Soon enough, as a fresher, you MAY have one challenge or the other that will necessitate you to consult your Vice Chancellor. Some students have name order issue and were asked to write to VC for correction. Some are JAMB course issues; yet, others date of birth, change of course, missing scripts, school fees over-payment/adjustments, change of local government, etc. In fact, the list of things that may lead you to the VC’s office are numerous.
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Note however, that not all students have these challenges. Some students may even graduate without even having to reach the VC’s office unless such was made a requirements. And talking about a letter, it should not be something that should cause you to panic. Its just a mere letter. So, how do you write to the VC if an office requires you to do so?
First, as a student, know that you are to use your Department as your (sender’s) address. That is:
Department of Vocational and Technology Education,
Faculty of Education,
Niger Delta University,
Secondly, the VC’s official address comes in. That is:
The Vice Chancellor,
Niger Delta University,
Sir, (The incumbent VC is a man, hence, no need to use “sir/ma”. Again, no need for “dear sir”, he is a VC, not dear. You have to be formal, no personality here. Just sir is ok.)
Thirdly, add the title of the letter. It must capture why you are writing. Check the examples below:
LETTER OF ATTESTATION or ATTESTATION LETTER (use only one here)
APPLICATION FOR CORRECTION OF NAME IN MY NDU AND JAMB PROFILE
APPLICATION FOR CHANGE OF LOCAL GOVERNMENT OF ORIGIN
APPLICATION FOR MISSING SCRIPTS
APPLICATION FOR CORRECTION OF NAME, etc
Upon seeing the letter, the secretary should be able to understand what you want and process it as many letters in various offices are rejected as a result of unclear captions.
Fourthly, the body of the letter must be exceptionally brief. Imagine a busy officer have so much work to do, and you are boring him with lengthy explanations. So, just go straight to the point. No single side attraction.
However, if what you require of the VC is something that is not regular and will require an explanation to aid the office to act, such explanation should be stated but well coordinated.
For example, a letter such as an application for correction of name, LGA, date of birth, etc are regular letters. Hence, the relevant information needed is just the error info used and the new info you want to adjust to and the job is done. However, a letter such as an application for missing scripts will require a thorough description of the course(s), course code(s), semester, session, and every details needed to act upon your letter.
Note that irrespective of the above variations, brevity is very important. Take a look at the examples below:
I, Michael Oghenenyoreme Jules, of the Department of Vocational and Technology Education, Faculty of Education, with matriculation number UG/16/1034, hereby apply for correction of my name which was wrongly spelt during my JAMB registration.
Current/Wrong Name: Michael Oghenenyoreme Jules
Change to: Michael Oghenenyoreme Julius
(Change Jules to Julius)
I anticipate a positive consideration
Michael Oghenenyoreme Julius
Note: The name to sign must be the correct name, not the wrong name again. Although other letters may need more explanations, such must be kept simple and brief.
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