Last week I received an e-mail from a student I met at a fair several months back.  He was asking me for a follow-up meeting and was interested in booking a class visit with one of our Ambassadors.  He reached out to me via e-mail with the following:

“Hey Afrodite I hope u have been well!  I wanted to take u up on that class visit u mentioned when we spoke at the fair.  Can u book something for me for nxt wk.  Thx!”

Really.  That was the e-mail.  The first thing that ran through my head was – this was typed on a phone.  But the second thing I thought was – wow that is just not good. To help ensure you make the best impression on the admissions team as possible, here are some tips on communicating with us. Always start with you best foot forward and remember that you will make an impression on us with each interaction so make sure you are making a good one!

In person – at fairs, on-campus events and your admissions interview:

1. Be on time.  It may sound simple but you never want to be that person who walks into an info session 5 minutes late and cannot find a seat.  Same goes for your interview.  Please plan ahead whether it is in person or virtually via Skype to make sure that you are ready and on time.
2. Eye contact.  Another very simple one but for some people difficult to do.  Eye contact shows confidence and interest in the person you are speaking to.  Lack of it may be a sign of nerves so one thing that I personally do is smile and look at the person at the same time.  This helps me to relax and feel more comfortable.  We know that interviews may make you feel stressed but a smile to yourself will give you a small boost of positive energy.
3. The handshake.  Too long?  Too hard?  Too limp?  What is the right way to do it?  We are not judging you on your handshake but a good one will leave its mark.  Shake firmly and with the whole hand, in a slight up and down motion and always look the other person in the eyes when you are shaking hands.
4. Dress the part.  Use your best judgement on this one and remember that it is always better to be over dressed than under dressed.  When meeting with schools at a fair it is fine not to wear a suit and tie but when it’s interview time you want to show up dressed to impress.  If you have specific questions on a school’s expectations then speak with current students who will be able to give you great advice on this.  The general rule-of-thumb here is that for class visits you should dress in business casual and for your admissions interview you should be dressed in business formal attire.

Via e-mail – requesting program information, looking to clear up admissions requirements, interview follow-up, etc.

1. Be cordial.  Ensure you are a bit more formal than how you would be writing to your friends.  We are not expecting overly formal e-mails from our applicants but friendly ones which are respectful are always appreciated.  “Hello” and the receiver’s first name is a safe way to begin an e-mail so go with that. Avoid slang and make sure that you pay attention to correct grammar and spelling.  After preparing your email take a few extra minutes and re-read to ensure everything looks good before hitting send.
2. Be specific. Most schools have designated people as contacts for general questions about admissions requirements and  then a specific person who has been tasked with reviewing your file.  Find out who your main contact is (at Rotman it is usually an Assistant Director) and make that person your go-to.  No need to email multiple people with the same question. 🙂 This will also go a long way in building a positive relationship with the school.
3. Be prompt.  Our Admissions team will reach out to you several times during the application and admissions process so please be mindful of the deadlines we are working with internally.  We are working with hundreds of students at a time so it is very much appreciated when you keep us in the loop on the personal deadlines you are working with. This shows your interest and eagerness and will definitely reflect positively on your application!

Building a positive relationship with your Admissions team is the first step to building a lasting relationship with the school.  Make sure you are starting it off well!  Admissions reps will be among the first people to welcome you to the school but we will also be your biggest cheerleaders on your MBA journey.  Keep your relationships going and remember that we too are part of your network.