Write a concise programme enquiry

Before you write

Read the official programme page, application instructions and any frequently asked questions first. Programme coordinators usually receive many enquiries, and a message that asks something the page already answers is less likely to be answered promptly. Use the official contact on the programme page, and note the date you last checked it. If you find an error on a profile here, use the correction link on the page.

What a good enquiry contains

1. A clear subject line with your name and the programme, for example: Enquiry – Advanced aortic fellowship – Surname.
2. Two sentences on who you are: current role, training stage, country and registration status.
3. One specific question or request, such as whether international graduates are accepted, whether the next intake is open, or what documents are needed.
4. What you have already checked, and where.
5. A brief closing and your contact details; attach a short CV only if the page invites it.

A short template

Dear Dr / Programme Coordinator,

I am a cardiothoracic surgeon in [country], currently [role], having completed [training] in [year]. I am interested in the [programme name]. The programme page states [fact], and I could not find [specific information]. Could you tell me whether [specific question]? I have attached my CV in case it is useful.

Thank you for your time. Kind regards, [Name, registration status, contact details]

Follow up sensibly

Allow at least two weeks before a polite reminder unless the programme gives a faster timeline, and then reply on the same thread. If the page lists several contacts, write to the one named for applications. Keep a record of each message and reply in your tracker (see the timeline guide).

Things to avoid

• Asking for guarantees about places, operative numbers or funding before applying.
• Contacting several people at the same programme with the same message at the same time.
• Attaching large files or unrequested documents.
• Sharing sensitive personal data by email unless the programme asks you to.

Related guides

• Questions to ask before applying
• Build an application timeline
• International applicant guide