How to Write an Email to College Admissions Counselors

How to write an email to college admissions officers

The college admissions process can be filled with uncertainty.  One source of information that can help reduce the uncertainty — in some respects — are college admissions counselors.  But do you know how to write an email to college admissions counselors? If you want to communicate with admissions, it’s best to think carefully about how you will communicate with the humans that populate those offices of admission.

Reasons to Write an Email to College Admissions Officers

Students may have different reasons to write an email to college admissions.  Some of the most common include:

  • A request for particular information about academic offerings, such as the viability of pursuing particular double majors, the availability of certain kinds of courses, or the process for creating a personalized major
  • An inquiry about your status on the waitlist
  • An expression of continuing interest after being deferred in the early admissions rounds
  • A request to connect with student leaders of particular organizations or groups
  • A question about financial aid eligibility
  • An inquiry about special scholarship programs
  • Confirmation of the receipt of all materials by admissions offices–if there is reason to believe there is a problem
  • Specific questions about research opportunities, alumni resources
  • Requests to connect with learning support services for people with physical or learning differences
  • Notes of thanks for something kind that an admissions officer did on your behalf

Sometimes, you may also be responding to an email that an admissions officer sent to you.  Further on in this article we’ll address how to write an email to a college admissions counselor if you find yourself in this situation.

The point is that you really do need a good reason to write to an admissions officer. Some students and parents have heard that it is important to demonstrate interest when applying to college.  It’s true:  you need to show some love to admissions offices to let them know you are really interested in attending.

However, you also want to avoid being annoying.  You want to demonstrate interest, but you don’t want to cross the invisible line that leaves the admissions office to think you are a nuisance.  You want to ask good questions, and you want to be respectful of the time of an admissions officer. You want to get the information you need in a way that conveys interest without becoming a nuisance.

Do Some Homework Before you Write an Email to College Admissions Counselors

So before you actually write that email, you need to make sure you’ve done all you can to ensure that you can write an effective email that will get you the response you need. Here are some things to think about and research before you write.

Look at the college’s website

Colleges and universities maintain comprehensive websites that contain information for staff, faculty, and students, in addition to providing information for prospective applicants.  Use the search function to try to find an answer to your question.  If you do find the answer, perhaps you can refashion your question in light of this information.  Can your question get even more specific? If it can, you will demonstrate that you have read the website carefully and need a human (the college admissions counselor) to help you find the answer.

Find the appropriate person.

The admissions website will usually (but not always) list the people in the admissions office.  In most cases, the admissions counselors are assigned different geographical areas (or “markets,” in business terminology) for which they are responsible for expanding the applicant pool–and addressing prospective applicants’ questions.  So take a few minutes to figure out which admissions counselor is assigned to your state, your city, or even just your school.  That is the person who may read your application first, and who is most interested in seeing your application.  Address your email to the right person.

How to Write an Email to College Admissions Counselors

Once you find the right person to address is your email, now you have to think about how to write it.  Consider these five essential elements.

1.  Consider the Subject Line

When an email appears in a person’s inbox, the subject line is an important indicator of the contents.  So use the subject line to ensure that your email gets opened.  You might want to use the words “prospective applicant” or “applicant for the class of 2025.” You could make it more specific:  “Question about financial aid from prospective applicant 2025.”  No matter how you formulate it, don’t neglect the subject line in capturing the attention of the admissions officer.

2. Address the Admissions Officer Respectfully

Address the admissions counselor respectfully.  Don’t say, “Hey, Mark!” Or worse:  “‘Sup, Mark.”  Use formal address.  Usually that means using the word “dear”, as in “Dear Mr. Montgomery.” Some young people have difficulty with that level of formality, so it might be acceptable to open the email with “Hello, Mr. Montgomery.”  You probably learned proper etiquette for writing a formal letter back in elementary or middle school.  Use that knowledge when addressing the admissions officer in a fairly formal tone.

3. Introduce Yourself When You Write an Email to College Admissions

Be sure to tell the admissions officer a bit about yourself, not so much to give them your life history but to be able to place you and remember you. You could start by saying something along the lines of, “My name is Mark Montgomery and I am applying to Colorado College in fall 2026.” You might give a few other essential facts, including the name of your high school and town, the major that most interests you (if that is relevant to your question), and–if you have it–your ID either for the Common App (known as a “CAID”) or your ID number for the particular school to which you are applying (this number is given to you after you apply…usually through a “portal” for the university that you will log into).

