I have been getting a few requests on how to write a courteous email. Here is how I do it- its not perfect, but at least its a start. You should always write a proper email to admissions officers- and anyone else.
Keep It Simple Sweetie (KISS) - Clear, Concise, and Courteous: Discuss the important stuff and don’t write about tangents or unnecessary fluff.
Here is a sample email with notes in parenthesizes.
To: ABC University
From: John Student
Subject: Question in regards to Supplemental Application (Keep it clear, concise, and relevant)
Body:
Dear Mr. or Ms. Admission Officer (Personalize- It’s best to use their last names and titles, if you know it, if not you can resort to- “To whom it may concern”)
I have a question in regards to my finances. It is difficult for me to get a notarized copy of my financial records. As Korea does not have a notarization system as convenient as the United States. (Explain your situation as clear and concise as possible, avoid adding too much extraneous information, but show enough information to get the point across)I’ve gone through your website (show proof that you put in the effort) and I was wondering if there was another way to provide proof of finances. If I must I can fly to Hawaii to get US Notarization, however I believe a certified Korean balance statement should be satisfactory.
Please advise me on how I can resolve this issue.
I thank you for your time and look forward to your response.
Sincerely, (I personally like “Warm regards,” at the moment)
John Student, Junior at Daeil Foreign Language High School (Try to personalize as much as possible, but without going informal.)
(This is made up and you can get your document notarized at a Law office in Korea, but it is very pricey.)
Other tips:
- Say Thank You and Please.
- Use a positive or neutral tone
- Use proper formatting (No UPPERCASE- uppercase is the equivalent of shouting everything)
- Use proper grammar and spelling
- Read it twice to make sure you catch errors
- Avoid profanity or slang
- Use the default font of your email program- avoid the fancy stationery, not all computers are alike.
- Avoid abbreviations - if you need to use them explain what they mean
- If it is an ongoing conversation leave previous emails in the quoted text
- Also reply before the quoted text
I hope these tips will help, if you have any suggestions, please add them in the comments.