How to Write a Letter to a College Admissions Office: Tips (2023)

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 2017 National Association for College Admission Counseling study showed that 13.7% of schools considered demonstrated interest of considerable importance in the admissions process, 25.5% considered it of moderate importance, 32.1% limited importance, and 28.8% considered it to be of no importance in the admissions process.

So, 71.3% 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.

(Video) How to make an Application Letter for College Admission, Parts of a Letter, etc.

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.”


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.

(Video) Writing a strong college admissions essay

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.


(Video) Tips from Admissions: Writing Recommendation Letters

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”

(Video) How Many Recommendation Letters for College Apps? (2022 Admission Tips)


How do you end a letter to an admissions office for college? ›

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.

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

How To Email College Admissions in 5 Simple Steps
  1. Find the Right Contact Information. School websites usually have contact information for students. ...
  2. Address the Admissions Officer Respectfully. ...
  3. Introduce Yourself. ...
  4. Jump Into Your Question or Topic. ...
  5. Say Thank You and Write an Appropriate Sign-Off.
25 May 2022

How can I increase my chances of admission? ›

  1. Earn Good Grades in Challenging Courses. ...
  2. Get a High SAT/ACT Score. ...
  3. Write a Compelling Personal Statement. ...
  4. Demonstrate Interest. ...
  5. Secure Strong Letters of Recommendation. ...
  6. Apply to a Diverse Selection of Colleges. ...
  7. Opt for an Early Admission Plan. ...
  8. Manage Your Online Reputation.

What do you say in an admissions office? ›

Here's the gist of what you should include in an email to an admission officer: A simple formal email starts with “Dear First Name,” often followed by a greeting such as “I hope you're well.” You should get to your point pretty quickly, explaining why you're emailing and how they might know you.

What should I write to my admissions officer? ›

Start the email by addressing the admissions officer by their full name. If you cannot find who is in charge of admissions, you may use “Dear Admissions Officer” or “To Whom It May Concern.” Provide background information and indicate the purpose of the email in the first paragraph.

Is it good to email admissions officers? ›

It is totally appropriate to contact admissions officers during the application process. You may have a question about your candidacy and how to represent yourself on the application. Your may have a question about the school that no one can answer.

How do you respond to an admissions officer? ›

In response, we offer the following rules of engagement:
  1. 1) Write in your real voice. ...
  2. 2) Don't forget to proofread. ...
  3. 3) Keep it about the school, not you. ...
  4. 4) Avoid form emails. ...
  5. 5) Don't ask questions that can be easily found online. ...
  6. 6) Don't write every single day.
11 Jun 2022

How do you show interest in college? ›

How to Show Your Interest
  1. Build a track record of consistent contact. From college fairs to campus visits to personal interviews, take each opportunity to talk with the college representative. ...
  2. Make your case in supplemental application essays. ...
  3. Show you've really researched the college. ...
  4. Apply early.

How do I make my college admission stand out? ›

Stand-out applications showcase achievement, merit, and previous academic success. Taking honors classes or AP courses can give you a significant advantage. Most colleges generally prefer applicants with a B in an honors program over those with an A in standard courses because it shows initiative.

What is the most important factor when it comes to admissions? ›

Your Course Load and Grades

This is the most important factor for college admissions. It is also the one most parents are unaware of in the early years of a student's high school education.

How do you write a strong admission essay? ›

12 Strategies to Writing the Perfect College Essay
  1. Be Authentic. ...
  2. Grab the Reader From the Start. ...
  3. Focus on Deeper Themes. ...
  4. Show Don't Tell. ...
  5. Try Doing Something Different. ...
  6. Write With the Reader in Mind. ...
  7. Write Several Drafts. ...
  8. Read It Aloud.
26 Jul 2022

What are admission officers looking for in a college essay? ›

Admissions officers look for students whose essays reveal their character and perspective through their real experiences, not contrived situations. Admissions officers say most essays they read are safe, generic and do nothing to make them remember or want to advocate for the students who wrote them.

