A short message sent on time does more for a family than a long one sent late. Most centre messages come back to the same few moments each term.
These five templates cover them. Change the names and details, keep them short, and sign them with a real name.
Before you use them
- Send from your centre’s email, not a personal inbox.
- Put the question or the news in the first line.
- End with one clear next step for the family.
- Read it once as the parent would, then send.
Replying to a trial enquiry
Hi Sam, thanks for asking about a trial for Jamie. Our Thursday afternoon Maths class for her year has a seat free. Would this Thursday suit? Mara
Reply the same day if you can. Offer a real time, not a general invitation.
After the trial
Hi Sam, thank you for bringing Jamie on Thursday. Rosa enjoyed having her in class. Would you like to keep her place for the rest of the term? Mara
Send it soon after the trial, while the lesson is fresh for both of you.
When a student is away
Hi Sam, we missed Jamie in Maths today and hope she is well. Let us know if she needs a make-up, or if anything has changed. Mara
Keep it warm. The aim is to hear back, not to record a reason.
Asking about next term
Hi Sam, next term Jamie moves on to the next Maths course, same day and time, with Rosa. Can we keep her place? Reply by Friday and we will hold it. Mara
Offer the class itself, so the family only has to say yes.
A fee change
Hi Sam, Jamie’s Maths fee changes from next term, and the new fee is in the notice below. Her class, tutor and time stay the same. Ask us anything. Mara
Send it with your next-term message or before it, not first on an invoice.
Common mistakes
- A long first message. Families skim. Put the point first.
- No question at the end. A message that asks nothing gets no reply.
- Sent from a personal inbox. The next person at the desk cannot see what was said.
- One message, three topics. Send the fee change and the class news separately.
Templates in Atrium
- Write these as your own templates, which fill in each family’s details.
- Send a test copy to yourself before you send.
- Add your logo, colours and sender name to the emails families receive.