, “Hi to whom this may concern,” and “Good morning, Mrs. Brown.”

First, let’s talk about your greeting. Be formal, proper, and kind. Don’t use the same sort of language that you would use when texting your friends. For example, you wouldn’t want to start with “hi,” or “hey,” but saying, “Hello,” or “Good morning,” is appropriate.

Ideally, use your admissions officer’s name in the introduction of your name, instead of a more general “to whom it may concern.” This is not always available on the college or university’s website, but by the time you’re a high school senior, you’ve probably been in contact with the colleges you want to apply to. Usually, a specific college admissions officer will have reached out to you. You can try to find their name from correspondences like those.

So, with those two pieces, your introduction should look something like this:

“Hello, Mr. Miller,”

“Good afternoon, Ms. Marie,”

This is where the bulk of your email will be. The first thing you want to do is introduce yourself to the admissions officer—even if you’ve already corresponded before. Admissions officers receive hundreds of emails a day, so it’s helpful to include your basic information at the beginning.

After you introduce yourself, go straight into your question. If it’s a question regarding your application, explain the confusion or problem and include the due date if it’s time-sensitive. If you want to confirm the university received a certain piece of your application, you can phrase it something like this:

“While polishing up my application, I noticed that it hasn’t been confirmed that my letters of recommendation have been received. To make sure I have submitted all aspects of my application before the January 1st deadline, is there any way you could confirm whether the school has received my letters of recommendation? Thank you so much for your help, I appreciate it.”

The purpose of your email or letter may not be to confirm information about your application. Instead, you may want to demonstrate interest in the school ask about a specific aspect of the school you want to know more about, or some combination of these. What then?

The most important thing about writing an email or letter like that is to research beforehand. If you reach out to ask general questions that are already answered on the school’s website, you’re not going to make a very good impression.

Here’s a list of topics to avoid asking about when reaching out to a college admissions office (though this is not an exhaustive list):

What the college looks for in applicants
Tuition rates
Acceptance rates
Lists of offered majors & minors

Essentially, you want to ask specific questions showing your ambitions and also that you’ve done adequate research on the school. You can ask about specific opportunities within specific majors or programs, details about student life that are not already listed, and more.

When writing questions like these, remember our earlier advice: be professional and to the point, but let your voice shine through so you don’t sound like a robot. Your natural personality will make a great first impression.

At the end of your correspondence’s body, it’s vital to thank your admissions officer for taking the time to help you and answer your questions. It’s a kind thing to do and reflects back upon you as a kind person.

Much like your introduction, your signature may seem like an inconsequential part of your correspondence. But just like your introduction, that’s not true. Your signature can display professionalism and maturity just like the rest of your email or letter can. Use an appropriate sign-off, such as “Best,” “Warm regards” or “Sincerely,” and sign your name. You can also add alternate contact information (such as a phone number) after your name, just in case the school needs another way to contact you.

Sample Letters and Emails to College Admissions Offices

These sample letters should give you a great idea how to format your own letters.

Example Letter No. 1:

“Hello Mr. White,

My name is Jack Hummer, and I’m a senior at Amity High School. I hope to major in Environmental Engineering at Massachusetts Institute of Technology in the fall of 2023, and am working on polishing up my application before the January 7th due date.

I was thrilled to see all the research opportunities for Environmental Engineering, and I was wondering if there were any specific research opportunities for first-year students in that program?

I would also love to double major in Environmental Engineering and Anthropology; would this be possible in four years?

Thank you so much for your help!

Warm regards,

Jack Hummer”

Example Letter No. 2:

“Dear Ms. Smith,

My name is Sarah Dill, and I will be graduating from Tacoma High School in the spring of 2022. I am planning on studying Linguistics at Princeton University, and I was hoping you could answer a few questions for me.

I was particularly interested in the Field Methods aspect of the Linguistics program. How are students connected with native speakers of the language they choose to study? Are only specific languages offered?

Additionally, I am curious about the Program in Teacher Preparation. Does this program work with your major over the course of four years or is it a shorter program that you complete separately?

I greatly appreciate your time and assistance. Thank you.

Sarah Dill”

Example Email No. 1:

“Good afternoon Ms. Lewis,

My name is Anthony King. I will be graduating from Shorecrest Preparatory School in the spring, and I am finishing up my application for Columbia University before the Early Decision deadline on November 1st.

