7 Tips: How to Write an Email to a College Admissions Office

College admissions emails require careful attention to detail and proper etiquette. This guide and sample email will help you maintain professionalism in your communications.

Email is a quick and efficient way to communicate, but it's important to maintain basic etiquette and professionalism. If you're uncertain about how to email a college admissions office, this guide and sample email will steer you in the right direction. Our straightforward tips and suggestions will help you sound professional and stay in the admissions office's good books, and our sample letter to a college admissions office will illustrate how it's done.

Writing a professional email to a college admissions office is more than a formality. Many colleges offer courses on professional behavior, including email and social media etiquette, as these are crucial skills for the job market and career advancement. While texting and social media are prevalent on college campuses, a study from Bowling Green University found that email remains the primary way students communicate with their professors. Developing professional email skills now will not only help you get into your desired school, but these skills will also serve you well throughout college and beyond.

Here are seven tips to ensure your emails are on point:

1. Maintain a Clean Format

Start your email with a formal greeting, including the recipient’s name and title, and end with a courteous sign-off. Keep the font size and color readable, avoiding excessive use of emojis, formatting, or images. A clear and direct subject line, such as "Questions Regarding the Economics Major," is better than something vague like "Asking about a few of your majors."

Ensure your email address is appropriate, such as firstnamelastname@email.com, to prevent your email from ending up in a spam folder or being dismissed.

2. Show Genuine Interest

Many of your emails to a college admissions office will seek information about your application, financial aid, the major you're interested in, and scholarships. That's perfectly fine, but remember that colleges are looking for applicants who want to be active members of their community. Demonstrated interest, though intangible, can give you an edge. A heartfelt email asking insightful questions about the school can capture the admissions office's attention. Focus on how you'll contribute to the community, rather than just what the school can offer you.

3. Avoid Being Too Casual

When emailing a college admissions office, leave out slang, abbreviations, and emojis. Use complete sentences, proper capitalization, and punctuation. Address the recipient with their appropriate title (Mr., Ms., Dr., etc.) and last name. Write your email as if you were having a respectful conversation in person. Keep it brief and proofread before sending.

4. Don’t Be Overly Formal

While it's important to avoid being too casual, don’t swing too far in the opposite direction. Avoid using overly formal language or expressions that sound awkward or stiff. Write in your natural voice, as you would speak in person. Never use a form email; admissions staff can easily spot these. The sample email in this article is just a guide to help you craft your own unique email.

5. Be Polite and Respectful

Approach your college admissions journey with humility and gratitude. Even if the college makes an error, remain kind and polite. If you miss a deadline or make a mistake, gracious behavior will help you when you need assistance from the admissions office.

6. Think Before You Send

Sometimes, the best email is one you don't send. If your question is answered on the school’s website, in an FAQ, or on a student forum, there’s no need to ask an admissions official. Don’t pester admissions with frequent follow-ups. Wait a week or two before sending another email, unless the matter is urgent. If you’re upset or frustrated, take a day to cool off before replying to ensure your email remains polite and respectful.

7. Sample College Admissions Office Email

Here’s an example of an email seeking more information on a college’s honors program. Note the respectful yet approachable tone, and the demonstration of genuine interest and personal connection.

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.

Thank you,

Hannah Wilson

This should give you a solid foundation for any emails you send to a college admissions office. For personalized help with other parts of your college journey, especially your supplemental essays, check out Admit AI. We provide automatic feedback on your college admissions essays, so that you can get professional advice without having to wait.