How do you write a college application short answers? ›

Here are some tips to help you ace your short answers:
  1. Don't repeat the question.
  2. Don't use unnecessarily large words. ...
  3. Answer honestly. ...
  4. Supplement your résumé. ...
  5. Always use details to bring even a short story to life.
  6. Don't be afraid of the word limit. ...
  7. Describe your personal growth. ...
  8. Be specific about each institution.

What are admissions officers looking for? ›

Admissions officers look for evidence of academic success through students' academic information that includes their transcripts and GPAs, test scores, and whether they have college credits. Transcripts will list out classes taken each year.

How do I impress an admissions director? ›

This article is sponsored by Cambridge English.
2) Learn the right skills to do well in admissions tests
  1. Scanning texts for relevant information.
  2. Understanding the main topics and ideas in complex texts.
  3. Reading quickly enough to cope with the demands of an academic test.
  4. Writing essays with a good organizational structure.

Do admissions officers care about word count? ›

College essays are usually pretty short: between 150 and 650 words. Admissions officers have to read a lot of them, after all! Weigh your words carefully, because they are limited!

What are the top 4 things college admissions officers are looking for? ›

Basically, there are six main factors that college admissions officers consider: AP classes and challenging course loads, high school GPAs, SAT and ACT scores (unless they are test-optional), meaningful extracurricular activities, letters of recommendation, and your personal statement.

What should you not say to an admissions counselor? ›

  • Send unexpected extras with your application. ...
  • Ask about majors that don't exist. ...
  • Put the name of another college in your essay. ...
  • Be unaware of your GPA. ...
  • Let your parents complete your application. ...
  • Stop at a college fair information table without talking to the admissions officer. ...
  • Call or email everyone in the office.

What do admissions officers look for in letters of recommendation? ›

Admissions officers want to learn about your personal qualities and strengths from your recommenders. These personal qualities could include integrity, caring for others, thoughtfulness, humor, and passion. Two traits they especially value are demonstrated leadership and strength of character.

How do college admissions officers decide who gets accepted? ›

In addition to a student's academics, extracurriculars, application essay, recommendation letters, and thank-you letter, admissions counselors look at their own college itself, considering enrollment projections, student body diversity, faculty and course curriculum volume, and recruitment goals.

Do admissions officers look at every application? ›

Of course they are read! Essays give admission officers real insight into the applicant. You might wonder how a huge school would manage reading thousands of essays, but you can trust that they hire extra staff, if necessary, to make sure the entire application gets a close look.

Can you ask admissions officers why you were rejected? ›

There is no rule keeping denied students from asking admissions officers the reason for the decision. However, it's very much likely for them to get a generic response or none at all. It's a better idea for denied students to ask admissions officers what they could do for increased admissions chances.

How do you respond to an admissions committee? ›

Thank the admissions committee again for their offer and indicate your excitement. End with “Yours truly” or “Sincerely” in closing. Be sure to leave space for your signature. Write your name, address, phone number, and e-mail address.

What are signs that a college is interested in you? ›

In general, colleges and universities show their interest in applicants by sending them either likely letters or early writes. Some schools include the name of students on the priority waitlist. Then there are also institutions that offer top applicants competitive merit-based scholarships.

What interests do colleges look for in students? ›

Colleges pay attention to your involvement in extracurricular activities. But what counts most to colleges is how long and how deeply you have been committed to one or two of those interests. This could be sports, clubs, music groups, or various other activities.

How do you write a college interest statement? ›

distinctive, compelling, and readable. Let your statement highlight your passion, promise, and credibility in a powerful way. Let it represent you, your ambitions, and your experiences. To get started, you might try making a list of points and then drafting the statement on 2 pages of lined paper.

