5.0 Materials supporting the application

Materials usually supporting the application packet are letters of recommendation, application fee (payable in US dollars), official transcripts, a statement of purpose, bank statement, Resume, Affidavit of support from the sponsor, a work experience certificate (if applicable) etc.

5.1 Letters of recommendation

Ask for letters of recommendations from three faculty members (in some cases an university may require two or four letters) well in advance. This letter should be typed neatly, signed and sealed by the faculty on an official letterhead. It is very important that these letters should be put into an envelope, (the name, designation of the faculty and institution address should be printed on the left corner of the envelope) sealed and signed on flaps at both ends to maintain the confidentiality of the letter. Request the staff to strictly maintain one page limit and ensure they include the aspects such as how long they know you and in what capacity, papers they have handled, your ranking in class, any special skills etc.

Note:

1. In some universities these letters could be sent along with the application packet and in others the rules are such that these letters have to mailed directly to the university [In such cases get the letter from the faculty and post them directly (at least by registered post). Even in this case the covers should be sealed and signed on both flap ends].

2. Some universities provide their own recommendation forms, in such case ask the faculty to fill up those forms and attach it along with their letter.

3. Envelopes usually used are of the size 10.5" x 4.5" or 9.5" x 4".

Tip : Recommendation from the employer could be sought only when there is no other alternative, because a letter from a faculty member carries more weight age. Make sure that at least one of the recommendations is from the Department chair and one other if possible from the project guide. Recommendations from Professors or Assistant Professors (preferably doctorates) count the most. It is also logical to get recommendations only from relevant departments!

5.2 Official transcripts

Official transcripts are attested photocopies of mark sheets of the Undergraduate degree (preferably semester wise along with the consolidated one if available at the time of application) along with the provisional or actual degree certificate (if available). The photocopies should be attested by either the Registrar / Controller of examination from the university or by the Principal of the issuing institution. The transcripts should also be kept in an envelope, sealed and signed on the flaps similar to that of letters of recommendation. Again as per the university requirements post the transcripts directly or send it along with the application.

Note :

1. In some case transcripts attested by the Registrar are only considered official.

2. Make sure to send the correct number of transcripts because some universities require more than one copy of transcripts.

3. The set of transcripts could be bulky, so make sure you put it in thick envelopes to avoid them from being torn or seal broken during postage (envelopes once torn or seal broken are not considered official).

4. Recommended envelope size is 10.5 x 4.5 or A4.

5.3 Application fee

The application fee usually ranges from $ 25 to $ 75. This fee must be paid in US dollars. The best mode of payment is a draft or cheque made in favor of the university drawn on a bank that has its branch/office in the US. In some cases an international credit card (amount payable in US dollars) can be used to pay the fee. In some universities money orders in US dollars are accepted. The policies in almost all universities are such that the application will be processed only when appropriate fee is enclosed.

5.4 Statement of Purpose (SOP)

5.4.1 What should be the content of a SOP?

The personal essay, or statement of purpose, plays a very important role in the process of decision making for both admission and financial aid because it gives the faculty assessing your application their most significant impression of you as an individual. In the SOP, which should be concise, the student must define his or her academic goals, and /or research plans. It should include justification for choosing the academic program and specialization, and for selecting the concerned institution. It should also state the way in which the student is going to benefit from the proposed plan of study.

5.4.2 Tips on writing a good SOP

Easily understood

You want to get your point across, not bury it in words. Your prose should be clear and direct so that the message is easily comprehensible and not shrouded in mystery.

Limit your usage of thesaurus

One of the worst things you can do is try substitute long, difficult word for short easy ones. This 'thesaurus zed' composition is quite apparent to the reader and sometimes changes the entire context of the essay.

Get a good critique

It is mostly taken for granted that students get help with their essays. So go ahead and find someone who will be able to give constructive suggestions, correct the spellings and punctuate your essay

Maintain an appropriate tone

Your essay should be informal without being sloppy, witty without being childish, memorable without being outrageous. If read aloud, it should sound like a good conversation. So try to give a great deal of time in writing your essay. Avoid generalities, conversational issues and write from the heart.

