Sample Program-Specific Acceptance Letters

Formal offers of admission for all applicants a graduate program wishes to admit are generated through the online application system, eVision. We encourage graduate programs to supplement this letter with a program-specific letter, which can be appended to the G+PS letter in eVision. Program-specific letters should focus on items that are not covered in the formal letter from the Dean of G+PS, such as information about supervision, program contacts, funding, orientation, etc.

Note: The Handbook on the Minimum Funding Policy for PhD Students contains additional sample text for offer letters that graduate programs may want to incorporate to provide specific details of their funding offers.


[Date]
[Title] [Firstname] [Lastname]
[Street Address]
[Region] [Postal Code]

Dear [Title] [Lastname],

I am pleased to inform you that you have been admitted to the [degree] program in [program] for the [academic year] academic year beginning September [year]

Admission to our program is very competitive and we scrutinize each application carefully. We believe that a stimulating, intellectual discussion between students and faculty is a necessary ingredient of a successful graduate program. We have admitted you because we think that you will be able to make an important contribution to this research dialogue. In turn, we hope that the personal supervision we offer, together with the collegial atmosphere of our graduate students, will combine to make your stay here very rewarding - personally, academically and professionally.

Professor [Firstname] [Lastname] will be your pro tem advisor. All faculty and staff, as well as your fellow graduate students in the program, welcome you to graduate studies at UBC! We are eager to help you with your entry into our program. Please feel free to contact Dr. [Lastname] by telephone at (604) [phone number] or e-mail at [e-mail address]. We have also included the e-mail addresses of a few of Dr. [Lastname]'s other graduate students. All these students have been in the program for at least a year so they will be able to answer questions about graduate student life in this program and at UBC.

Please let me know at your earliest convenience whether you will be coming to study with us. We hope you decide to join us and we look forward to hearing from you as to your plans. My direct telephone number is (604) [phone number] and my e-mail address is [e-mail address].

Yours truly,
[Firstname] [Lastname], PhD
Graduate Advisor

Listed below, please find the name of several of Dr. [Lastname]’s, other students who have indicated they would be happy to hear from you and to answer any questions you may have.


[Date]
[Title] [Firstname] [Lastname]
[Street Address]
[Region] [Postal Code]

Dear [Title] [Lastname],

Congratulations and welcome to the [graduate program name] Program at the University of British Columbia! I am pleased to advise that you have been admitted to the [degree] program beginning September [year].

You are joining a very distinguished group of graduate students. Last year, several graduate students in this program won major financial and academic awards including the [insert appropriate award information]. Your choice to attend UBC for your graduate degree is perhaps the wisest choice of your professional career. You are to be congratulated on the personal and academic achievements that have brought you this far in your career.

We encourage you to be in contact with us between now and September.

  • First, you will need to notify us as soon as possible but no later than [date] regarding whether or not you plan to accept this offer. There is a long list of students waiting to take up any spots that are not filled.
  • As you are no doubt aware, we have [name the outstanding features of program such as new buildings, state-of-the-art technology, significant research grants]. You will be able to learn more about the program by consulting our website at [website URL] and by subscribing to our electronic discussion list.
  • Your faculty advisor is Dr. [Firstname] [Lastname]. We encourage you to contact [Firstname] within the next few weeks to get acquainted, to discuss your research interests, and to begin to plan your academic program.
  • You will probably receive a e-mail or two from some of your fellow graduate students who have been members of our program for a while. They'll be happy to give you a feel for life in the [program] program from a student's perspective.

The entire program is very proud to be able to attract so many outstanding scholars like yourself. We look forward to meeting you in September and to developing with you a sound partnership in teaching and learning for your future.

Yours truly,
[Firstname] [Lastname], PhD
Graduate Advisor


[Date]
[Title] [Firstname] [Lastname]
[Street Address]
[Region] [Postal Code]

Dear [Title] [Lastname],

I am pleased to inform you that you have been accepted into the [degree] program in the department of [department] commencing [date]

We have [number] full-time PhD level faculty in our department, augmented by several outstanding visiting faculty and part-time faculty from local industry. These instructors teach a broad range of courses on the topics at the forefront of our field. We look forward to having you join us and contribute to our dynamic and stimulating intellectual environment.

