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How to Write a Professional Email to UK Universities
Written by Advisor Lauren - 08/05/2024
As you are applying to university, you may find you need to contact your chosen university by email. Writing a professional email is an important skill you can take with you for emailing professors, applying to jobs, and within future careers. Read on to find our top tips for writing a professional email during your applications to UK universities!
Formatting Your Email:
Make sure to use a professional email address that you check often. For example, your previous university or school email is usually fine, but if you have already finished your studies at that institution it's a good idea to check with them how long your email address will remain active. Some schools will cancel the emails of graduates after a certain period of time.
You can use a personal email address that you've created yourself instead don’t use something like coolguy@gmail.com, as this seems unprofessional. You should also make sure to check what the display name on your account is as well, as the universities will be able to see this. Our advisors have seen many students who had previously changed their display name as a joke and then forgotten about it.
Some students opt to create a brand new email address just to use for their university applications to keep things organized. This isn't a problem as long as you remember to check it regularly. If you are thinking of doing this, consider setting a calendar reminder or alarm for yourself to prompt you to check your email multiple times a week (if not daily).
Subject Line:
The subject line of your email should be short, concise, but tell the receiver what the email is about. When emailing a university, always include your student or reference number. For example:
ID:12345678 + Visa Question
Avoid using words like “Urgent”, “Please Respond”, etc. in your subject line, unless it truly is an urgent email - if every email the university received was marked urgent, there would be no way to differentiate the emails that actually are.
Finally, check the font you are sending your email in – something legible, like Times New Roman, Calibri or Arial is fine, in size 11 or 12-point type. Do not use all caps, or unnecessary highlighting or colour.
How to Start Your Email:
Your email starts with your salutation. This is where you address your email to the recipient. If you know their name, include it. For example:
“Dear Mr. Smith,”
If you don’t know their name, something more general like:
“Dear Sir or Madam”, or “To whom it may concern”, or “Dear Admissions,” is fine.
Do not ever just say “Dear Sir” or “Dear Madam”– you do not know the gender of the person answering your email, and should not assume.
“Dear” is the more formal address – avoid saying “Hello,” “Hi”, etc.
Feel free to follow the address with a kind greeting, such as “I hope this email finds you well”, but this is not required.
Composing Your Email:
You should introduce yourself to start the email. List your name, the course you applied for, and the purpose of your email. For example:
“My name is John Smith, and I have applied to study BSc Archaeology and X University. I have a question about my offer conditions.”
From there, make sure to be concise, explaining as clearly and briefly as possible the reason for your email, so that the recipient can best assist. For example:
“On my offer letter, I was asked to provide IELTS results. As I completed a degree in English in my home country, I was wondering if this condition could be removed? Thank you for your assistance.”
Try not to drag the email on – it is completely fine for your email to only be 2-3 sentences, as long as the reader can understanding why you are emailing, and what they need to do to assist.
Make sure you use formal language – avoid slang terms, unnecessary contractions, emojis, profanity, or jokes. Always write in complete sentences, and check for any spelling errors.
Completing Your Email:
Make sure to use a formal closing, don’t leave your email open ended. There are several options you can use, but it should read as though you are signing a letter. Phrases like “Sincerely,” “Respectfully,” “Best wishes,” are all fine, followed by your name on the next line, and your student number again. For example:
“Best wishes,
Jean Valjean
24601”
Proof-Read:
Before sending, check that the email address of the recipient is correct and the name (if known) is spelled properly. If you have stated in your email that you will provide an attachment, make sure it is attached. Check again for spelling and grammar, and then you are ready to send!
Once you have sent your email, you will usually receive an automatic reply, which often states the standard timeline for a reply. There is no need to reply to this email. Keep in mind that you will only receive a response during the recipients work hours – and that those work hours will more than likely be in the UK. If you don’t receive a quick response, that is not unusual.
If you don’t receive a reply, it is fine to send a follow up approximately two weeks after your initial email. Following the rules above, be polite, and simply say:
“Hello ,
I hope you are well.
I would just like to follow up on my previous email. If you require anything further, please let me know.
Best,”
With these tips, you should successfully be able to send a professional email, and find success with your studies! Need more help or advice with your applications? Let our advisors guide you through every step!
Applications are Daunting: These Tips Can Help You Get Started
Written by Advisor Brittany - 01/10/2024
Preparing your application to universities in the UK can seem like a daunting task, but it doesn’t need to be. Your Across the Pond student advisor will help walk you through the whole process, and help to support you right up until you have left for the UK! Our team of student advisors have all studied in the UK themselves, and we have lots of advice to help you create the strongest application possible – no matter what subject you’re applying for! We even create guidelines and host webinars throughout the year which you can utilize to make your application as close to perfect as possible!
Below are a few tips for getting the best start on your applications.
