18 Higher Education Email Templates and Saved Replies

release-notes-may
Illustration by Bronwyn Gruet

Every student is unique in the support they need to be most successful in college life. However, there are certain questions that seem to come up time and time again. Whether about billing or the application process, those routine questions often have routine answers.

Having pre-written responses can save your team lots of time and help students get the answers they need more quickly. In Help Scout, these pre-written responses are called saved replies, and they’re easily accessible when responding to incoming requests.

With that in mind, we’ve put together a list of 18 email templates you can set up as saved replies to answer common student questions.

Admissions questions

These templates cover basic questions prospective students may ask about admission to your school. These answers — and the others on the list — may require some tweaking to be a perfect match, but they should serve as a great starting point for most.

How can I track the progress of my application?

Hi [Student Name],

Thanks for reaching out. You can track your application through the application portal [link text to resource]. If you’ve submitted resources through other channels, they may not show immediately. We usually process those items within [number] days, so don’t panic if you don’t see them right away.

Some supplementary materials may not show in the application portal, but we’re happy to check on receipt of those items. To do so, email us at [email address] with a description of the item and the date it was sent, and we can confirm whether we’ve received it.

If you have any further questions, please don’t hesitate to follow up.

Sincerely,

[Name]

Where do I submit my application?

Hi [Student Name],

Great question! You can submit an undergraduate or graduate application for study through our application portal [link text to resource]. You’ll be directed to create an account, and from there you can start the application process.

If you have any additional questions, feel free to consult our FAQ page or follow up with us here.

Sincerely,

[Name]

What documents are needed for my application?

Hi [Student Name],

Thanks for the message. Our FAQ page has a comprehensive list of all the supporting documents needed to complete your undergraduate or graduate application. If you’re unsure about any of the items listed, please don’t hesitate to follow up with us.

Sincerely,

[Name]

What scores/GPA makes someone competitive for admission?

Hi [Student Name],

Great question. When considering applications for admittance, we look at a variety of factors, two of those being GPA and standardized test scores. There isn’t a certain GPA or test score that guarantees admission or causes an application to be denied. Instead, we look at the application as a whole and consider the merits of each applicant on an individual basis.

That said, you can see the average GPA and standardized test scores for admitted students here [link text to resource]. If you have any more questions about the admissions process, you can review our FAQ page or follow up with us here.

Sincerely,

[Name]

Does demonstrated intent impact admissions decisions?

Hi [Student Name],

Great question. We recognize there are many different factors, both social and economic, that could impact a prospective student’s ability to participate in things like campus visits and other activities generally associated with demonstrated intent.

With that being the case, it isn’t something we consider when reviewing an application for study. If you have any further questions about the admissions process, feel free to visit our FAQ page [link text to resource] or follow up with us here.

Sincerely,

[Name]

Academics questions

In this section we cover some common questions you might see from incoming, prospective, and current students pertaining to academics. Some are directly related, whereas others are more peripherally related to academics, but they should be useful nonetheless.

When can new/current students register for classes?

“Hi [Student Name],

Thanks for the message. You can find all the class registration dates and deadlines here [link text to resource]. If you have any specific questions about registration, you can reach out to your academic advisor.

If you have any further questions, please don’t hesitate to let us know.

Sincerely,

[Name]

Are classes taught by teaching assistants or professors?

Hi [Student Name],

Great question! At [School Name] our classes are primarily taught by professors. In some circumstances, it’s possible a class will be taught by a teaching assistant (TA). We will note that our TAs are graduate students and only lead classes in their areas of study with the guidance of a professor.

If you’re curious about who’s teaching a specific course, you’re welcome to talk with your academic advisor for more insight. If you have any further questions, please let us know.

Sincerely,

[Name]

Are there tutoring services available?

Hi [Student Name],

We offer a variety of academic resources for students seeking additional assistance for a certain subject or course. To learn more about those resources, feel free to visit the links below:

  • tutoring

  • study groups

  • test prep

If you have any further questions, please let us know.

Sincerely,

[Name]

What resources are available for students who are differently abled?

Hi [Student Name],

Equal access to resources and opportunity is something we take very seriously at [School Name]. As part of our commitment, we have a number of resources for students who are differently abled. Below are some links to resources [add links to resources below]:

  • test accommodations

  • interpreter services

  • in-class accommodations

If you have a need that’s not addressed by any of the resources above, please let us know, and we’ll be happy to assist you.

Sincerely,

[Name]

What’s the average class size?