I noticed that the university has not confirmed they received one of my letters of recommendation from my teacher, Mr. Weber. To my knowledge, he has submitted his letter within the application portal. Would it be possible for you to confirm whether or not this letter of recommendation has been received for my application?

Thank you so much for your time and help.

Best regards,

Anthony King”

Example Email No. 2:

“Good morning Mr. Teel,

My name is Maxton Morrison, and I am a senior at Renaissance High School. I am applying to Northwestern University, and I was hoping you could answer a question for me.

I was polishing up my application for the December 1st due date, but I noticed that it has not been confirmed that the school has received my ACT scores from April of 2020. Could you possibly confirm for me whether the school has received these scores yet?

Thank you for your help in this matter.

Maxton Morrison”

Contacting a college admissions office can be beneficial for a multitude of reasons, whether you actually need assistance with your application or you just want to learn more and demonstrate interest in the school. As long as you use the advice in this guide, sending a letter or an email will be a breeze.

And remember: don’t forget to proofread.

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How to Write an Email to a College Admissions Office

October 28, 2022
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College Admissions Office

At first, it might seem intimidating to write a letter to a college admissions office. How do I leave a good first impression? you may be wondering. What is a suitable justification for writing to the admissions office of a college? How can I prove that I have a genuine concern for this school? How should I go about getting application help?

You are in the appropriate place if you have questions about how to address a letter to a college admissions office. Continue reading for the answers to these queries as well as additional advice on contacting a college admissions office.

Table of Contents

Reasons To Contact A College Admissions Office

Contacting a college admissions office or counselor is recommended for a variety of reasons, many of which may be related. However, expressing interest in the school and receiving help with your application are the two main motives.

Colleges gauge a student’s level of interest in a particular institution based on their demonstrated interest. Contacting a college admissions office can be one way to show interest because many schools take this into account during the admissions process, though not all do.

According to a 2017 National Association for College Admission Counseling study, 13.7% of schools gave demonstrated interest a high priority in the admissions process, 25.5% gave it a moderate priority, 32.1% gave it a limited priority, and 28.8% gave it no priority.

Thus, 71.3% of colleges and universities take demonstrated interest into account in some way during the admissions process. Not just that you want to go to college in general, but that you care about the special opportunities it has to offer, is what colleges want to know.

According to Forbes, “It is a good idea to get in touch with the school and pose thoughtful questions to determine whether it is a good fit. If you are unable to visit the campus, you can also use email to inquire about other options and to explain why.” By doing this, you’ll demonstrate your concern for the institution and gain a better understanding of whether it’s the right fit for you.

Avoid spamming admissions officers with emails or making them feel helpless by using them sparingly for this purpose. Therefore, be careful and thoughtful about the emails you send to admissions officers to express your interest in the university.

In relation to your application, you might get in touch with a college admissions office as well. You can check with the office to see if it received a particular part of your application if a deadline is coming up and you need to be sure the college got it, like a transcript or a letter of recommendation.

Make sure you are not asking for information that has already been made public if you email the college admissions officer about your application. Your application might suffer if you pose a query that is already satisfactorily addressed on the application platform.

But don’t be afraid to ask for help if you can’t find the response to a query. You can get in touch with the college admissions office if the details you need are not easily accessible on the website of the institution.

Email is one of the best ways to communicate with any admissions office, though there are plenty of other useful and worthwhile options as well.

It’s great because it gives people the option to reply when they have the time, it makes it possible to communicate regardless of distance or time zone, and it gives you the chance to prepare and perfect what you have to say rather than being forced to react quickly and on the spot.

If this is outside of your comfort zone, please don’t feel bad.

Writing to people is no longer necessarily a cultural art form because the days of correspondence through handwritten letters are long gone.

The message would still need to be created by you, even if we were wizards who communicated with owls.

So let us demonstrate how.

Keep reading to discover:

When to send an email to create the biggest impact in your college admissions process
Who to send your email to in the college admissions office
How to compose the best possible email
Overall tips to remember
A couple of example emails of what to send to a college admissions officer

You’ve already made a great start by coming here and actively learning everything you can about the admissions procedure. Let’s work together to resolve this issue right now.

Emails Vs. Letters

It can be challenging to choose the best communication platform in the digital age. There are still benefits to sending a letter even though online platforms are typically more practical than paper ones.

