HowtoWriteaPoliteEmailforStudyingAbroad
I.GeneralStructure
- SubjectLine
- Keepitclearandconcise.Forexample,ifyouareinquiringaboutastudy-abroadprogramataparticularuniversity,thesubjectlinecouldbe"Inquiryabout[UniversityName]'s[ProgramName]forInternationalStudents".Avoidusingoverlygeneralorvaguesubjectlineslike"Question"astheymaybeoverlookedormisfiled.
- Salutation
- Ifyouknowtherecipient'sname,use"DearDr./Professor[LastName]"foracademicstaff.Foradministrativestaff,"DearMr./Ms./Mrs.[LastName]"isappropriate.Ifyoudon'tknowthename,"DearSir/Madam"isasafeoption.However,tryyourbesttofindoutthenameasitshowsmorerespect.Forexample,ifyouareemailingtheadmissionsofficeofauniversity,andthecontactpersonisJohnSmith,youwouldwrite"DearMr.Smith".
- Introduction
- Brieflyintroduceyourself.Mentionyourname,currenteducationalstatus(e.g.,"Iam[YourName],a[CurrentYear]studentmajoringin[YourMajor]at[YourUniversityName]in[YourCountry]").Then,clearlystatethepurposeofyouremail.Forinstance,"Iamwritingtoinquireaboutthepossibilityofapplyingforthe[ProgramName]atyouresteemeduniversityforthe[AcademicTerm]intake."
- Body
- Presentyourquestionsorinformationinalogicalandorganizedmanner.Ifyouhavemultiplequestions,numberthem.Forexample:
- "1.Iwouldliketoknowthespecificadmissionrequirementsforinternationalstudents,especiallyregardingtheEnglishlanguageproficiencytestscores.WhatistheminimumIELTS/TOEFLscoreacceptableforthe[ProgramName]?"
- "2.Couldyoupleaseprovidedetailsabouttheapplicationprocess,includingtheapplicationdeadlineandtherequireddocuments?"
- Ifyouareprovidinginformation,suchasyouracademicachievementsorrelevantexperiences,presenttheminaclearandstraightforwardway.Forexample,"IhavemaintainedahighGPAof[YourGPA]throughoutmyundergraduatestudies.Inaddition,Ihaveparticipatedinseveralresearchprojectsrelatedto[YourField],suchas[ProjectName1]and[ProjectName2],whereI[DescribeYourContributions]."
- Presentyourquestionsorinformationinalogicalandorganizedmanner.Ifyouhavemultiplequestions,numberthem.Forexample:
- Closing
- Thanktherecipientfortheirtimeandconsideration.Forexample,"Thankyouforyourtimeandassistance.Ilookforwardtoyourpromptreply."
- Signature
- Includeyourfullname,contactinformation(atleastyouremailaddress,andifappropriate,yourphonenumber).Ifyouhaveaprofessionaltitle(e.g.,ifyouarealreadyagraduatestudentorhavearelevantprofessionalqualification),includeit.Forexample:
- Sincerely,
- [YourFullName]
- [YourEmailAddress]
- [YourPhoneNumber]
- Includeyourfullname,contactinformation(atleastyouremailaddress,andifappropriate,yourphonenumber).Ifyouhaveaprofessionaltitle(e.g.,ifyouarealreadyagraduatestudentorhavearelevantprofessionalqualification),includeit.Forexample:
II.ToneandLanguage
- Politeness
- Usepolitelanguagethroughouttheemail.Insteadofsaying"Ineedtoknow",say"Iwouldliketoinquire"or"Iwouldbegratefulifyoucouldinformme".Forexample,insteadof"Tellmeabouttheaccommodationoptions",write"Couldyoupleaseprovideinformationabouttheaccommodationoptionsavailableforinternationalstudents?"
- Formality
- Maintainaformaltone.Avoidusingcontractions(e.g.,use"Iam"insteadof"I'm"),slang,oroverlycasuallanguage.Also,usepropergrammarandpunctuation.Forexample,"Iaminterestedinyourprogramandwouldliketoknowmoredetails.Pleasereplyatyourearliestconvenience."
- Clarity
- Beclearinyourcommunication.Avoidusingcomplexorconvolutedsentences.Makesureyourquestionsandstatementsareeasytounderstand.Ifyouarereferringtospecifictermsorprograms,definethemifnecessary.Forexample,"IaminterestedinapplyingfortheMasterofScienceinSustainableEnergyprogram(MScSE).Couldyouclarifythecurriculumstructureofthisprogram,especiallythecorecoursesandelectiveoptions?"
III.Tips
- Proofread
- Beforesendingtheemail,carefullyproofreaditforanyspelling,grammar,orpunctuationerrors.Amistake-freeemailgivesabetterimpression.Youcanusegrammar-checkingtoolslikeGrammarly,butalsoreaditaloudtocatchanyawkwardphrasings.
- BePatient
- Understandthattherecipientmaybebusyandmaynotreplyimmediately.Givethemareasonableamountoftime,usually1-2businessdaysforasimpleinquiry,beforesendingafollow-upemail.Whensendingafollow-up,bepoliteandmentionthatyouarefollowinguponyourpreviousemail.Forexample,"DearMr.Smith,Iamfollowinguponmyemailsenton[Date]regardingmyinquiryaboutthe[ProgramName].Iunderstandthatyoumaybebusy,andIwouldstillappreciateyourreplyatyourearliestconvenience."