Communicate in writing


Write e-mails and informal requests

  • An "informal" letter / an informal request does not mean that this is "form-less"! It only means that no form is provided - the design is (within certain limits) selectable.
  • Good grammar is credibility, also and especially in e-mails. In letters and e-mails you have nothing but your words; your language creates a picture of you. If your texts are full of mistakes, the addressees will draw their own conclusions.
  • In e-mail communication with university members, the use of your personal RWTH e-mail address is expected!

Personal data

Letter: It must contain the required personal data (name, matriculation number, semester, degree programme). Also place and date, the address of the author and a subject must be available. Greeting and signature must not be missing at the end. It makes sense to indicate any attachments.
E-mail: All personal data mentioned above should also be given here.

Subject line

Use a short and meaningful subject.

Salutation and greeting

Generally applies: If not already offered by the addressee, always the other Siezen! The correct salutation for a professor is "Dear Mr. Prof. XY" / "Dear Ms. Prof. XY", even if other titles may exist. The performance of all doctorates or the like is not necessary.
The doctoral degree is the only academic degree that is mentioned by name in the salutation (in contrast to Bachelor, Master, Magister, Diplomen etc.). Although the doctoral degree is still further differentiated (Dr. rer. Nat. o.Ä.), it is addressed with "Dear Mr. Dr. XY" / "Dear Mrs. Dr. XY".


Try to be as clear and unambiguous as possible. Describe who you are, what you want and why. This should be visible in a first paragraph.
Please remember to provide meaningful evidence for all your statements. This also includes your student account statement!
Please do not enter any common names of modules / courses in relation to your studies, but always the module and course number stored in RWTHonline.

Please use a reasonable manner. If you want professional advice and processing, your application / request should be structured the same way. Do not use colloquial language, smileys or the like.