Start Early
One of the biggest causes of stress that students have with regards to their application occurs when they try to rush it in before a deadline. This stress is then compounded after their applications are submitted and offers are received, as there is then a rush to find funding, accommodations, and to deal with the student visa application. The earlier you start your applications; the smoother things will go. Since most programs work on a rolling deadline basis, applying early has the added benefit of giving you better chances of success, especially if you have concerns about meeting entry requirements. For most programs, we typically recommend that students apply before Christmas, as there tends to be a rush of received applications in January that can slow down the universities’ processing time.
Find Your References Early
Most applications will require at least one academic letter of reference. Professors are usually more than happy to write letters of reference for students to help them succeed in future academia, but they can often have busy schedules, especially around exam times. We recommend students ask around for letters as soon as they start the application process. This helps to give professors plenty of time to write them, and to give students time to find back-ups in case they’re unable to write something in a reasonable timeframe.
If you’ve been out of school for a few years (3-5 years or more), you may think it is unlikely, if not impossible, to find a professor that remembers you enough to write a letter, but don’t be afraid to ask anyway; you may be surprised by the results!
Similarly, if you (like so many students) had studies that were impacted during the early days of the COVID-19 pandemic, you may think that these letters won’t be as strong content-wise due to the virtual learning environment. This is also not the case!
Personally, when I applied for my master’s program in the UK, one of my reference letters was written by a professor who taught me in an online course. The letter was insightful, well-written and beautifully captured my academic abilities.
In cases where you feel anxious about whether or not your professor will remember you or your work based on name alone, I recommend sending them a past assignment, CV, or even a copy of your personal statement to help them out. Your professors have a lot of students, but you’d be surprised by what they do remember!
Ultimately your professor is writing about your academic skillset, not their personal relationship with you as an individual.
Get Advice on Your Personal Statements
The personal statement is one of the most important parts of your application, and in many cases is reviewed more intensely than your GPA. It’s crucial that it be as close to perfect as possible and written with a UK audience in mind. For this reason, we do have guidelines on what is expected of the document, and even have a recorded webinar that walks you through the process of writing it. This can be watched at any time here: https://ca.studyacrossthepond.com/events-webinars.
The statement does not have the same format or required content that similar documents would for applications and Canadian universities, so make sure to read the guidelines closely. Your personal advisor is always on hand to give you some advice, and even help revise it if you send over a rough draft! The statement typically takes a few drafts to get right, so make sure not to leave this until the last minute!
Entrance Exams and Other Additional Qualifications
Most programs do not require entrance exams at all, but there are a few that do. Medical programs always require exams (typically the UKCAT or GAMSAT), and a few law programs require the LNAT. Some graduate level psychology programs require membership in the GBC, and engineering programs often require ATAS certification. It’s important to know what exams and certifications are required for the programs you’re applying to, and your personal advisor will help sort that out early in the application process. Some of these have strict deadlines, so make sure you don’t forget anything and miss out on attending.
Our student advisors will work with you, one-on-one, to make sure that your application is in the best possible shape, and following the above advice will help us help you make this process as stress-free and straightforward as possible. Get help today!
Contact Brittany
Get in touch with Brittany by filling out this form and she will be happy to help you with all of your UK study interests.
My Student Experience in the UK
As an international student in the UK, my educational journey has been one filled with excitement, challenges, and invaluable experiences. From navigating a new culture to immersing myself in academic pursuits, each day has been a step toward personal and intellectual growth.
Arriving in the UK was both exhilarating and overwhelming. The vibrant streets of Edinburgh were a stark contrast to the familiarity of my home country. However, with the support of fellow students and university resources, I quickly adapted to the British way of life. From learning to navigate the efficient public transportation system to embracing the rich cultural diversity, every moment was an opportunity to broaden my horizons.
Studying in the UK provided me with access to world-class education and renowned academic experts. The rigorous coursework challenged me to think critically, push boundaries, and explore new ideas. Seminars, lectures, and group projects fostered dynamic discussions and encouraged collaboration with peers from diverse backgrounds. Hands-on placements allowed me to put the skills I had learned in class to use. While the academic rigor was demanding, the support of professors and the wealth of resources available ensured that I thrived in my studies.
Beyond the confines of the classroom, I seized every opportunity to engage in extracurricular activities. Joining the university ice hockey team and Gaelic football team allowed me to pursue my passions, develop leadership skills, and forge lifelong friendships. These experiences enriched my student life and provided a well-rounded education beyond academics.
One of the highlights of my student experience in the UK was the opportunity to immerse myself in the rich tapestry of British culture. Exploring historic landmarks, art galleries, and museums provided insights into the country's rich heritage and storied past. Additionally, travel opportunities within the UK and Europe allowed me to broaden my cultural perspective, discover new landscapes, and create unforgettable memories.
My student experience in the UK has been nothing short of transformative. From academic achievements to personal growth and cultural immersion, each aspect has contributed to shaping me into a more well-rounded individual. As I reflect on my time in the UK, I am grateful for the opportunities, challenges, and experiences that have enriched my journey and prepared me for the future.