To begin this discourse, you are welcome to contact Dr. [Firstname] [Lastname], who has agreed to act as your research supervisor. [Firstname] can assist you with any academic concerns. Our other program staff members, including the graduate secretary, [Firstname] [Lastname], are here to help ensure that your transition to UBC is a smooth one.

Given the tuition fees and the cost of living in the Vancouver area, we try, as a program, to ensure that all Canadian graduate students have a total level of financial support of at least $[amount] in their first year. Subject to satisfactory progress, we endeavour to ensure support at the same or higher level in subsequent years of the program.

[department specific instructions for acceptance of offer here]

There is much more to say about our department and the program you are entering. However, I believe personal contact with Dr. [Firstname] [Lastname], [Mr./Ms.] [Firstname] [Lastname], and our current graduate students can better serve to explain other details. We look forward to seeing you in the fall and to the contributions you will make to our field!

Yours truly,
[Firstname] [Lastname], PhD
Graduate Advisor


[Date]
[Title] [Firstname] [Lastname]
[Street Address]
[Region] [Postal Code]

Dear [Title] [Lastname],

Your fellow graduate students and I would like to welcome you to the UBC [graduate program name] program! Yours was one of only a few outstanding applications to the [degree] program in [graduate program name] which this department has decided to admit.

The graduate programs in [graduate program name] at UBC are some of the very best in Canada and in fact, among the best in North America. We have outstanding faculty, several of whom have won major awards lately, including [insert appropriate info]. We also have some of the most sophisticated and modern facilities anywhere in North America. Most importantly, we have a lively and stimulating intellectual atmosphere and cover a broad range of research in [department]. You can find out more about our program by checking out our website at [web site URL].

There are a few things you will need to know and do in order to complete your admission and make the most of your time here at UBC.

  • You have been awarded [award name] in the amount of $[amount] to help cover the cost of your tuition and living expenses. You may be eligible for other awards and we encourage you to check the program's web site for more information
  • You must notify the program officially of your intent to enroll at UBC no later than [date]
  • [Other program-specific information and instructions]

Our staff and faculty are committed to helping you further your academic success. When you visit our website, please be sure to click on the section entitled [faculty listing portion of the web site]. There you will find a list of the faculty members and their research interests, a list of your fellow graduate students, their research interests and advisors, and our program staff. You are more than welcome to contact any of us if we can be of assistance in helping you make the transition to UBC.

We are all looking forward to meeting you in September!

Yours truly,
[Firstname] [Lastname], PhD
Graduate Advisor


[Date]
[Title] [Firstname] [Lastname]
[Street Address]
[Region] [Postal Code]

Dear [Title] [Lastname],

I am very pleased to advise you that we are prepared to admit you as a [degree] student in the [graduate program name] program for the session commencing September [year]

We are pleased to provide financial support as follows, provided that you maintain satisfactory progress in the [degree] program. We will cover your tuition fees for four years in the [degree] program. Additionally, you can expect:

First Year

$7,000 [name of fellowship], $6,500 academic year research assistantship and a $4,500 summer research assistantship.

Second Year

$13,500 academic year research assistantship and a $4,500 summer research assistantship.

Third and Fourth Years

$13,500 combination of research assistantship and/or teaching assistantship (depending on the [program]’s needs) during the academic year, plus a summer research assistantship of $4,500.

If you receive financial assistance from another source, our financial support will, of course, be adjusted. Since [graduate program name]'s sources of financial support are limited, we require all recipients to apply for University Graduate Fellowships and other outside awards for which they are eligible. Our program office will inform you of such competitions as they come up.

Doctoral students in the [graduate program name] are expected to enroll in the [name] seminar in teaching methods after the end of the second year of studies, and to undertake a teaching practicum of one or two sections of a course under the supervision of a faculty member.

If possible, I would appreciate hearing from you within three weeks from the date of this letter. Please call me collect at (604) [phone number] if you face a difficulty in responding within this time or if you have any questions. We are proud of the success of our [degree] program. I very much hope you will be joining us. I look forward to hearing from you.

Yours truly,
[Firstname] [Lastname], PhD
Graduate Advisor