The best course of action is to send an email if you have a specific query about your application. Particularly if you have a time-sensitive question, it’s more convenient for both you and the college admissions office, and you’ll likely get a much quicker response.

But you might want to think about sending a physical letter if you want to enquire about a specific aspect of the school. This can be a good way to stand out in the application process since many people, particularly in the digital age, believe a physical letter to be more personal.

In general, before deciding whether to send an email or letter to the college admissions office, you should first think about why you are doing so. A letter may seem more personal, but an email is more practical and typically gets a much faster response.

How To Format Your Letter

You might be unsure of the best way to format a letter for the college admissions office. We’ll go over some manners guidelines first, and then we’ll go over how to write each section of the email. For writing letters or emails to college admissions offices, The Princeton Review offers some excellent advice.

Keep It Short

It’s important to avoid using this email to boast about yourself, even though you want to leave a good first impression. You can demonstrate ambition and intelligence without providing additional information by asking thoughtful questions that the school’s website does not already address. Be succinct and direct.

Introduce Yourself

You need to let the college admissions office know who you are while still keeping your email brief. Your email should start with your name, high school graduation date, high school name, and home address. If you have a query regarding your application, this is especially crucial because you don’t want the admissions officer to have to look up your information. Additionally, if they have a positive impression of your email, it will be simpler for them to recall you.

Be Professional

You should consider more than just the content of your email or letter if you want to come across as professional. It’s important to think about your email address, introduction, and even subject line.

Avoid using slang; if your email address contains slang, a nickname, or anything other than a name form, think about setting up a new email account for communicating with colleges.

Let’s discuss each section of your letter or email now that we’ve gone over some general advice to remember when communicating with a college admissions office.

Verify Your Work For Spelling And Grammar Errors.

It’s impossible to overstate how crucial this is. Your email will appear much less formal and mature if it contains any spelling or grammar mistakes. The college admissions offices want to see from you that you take great care, so make sure your letter or email is error-free.

Writing your email first in a document is one way to go about this. Grammatical mistakes can be found by reading it aloud. To check for spelling and grammar errors, you can also change the font and color of the text because your brain is better able to detect errors when something looks different.

Subject Line

Although it might seem like a minor detail, make sure your email’s subject line is just as concise, professional, and direct as the rest of your message. In as few words as you can, try to express your request clearly.

Say, for illustration, that you want to inquire about Duke University’s diversity initiatives. You could title your email, “Question About Diversity Initiatives at Duke University,” but that’s an awfully long title. Additionally, there’s no need to put “about Duke” in the subject line if you’re emailing the admissions office at Duke because they already know you’re asking about their institution. Instead, aim for something more like, “Initiatives for Diversity Question.”

11. How to Write an Email to a College Admissions Office2

What To Include In A College Admissions Inquiry Email

Subject line for college admissions email.

Your email’s subject line should be direct, concise, and reflect the questions you’re asking. Questions About Applying to [Program] Fall 20XX, for instance.

Another example could be: [Your Name] [Program] Application Status Questions

Content Of College Admissions Email

Your college application email’s body should include an introduction, inquiries about the course, contact details, and a thank-you note.

Introduction

Include an introduction and a section outlining your present academic standing in your email for college admissions. Mention your name and the year you are currently in or the year you plan to apply.

Additionally, demonstrate your interest. You can express your excitement for the program or give specific justifications for your interest in it.

Questions about the program

Next, list your specific inquiries about the program. Questions pertaining to the application procedure, the program, or financial aid may be included.

Your questions should be stated clearly and listed in a way that makes it simple for the admissions counselor to respond. So that the counselor can quickly respond to each question, think about using bullet points or a numbered list.

Contact information

Next, include your contact details so the counselor can easily get in touch with you. So that they have multiple ways to contact you, including your phone number, backup email address, and postal address.

They might be able to look up your information in an application database with the help of this information, which could speed up the procedure.

Thank the recipient for their time as you close your message. Keep in mind that admissions counselors are managing thousands of emails and applications. It will be simpler for them and you are more likely to receive a response if you can be kind and grateful.

When To Send An Email To A College Admissions Office

There are three excellent reasons for reaching out in an email:

Requesting more information about the college
Introducing yourself to the admissions committee
Following-up to say thank you after having met with them in person or through a digital interaction

How To Figure Out Who To Send Your Email To

If you haven’t already received an email from the college’s admissions office or joined their social media (both of which you should do – it’s an easy way to show your interest in the school and it’ll ensure you have all the information they’re sharing), it’s still fairly easy to find their email address with a little help from Google.

