Communications gaps are often the culprit when prospective students slip away during the enrollment journey.
Simple email campaigns may be the key to minimizing the problem.
Want to accelerate your efforts? We’ve created a collection of ready-to-use higher education email templates to make it easier to stay in touch with interested students.
Higher education email templates for the office of admissions
How to respond to a student inquiry
A student might have submitted an inquiry form after seeing your PPC ad or directly through your website. A crucial thing to note here is the prospective student might not be completely aware of the courses you offer, admission procedures, benefits of enrolling in a particular curriculum, admission timeline, your faculty, and scholarship opportunities.
Of course, you can communicate this—or any information relevant to the admissions process—through email. You can also send links to helpful online assets via mail.
You‘ll need to communicate:
- Courses you offer
- Admission timeline
- A clear call to action, for example, view/download brochure, link to applicant’s portal to apply online, etc.
Email template #1:
Respond to a student inquiry
Subject line – Thanks for your interest in [College Name]
Hi [Student Name],
Thanks for getting in touch.
To learn more about our courses, culture, placements, faculties, campus, scholarships, and events, you can download/view our brochure here.
[Link to the brochure]
You can connect with us on social, meet us at the campus, or connect with us directly to understand more about our undergraduate programs.
Best wishes,
[Your Name]
[Designation]
[College Name]
[Phone Number]
[Email ID]
You can also download the pdf to share with friends or use the templates later.
Follow-up with prospective students
Email template #2:
Encourage students to complete the application
Here’s a template to help you email a prospective student who did not complete his application.
Subject line – Greetings from [College Name]
Hello [Student Name]!
I’m [Your Name], your enrollment advisor, and am happy to see you are interested in applying to [College Name].
I gave you a call earlier today because I noticed that you began an application with us, but it seems we weren’t able to connect!
I see that you’ve selected [Session] as your start term. Is this correct? If you’d like to connect, please schedule a call with me by clicking this link!
[Link]
I’m available to help you explore your options for applying to our [Program name].
[College Name] offers a truly unique undergraduate experience that combines worldwide cultural education with live business challenges and expert practitioners on faculty and staff. Below are links to our online brochure, information about our campuses, curriculum, and a link to our application.
We have made it easier for you to resume the application from where you left off – there’s no need to fill in the details again.
Brochure Application
Majors and Curriculum
If you have any difficulty, please give me a call.
Best wishes,
[Your Name]
[Designation]
[College Name]
[Phone Number]
[Email ID]
You can also download the pdf to share with friends or use the templates later.
Email template #3:
Inform students of the application deadline
Institutions usually collect applications for a specific time frame because they have to shortlist candidates. Therefore, you must inform the students about the application deadline. Here’s a sample email you can send to prospective students.
Subject line – The last date to apply at [College Name]
Hi [Student Name],
We noticed you’re interested in [Course Name].
[College Name] has an outstanding faculty and by taking this course, students are often placed in leading organizations including [List some of your recruiters].
Submit your application by [Date] (application deadline) and you may be one of the first applicants to be accepted for [Session].
[CTA Button – Start your application]
Good luck with your application, [Student Name].
If you have any questions, feel free to reply to this email.
Best wishes,
[Your Name]
[Designation]
[College Name]
[Phone Number]
[Email ID]
Here’s an example of an application reminder email from Hult Business School.
Email template #4:
Follow-up with prospective students
While asking students to complete their applications, make sure you mention any soon-to-pass deadlines.
Subject line – How we may help you?
Hi [Student Name],
We’re pleased that you’re interested in [Program Name] at [College Name]. You’ve made the right choice as our graduates often secure fulfilling career at companies such as [Placement Companies].
I would like to inform you that the deadline to apply for [Program Name] is on [Date]. Please complete your application, so that you don’t miss the chance of getting trained from one of the world’s best faculties.
[Button – resume application]
I know the college application process can be daunting. I’m available to guide you through the application process — from writing an essay, applying for scholarships, or preparing for an admissions interview — or whatever you need.
If you have any questions, please feel free to drop me a line!
Best Regards,
[Your Name]
[Designation]
[College Name]
[Phone Number]
[Email ID]
Email templates to invite applications
If you want to solicit applications from high school seniors, try using the following template (inspired by Arizona State University).
Email template #5:
Email high school seniors
Subject line – It’s officially summer!
Hi [Student Name],
You’re about to start what will likely be one of the most memorable times of your life – senior year. While you must have a lot of things on your mind already, now is the time to start planning for college and learning more about [College Name].
Here are some items you can check off your list:
>> Get ready to apply: Review our application requirements to make sure you’re on track before we open the application period in [Date].
