Applying to your ideal university requires careful planning and clear communication. Writing professional emails to university staff, professors, and admissions officers can shape your application success. Your email writing skills might determine how people respond to your requests.
Strong email writing abilities show you’re prepared for university life. They help set you apart from other applicants and create good connections with the university community. These 20 examples will show you how to write emails that get noticed and bring results.
Email Samples for University Application
These samples cover many situations you might face during your university application process.
1. Requesting Information About Application Requirements
Subject: Question About Application Requirements for Fall 2025
Dear Admissions Office,
My name is Sarah Chen, and I’m interested in applying to your Business Administration program for the Fall 2025 semester. After checking your website, I still have some questions about the application requirements.
Could you please clarify if international students need to submit both TOEFL and IELTS scores? Also, do you accept the Duolingo English Test as an alternative? Lastly, I’d like to know if recommendation letters should come directly from my teachers or if I can submit them with my application package.
Thank you for your time and assistance.
Best regards,
Sarah Chen
2. Following Up on a Submitted Application
Subject: Application Status Check – Reference #APP2024789
Dear Admissions Team,
I submitted my application for the Computer Science program on October 15, 2024, with reference number APP2024789. The online portal shows my application status as “Under Review,” but I noticed that my high school transcript status still shows as “Pending” even though I sent it through my school’s electronic system last week.
Would you please check if you’ve received my transcript? If not, I can ask my school counselor to send it again through a different method.
Thank you for checking this for me.
Kind regards,
Michael Rodriguez
3. Asking About Scholarship Opportunities
Subject: Scholarship Information Request for Engineering Programs
Dear Financial Aid Office,
My name is James Thompson, and I’ve been accepted to your Mechanical Engineering program starting Fall 2025. I’m writing to ask about scholarship opportunities specifically for engineering students.
My current GPA is 3.8, and I’ve participated in several robotics competitions at the state level. Are there any merit-based scholarships still available for incoming students? I’m also interested in learning about any grants or work-study programs that might help fund my education.
Thank you for your guidance.
Sincerely,
James Thompson
4. Requesting a Campus Visit
Subject: Campus Tour Request – Prospective Psychology Student
Dear Visitor Center Coordinator,
I’m writing to schedule a campus visit for next month. As a prospective Psychology student, I’m particularly interested in touring the Psychology Department facilities and meeting with current students or faculty if possible.
Would it be possible to visit on either November 15 or 16? I’d also appreciate information about parking and whether my parents can join the tour. Could you also let me know if there are any specific COVID-19 protocols we need to follow?
Looking forward to your response.
Best wishes,
Emma Davis
5. Inquiring About Housing Options
Subject: Questions About First-Year Student Housing
Dear Housing Department,
I’ve recently been accepted to your university for the upcoming fall semester and would like to learn more about on-campus housing options for first-year students.
Could you share information about the different residence halls available to freshmen? I’m particularly interested in knowing about quiet study floors, meal plan requirements, and if there are any themed living communities related to environmental sustainability.
Thank you for your help.
Best regards,
David Kim
6. Requesting Program-Specific Information
Subject: Questions About Marine Biology Program Structure
Dear Dr. Martinez,
My name is Lisa Wong, and I’m considering applying to your Marine Biology program. Your research on coral reef conservation particularly interests me, and I’d like to learn more about the program’s focus areas.
Could you tell me about the field research opportunities available to undergraduate students? Also, what percentage of students typically participate in summer research projects? Any information about marine laboratory facilities would also be helpful.
Thank you for your time.
Regards,
Lisa Wong
7. Asking About Transfer Credits
Subject: Transfer Credit Evaluation Request
Dear Transfer Credit Office,
I’m planning to transfer from City Community College to your university next semester. I’ve completed 45 credits in Business Administration and would like to know how many credits might transfer to your program.
I’ve attached my unofficial transcript for your review. Could you provide a preliminary evaluation of which courses might count toward your Business degree requirements? Also, what’s the maximum number of transfer credits you accept?
Thank you for your assistance.
Best regards,
Robert Chen
8. Requesting an Application Deadline Extension
Subject: Application Deadline Extension Request – Special Circumstances
Dear Admissions Committee,
I’m writing regarding my application to your Medical Sciences program. Due to an unexpected family emergency last week, I need a short extension to complete my personal statement and gather all required documents.
Would it be possible to get a one-week extension beyond the January 15 deadline? I can provide documentation of the circumstances if needed. All other parts of my application are ready for submission.
Thank you for considering my request.
Sincerely,
Maria Gonzalez
9. Inquiring About Early Decision Benefits
Subject: Questions About Early Decision Program Benefits
Dear Admissions Counselor,
I’m strongly considering applying to your university through the Early Decision program. Before making this binding commitment, I’d like to understand the specific benefits of applying Early Decision versus Regular Decision.
Does the Early Decision program offer any advantages in terms of acceptance rates? Also, how does financial aid work for Early Decision applicants? Do Early Decision accepts receive priority for housing assignments?
Thank you for your guidance.
Best regards,
Alex Park
10. Requesting an Interview
Subject: Alumni Interview Request – Engineering Applicant
Dear Alumni Relations Office,
I’ve submitted my application for the Civil Engineering program and would like to request an alumni interview. My application number is ENG2024567, and I live in the Boston area.