For your region, each college has a specific regional admissions officer. There may be one officer who covers your entire state, your county, or just your high school, depending on the school.

Under “contact” or “connect” on a school’s website there is often a “meet your counselor” feature that lets you search out your territory to see who is assigned to you. You will at the very least receive contact information, though occasionally it will even give you biographical information.

The Best College Questions

Ask questions that matter, questions that provide the data required for determining a good match for both you and the admissions office, to make your email effective. Because of this, every conversation you have with the colleges you are researching revolves around this one main idea.

We have compiled a list of the best queries to pose to college admissions officers in order to help you make the most of your email opportunities.

Please feel free to email us as well if you have any questions about the procedure as a whole or if you are comparing the responses from various schools. We are always available to assist you.

We can help you refine your list of inquiries and offer correspondence advice. We’d be happy to assist you in sorting through the responses so you can pick the ideal college for you.

In conclusion, it is best to always be courteous, respectful, direct, and concise when emailing college admissions offices. Before sending the email, do some research on the college and program.

Avoid asking too many questions at once, and before sending your email, double-check your spelling and grammar. Good luck with your college applications and thanks for reading!

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Ultimate Guide to Writing Your College Essay

Tips for writing an effective college essay.

College admissions essays are an important part of your college application and gives you the chance to show colleges and universities your character and experiences. This guide will give you tips to write an effective college essay.

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Avoiding common admissions essay mistakes

Learn some of the most common mistakes made on college essays

Brainstorming tips for your college essay

Stuck on what to write your college essay about? Here are some exercises to help you get started.

How formal should the tone of your college essay be?

Learn how formal your college essay should be and get tips on how to bring out your natural voice.

Taking your college essay to the next level

Hear an admissions expert discuss the appropriate level of depth necessary in your college essay.

Student Stories

Student Story: Admissions essay about a formative experience

Get the perspective of a current college student on how he approached the admissions essay.

Student Story: Admissions essay about personal identity

Get the perspective of a current college student on how she approached the admissions essay.

Student Story: Admissions essay about community impact

Student story: admissions essay about a past mistake, how to write a college application essay, tips for writing an effective application essay, sample college essay 1 with feedback, sample college essay 2 with feedback.