>> Plan your campus visit: Mark your calendar to explore the campus, facilities, meet the faculties, and more. Get answers to all your questions about majors, financial aid, housing, and more.
>> Register for our summer camps: We invite you to join other high school students at [College Name] summer camps from [Date] to [Date].
Improve your skills and challenge yourself as you learn more about how to be a strong college applicant.
See you soon at [College Name]!
[Your Name]
[Designation]
[College Name]
[Phone Number]
[Email ID]
You can also download the pdf to share with friends or use the templates later.
Student engagement email samples
Admission email template #6:
Encourage students to explore your courses
There may be instances when students drop off while applying and don’t mention which courses interest them. You’ll want to encourage students to explore your programs in more detail. Make sure to include links to relevant landing pages (as opposed to your homepage).
Subject line – Explore the courses we offer
Hi [Student Name],
We know you’re interested [College Name], but you haven’t indicated what type of education you’d like to pursue. That’s okay. We thought it might be helpful to show you where you can learn all that we have to offer via our website:
[Create links to pages about your programs, campus culture, arts, sports and recreational offerings, or anything you believe will help enlighten the prospect.]
• [Link/label]
• [Link/label]
• [Link/label]
Please get back to me if I can answer any questions for you regarding the curriculum and programs offer at [College Name]!
[Your Name]
[Designation]
[College Name]
[Phone Number]
[Email ID]
Here’s an example of student engagement email from the University of Washington.
Admission email template #7:
Invite students to a campus tour
If you offer campus tours and host open houses, you can use the following email template to invite prospective students. Make sure to mention the benefits they can get through the session, such as one-on-one interaction with faculties and students, on-campus, and off-campus activities.
Subject line – You’re invited to tour our campus
Hi [Student Name],
We are hosting a campus tour to help you get to know us better. During your tour, you’ll learn all about the amenities our school offers and how we support your education. Plus, you’ll be able to meet some of our students and faculty members and ask them anything you’d like. We’ve scheduled the event for [Date].
The capacity is limited, so be sure to register now.
[Button – Register Now]
See you on campus!
Best wishes,
[Your Name]
[Designation]
[College Name]
[Phone Number]
[Email ID]
Email template #8:
Invitation for a virtual campus tour
Subject line – You’re invited to tour our campus online
Hi [Student Name],
If it’s convenient for you to tour our school online, you’ll be happy to know we’re hosting a virtual campus tour on [Date and Time]. You’ll learn all about our campus, facilities, departments, and infrastructure. Also, you can chat with our faculties and students and ask them anything you’d like..
[Button – Register]
See you soon!
Best wishes,
[Your Name]
[Designation]
[College Name]
[Phone Number]
[Email ID]
Email template #9:
Explain the admission process with a web session
Subject line – Join us for a virtual information session regarding admissions
Hi [Student Name],
We understand that applying to a graduate program can be stressful. Breath easy: we’ve organized a virtual information session to help you get through the application process.
[Event details]
We hope you’ll join us to learn more about the admissions process and application requirements.
[College Name] has a rolling admissions process, so we’re still accepting application. The application platform will close on [Date]. After you register for the event, you will receive an email asking you to confirm. You’ll also be able to submit questions and topics you’d like to hear discussed during the virtual information session.
Register for the event now: [Link]
Should you have additional questions, please reach out to our graduate admissions team at [admission officer’s email].
Best regards,
[Your Name]
[Designation]
[College Name]
[Phone Number]
[Email ID]
This email template is inspired by Boston University’s admission email.
Email template #10:
Invite students to informative webinars
Subject line – Masterclass on [Topic] starting on [Date]
Hi [Student Name],
At [College Name], we look for students with visionary spirit, which is why we want to invite you to join a webinar on [Topic]. In this masterclass, we’ll explore:
[Point 1]
[Point 2]
[Point 3]
Sounds interesting? We’d love to have you join us. You’ll get a sense of what it’s like to study at [College Name].
[Button – Register Now]
Best wishes,
[Your Name]
[Designation]
[College Name]
[Phone Number]
[Email ID]
Email template #11:
Invitate students to student panel
Use this template when you’re hosting events such as student panel discussions to engage with prospective students.
Subject line – [Program name] at [College Name]
Hi [Student Name],
I want to invite you to the student panel we are hosting on [Date], at [College Name]! This event will feature our current students, so you’ll have the opportunity to hear all about their experiences here.
In the panel, we have [Details about the speakers]. All the students are in their second or third year and have been heavily involved in all sorts of clubs/societies since they started at our institution: everything from sports, finance, investing, society, and so on.
You’re sure to enjoy the event.
Register here: [Link]
See you there!
[Your Name]
[Designation]
[College Name]
[Phone Number]
[Email ID]
You can also download the pdf to share with friends or use the templates later.
