How to Set up a Professional Email Address for Student Applications.
When applying to a university or college it is important to have a professional email address to confirm your application, update you on your admissions and request further documents.
Having a professional email address means you can correspond with institutions in a professional manner.
This guide will help you set up a professional email address, use it to apply to your university and keep your account secure.
Why Should You Have a Professional Email?
When applying to universities, colleges and bursaries having a professional email is beneficial.
This will help you:
Receive updates on your university application.
Notify you when you are missing any documents.
Notify you of your admissions and registration.
Correspond with admission offices in a professional manner.
Ensure your educational correspondence is separated from personal emails.
You do not need to pay for an email. There are many free options such as Gmail and Outlook.
Step 1: Choose an Email Provider
Choose a reliable email provider that you can easily access on your phone or computer.
Popular options are:
Gmail
A free email from Google that can be used to send, receive and manage your emails.
Website: https://mail.google.com/
Outlook
An email from Microsoft that includes an inbox for managing your personal/educational correspondence.
Website: https://outlook.live.com/
Choose the option that you feel most comfortable with and can easily access.
Step 2: Create a Professional Email Address
Choose a simple email address that is easy to identify.
A common option would be using your first name and last name.
For example:
firstname.lastname@gmail.com
firstname.surname2027@gmail.com
initials.surname@gmail.com
These are just examples. Ensure that your chosen username is available.
Try to avoid using offensive words, confusing nicknames and unnecessary numbers. Using your real name will be better for correspondence with university admissions.
Step 3: How to Set up a Gmail Account
If you choose to use Gmail follow these steps:
Open your internet browser.
Go to https://accounts.google.com/signup
Select 'Create account for yourself’.
Enter your name.
Choose an available username.
Create a strong password.
Follow the prompts to register.
Complete any verification steps.
Once you have created your account open Gmail and ensure you can send/receive emails.
Step 4: Keep Your Email Secure
It is important to keep your email secure as it may contain important correspondence from your university and personal information.
Some tips to keep your email secure include:
Creating a strong, unique password.
Don’t use the same password for multiple websites.
Never share your password.
Enable two step verification.
Don’t log into your email on public computers.
Never share your password or verification code with someone who says they will secure your admission.
Step 5: Choose a Professional Display Name
The display name is what will appear on the email.
Ensure you use your real first name and surname.
For example:
Thandi Mokoena
Avoid using nicknames when contacting admissions. If your surname has changed make sure to use the one that appears on your official application documents.
Step 6: How to Write an Email to a University
You may need to contact a university regarding your admission requirements, missing documents or application status.
Make sure to keep your email short, polite and to the point.
Ensure you:
Have a relevant subject heading.
Be polite with your greeting.
State why you are contacting them.
Include your full name.
Include your application number (if applicable).
Be polite with your closing.
Example:
Subject: Enquiry About My 2027 Application
Dear Admissions,
I hope you are well.
My name is Thandi Mokoena and I am enquiring about my application for the 2027 academic year.
Could you please let me know if there are any documents that I am missing?
Thank you.
Kind regards,
Thandi Mokoena
Ensure to replace the details with your own.
Step 7: Organise Your Emails
If you are applying to multiple institutions your inbox can become very busy.
Create folders or labels to help you keep your emails organised. For example:
University Applications
Bursary Applications
Admission Decisions
Registration Information
You can also use the star or important function for any important emails.
Make sure to regularly check your inbox. Don’t forget to also check your spam/junk folder as sometimes important emails can go here.
Step 8: Check Your Email
Once you have applied to a university you should continue to check your email.
Universities may contact you regarding:
Confirmation of your application.
Missing documents.
Admission decisions.
Registration information.
Orientation dates and other important information.
Make sure to regularly check your inbox. Especially when applying and registering.
Ensure you have your application reference number saved as you may need it when contacting the institution.
Step 9: Be Aware of Scams
Be wary of any emails that promise guaranteed admission to a university or bursary.
Some tips to keep you safe are:
Ensure the email is from a legitimate institution.
Don’t click on any suspicious links.
Never share your password or verification codes.
Don’t pay anyone you don’t know who promises guaranteed admission.
Check the information on the official university website.
Be wary of any emails that require you to pay urgently.
If you are unsure if the email is legitimate contact the institution using their official contact details.
Common Mistakes
Avoid making these mistakes:
Incorrect Email Address – Double check your email before applying.
Old Email – Ensure you can still access the email you provide.
Not Checking – Make sure to regularly check your inbox and spam.
Unclear Enquiries – Include your full name and application number (if applicable).
Unprofessional Username – Choose an email that you can use for formal correspondence.
Final Thoughts
Having a professional email can help you manage your university applications. It helps you contact admissions, receive important updates and keeps your educational correspondence organised.
Create an email using your real name. Keep it secure with a strong password and regularly check your emails.
Most importantly, use the official university websites and keep your personal information safe.
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