What are 3 things you can put on your college application that might make you stand out amongst other people applying? ›

If you want to make your college application stand out memorably, take a look at these 16 tips.
  • Choose Your High School Classes With Intention. ...
  • Strive for Good Grades. ...
  • Tell the Story of Who You Are. ...
  • Participate in Extracurricular Activities. ...
  • Volunteer. ...
  • Keep Accurate Records. ...
  • Manage Your Social Media Presence.

What do colleges look at the most? ›

  1. Good Grades. Earning good grades is the most critical factor for college applications. ...
  2. Challenging High School Curriculum. ...
  3. Strong Standardized Test Scores. ...
  4. A Well-Written Essay. ...
  5. Extracurricular Participation and Leadership Skills. ...
  6. Diversity. ...
  7. Enthusiasm for the School. ...
  8. Letters of Recommendation.

What are the 4 mistakes to avoid when applying for a college? ›

Opinion The four biggest mistakes students make when applying to college
  • Delaying the campus visit until the spring. ...
  • Considering only research universities for undergraduate research. ...
  • Ignoring life after college when choosing a college. ...
  • Getting your heart set on one place before the financial-aid offer.
20 Oct 2016

What should you not write on a college application? ›

What not to do in your college application essay: 10 things you should always avoid
  • Never rehash your academic and extracurricular accomplishments.
  • Never write about a "topic"
  • Never start with a preamble.
  • Never end with a “happily ever after” conclusion.
  • Never pontificate.
  • Never retreat into your thoughts.
  • Never hold back.
22 Jul 2021

What is the most important thing in a university application? ›

While all aspects of a college application are important, the most important factors are the copy of your transcript, your test scores, and your essays.

What scares the most about college admission process? ›

Rejection: As a High school student one of my biggest fears about the college application process is rejection. Coming from a very competitive college prep school, going to college has never even been a question. And on top of that, getting accepted to a prestigious college is expected.

What 3 factors do colleges look for? ›

What Are the Most Important Factors in College Admissions? According to a 2019 report from the National Association for College Admission Counseling, the top factors for admissions are overall high school GPA, grades in Advanced Placement or other college-prep classes and the difficulty of the student's curriculum.

What is the biggest influence in your college decision? ›

The most important factor in choosing a college is whether or not the college has your chosen program of study. You also have to choose a school where you will be successful and enjoy yourself. Cost, distance from home, size, extra curricular, and living accommodations are also factors that you should consider.

What are 5 tips for writing a good college essay? ›

Five Tips for Writing Your College Essay
  • Choose a topic that appeals to YOU. Write about something you know, and write in your own voice. ...
  • Brainstorm! ...
  • Write more than one draft. ...
  • Use a strong opening, an interesting middle, and a good conclusion. ...
  • Ask a friend, teacher, or parent to read your second draft.

What are the top 3 things that you want a college admissions officer to know about you *? ›

3 Things Admissions Officers Look For in Students
  • Defined Interests. A popular myth that many parents and students still believe is that colleges want to admit well-rounded students. ...
  • Academic Achievement. ...
  • Context Outside of Your Grades, Courses, and Activities.

What is the most important thing you want an admissions officer to know about you? ›

Rarely is anything more important to Admissions Officers than solid grades, a challenging curriculum, and good standardized test scores.

How do you write a good short answer response? ›

Begin each answer with one or two sentence thesis which summarizes your answer. If possible, phrase the statement so that it rephrases the question's essential terms into a statement (which therefore directly answers the essay question).

What are colleges looking for in short answer questions? ›

The key to successfully answering any short answer question is to understand that less is more. Responses most likely to make a good impression are those that avoid redundancy and clichés and instead provide clear and concise answers that are candid, creative, and even humorous.

How do you end a college admissions essay? ›

Your conclusion should be clear, concise, and, most importantly - memorable. Since college admissions advisors read hundreds of essays, your conclusion will be the last bit they remember. No matter what approach you take to the concluding paragraph, you'll want to focus on the lesson learned.

