Inform about my situation

Question

Hello,

I am an Thai graduate who plans to attend a class in a US university this year. Unfortunately, there has been some problem with the university-sponsored visa. What I fear most is that the university can't issue a visa for me. I have already resigned from my position as a teacher in a local school. Additionally, I have to pay the rent for my dorm at that university even I haven't been there.

I need to tell my program director about my problem. How could I, politely and formally, informed him about my situation?

Thank you very much

MountainHiker · Accepted Answer

Your name
Your address
(optional your e-mail)

Date

His name
His position
His Faculty
His University
Address

Dear Mr. Program Director:

The purpose of this letter is to inform you that there are some difficulties with my university sponsored visa and to request any assistance that you may be able to provide.

I have received notice from (whom?) which indicated (what?). Here I would write about what happened, who the important parties are, who they can contact (names), provide phone numbers, addresses, and other pertinent details. Offer to fax the information you have received to their office.

I would greatly appreciate any guidance or assistance that you are able to provide. I recognize that classes begin very soon, so this matter is urgent.

I can be contacted at (your phone number) and by e-mail at (your e-mail address). Thank you for reviewing my concerns and for your kind assistance.

Sincerely,
A Hopeful Thai Student

Guest · Answer

Thank you very much for your kindness, MountainHiker.

The program director has already known about my Visa problems, yet he seemed not to put much effort in it. (I have talked with IG (International Graduate Dept), and they said that it now depends on the program director. So, I would like to inform him of my situation (that I have already resigned from my full-time job, and that I have to pay the rent of the university dorm.)

Do you think it is impolite to tell him about my situation? If not, how should I politely state my problem? Thank you again.

MountainHiker · Answer

Guest,

I am a bit confused. You stated that he (program director) has already known about your visa problems. And then you ask if it is impolite to tell him about your situation? I think by situation you are NOT referring to your visa application, but rather your job and dorm payments. If that is the case, let's modify your letter.

Your name
Your address
(optional your e-mail)

Date

His name
His position
His Faculty
His University
Address

Dear Mr. Program Director:

The purpose of this letter is to inform you that there are some difficulties with my university sponsored visa and to request any assistance that you may be able to provide.

I have received notice from (whom?) which indicated (what?). Here I would write about what happened, who the important parties are, who they can contact (names), provide phone numbers, addresses, and other pertinent details. Offer to fax the information you have received to their office.

I would greatly appreciate any guidance or assistance that you are able to provide. Because not only do classes begin very soon, but I have also resigned from my job and am responsible for dorm payments whether or not I attend university, this matter is extremely important to me and is very urgent. Thus, I would greatly appreciate your best efforts to help resolve these outstanding issues quickly.

I can be contacted at (your phone number) and by e-mail at (your e-mail address). I will call you next week. Thank you for reviewing my concerns and for your kind assistance.

Sincerely,
A hopeful Thai Student.

courtesy copy: Mr. International (use correct name), International Graduate Department

Given that you are very close to the start of the school year, I don't see the need to be overly polite at this point. You need to be aggressive. If he doesn't help you NOW, you will suffer. So it is important that you get his attention. I have you including your letter to the International Graduate Department because you have "raised the flag." If he is "going to drop the ball" at least others will know about it. At this point, I see that you have little to loose by being forward.

And I would call. You might even want to call in advance of getting this letter. In essence, you could say, "Mr. Program Director, I have committed to studying at your university. I have given up a full-time position. I have also committed to a dorm room with all its fees. At this point, I have some slight troubles with my visa application, which I understand you could help to address. Because classes start very soon, I need your help urgently. I will be sending you a letter as well as providing a courtesy copy to the International Graduate Department. Can I count on your prompt support to help rectify this issue?"

I would follow-up with the letters. You might want to have this documentation for later use. If you do call him in advance of your letter, you might want to modify your letter slightly.

Change your opening sentence from:

The purpose of this letter is to inform you that there are some difficulties with my university sponsored visa and to request any assistance that you may be able to provide.

to

The purpose of this letter, as we discussed by phone on August 27, 2004, is to inform you that there are some difficulties with my university sponsored visa and to request any assistance that you may be able to provide.

Hope this helps.

MountainHiker

Guest · Answer

I appreciate your kindness.
My apology for my confused story. (My English is not so good.)

I will email him immediately, and will call him the first thing on Monday.
Thank you again for the letter.

Thai Student

MountainHiker · Answer

Thai Student,

Your English is excellent.

Yes, do send the letter and do call as soon as as possible. Your letter should state somewhere that you will call on Monday. Classes probably begin sometime during the next two weeks, so you need to get this issue resolved quickly.

I wish you good luck in getting this visa issue addressed, and I wish you good luck in your studies.

MountainHiker

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