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How to Write an Email to a College Admissions Office: The Ultimate Sample
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How to Write an Email to a College Admissions Office: The Ultimate Sample
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6 Templates To Email a College Admissions Office
To find a college admissions officer's name and email address, you can follow these steps: Visit the College Website: Start by visiting the college's official website. Look for the "Admissions" or "Contact Us" section. Admissions officer contact information is often listed on these pages. Check the Admissions Office Page: Navigate ...
How to Email a College Admissions Officer: Samples & Tips
Ask your question or state your problem. Be specific and efficient with your description of your problem or your question. Write a concise email that provides all the information your counselor might need to help you. Don't make the admissions officer guess what your purpose in in writing to them. 7.
How to Write an Email to a College Admissions Office
The body of your college admissions email should contain an introduction, questions about the program, contact information, and a statement of gratitude. Introduction. Your college admissions email should include an introduction and a paragraph about your current academic status. State your name, and describe your current year or when you plan ...
How to Write an Email to a College Admissions Office (with a sample!)
Emailing a college admissions officer can be an important part of the application process. Use it to ask specific questions not easily found online, demonstrate interest, and follow up after meetings. Ensure you contact the right person, use a professional email, and clearly identify yourself. Avoid easily googled queries and unprofessional ...
How to write an email to a college admissions office: 3 ...
Begin your email by addressing the admissions officer in a kind, proper manner. Don't use slang or abbreviations that you might use with your peers while texting. Your writing should highlight your maturity and ability to communicate in a professional setting . "Good morning, Ms. Smith,". "Hello, Mr. Johnson,".
How to Write an Email to a College Admissions Office: Tips & Templates
Provide detail, but don't overdo it. It is important to provide enough details in your email so that the college admissions office understands your situation. However, you shouldn't write a whole 5-page essay while emailing them, either. College admissions offices get lots of emails from students each day, so to ensure yours is read, keep ...
How to Email an Admissions Officer for a Successful Admission
Writing a Professional and Respectful Greeting and Introduction. Start your email with a professional and respectful greeting. If you know the name of the admissions officer, address them directly (e.g., "Dear Mr. Smith"). If not, a simple "Dear Admissions Officer" will suffice.
How to Write an Email to a College Admissions Officer
Dos of Emailing an Admissions Officer . Do make sure your email address is just a name, not something embarrassing like [email protected]. Get a new email address just for college application communication if you have to.; Do make the subject line something descriptive. "Question" isn't descriptive. "Question from a fall 2011 applicant" is. Do address the person by name at the beginning.
How to Write an Email to a College Admissions Officer
If you are sent an application confirmation number or other specific information, include this in your email. Use the Subject Line. Use the subject line to your advantage. Most college admissions officers will receive hundreds of emails per day, if they can see the subject is important they may prioritize your email.
How To Write An Email To A College Admissions Office
Now that we've parsed the finer points of email etiquette and things to remember when communicating with any college admissions office, let's put these principles into action and look at some example emails. Sample College Admissions Email #1. Dear Ms. Fitzsimmons,
7 Tips: How to write an email to a college admissions office
Here are seven tips to keep your emails on point: 1. Keep the format clean. A solid college email should start with a formal greeting, preferably with the recipient's name and title, and end with a sincere send-off. Keep the font size and color legible while avoiding frequent use of emojis, formatting, or images.
How to Email a College Admissions Office
Key Considerations Prior to Writing Your College Application Email. Before you hit "send," you'll want to double-check a few things. Here are some thoughts to consider prior to writing an email to a college admissions office. Check FAQ Pages First. It's essential to look at the school's website and FAQs before you send any emails.
How to email an admissions officer
You'll have ample opportunity to impress the admissions office with your GPA, SAT scores, and extracurricular achievements during the application phase. When writing the admissions office, keep the focus on the school, not on yourself. 4) Avoid form emails . If you are emailing a dozen schools, it may be tempting to generate a Mad Libs-style ...
When & How to Effectively Email a College Admissions Office
Go to the Admissions page on the college's website. Look under the About tab on the Admissions page. It might also be found on a Meet the Team page or even the Accepted Student page. If you can't find a name and email, call the Welcome Center or front desk of the Admissions office and request the contact information.
How to Write an Email to College Admissions Counselors
1. Consider the Subject Line. When an email appears in a person's inbox, the subject line is an important indicator of the contents. So use the subject line to ensure that your email gets opened. You might want to use the words "prospective applicant" or "applicant for the class of 2025.".
How to Write an Email to a College Admissions Office
Proper etiquette requires that you address the admissions officer with respect. Start your email by addressing the admissions officer by title and full name. Stay away from texting lingo and acronyms you may use with your friends. Showing maturity and the capacity to speak in a professional situation is an important goal.
The Do's and Don'ts of Emailing College Admissions Officers and
If you receive a reply from a college professor or administrator, make sure to reply back. In general, you should be the one to write the last email in an exchange. Thank your addressee for their response. As with the initial email, make sure to begin with an address and end with a signature. Spacing Use the return key.
How to email admissions office?
It's great that you're reaching out to an admissions office to clarify your questions! When writing an email to an admissions office, it's important to stay professional, yet approachable. Here are some tips to help you craft an appropriate email: 1. Use a clear and descriptive subject line: Make sure the subject line is clear and relates to your question(s).
How to Email a College Admissions Officer
Key Considerations Prior to Writing Your College Application Email. Before you hit "send," you'll want to double-check a few things. Here are quite considerations to consider prior to writing an email to a college admissions office. Check FAQ Pages First. It's essential toward look at the school's website and FAQs before she send any ...
How to Write an Email to a College Admissions Office
How to Write a Thank You Letter After a College Admission Interview. I like to send my thank-you email about an hour after the end of the meeting. Definitely do so within 12 hours of the interview, but don't do it the second you leave the room! A thank-you note is a great way to show you were paying attention and engaged in the interview.
How to Write a Letter to a College Admissions Office: Tips
While you want to keep your email short, you also want the college admissions office to know who you are. Include your name, high school graduation year, high school name, and home address in the first part of your email. This is especially important if you're asking a question about your application—you don't want the admissions officer ...
How to Write an Email to a College Admissions Office
Reasons To Contact A College Admissions Office; Why Email? Emails Vs. Letters; How To Format Your Letter. Keep It Short; Introduce Yourself; Be Professional; Verify Your Work For Spelling And Grammar Errors. Subject Line; What To Include In A College Admissions Inquiry Email. Subject Line For College Admissions Email; Content Of College ...
College Admissions Office Email Guide: How to Send Easy ...
Test the entire sequence, then send the first email. You can test the entire sequence of follow-ups to see how it will look in students' inboxes. In the GMass settings, click the arrow next to the Send Test button. Choose to "Send all stages.". Then click the Send Test button.
Ultimate Guide to Writing Your College Essay
College admissions essays are an important part of your college application and gives you the chance to show colleges and universities your character and experiences. This guide will give you tips to write an effective college essay. ... Writing a strong college admissions essay Learn about the elements of a solid admissions essay. Close Modal ...
This Was A Historic Admissions Cycle—Here Are All Of The Ivy ...
This follows the trend set during the 2023-24 early admissions cycle—their early acceptance rate rose to 8.74%, up from 7.56% in the 2022-23 early admissions cycle. The school also reported ...
3 Things Early Results Indicate About Regular Decision Ivy League
3. Elite schools outside of the Ivy League will become even more competitive. As it becomes increasingly difficult to secure a coveted acceptance to the Ivy League, and as applicant pools continue ...