How do you end a letter of application? ›

Make sure to offer thanks for their time and consideration, and choose a professional closing salutation such as, “Sincerely,” “Best regards” or “Thank you for your consideration.” Avoid overly familiar phrases like, “Yours,” “Cheers” or “Take care.”

How do you end a personal statement for college? ›

How to end your personal statement: What to write
  1. Tie it back to what you've written earlier. Revisit the key points you've already spoken about in the main body of your personal statement and emphasise them again in your conclusion. ...
  2. Talk about the future. ...
  3. Think about your university experience.

What are admissions officers looking for in a college essay? ›

In your application essay, admissions officers are looking for particular features: they want to see context on your background, positive traits that you could bring to campus, and examples of you demonstrating those qualities.

Should I say in conclusion in a college essay? ›

Avoid ending with a summary; there's no need to repeat what you've already written. Phrases like “in conclusion,” “overall,” or “to sum it up” signal that you have nothing to add to what you've already written, so an admissions officer may stop reading.

How long should a college admissions essay be? ›

A college application essay is usually around 500 words, and those words can mean the difference between acceptance and rejection. You will spend many days researching and crafting your essay, but admissions officers will only have a few minutes to actually read it, so you need to get their attention.

How do I start an application letter? ›

In the first paragraph of your letter, mention the job title for which you're applying and where you saw the position posting. Include your specific interest in the role and company so the reader knows this is not a generic application letter.

How do you start a letter without dear? ›

Here are a few good alternatives:
  1. "Hello, [Insert team name]"
  2. "Hello, [Insert company name]"
  3. "Dear, Hiring Manager"
  4. "Dear, [First name]"
  5. "To Whom it May Concern"
  6. "Hello"
  7. "Hi there"
  8. "I hope this email finds you well"
7 May 2019

Which address is the most appropriate for an application letter? ›

For a cover letter, you should always default to addressing it to the hiring manager for the position you're applying to. Unless you know for sure that the culture of the company is more casual, use the hiring manager's first and last name.

How do you close a letter? ›

How to End a Letter
  1. The preferred letter ending phrases for formal, social, or business correspondence are “Sincerely,” “Sincerely yours,” “Very sincerely,” or “Very sincerely yours.”
  2. “Kind(est) regards,” and “Warm(est) regards” fill a nice gap between formal and more intimate closings.

Which of the following parts starts a letter of application? ›

Salutation—Begin your letter with “Dear” followed by the reader's title and last name, ending with a colon, not a comma. Four Paragraphs Minimum—Your letter should have at least an introductory paragraph, an education paragraph, an employment paragraph, and a concluding paragraph.

What should you say in a cover letter? ›

When writing a cover letter, you should:
  • introduce yourself.
  • mention the job (or kind of job) you're applying for (or looking for)
  • show that your skills and experience match the skills and experience needed to do the job.
  • encourage the reader to read your resume.
18 Dec 2018

What should you avoid in a personal statement? ›

7 Things to Avoid in Your Personal Statement
  • Whining. Don't whine in your essay! ...
  • Someone else is the hero. ...
  • Reads like a resume. ...
  • Lack of focus. ...
  • Leaves out personal growth. ...
  • Overcomplicated language. ...
  • Incorrect grammar or spelling.

How do you write a strong personal statement? ›

10 Tips for Writing a Strong Personal Statement
  1. Read the instructions carefully. ...
  2. Focus on yourself. ...
  3. Demonstrate your genuine interest and enthusiasm. ...
  4. Start early. ...
  5. Explain any discrepancies in your application in your personal statement. ...
  6. Review good sentence and paragraph structure. ...
  7. Use the active voice.

What makes the first sentence a strong opening for this introduction? ›

What makes the first sentence a strong opening for this introduction? The writer uses creativity and humor to engage the reader. The writer ponders childhood to stir up the reader's memories. The writer introduces the topic immediately to inform the reader.


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2. Productivity Tutorial - Writing a letter of recommendation
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