Emails to an Admissions Office: Fee Waiver and Eligibility Questions

When to use this

Before you apply, you often need an answer from the university itself: whether your 16-year degree meets their entry requirements, whether they accept a Medium of Instruction (MOI) letter instead of IELTS, whether you qualify for a scholarship, or whether they can waive an application fee that costs as much as a month's salary in Pakistan.

Admissions offices answer clear, short questions quickly. They ignore long life stories and questions already answered on their website.

Before you write:

• Read the programme page, the international students page and the FAQ. If the answer is there, do not ask.
• Find the right address. Many universities have separate emails for admissions, graduate school, funding and each department.
• Ask no more than three questions in one email.

The samples

1. Asking for an application fee waiver

Many US graduate schools, and some universities in Canada and elsewhere, waive application fees for applicants who show financial need or who attended a fee-waiver event. Some list a waiver form on their website; others decide by email.

Subject: Application fee waiver request, [Programme name], Fall [2027]

Dear Graduate Admissions Office,

I am a Pakistani applicant planning to apply to the [MS in Civil Engineering] programme for Fall [2027]. I completed my BE in Civil Engineering at [NED University, Karachi] with a CGPA of [3.5/4.0], and I have worked for two years as a site engineer.

The application fee of USD [90] is equal to about PKR [25,000], which is [more than a third] of my monthly salary. I would be grateful if you could consider me for an application fee waiver. I can provide a salary certificate or any other document you require.

If your university has a waiver form or a specific process, please let me know where to find it.

Thank you for your time.

Yours sincerely, [Full name] [Email] | [Phone]

2. Checking eligibility with a Pakistani degree

Subject: Eligibility query, [Programme name], applicant from Pakistan

Dear Admissions Team,

I would like to apply for the [MSc Public Health] programme starting in [September 2027], and I have two questions about eligibility that I could not find answered on your website:

1. I hold a four-year BS in Biotechnology (16 years of education) from [University name], Pakistan, with a CGPA of [3.1/4.0]. Does this meet the entry requirement of a [UK 2:1 or equivalent]?
2. My degree was taught in English. Would you accept a Medium of Instruction letter from my university in place of IELTS?

My transcript is attached for reference.

Thank you for your help.

Kind regards, [Full name]

3. Asking about scholarships for international students

Subject: Scholarship query, [Programme name], [Intake]

Dear [Funding Office / Programme Coordinator],

I have applied to the [MSc Renewable Energy] programme (application ID [number]) for [September 2027]. I have read the scholarships page, and I would like to confirm two points:

1. Am I automatically considered for the [Global Excellence Scholarship], or do I need to submit a separate application?
2. Are there any department scholarships or teaching assistantships open to international master's students?

Thank you for your time.

Kind regards, [Full name]

How to adapt this

• Use precise terms that admissions officers know: "16 years of education", "4-year bachelor's", "CGPA out of 4.0", "Medium of Instruction letter", "HEC-attested degree".
• Explain Pakistani qualifications briefly. Say "two-year BA/BSc (14 years of education)" rather than just "BA", since many universities treat two-year degrees differently from four-year ones.
• Attach a transcript to eligibility questions. It saves a round of emails.
• For fee waivers, be honest and specific about cost. Do not claim you cannot afford to study if you are planning to self-fund, because that can create doubts later in your visa application.
• Wait a week before following up, and reply in the same thread.

Common mistakes

• Sending one email to twenty universities with everyone in the "To" field.
• "Dear Sir, kindly guide me about admission" with no programme name or question.
• Asking "Am I eligible?" without giving your degree, grades and English test details.
• Attaching ten documents nobody asked for.
• Asking for a fee waiver at a university that clearly states it does not offer them.

See also the IBCC equivalence guide, HEC degree attestation and the guide to English tests.