Hi [Student Name],

There are a lot of factors that go into creating a quality learning environment. Class size is one of those factors, and we at [School Name] have a faculty to student ratio of [number to number] and an average class size of [number]. However, certain classes, such as seminars and lectures, tend to be much larger in size.

If you have concerns about a specific course, feel free to contact your academic advisor for more insight. You’re also more than welcome to follow up with us here.

Sincerely,

[Name]

Financial aid/billing questions

The cost of college is a large determining factor for many students, which makes answering questions on this topic very important. Using the templates below you can set expectations properly for students and limit confusion.

When are financial aid applications due?

Hi [Student Name],

You can find all the financial aid application dates here [link text to resource]. If you have any other questions about applying for financial aid, please don’t hesitate to reach out.

Sincerely,

[Name]

What documents do I need to submit an application for financial aid?

Hi [Student Name],

You can find a list of standard documents required for a financial aid application here [link text to resource]. In some special cases, it’s possible you may need additional documentation. If you have any concerns or questions about your application, we suggest contacting your financial aid officer directly, as they’ll be able to speak to the specifics of your individual circumstances.

However, if you have any other general questions, please don’t hesitate to follow up with us here.

Sincerely,

[Name]

When will I know if I got financial aid and what my package is?

Hi [Student Name],

We generally send out financial aid decisions for the [fall/spring/other] semester by [date]. If you are approved for financial aid, you should receive the specifics of the package being offered to you no later than [time frame] after that.

If you don’t see anything by either of those dates, we suggest following up with your financial aid officer directly.

Sincerely,

[Name]

When are tuition payments due?

Hi [Student Name],

To avoid a late fee, tuition for the [fall/spring/other] semester is due by [date]. You can also find a list of payment dates here [link text to resource]. If you have any additional questions, please don’t hesitate to let us know.

Sincerely,

[Name]

Student outcomes questions

Higher education is an investment. It makes sense that students would want more information on how the investment is working out for those who came before them to be able to better predict their own outcomes.

What’s your graduation rate?

Hi [Student Name],

Thanks for the question. Our number one priority at [School Name] is the success of our students. Getting students to and through graduation is one of the ways we measure that success.

You can find information about our graduation rates for both undergraduate and graduate programs here [link text to resource]. The standard graduation rate for all four year colleges is [rate] for context. If you have any further questions, please don’t hesitate to let us know.

Sincerely,

[Name]

How much student debt do people graduate with on average?

Hi [Student Name],

Great question! You can find that information here [link to resource]. We know the cost of education isn’t something to be taken lightly, so with that in mind, we have a variety of different resources that prospective and current students can take advantage of, like financial aid, grants, scholarships, and work study programs.

If you have any further questions, please don’t hesitate to let us know.

Sincerely,

[Name]

What’s the employment rate for graduating students?

Hi [Student Name],

Thanks for this question. You can view all our graduation statistics — which include stats on employment rate — here [link to resource]. We also encourage you to look into other professional resources we offer, such as resume writing, review, and prep.

If you have any other questions, please don’t hesitate to let us know.

Sincerely,

[Name]

Are there any internship/job placement programs at your school?

Hi [Student Name],

We do offer internship programs with a number of different local and national companies. You can view those opportunities here [link text to resource]. If you have any additional questions, please let us know.

Sincerely,

[Name]

OR

Hi [Student Name],

Great question. We don’t have any internship programs where we place students directly with organizations, but do have relationships with a number of local and national businesses who regularly source interns and other positions from our school.

We suggest checking out job fairs and other hiring events hosted on campus to take advantage of those opportunities. You can find a list of those events here [link text to resource]. If you have any other questions, please don’t hesitate to let us know.

Sincerely,

[Name]

Communicating quickly and clearly

With the costs and complexities of today’s higher education, it’s only natural prospective and current students will have questions.

Being able to answer those questions clearly and concisely can help take some of the weight off their shoulders and give them time to focus more on their studies and making the most of their time as a student.

Though some questions require more consideration, having pre-written responses to the more routine ones can help save time and energy for everyone involved.

Like what you see? Share with a friend.
Jesse Short
Jesse Short

After spending a few years working as a support agent, Jesse made the switch to writing full-time. He works as a Content Writer at Help Scout, hoping to help improve the agent and customer experience.

Try Help Scout

Learn the platform in less than an hour.
Become a power user in less than a day.

G2 Badges
Want a tour of Help Scout? Get a demo
Screenshots