6 Templates To Email a College Admissions Office

How The Admissions Office Can Assist You

They Can Help You Decide If The School Is Right For You

They Can Help You Complete Any Application Steps

They Can Help You Choose A Major

They Can Help You Understand Financial Aid Options

How To Find Who To Contact In The Admissions Office

6 Sample Email to College Admissions Office – Templates To Use

1. Extracurricular Activities Inquiry

2. First Generation College Student Needing Assistance

3. Following up About Letters of Recommendation

4. Which Major Should I Choose?

5. Inquiry Regarding [College Name] Admissions Process

6. To Ask About Being Waitlisted

4 Email Tips To Keep In Mind Before You Send A Sample Email to College Admissions Office

1. Remember Your Greeting And Sign Off

2. Use Professional Language

3. Proofread Your Email Before Sending It To Check For Typos And Grammar Mistakes

4. Don’t Ask Questions You Can Easily Find the Answer To

If You Don’t Hear Back…

Here is an easy follow-up email template to use:

Final Thoughts on These Sample Email Templates To Send To College Admissions Office

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How to Email a College Admissions Officer: Samples & Tips

Everything you need to know about writing an email to college admissions

Ask about the admissions process

Ask about academic programs

Ask about your application and required materials

Ask about your financial aid package

Which person should you email in the college admissions office?

What to do before writing your college admissions email

Get ready to be on their radar

Have an appropriate email address

When should you email your college admissions office?

When shouldn’t you write an email to a college admissions officer

Don’t send an email if you don’t actually have a question

Seven Mistakes to avoid in a letter to a college admissions office

The Don’ts of emailing college admissions

2. Don’t send memes

3. Don’t get creative with your text

4. Don’t type in all caps

5. Don’t ramble

6. Don’t flag your email as urgent

7. Don’t brag

15 Tips for how to write a letter to a college admissions office

The Dos of emailing college admissions

2. Do Write a helpful subject line

3. Do Greet the admissions officer and address them correctly

4. Do Introduce yourself

5. Do Explain why you’re emailing

6. Do get to the point

7. Do your research

8. Be respectful and polite

9. Don’t make demands

10. Do Make it easy to contact you

11. Do Be easy to understand

12. Do Edit your email or letter before you send it

13. Do Proofread for grammatical errors and misspellings

14. Do Be patient when awaiting a reply

15. Respond as quickly as possible when they get back to you.

Sample email to college admissions office

Email to admissions officer: Sample 1

Email to admissions officer: Sample 2

Email to admissions officer: Sample 3

Email to Admissions Officer: Template

FAQs about writing a letter to college admissions officers

How do you start an email to a college admissions office?

Should I email my college admissions counselor to demonstrate interest?

What questions should I ask college admissions?

How formal should your email to the college admissions office be?

Can I text my admissions officer?

Can I email my admissions officer to make sure they have all my application materials?

I still haven’t heard a decision from the college admissions office. Can I email to ask why?

Is it ever okay to email the Dean of Admissions?

Final thoughts on how to email your college admissions officer

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