4. Be Concise as You Write an Email to College Admissions

Don’t get into long preliminary explanations:  get to the point immediately.  State your business. If you’re asking a question, ask it.  If you need information, ask for it specifically.  As you write the question, think about how the admissions officer might respond.  If you find that the question you ask would require a lengthly, complex response, consider writing the question that would require a simpler, more succinct answer.  You want the admissions officer to be efficient.  You want that person to offer up the answer you need without having to spend an hour crafting a complicated response.

5. Say Thank You and End with an Appropriate Closing

As your Momma always reminds you:  “say please and thank you!”.  Be sure to thank your addressee for their time and consideration.  Then sign off in the same formal way in which you began.  Closings like “Best regards” or “Yours truly” or “Sincerely” all may sounds terribly old fashioned.  But they’re a whole lot better than “Peace out” or “Later, dude.”  Better to err on the side of formality than breezy informality.

Follow with your first name, last name, and phone number. It’s unlikely you’ll receive a call instead of an email, but it’s a good idea to include it anyway.

Dos and Don’ts as You Write an Email to College Admissions Officers

To summarize, here is a list of things you should bear in mind when you write an email to admissions counselor.

Do

  1. Use a formal tone to demonstrate your respect and ability to speak to adults you do not know.
  2. Develop a helpful subject line to grab the reader’s attention.
  3. Edit your email carefully…no grammatical mistakes or syntax errors!
  4. Be concise: don’t use 10 words to say something you can say in 3.
  5. Be patient in receiving a response: admissions counselors get hundreds of emails a day, so don’t expect an answer immediately.

Don’t

  1. Use an unprofessional email address like “Cute_Puppy” or “Bubbalooney.”
  2. Be rude or disrespectful.
  3. Neglect to edit your email.  Really.  No mistakes.
  4. Mark your email as urgent (not worth annoying your recipient).
  5. Ask a long list of questions.
  6. Forget to say “please” and “thank you.”

 

Sample Emails to College Admissions Officers

If you’re still unsure about how to write an email to college admissions counselors, we offer these templates to help you. They demonstrate both the tone and the brevity of these communications.  Feel free to adapt these to your needs.

Sample Email to College Admissions #1

Hello, Ms. Taylor, 

My name is Divya Sharma, and I’m applying to Gotham College for the fall of 2024. I submitted my application and my SAT scores on December 15, but I notice in the Gotham portal that my SAT scores have not yet been received. 

Could you please confirm whether or not the college has received my score report? Thank you in advance for all your help. 

Regards, 

Divya Sharma
CAID 987654 

phone: 555-123-4567

 

Sample Email to College Admissions #2

Good morning, Mr. Rodriguez, 

My name is Martin Fillmore, and I’m in the process of applying to the University of Los Angeles. I am considering a major in Chemistry, but I also have a strong interests in both Economics and History. 

I am simply undecided about my major at this point. Can you tell me more about how academic advising works at ULA for undecided students like me? Thank you very much for your time and assistance. 

Best, 

Martin Fillmore
Mt. Pleasant HS, Hygiene, Colorado
telephone: 999-875-4321

 

Sample Email to College Admissions #3‍

Dear Dupont University Admissions Office, 

Hello, my name is Ben Harrison, and I was recently waitlisted for admission. I’m writing to ask if you can please tell me where I am on the waitlist. 

My first choice university is Dupont University, and I would love to know my chances of being accepted. 

Thank you for your consideration, and I look forward to hearing from you.

Sincerely, 

Benjamin Harrison
Dupont U ID Number 45hp987
Telephone: 123-555-1234

 

Need More Advice About Your College Applications?

The team at Great College Advice has deep experience in guiding students along the road from high school college. We provide individually tailored, one-on-one advising to help young people achieve their educational ambitions. If you’d like more information about our services, contact us for a free consultation. Or just pick up the phone and call us at 720.279.7577.  We’d be happy to chat with you.

Apply to US Universities from Brazil

study in the USA from Brazil

Do you dream of studying in the United States? Are you Brazilian? This guide will help you understand the American higher education system and provide you with tops about how to apply to US universities from Brazil.

How many students apply to US universities from Brazil?

Every year, the Institute of International Education (IIE) publishes statistics on international students studying in the United States.  In 2022, IIE reported that there were nearly 15,000 Brazilian students studying at American universities. Of these, approximately half were studying for their undergraduate diploma. This makes Brazil among the top 15 countries in the world sending students to study in the United States.

What kinds of universities exist in the US?

There are over 4,000 institutions of higher education in the United States.  These can be divided into at least three main categories that might be of interest to Brazilian students. 

Community colleges, also known as junior colleges

These are 2-year institutions that offer Associates degrees in a wide variety of academic disciplines. Community colleges also offer technical and vocational training. Some of these colleges are private, but most are public (meaning that they are supported by local and state governments). 

