Old vs new email phrases — for U.S. and Canadian dental schools
If your emails still sound overly formal, outdated, or translated word-for-word from another academic culture, this guide will help you fix that. Use it to understand how admissions communication is expected to sound in North America — clearer, more direct, more natural.
“Respected Sir/Madam, I humbly request you to kindly guide me regarding the admission process.”
“Dear Admissions Team, I am writing to ask about the application process for the advanced standing program.”
The goal isn’t to sound casual. The goal is to sound professional the way admissions offices in the U.S. and Canada expect.
Side-by-side phrase guide
12 common phrasings, each with a cleaner North American alternative. Read the left side as what to avoid, the right side as what to send instead.
“Respected Sir/Madam,”
Sounds overly formal and not natural in current admissions communication.
“Dear Admissions Team,”
Professional, neutral, appropriate when you don’t know the individual’s name.
“Dear Respected Committee,”
Feels ceremonial rather than practical.
“Dear Admissions Committee,”
Clear, standard, widely acceptable across U.S. and Canadian schools.
“I hope this email finds you in the best of health and spirits.”
Too long and unnecessarily ornate for admissions emails.
“I hope you are doing well.”
Simple, polite, natural — and lets you get to the point.
“I am writing this email with due respect to inquire regarding your esteemed institution.”
Wordy and indirect. Buries the real reason for the email.
“I am writing to ask about your advanced standing program.”
States the purpose immediately. Easier for the reader to act on.
“I humbly request you to kindly provide me with the required information.”
Redundant and overly deferential — and ironically sounds less professional.
“Could you please share the required information?”
Polite, concise, and professional.
“Please do the needful.”
Very common in South Asian English, but not standard in North American professional writing.
“I would appreciate your guidance on the next steps.”
Specific, clear, and culturally appropriate.
“Kindly find the attached herewith.”
Unnecessarily formal and repetitive.
“I have attached my CV for your review.”
Direct and easy to understand.
“Kindly revert at the earliest.”
Not standard wording in North America.
“I would appreciate any update when convenient.”
Professional without sounding demanding.
“Please reply soon as this matter is urgent for me.”
Can sound pressured or self-centred.
“If possible, I would be grateful for an update by next week.”
Respectful and specific — gives the reader a real timeframe.
“My good self is an internationally trained dentist from India.”
“My good self” is unnatural in North American English.
“I am an internationally trained dentist from India.”
Simple and accurate. First person, no flourishes.
“Kindly do the necessary and oblige.”
Feels dated and vague.
“Please let me know if any additional information is needed.”
Professional and useful — gives the reader a clear next step.
“Thanks and regards,”
Not wrong, but often overused and less polished than simpler alternatives.
“Best regards,”
A standard, polished professional closing.
Why these phrases matter
Admissions communication isn’t judged only by grammar. It’s also shaped by tone, clarity, and cultural expectation — and small phrasing choices signal a lot.
Professional doesn’t mean overly formal
U.S. and Canadian admissions writing is direct, respectful, and concise. Excessive formality can read as outdated, not respectful.
Direct writing is often stronger
Saying what you mean in fewer words is professional. Wrapping a simple request in three layers of deference makes it harder to act on.
Cultural fit shows in small details
Admissions readers handle hundreds of emails. Phrasing that matches their norms signals you’ll integrate well — both in coursework and in clinical settings.
The 3-step update process for every email
Use this simple process each time you draft a message to a dental school, admissions office, or faculty contact.
Start with a standard greeting
Use the person’s name if you know it. If not: “Dear Admissions Team” or “Dear Admissions Committee.”
State your purpose early
In the first one or two lines, explain why you’re writing and what information or action you need.
Close clearly and simply
End with a concise closing — “Best regards,” followed by your full name, CAAPID ID, and application details if relevant.
Want help with your CAAPID or PASS application?
Structure it the right way — from the way you email programs, to the personal statement that opens your file, to the CV that gets you to the interview. One-on-one guidance built specifically for international dental applicants navigating CAAPID and PASS.
Pair this with
5 ready-to-use email templates
Full templates for the 5 most common CAAPID emails — document confirmation, status inquiry, LOR request, interview confirmation, post-interview thank-you. Editable fields, copy buttons.
Profile Review with Dr. T
1:1 review of your CAAPID personal statement and CV before submission. Includes tone and language polish for North American norms.
10-min with Dr. T
Bring an email draft you’re stuck on. We’ll rewrite it together on a free 10-minute call.