Emails and letters that impress

University applications, internships and scholarships often begin with an email. A clear, polite email opens doors; a careless one closes them.

The essentials

• Use a clear, specific subject line: 'Question on Assignment 3, CHEM 1040' or 'Application query: BSc Economics, ref 12345'.
• Use a sensible email address, ideally your school or university one. Not 'princessofdubai2008@'.
• Open formally: 'Dear Professor Al Hashimi' or 'Dear Admissions Team'. Never 'Hey'.
• Introduce yourself in one sentence: your name, school or course.
• Keep it short and clear: one main request, bullet points if there are several questions.
• Close with 'Many thanks' or 'Best wishes', then your full name. Avoid 'Thx'.

Sending and replying

• Proofread before sending, including the recipient's name.
• Never send an email when angry. Wait, overnight if needed.
• Reply within about one working day.
• Use 'Reply all' only when everyone needs your answer. Use BCC when emailing people who don't know each other.
• Give a professor at least one full working day before following up politely.

Writing to admissions offices

• Check the website and FAQs first; many questions are already answered.
• Include your full name, application reference number and the course.
• Put all your questions in one email.
• Write months before deadlines, not days.

Example email to a professor

• Subject: Question about office hours, ECON 101
• Dear Professor Smith,
• My name is Rania Al Mazrouei and I am in your Tuesday ECON 101 seminar. I would like to discuss the feedback on my first essay. Would it be possible to meet during your office hours on Thursday?
• Many thanks,
• Rania Al Mazrouei