Email accepting a scholarship offer
Who wrote it
Karwan Aziz, a software developer from Erbil, has been offered a full scholarship for a master’s at the University of Pisa. He replies to the international students office.
The writer and every detail about them are fictional.
What went into the template
- Who is it to?
- Ms Giulia Ferri, International Students Office, University of Pisa
- The offer
- Full scholarship (tuition waiver and 8,000 EUR a year), MSc in Data Science and Engineering 2026/27, ref. ISS-2026-0457; offer email of 8 May
- Your answer
- Accept
- Next steps or questions
- Signed acceptance form by 20 May
When is the first instalment paid, and do I need an Italian bank account first? I arrive in September
Without the waiver I would have had to work alongside my studies
The writer’s facts, as typed into the template’s form. The example uses nothing else.
The example
Accept or thank for a scholarship: Accepting an offer
Numbered notes in the margin explain each choice.
Subject: Acceptance of scholarship ISS-2026-04571, Karwan Aziz
Subject line
Note 1: The reference number in the subject lets the office file the reply with the offer at once.
Dear Ms Ferri,
Greeting
Thank you for your email of 8 May and for the scholarship for the MSc in Data Science and Engineering. I am very glad to accept it.2
The decision
Note 2: The answer comes in the first paragraph, in plain words. Nobody has to read to the end to know.
With the tuition waiver I can study full-time instead of working alongside my courses3, and that matters a great deal to me. Please pass my thanks to the committee.
A specific thank-you
Note 3: Gratitude that names a real effect sounds sincere. Gratitude in superlatives sounds rehearsed.
I will return the signed acceptance form by 20 May.4 Could you also tell me when the first instalment of the grant is paid, and whether I need an Italian bank account before then5? I arrive in September and would like to open one early if so.
Next step and one question
Note 4: A commitment with a date. The office now knows what to expect and when.
Note 5: One practical question, asked now, saves a problem in September.
Kind regards,
Karwan Aziz
Structure
How it is built
Each part in order, with its share of the words.
Checklist
Before you send
Go through your own draft line by line.
Before and after
Common mistakes and how to fix them
Lines like these turn up in many drafts by Arabic speakers. Each fix keeps the meaning and changes only the English.
I accept the scholarship with all my heart and I will never forget your favour.
I am very glad to accept it.
I will send the papers soon.
I will return the signed acceptance form by 20 May.
I want to ask about the money.
Could you also tell me when the first instalment of the grant is paid?
Questions people ask
How quickly should I reply to a scholarship offer?
Within the deadline in the offer, and ideally within a few days. A prompt, clear reply also tells the office that you will be reliable with the forms that follow.
Can I accept and keep waiting for another offer?
Read the terms first. If you need time, thank them and ask until when you can decide; the template’s “Thank them, decide later” option writes that email. Accepting and then withdrawing can cost someone else the place.
Who should I thank: the person who wrote, or the committee?
Reply to the person who wrote to you, and ask them to pass your thanks to the committee, as this email does. Keep it to one or two sentences.
Every writer in this library is fictional, and so is every detail about them. Universities and companies appear only as places someone applies to; the professors, papers and facts mentioned around them are invented for teaching. Use the examples to learn the moves, never as text to copy: committees notice, and your own facts are stronger.