How to Write an Email to a Graduate Program: Tips and Tricks

Greetings aspiring graduate students! Are you feeling a bit lost when it comes to writing an email to a graduate program? Well, fear not! In this article, we’ll guide you through the process of drafting an effective email that will get you noticed by the admissions committee.

Sending the right email could make a huge difference in your chances of getting accepted into your dream graduate program. However, many students struggle with knowing what to include, what language to use, and how to stand out from others who are vying for a spot in the same program as them. That’s why we’ve curated some examples and tips to help you craft the perfect email that will set you apart from the rest.

Whether you’re reaching out to inquire about the program, or sending in additional documents to supplement your application, we’ve got you covered. Our examples provide a range of options that you can edit as needed to tailor to your specific situation.

So without further ado, let’s get started on writing an email to a graduate program and taking a step forward in achieving your academic goals.

The Ultimate Guide to Writing an Email to a Graduate Program

Applying to a graduate program can be a daunting task, and often the first point of contact with the program is through email. Crafting a well-written, professional email can make all the difference in making a positive first impression. Here is the ultimate guide to writing an email to a graduate program, inspired by the writing style of Tim Ferris.

1. Subject Line

The subject line is the first thing that the program will see. It should be clear and concise, indicating the purpose of the email. Avoid using vague language or unnecessary words. Here are some examples:

  • Application Inquiry: John Smith
  • Program Information Request
  • Follow-up on Submitted Application

2. Greeting

Start your email by addressing the recipient directly. You should use a professional greeting, such as “Dear Admissions Committee” or “Dear Dr. Smith.” Avoid using informal language or slang.

3. Introduction

Start your email by introducing yourself and your purpose for contacting the program. Be brief, but provide enough information so that the recipient knows who you are and why you are contacting them. If you have a personal connection to the program, such as an alumni or faculty member, mention this here.

4. Body

The body of your email is where you provide more information about yourself and your interest in the program. Be specific about your qualifications and experience, and how they relate to the program. This is also a good place to ask any specific questions you have about the program, such as admissions requirements or the application process.

5. Closing

Thank the recipient for their time and consideration in reading your email. Use a professional closing, such as “Sincerely” or “Best regards,” followed by your name. Include any relevant contact information, such as your email or phone number.

6. Signature

Your signature should include your full name, contact information, and any relevant titles or affiliations. You may also choose to include a link to your website or online portfolio.

In summary, a well-crafted email can make a positive first impression with a graduate program. Use a clear and concise subject line, professional greeting, introduce yourself and your purpose for contacting the program, provide specific information about your qualifications and experience, ask any specific questions you have, and end with a professional closing and signature. By following these tips, you can increase your chances of success in the graduate application process.

Requesting Information about Graduate Program

Requesting Information about Graduate Program in Computer Science

Greeting Admissions Team,

My name is John Doe, and I am interested in pursuing a master’s degree in Computer Science at your esteemed institution. I would be grateful if you could provide me with more information about the program. Specifically, I would like to know about the curriculum, research opportunities, and any available scholarships or assistantships. I believe your program is well-suited to help me achieve my career goals, and any information you can provide would be greatly appreciated.

Thank you for your time and consideration.

Best regards,

John Doe

Asking about Funding Opportunities for Graduate Program

Dear Admissions Committee,

My name is Jane Smith, and I am a prospective graduate student interested in applying to your program in Public Health. I am very impressed with the program’s reputation and the quality of faculty research. However, I am concerned about the financial burden of pursuing a graduate degree. Therefore, I am writing to inquire if there are any funding opportunities available for students in your program. Specifically, I would appreciate any information on research assistantships, teaching assistantships, scholarships, or grants that I may be eligible for.

Thank you for taking the time to read my email. I look forward to hearing back from you.


Jane Smith

Requesting a Meeting with a Professor from Graduate Program

Dear Graduate Program Admissions,

My name is Sam Lee, and I am interested in pursuing a PhD in Mechanical Engineering at your institution. I am a big fan of Professor Smith’s work in the field of materials science and would appreciate an opportunity to meet her if possible. I was hoping to learn more about her research and the research being conducted in the department. Would you be able to arrange a meeting or provide a contact email I could use to schedule a meeting with Professor Smith?

Thank you for your time and consideration.

Best regards,

Sam Lee

Requesting an Extension to Submit Application for Graduate Program

Dear Graduate Program Admissions Committee,

My name is Sarah Brown, and I am inquiring about the application deadline for your International Business program. Unfortunately, I have recently experienced some unexpected personal issues that have delayed my ability to submit my application before the deadline. I would like to request an extension to the application deadline, if possible. Any assistance you can provide in this matter would be greatly appreciated.

Thank you for your understanding and cooperation.


