Old style vs new style 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If your emails still sound overly formal, outdated, or translated word-for-word from another academic culture, this guide will help you fix that.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 and how to make your writing clearer, more professional, and more natural.
These numbers are presented as teaching and mentoring indicators for this communication guide, so students can immediately understand how common these email mistakes are and why fixing them matters.
Students supported across mentorship and profile-building work, including applicants learning how to communicate more effectively in a North American admissions setting.
High-frequency outdated email phrases highlighted on this page so students can quickly replace them with stronger alternatives.
Main communication zones where we repeatedly see mistakes: greetings, requests, and closings.
Students per day can be informally tracked making these tone and phrasing mistakes when reviewing drafts, comments, and outreach examples during active guidance periods.
Side-by-side phrase guide
Review the examples below carefully. The left side shows language that often sounds too formal, indirect, or culturally mismatched. The right side shows cleaner alternatives that are more aligned with professional email norms in U.S. and Canadian admissions settings.
| Situation | Outdated style | Better North American style |
|---|---|---|
| Greeting | Avoid Respected Sir/Madam, Sounds overly formal and not natural in current admissions communication. | Use instead Dear Admissions Team, Professional, neutral, and appropriate when you do not know the individual name. |
| Greeting | Avoid Dear Respected Committee, Feels ceremonial rather than practical. | Use instead Dear Admissions Committee, Clear, standard, and widely acceptable. |
| Opening line | Avoid I hope this email finds you in the best of health and spirits. Too long and unnecessarily ornate for admissions emails. | Use instead I hope you are doing well. Simple, polite, and natural. |
| Purpose statement | Avoid I am writing this email with due respect to inquire regarding your esteemed institution. Wordy and indirect. | Use instead I am writing to ask about your advanced standing program. States the purpose immediately. |
| Request | Avoid I humbly request you to kindly provide me with the required information. Redundant and overly deferential. | Use instead Could you please share the required information? Polite, concise, and professional. |
| Request | Avoid Please do the needful. Very common in South Asian English, but not standard in North American professional writing. | Use instead I would appreciate your guidance on the next steps. Specific, clear, and culturally appropriate. |
| Attachment reference | Avoid Kindly find the attached herewith. Unnecessarily formal and repetitive. | Use instead I have attached my CV for your review. Direct and easy to understand. |
| Follow-up | Avoid Kindly revert at the earliest. Not standard wording in North America. | Use instead I would appreciate any update when convenient. Professional without sounding demanding. |
| Follow-up | Avoid Please reply soon as this matter is urgent for me. Can sound pressured or self-centered. | Use instead If possible, I would be grateful for an update by next week. Respectful and specific. |
| Self-reference | Avoid My good self is an internationally trained dentist from India. This sounds unnatural in North American English. | Use instead I am an internationally trained dentist from India. Simple and accurate. |
| Closing request | Avoid Kindly do the necessary and oblige. Feels dated and vague. | Use instead Please let me know if any additional information is needed. Professional and useful. |
| Closing | Avoid Thanks and regards, Not wrong, but often overused and less polished than simpler alternatives. | Use instead Best regards, A standard and polished professional closing. |
Why these phrases matter
Admissions communication is not judged only by grammar. It is also shaped by tone, clarity, cultural expectations, and whether the writer seems familiar with professional norms in that setting.
Professional does not mean overly formal
Many applicants think that more respect must sound more formal. In reality, excessive formality can make an email sound old-fashioned, distant, or awkward.
Direct writing is often stronger
Admissions offices read many emails. Clear subject lines, direct openings, and short requests make it easier for them to understand and respond.
Cultural fit shows in small details
The right phrasing quietly signals that you understand how academic and professional communication works in the U.S. and Canada.
How to update your email style
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, write “Dear Admissions Team” or “Dear Admissions Committee.”
State your purpose early
In the first one or two lines, explain why you are writing and what information or action you need.
Close clearly and simply
End with a concise closing such as “Best regards,” followed by your full name and relevant application details if needed.
Get help improving your email, personal statement, CV, or application communication
If you are preparing for CAAPID, advanced standing applications, or admissions interviews, this kind of communication coaching can make your documents and outreach more polished and more competitive.
- One-on-one feedback on email tone and structure
- Review of personal statements and CV language
- Guidance for CAAPID-related communication
- Mentorship for international dental applicants targeting U.S. and Canadian programs