Mail Merge Templates

Below is a list of sample emails to send to advisees using the Mail Merge function in Microsoft Word. More information on the Advising with Mail Merge. ..

Sample Emails:

  1. Remind Students of Pre-Registration Dates
    • Contact the student via email to remind them of pre-registration and ask them to arrange an appointment with you. A template of such a message is provided below:
    • Hello, I hope you are well on your way to achieving your goals for the semester.
    • As you work on those goals, you also want to be thinking about your goals for next semester. Course registration begins on October 30. So what do you need to do to get registered for classes?
    • First, schedule an appointment with me. (My office hour schedule is below.) Second, use WebAdvisor to look at the courses offered and start to make a list of courses you are interested in taking. Then, bring that list with you for our appointment.
    • I encourage you to set up an appointment soon. Since courses can fill quickly, it is best to choose a schedule and register as soon as possible.
    • If you have questions, please contact me.
    • If you haven't heard from an advisee by the time registration begins, be sure to send a reminder. It is a hectic time of the semester, and some students may need a nudge to set up an appointment. This is especially true if a student has been having difficulty with courses or is questioning whether he/she wants to return to DSU.
  2. Welcome - Returning Student
    • Welcome back to campus!
    • I hope you enjoyed a great summer and are returning to campus recharged and ready to go for the fall semester.
    • Stop in at my office (place your office location here) this week or next if you want to change your schedule, visit about the upcoming semester, or just say "hi." (My office hour schedule for the fall is attached.)
    • I wish you success in the new semester. If you have questions or concerns, please contact me.
  3. Welcome - New Students
    • Welcome to DSU!
    • I hope you enjoyed a great summer and are ready to plunge into college life. This fall promises to be full of changes. One of my roles as your academic advisor is to help you to adjust to many of these changes.
    • Throughout the semester, I'll email you with information and reminders, but if you have questions, concerns, or just want to visit, you should contact me or drop by my office during my scheduled office hours. (My office hour schedule for the fall is attached.)
    • I look forward to working with you. Good luck this semester!
  4. Midterms Approaching
    • The semester is almost half over, and midterm exams and projects will be approaching soon. Midterms can be hectic, and many students experience anxiety. To help you prepare, keep in mind the following resources:
    • Instructors - The faculty at DSU are here to help you. If you are struggling to understand a concept, if you aren't sure how to approach a paper or project, if you are unsure of how to study for a midterm exam, visit your instructor during office hours and get some help.
    • http://www.dsu.edu/student-life/student-success-center/index.aspx
    • Tutors - Student tutors are located in the library, or you may schedule a private session. If you are still struggling to understand a particular concept, meet with a tutor and see if a new perspective can make it clearer to you. For tutor information, go to: http://www.dsu.edu/academics/tutoring.
    • Of course, I am also here to help. So if you want my input, please stop by or contact me. Good luck with your midterm projects and exams
  5. Deficiency
    • I received notice that you received a deficiency at midterm. A deficiency is a warning that you are not meeting the minimum standards for a course. Once you receive a deficiency, it is important that you create a plan to deal with it. I am here to help you do that.
    • Maybe you need to submit outstanding assignments. Maybe you need to try new study techniques. Maybe you need to schedule more study time. It may even be possible that the best option is to withdraw from the course.
    • To determine the best plan for your situation, please schedule an appointment or drop by to visit with me soon.
  6. Finals Approaching
    • The semester is almost over, and final exams and project deadlines will be approaching soon. To help you successfully complete your semester, keep in mind the following resources:
    • Instructors - The faculty at DSU are here to help you. If you are struggling to understand a concept, if you aren't sure how to approach a paper or project, if you are unsure of how to study for a midterm exam, visit your instructor during office hours and get some help.
    • Student Success Center - Student Success Assistants are located in the Underground. They can help you create a study schedule, discuss study strategies, and teach you about ways to cope with test anxiety. For more information, go to:
    • http://www.dsu.edu/student-life/student-success-center/index.aspx
    • Tutors - Student tutors are located in the library, and private sessions can be scheduled. If you are still struggling to understand a particular concept, meet with a tutor and see if a new perspective can make it clearer to you. For tutor information, go to: http://www.dsu.edu/academics/tutoring.
    • Of course, I am also here to help. So if you want my input, please stop by or contact me. Good luck with your final projects and exams.
  7. End of Semester
    • Congratulations on completing another semester at DSU!
    • I enjoyed serving as your academic advisor and look forward to working with you next year.
    • Please have a safe and pleasant summer.

Last Updated: 7/31/12