Scholarship and financial aid communications
According to educationdata.org, 86.4% of first-time, first-year undergraduate students receive financial aid in some form. If your college offers financial programs and processes, make sure you clearly convey:
- The process to apply for financial aid
- The part of fees that will be covered/not covered through the grant
- The programs that are covered under financial grants
- Any other important information that the student must know
You might also want to include information about grants you’ve issued in the past to demonstrate to your students how robust your financial aid programs are.
Email template #12:
Offer assistance for financial aid/student loans
Subject line – Do you need financial assistance?
Dear [Student Name],
We’re glad to have received your application for [Program Name]. For your information, we offer student loans in case you’re going to need financial assistance.
The process is fairly simple. All you have to do is check eligibility and apply online. Our admission counselor will reach out to you and assist you with available options and deliver all the information you need.
[Button – apply for student loan]
[Student Name], feel free call or respond if you have any questions.
Best wishes,
[Your Name]
[Designation]
[College Name]
[Phone Number]
[Email ID]
Email template #13:
Respond to a student who has applied for financial aid
Subject line – Important update on your financial assistance application
Hi [Student Name],
We’re glad to have received your application. Please visit the following link to learn more about your eligibility for financial aid.
[Link]
If you fulfill the eligibility criteria, our financial counselor will call you soon for further assistance. Be assured, we aim to help as many students as possible with grants. If you have any questions, feel free to call me.
Best wishes,
[Your Name]
[Designation]
[College Name]
[Phone Number]
[Email ID]
Email template #14:
Invite students to apply for scholarships
Apart from grants, if your institution offers scholarships, you can use the following sample email.
Subject Line – You’re just a click away from our global scholarship program
Hi [Student Name],
The best way to predict the future is to create it.
Did you know [College Name] offers scholarships to select candidates who demonstrate the most potential to make a lasting impact on the world?
Apply before the deadline [Date] to be considered for our [Session] or [Session] start term.
[Button – Apply now]
Best wishes,
[Your Name]
[Designation]
[College Name]
[Phone Number]
[Email ID]
Email template #15:
Invite students for online courses
Subject line – Join us for online classes
Hi [Student Name],
We’re pleased to invite you to enroll in our upcoming online courses this summer.
[Course Name 1]
Details
Link to enroll
[Course Name 2]
Details
Link to enroll
[Course Name 3]
Details
Link to enroll
Students from across the globe have completed over 30,000 hours of learning with us en route to successful careers. Enroll in the online courses that interest you now!
Best wishes,
[Your Name]
[Designation]
[College Name]
[Phone Number]
[Email ID]
You can also download the pdf to share with friends or use the templates later.
Tips for higher education email marketing
Here are some tips to make your email campaigns more effective.
- Include a call-to-action (CTA)
If you can use a CTA button, it will encourage students to complete a relevant action. Make the button prominent and surround it with white space. Also, try to offer only one CTA per email.
- Segregate your list
Base emails on courses of interest, preferred campus, etc. and send emails accordingly to prospective students.
- Personalize your email
Personalize the subject line and the email content by using the student’s name. You might also include the specific program the student’s expressed interest in. Personalized emails can increase open rates by over 300%.
- Use images
Wherever relevant, use images to make the emails more attractive.
- Track email performance
Keep a tab on the email open rates, clicks, and conversions. Email metrics are important to track so that you can make ongoing improvements to your subject lines and messaging.
- Use mobile-friendly email templates
Today, students use mobile devices more than laptops. Therefore, make sure the email templates you use are mobile-friendly.
- Have the essential message ready to go
Use email templates to save time and avoid missing important information. (You’re welcome.)
LeadSquared is your all-in-one email platform for efficiency.
To make the most of your email campaign performance, use LeadSquared CRM for higher education. With LeadSquared, you can create mobile-responsive emails from ready-to-use templates, track emails and the student journey – from inquiry to enrollment.
Want to see for yourself?
More in this series:
15 Customer Service Email Templates
FAQs
Go beyond generic templates. Segment your email list by factors like program interest, application stage, or previous interactions. Craft personalized messages that address the specific needs and concerns of each student segment. This personalization demonstrates genuine interest and increases the chance of engagement.
Craft clear and compelling CTAs. Instead of generic “Learn More” buttons, consider using action-oriented language that aligns with the email’s purpose. For example, “Download our program brochure” or “Schedule a virtual campus tour” provide specific next steps that encourage students to take the desired action.
Implement A/B testing to compare different versions of your emails. Test variations in subject lines, email content, CTAs, and even sending times. Analyze the results to identify the elements that resonate best with prospective students. Continuously refine your email strategy based on data to maximize open rates, click-through rates, and ultimately, applications from qualified students.
