State context and purpose
Use a subject line that identifies the topic. In the opening, briefly explain your relevant situation and the reason for writing. Include the information the recipient needs to answer, such as a course title or application stage. Avoid a long personal history when it does not help resolve the request.
Subject: Question about portfolio format for the design programme Dear Admissions Team, I am preparing my application for the design programme. The portfolio page lists the required number of projects, but I could not find a preferred file format.
Make a precise, courteous request
Ask a question the recipient can answer directly. Could you confirm... and Would it be possible to... can introduce polite requests. If timing matters, explain the actual deadline without creating false urgency. Close with thanks and your name. Adapt the example to your own situation; do not invent qualifications or deadlines.
Could you confirm whether applicants should submit one PDF or separate image files? I plan to complete my application next week, so this information would help me prepare the files correctly. Thank you for your guidance. Kind regards, [Your name]
Revise for the reader
Before sending, check that the question is specific, the necessary context is present, and the tone is courteous. Remove repeated information. A concise message should still contain enough detail to receive a useful answer.
Vague: Please tell me everything about applying. Focused: Could you confirm whether the portfolio must be submitted as a single PDF?
Check your understanding.
Choose one answer for each question. You will see explanations after finishing.