"Tips on writing a good SOP" is modified and adopted from an article by Kanika Marwaha for "Teens Today" magazine, October 1996 issue

5.4.3 Random notes on SOP

The admission panel reads hundreds of SOP's and yours should stand out among all. Be passionate about your claims and that will give you an edge. Do not give any false information; you will be caught red-handed if asked to produce evidence! Strictly maintain a one-page limit.

Note:

1. Make sure you write the your name and the name of the program your applying to along with the field (e.g.: M.S. Industrial Engineering).

2. Make sure to sign with date at the end of the essay.

5.5 Financial / Bank statement

The applicant should show enough financial support to fund his/her studies. This financial support can be in the form personal savings, from family savings/sponsor (could be parent, relation or friend) or from an agency. In case of personal and family savings a current bank statement (within one year from date of joining) should be produced and should show sufficient money to support the total living expenses for one year at least. Immovable assets, jewelry etc. is not a valid substitute. The only other substitute could be sanctioned loan from a bank or agency (unfortunately current Indian Bank policies are such that a loan is sanctioned only after a VISA is granted). The statement should be made on an official bank letterhead and should bear a bank seal and signature of an authorized bank signatory. This bank statement should consist of the sponsor's name, address, savings account number, student's name, date and the balance in Indian and equivalent US dollars.

Tips:

1. This bank statement is a requirement to issue an I-20 (a document issued to the students enabling them to appear for student-F1 category VISA). I-20 should be carried and produced at the Embassy during VISA formalities.

2. Some universities requires the bank to fill out a bank statement form, which is issued along with the application itself and may not accept a substitute.

3. Make as many original copies as the number of universities you plan to apply. (Better have two extra copies)

5.6.1 Sample Bank Statement format

On the official Bank letterhead

To whomsoever it may concern

This is to certify that _______________ (owner of account), sponsor of _____________ (student's name), residing at _____________________ ,has a Saving Bank A/c no. _______ with our bank. The current balance is Rs. _______ or equivalent US $ _________.

This amount is free from any encumbrance and is at the account holder's disposal to meet the expenses of his (her)_________ (relationship e.g.: son's, sister's, friend's etc. ) higher studies.

This certificate is given with out any liability on the part of the bank and /or its officials.

5.6 Resume

A resume in most cases is optional. It should be brief and must include awards, achievements, field of interest and work experience if any (do not give irrelevant information like father's name, sex, age if date of birth is already mentioned). The format of the resume is flexible and whatever you feel is necessary that would brighten your chances for admissions could be added. A one-page limit is strictly recommended.

5.7 Affidavit of support

This letter states that the sponsor is ready to incur the total expenses of the student. This letter should preferably be on the sponsor's letterhead and most cases the signature has to be notarized. In some cases the university has its own form along with the application, which may require the signature of a notary public.

5.7.1 Sample Affidavit of support format

To whom I may concern

This is to confirm that I have $ ____________ (US dollars) available and committed to be used for the expenses of tuition, fee and living expenses _____________ (student). These funds will be available for a period of ____________.

Signature notarized, if asked for

5.8 Work experience certificate

A work experience in the relevant field will enhance your chances of admission. This certificate must be issued from the place of work on an official letterhead and should be sealed and signed in an envelope similar to that of the recommendation letters. This certificate should be titled "To whomsoever it may concern" and should include the following: name of the student, period of work, designation and names of projects worked on could be included if applicable. This certificate should be signed by an authorized representative of the company, should bear an official company seal and should be enclosed in an official envelope bearing the company name and address. (Recommended envelope size is 10.5 x 4.5)

5.9 Official GRE/GMAT and TOEFL scores

GRE/GMAT and TOEFL scores are considered official only if they are sent directly to the department by the ETS. To certain number of universities these scores could be sent free on the day of the test, but for each additional score send the appropriate fee along with the completed additional score report form available in the bulletin. The application cannot be processed until all the materials are enclosed and the department receives the official scores.

Note : You could send your application first and at a latter date ask the ETS to send your scores, in the event your score report gets delayed due to some reason or the other.