Public four-year colleges and universities 

Every one of the 50 states in the US has several public universities.  These offer Bachelor’s degrees, and may also offer Masters degrees, doctoral degrees, and other professional degrees.  Some of these public universities may be focused on particular disciplines (most often science and engineering). Two leading examples of this sort of specialized public university include Georgia Tech and Virginia Tech. Most public universities, however, offer a wide range of degree programs, including diplomas in the arts and sciences, engineering, and business. 

Private four-year colleges and universities

Most of the oldest universities in the United States were formed by private entities and religious groups. These include Harvard, Princeton, Yale, Dartmouth, and Columbia. These, plus many a few others, were founded while the American colonies were still subject to British rule. Some private universities offer a wide range of degree programs, including Bachelor’s, Masters, and doctorates. Some, however, offer only undergraduate or Bachelor’s degrees.  These are generally referred to as “colleges” though some of these private institutions call themselves “universities” even if they do not offer advanced degrees.  

What subjects can Brazilians study in the United States?

Brazilian students can study just about anything they like either as undergraduate or graduate students. The range of programs is nearly infinite.  However, here are some of the most popular kinds of degree programs offered. 

Arts and sciences.  These are the traditional academic disciplines, which not only include the arts (e.g., literature, art history, music) and sciences (chemistry, physics, geology, biology), but also the social sciences (psychology, economics, sociology). 

Business. Brazilian students interested in entrepreneurism, marketing, management, accounting, or real estate may want to elect to study business. Most students elect to study business either at the Bachelor’s or Masters level (also known as an MBA).  Some undergraduate institutions are highly focused on business education, including Babson and Bentley. 

Engineering.  Brazilian students can pursue engineering studies either at a public university like the University of Michigan or the University of Colorado.  Or they can study engineering at more specialized public universities like the Colorado School of Mines or the Illinois Institute of Technology.  Some private universities also specialize in science and technology studies, such as the Massachusetts Institute of Technology (MIT) and Rensselaer Polytechnic Institute (RPI).  Some smaller undergraduate colleges also offer engineering degrees, including Swarthmore and Lafayette Colleges.  Or you could study engineering in the Ivy League, including Brown, Harvard, and Dartmouth

Arts. Brazilian students can pursue degrees in fine arts, music, drama, dance, or film. These disciplines are offered at many comprehensive universities, whether public or private. However, Brazilians interested in the arts can attend specialized institutions that focus on one or more art forms, such as Juilliard or the Manhattan School of Music.

 

How do do you apply to US universities from Brazil?

The application process for entrance to American universities is generally quite different than in other countries, especially when it comes to undergraduate education. 

Brazilians applying to American universities for undergraduate degrees must first demonstrate their academic abilities. This is done by submitting the academic record for the last four years of secondary school (in the US, this is called the “transcript”). In addition, students may be asked to submit scores on standardized tests (the SAT or ACT) and one or more letters of recommendation from teachers and school counselors. 

Beyond that, Brazilian students will also present other activities and accomplishments outside the classroom. This might include sports, the arts, volunteer service, employment, family responsibilities, hobbies, academic research, internships, or other involvements. The most selective universities will want to see evidence of excellence in at least one of these general domains. 

The application process itself can be quite confusing for Brazilian students who want to study in the USA. While different universities have slightly different processes, here is a general outline of the steps required to apply to American universities.

apply to US universities from Brazil

  • Choose the universities to which you will submit your application
  • Perform as well as possible in secondary school by taking the most difficult subjects available to you in your areas of interest
  • Develop and expand your accomplishments outside of school
  • Take required tests such as the ACT or SAT
  • Take a language proficiency test
  • Request letters of recommendation from teachers and school officials
  • Submit your academic record and other documents to universities
  • Prepare for interviews, if they are offered by the university
  • Apply on the university website or platform, such as the Common Application
  • Pay application fees

Note that the deadlines for applications to American universities may be up to one year before entry. That is, deadlines can be as early as October 1 for entry to university in September of the following year. For the most selective universities, the early round of applications is due in November, and the normal deadlines are generally in January for entry the following September. Thus you cannot decide at the last minute to apply to an American university.  You must prepare your applications well in advance.

 

How difficult is it to apply to US universities from Brazil?

The difficulty of getting into American universities depends on the type of university you would like to attend.  Community colleges are generally the least difficult, as they are generally open to all.  However, you will need to demonstrate minimum academic competency and the ability to pursue studies in English. 

Admission to four-year universities, whether public or private, can be either easy or difficult, depending on the university. Some have admission rates of 80-90% or more, so as long as you meet the minimum academic and English language requirements, it is not difficult to gain admission to these universities.