Sarah Brown

Requesting Transfer of Graduate Program with Good Standing

Hello Graduate Admissions Team,

My name is David Chen, and I am writing to inquire about transferring to your Biochemistry program for graduate studies. I am currently enrolled in the Biochemistry program at another institution but have come to realize that your program would better align with my research interests and career aspirations. I have maintained good academic standing at my current institution, and I am excited about the prospect of continuing my education with your program. Could you please inform me of the transfer requirements, including necessary documents and deadlines, and any additional information that would facilitate the transfer process?

Thank you very much for your time and assistance.


David Chen

Declining Admission to Graduate Program

Hello Graduate Program Admissions Committee,

I would first like to express how much I appreciate the opportunity to apply to your master’s program in Architecture. However, after careful consideration, I have decided that I will not be accepting your admission offer. I appreciate all the time and support that your team has provided me throughout the process. The program was my top choice, and I am grateful for the opportunity. However, I have decided to pursue a different career path that is a better fit for my academic and career goals. Thank you again for your consideration.

Best regards,

Alicia Green

Thanking the Graduate Program for Acceptance and Discussing Next Steps

Dear Graduate Admissions Committee,

I would like to express my appreciation for offering me admission to your doctoral program in Psychology. I am excited to be given such an incredible opportunity. I believe the program aligns with my academic and professional goals, and I am looking forward to commencing my studies.

I appreciate your confirmation email outlining the next steps, including submitting a Tuition Deposit and registering for classes. Could you please let me know of any further instructions or requirements, as well as any funding opportunities available to me. If you require any additional information from me, please notify me as soon as possible. Once again, I appreciate your time and consideration.

Best regards,

George Brown

Tips for Writing an Impressive Email to a Graduate Program

Email is one of the most crucial modes of communication when it comes to applying for graduate programs. A well-written email to a graduate program can pave the way to your dream career. Here are some tips to help you write an email that stands out from the rest:

  • Personalize your email:

    Make sure that you address the email personally to the recipient as you introduce yourself. Do not send generic emails to several different graduate programs without changing the names and introductions. This will show a lack of attention to detail and less interest in the program.

  • Be professional:

    Your email should look professional, so use a proper salutation and sign off. Utilize proper capitalization, grammar, and spelling to make sure that your email is polished and free from errors.

  • State your purpose:

    Clearly state the purpose of your email in the opening sentence. This could be inquiring about application requirements or requesting information about the program in general. Let the recipient know exactly what you want and why you are reaching out to them.

  • Be brief:

    Keep your email concise and to the point. Grad programs receive numerous emails daily, and the last thing you want to do is bore the recipient with immense paragraphs of information. Provide sufficient details but be careful not to lose their attention by being long-winded.

  • Show enthusiasm:

    End your email on a positive note, showing your enthusiasm and interest in the program. This leaves a lasting impression as the recipient will have an idea of your enthusiasm and motivation for the program.

Follow these tips and craft an email that clearly communicates your intent and sets you apart from other applicants. Remember, the quality of your email can determine whether it gets noticed or ends up in the trash bin.

FAQs for Writing an Email to a Graduate Program

What information should be included in the subject line of my email?

Your subject line should be clear and concise, indicating the purpose of your email. Consider including your name and the program you are applying to. For example, “John Doe – MS in Psychology Application Inquiry”

What should my introduction include?

Your introduction should be brief and professional. Introduce yourself and state your intention for contacting the program. For example, “Dear Admissions Committee, my name is Jane Smith and I am writing to inquire about the requirements for the PhD program in Sociology.”

What information should I include in the body of the email?

The body of your email should be concise and informative. Ask any specific questions you have regarding the program and its requirements, and express your interest in applying. Additionally, provide a brief summary of your qualifications, including your academic background and any relevant work experience.

Should I attach any documents to my email?

It depends on the purpose of your email. If you are simply requesting information about the program, it may not be necessary to attach any documents. However, if you are inquiring about the application process, you may want to attach your resume or transcripts.

What is the appropriate tone to use in my email?

Your email should be professional but friendly in tone. Avoid using overly formal language, but also ensure that your email is free of casual language and slang.

Is it appropriate to follow up if I do not receive a response to my email?

Yes, it is appropriate to follow up with the program if you do not receive a response to your email within a reasonable timeframe, usually 1-2 weeks. Be polite and respectful in your follow-up email, and reiterate your interest in the program.

How should I close my email?

Your closing should be courteous and professional. Thank the admissions committee for their time and consideration, and provide your contact information in case they have any further questions.

That’s all for now!

Thanks for taking the time to read this article on writing an email to a graduate program. Remember, writing a well-crafted email can make all the difference in standing out to the admissions committee. Don’t be afraid to show your personality and passion for the program, but also make sure to be professional and courteous. And hey, if you don’t get in the first time, don’t give up! Keep working hard and keep trying. Thanks again for reading, and be sure to check back for more articles and tips on navigating the graduate school application process.