Could you connect me with an alumni interviewer in my region? I’m available on weekday evenings and weekends throughout December. I’m particularly interested in speaking with someone who studied engineering at your university.
Thank you for your help.
Kind regards,
Thomas O’Brien
11. Asking About Double Major Options
Subject: Information Request About Double Major Programs
Dear Academic Advising Office,
I’ve been accepted to your Economics program and would like to explore the possibility of pursuing a double major in Economics and Mathematics. I earned 5s on both AP Calculus BC and AP Statistics.
Could you explain the requirements for declaring a double major? What would a typical course load look like? Also, is it possible to complete both majors within four years?
Thank you for your time.
Best wishes,
Rachel Cohen
12. Inquiring About Research Opportunities
Subject: Undergraduate Research Opportunities Question
Dear Professor Williams,
My name is Kevin Liu, and I’m an incoming freshman in your Chemistry department. I read about your research on sustainable catalysis and am very interested in getting involved in undergraduate research.
Do you accept first-year students in your lab? If so, what background knowledge or skills do you look for? I’ve completed AP Chemistry with a 5 and participated in science fairs throughout high school.
Thank you for considering my inquiry.
Sincerely,
Kevin Liu
13. Requesting Information About Study Abroad Programs
Subject: Study Abroad Programs for Business Students
Dear Study Abroad Office,
I’m an accepted student planning to major in International Business. I’m writing to learn more about study abroad opportunities specifically designed for business students.
Which partner universities offer business courses that transfer back to your program? Are there specific programs you recommend for second-year students? Also, how far in advance should I start planning for a semester abroad?
Thank you for your assistance.
Best regards,
Sofia Martinez
14. Asking About Athletic Recruitment
Subject: Swimming Team Recruitment Information
Dear Coach Johnson,
My name is Ryan Peters, and I’m a high school junior interested in joining your swimming program. My best events are the 100m butterfly (52.3 seconds) and 200m freestyle (1:48.5).
Could you tell me about your recruitment process? I’d also like to know if you’re specifically looking for butterfly specialists for the 2025-2026 season. Would it be possible to visit during a team practice?
Thank you for your consideration.
Best regards,
Ryan Peters
15. Requesting Portfolio Review Guidelines
Subject: Architecture Program Portfolio Requirements
Dear Architecture Department,
I’m preparing my application for your Architecture program and need clarification about the portfolio requirements. The website mentions 10-15 pieces, but I have questions about the format.
Should digital artwork be submitted differently from hand-drawn work? Also, can time-lapse videos of my design process be included? What file formats do you accept for digital submissions?
Thank you for your help.
Kind regards,
Maya Patel
16. Inquiring About Honors Program
Subject: Questions About Honors College Admission
Dear Honors College Director,
I’ve been accepted to your university with a 4.0 GPA and 1580 SAT score. I’m writing to learn more about the additional requirements for Honors College admission.
What distinguishes the Honors College experience from the regular program? Could you share information about special courses, research opportunities, and mentorship programs available to Honors students?
Thank you for your time.
Best regards,
Samuel Lee
17. Requesting Information About Music Auditions
Subject: Music Performance Audition Requirements
Dear Music Department,
I’m applying to your Classical Piano Performance program and need details about the audition process. I plan to perform Bach’s Well-Tempered Clavier Book I and a Chopin Ballade.
Are these pieces appropriate for the audition requirements? Also, should I prepare an additional contemporary piece? Please let me know about accompanist arrangements and practice room availability before the audition.
Thank you for your guidance.
Sincerely,
Nina Petrova
18. Asking About Disability Services
Subject: Accommodation Services Information Request
Dear Disability Services Office,
I’m an accepted student with ADHD and dyslexia planning to start this fall. I’d like to learn about the accommodation services available and how to set them up before classes begin.
What documentation do you require? How far in advance should I submit my paperwork? Also, could you tell me about any specific support programs or resources for students with learning differences?
Thank you for your assistance.
Best wishes,
Chris Morgan
19. Requesting Financial Aid Appeal
Subject: Financial Aid Package Appeal Request
Dear Financial Aid Committee,
I’m writing about my financial aid package for the upcoming academic year. Since submitting my FAFSA, my family’s financial situation has changed significantly due to my parent’s job loss.
Could you guide me through the appeals process? What documentation should I provide to support my appeal? Is there a specific deadline for submitting additional information?
Thank you for reviewing my request.
Sincerely, Ashley Baker
20. Inquiring About Graduate School Prerequisites
Subject: Graduate Program Prerequisites Question
Dear Graduate Admissions,
I’m a senior Biology major interested in applying to your Master’s program in Biotechnology next year. Before applying, I want to make sure I meet all prerequisites.
Do you require the GRE? Also, which undergraduate courses are mandatory for admission? Should letters of recommendation come from research advisors, or can they be from course professors?
Thank you for your help.
Kind regards,
Brian Foster
Wrap-up: Writing Effective University Application Emails
These email samples demonstrate various approaches to common university application situations. Each one uses clear language and stays professional while getting the point across. Modify these examples to match your specific needs. Focus on keeping your emails clear, polite, and centered on your request.