Canterbury itself is an absolutely amazing city
After completing my undergraduate degree, I started a job thinking I wouldn't be there too long because I knew I wanted to go back to school. Then I got another job, and another… I suddenly found myself without a job and time to finally think about that “going back to school” that I always told myself I would do. I took some online courses and found a subject that I was really interested in. After doing some research, I wasn't really convinced that I could get the education I wanted in Canada, so I started looking abroad. I found out about Across the Pond and they gave me more information about the schools and programs that related to what I wanted to study. They even helped me apply (which, let's face it, it's free to apply in the UK so why not just take the chance and see how it goes?). I applied to multiple schools and listed them based on my favourite. My top choice was the University of Kent because I felt I would get the best education from that program (it had a teaching portion as well as hands-on work and a practical component for experience). So it was easy to accept when I got the offer!
Living on Campus
To be honest, I didn't pay too much attention to the city where any of the schools I was applying to were located, but I knew I wanted to stay on campus. I knew on campus housing would likely be more expensive, but I figured I'd rather avoid the hassle of trying to find a place to live, sight unseen. It ended up working really well that the University of Kent has housing specifically for Post Grads and international students. I chose a room that had a bathroom attached (it was really a wet room and honestly a little small but better than sharing a bathroom by far), and the kitchen was shared across 5 rooms. One of the best parts was that everyone sharing the kitchen was from a different country and we made a point of having nights where we each cooked a dish and got to share our cultures. This might not always be the case but you are sure to meet some interesting people in a dorm that is made for international students.
The Campus and the City
Living on campus was, in my opinion, the best option because it was really easy to roll out of bed and go to class in the morning. I also didn't have to go very far at the end of the day and was able to enjoy on-campus events. By the way, the University of Kent is on top of a hill so it was also really nice not to have to go uphill to class and the library on the regular.
Canterbury itself is an absolutely amazing city. It has a pretty small town feel and is very picturesque. I had a lot of fun getting to learn all the history in the city, and also getting to walk the trails that connect it to neighbouring towns. Canterbury has markets in town so I usually went there to get fresh groceries. It also has a huge Christmas market with lights and a parade that really puts you in the Christmas mood. Additionally, I found the buses were reasonably priced and the main bus terminal has public transport buses that connect directly to other cities in the South East of England, perfect for exploring and going to festivals!
Exploring
On the note of Canterbury being well connected, I did a lot of travelling while I was over there, and I highly recommend it! Europe is pretty well connected and for a decent price you can get a bus, train, or even a plane to just about anywhere. Even if you don't see Europe, at least try to see the UK. If you're going to make the jump across the pond, at least enjoy the views. There is so much to see and do that I didn't get to see everything, not even close, but I will never regret spending the time and money trying.
The Best Part
I didn't know anyone when I arrived and I had no family nearby. I didn't find it particularly scary, though I'm sure some people would, but I was worried I would feel lonely since I'm not the best at making friends. However, in my program there were three other Canadian students! We have become close friends and, even though we have all finished our studies and gone home to our respective cities, we still keep in touch.
My journey from Ontario to Dundee has been smooth and transformative.
Application Process
My name is Trista I am from Ontario, Canada and I have just completed my first year of English Law at the University of Dundee. My journey began in high School when I was interested in the idea of studying abroad so I reached out to Across the Pond. I received helpful information and support which gave me the confidence to fully commit to studying in the UK. One of my biggest fears about studying abroad was the expense and how I would fund my tuition and stay. As I started to receive my acceptance letters from the schools, I applied to I was extremely grateful to discover the University of Dundee’s helpful scholarship available for Canadian students. Dundee became my top choice for places to study because in addition to the scholarship offered, I learned the University was ranked among the top 20 UK law programs. Across the Pond helped me through the entire visa application process and even assisted me in navigating my arrival in Scotland.
Student life at the University of Dundee
After my first year, I am pleased to say that I am more than happy with my program, the University, and the city. I have met amazing friends from Northern Ireland, Glasgow, Cyprus and made memories I will never forget. Through the University I was even able to travel to Edinburgh and experience the Christmas market. I am constantly writing home to my family about all the wonderful things I am lucky to do while in the UK. I checked seeing the northern lights off my bucket list and went on many bus and train journeys all over the UK, public transport can take you anywhere which is very different from Canada.
Help I received along my journey
The main reason I was able to settle in so smoothly in the UK when starting my program was all the helpful people eager to see me succeed in this process. As previously mentioned, my application was so easy to complete thanks to my advisor from Across the Pond who was quick to respond to any question I had and reminded me of any steps that needed to be completed. The University of Dundee also provided an extremely welcoming and helpful international advisor who helped me meet other students from Canada who went on to support me through my first year. Finally, my professors and academic advisor ensured I understood the unfamiliar grading system and made me aware of every opportunity the University had available to transition my career and degree into Canada.
Thanks to the support and resources provided by Across the Pond and the University of Dundee my journey from Ontario to Dundee has been smooth and transformative. Studying abroad has deepened my appreciation for diverse cultures and new opportunities allowing me to enhance my personal growth. I am excited to continue my studies and apply what I have learned.