Southern Methodist UniversityHowever, some American universities are very, very selective, and have admission rates as low as 3%.  Some of the most selective private universities include the eight universities fo the Ivy League, Stanford, Johns Hopkins, University of Chicago, and Duke.  Public universities, too, can be very difficult to get into, including the University of Michigan, the University of California-Berkeley, University of Virginia, and University of North Carolina. 

Things can become even more complicated and competitive when applying for certain kinds of academic disciplines, including computer science, engineering, or economics, as these are among the most competitive programs. Similarly, it can be more difficult to get into business programs at some universities. 

While American universities welcome Brazilian students, they also welcome students from every other country. However, the majority of students at any American university will be American citizens. At some of the most selective universities, international students make up only about 10-15% of the total undergraduate population (the University of Southern California and New York University generally admit a larger percentage of international students). 

It’s important to understand that the average admission rates published on various websites may or may not reflect YOUR chances of admission. If you are uncertain about your own chances of admission to a top American university, you may want to get professional advice. 

 

How much does an American university cost?

Generally speaking, American universities are more expensive than in other parts of the world. These are the average costs of attending different sorts of universities according to the Education Data Initiative. Note that international students would be expected to pay the “out-of-state” price at a public university, as they are not residents or citizens of the particular state in which the public university. In some cases, international students may, in fact, pay somewhat more than the out-of-state price. 

Note that the prices in the tables below are average prices.  Some of the more selective colleges and universities can be much more expensive.  For example, New York University costs nearly $100,000 per year.  Also note the cost of attendance includes most–but not necessarily all–expenses that a student might incur while studying in the US.  Generally the “cost of attendance” includes lodging, meals, health insurance, technology or other fees, books and supplies, and average travel costs.

 

PUBLIC UNIVERSITIES

Institution Type Cost of Tuition Cost of Attendance**
4-Year In-State  $9,377  $26,027 
4-Year Out-of-State  $27,091  $44,807 
2-Year In-State  $3,501  $3,439 

 

PRIVATE UNIVERSITIES

Institution Type Cost of Tuition Cost of Attendance**
4-Year Nonprofit  $38,768  $54,501 
4-Year For-profit  $17,825  $32,895 
2-Year Nonprofit  $17,735  $33,007 
2-Year For-profit  $15,627  $27,246 

**Cost of Attendance does not account for potential lost income nor student loan interest. SOURCE:  Hanson, Melanie. “Average Cost of College & Tuition” EducationData.org, June 25, 2023, https://educationdata.org/average-cost-of-college

 

Can Brazilian students get scholarships to attend US universities?

get scholarships for collegeIt is possible for Brazilians to get scholarships to attend American universities. There are two types of scholarships. First there are scholarships based on the financial need of the student. Unfortunately the majority of American universities do not provide this sort of scholarship to Brazilian students.  Only the top-ranked schools offer scholarships to Brazilian students based on their need, and of course, these are among the most difficult universities to get into. 

Second, there are scholarships based on the talents and merit of the student.  While top tier universities like the members of the Ivy League do not provide any scholarships based on merit, many other colleges and universities do.  Most of those that do provide merit scholarships to Brazilian students are private universities, as public universities reserve their merit based scholarships for residents of that particular state. 

Navigating the costs of studying in the United States is one of the reasons that professional guidance can be important. 

 

Who can help apply to US universities from Brazil?

Many Brazilian students–especially those aiming for the top tier of American universities–engage with professional advisors to help them navigate the complicated admissions process.  A professional advisor can help you identify–from among thousands of possibilities–the colleges and universities that suit you best. They can also help you prepare in advance for your applications: some families hire a consultant 3 or 4 years before entry to university so that they can prepare to be competitive for top tier institutions. Further, they can help you with the fairly complex admissions requirements and help ensure that your application presents you in the best possible way. Finally, they can help you with the personal statements and other pieces of writing you may have to complete as part of your application.  Most students–no matter what country they are from–have difficulty in understanding the purpose of these writing assignments and in properly structuring responses that will have the desired result.

The team of professional consultants at Great College Advice is very experienced in helping Brazilian students –and other international students–to apply to competitive universities in the United States. We are a small team of experts who work one-on-one with students as they prepare for university, select the right colleges to suit their educational needs, and complete the complex applications. We have a very strong record of supporting talented Brazilian students who succeed in being accepted to top tier universities.

If you think professional guidance might help give you an advantage, connect with us for a free consultation.  We’d be happy to meet you and explain our process of guiding students toward their own American educational dream.