Why Templates Save You Hours Every Week
If you are writing individual emails for every new enrolment, every term reminder, and every payment chase, you are spending hours on something that should take minutes. Email templates ensure consistent, professional communication while freeing up your time for teaching and growing your business.
These five templates cover the most common emails you will send. Adapt the wording to match your business name and tone, then save them in your email system or management platform for one-click sending.
1. The Welcome Email
Sent immediately when a new family enrols. This sets the tone for the entire relationship and reduces first-session anxiety.
Subject: Welcome to [Your Business Name] - Everything You Need to Know
Dear [Parent Name],
Welcome to [Your Business Name]! We are thrilled that [Child Name] will be joining us for [class name] starting on [date].
Here is everything you need for the first session:
When: [Day], [Time]
Where: [Venue name and address]
What to bring: [Activity-specific items, e.g., swimwear and towel, comfortable clothing, water bottle]
Arrival: Please arrive 10 minutes early so we can get [Child Name] settled in before the class begins.A few things that are helpful to know:
- Our team will greet you at reception and show you where to go
- Parents are welcome to watch from [viewing area/waiting room]
- If [Child Name] has any medical conditions, allergies, or additional needs we should know about, please let us know before the first session
- Our safeguarding policy is available on our website at [link]If you have any questions before [Day], just reply to this email or call us on [phone number].
We cannot wait to meet [Child Name]!
Warm regards,
[Your Name]
[Your Business Name]
Why it works: It answers every question a parent has before the first session, reduces no-shows, and demonstrates professionalism from the start.
2. The Term Reminder / Re-enrolment Email
Sent 2-3 weeks before the current term ends, prompting parents to book for next term.
Subject: [Child Name]'s Place Next Term - Book Now to Secure Your Spot
Dear [Parent Name],
We hope [Child Name] is enjoying this term's classes. It has been wonderful to see them [specific progress reference, e.g., "building confidence in the water" / "mastering their new routine"].
Next term runs from [start date] to [end date], and enrolment is now open. [Child Name]'s current class time ([Day] at [Time]) is available, but spaces are filling quickly.
Book now: [booking link]
Next term, [Child Name] will be working towards [next milestone/level/skill], and we have some exciting plans including [brief mention of something new or special next term].
If you would like to discuss [Child Name]'s progress or have any questions about next term, please do not hesitate to get in touch.
We look forward to continuing the journey with [Child Name].
Best wishes,
[Your Name]
[Your Business Name]
Why it works: It is personal (mentions the child's progress), creates urgency (spaces filling), and makes booking effortless (direct link).
3. The Payment Reminder Email
Sent when a payment is overdue. Firm but friendly.
Subject: Payment Reminder - [Child Name]'s [Class Name]
Dear [Parent Name],
This is a friendly reminder that payment of [amount] for [Child Name]'s [class name] is now overdue. The payment was due on [date].
You can make payment quickly and securely here: [payment link]
If you have already made this payment, please accept our apologies and disregard this email. Payments can sometimes take a few days to appear in our system.
If you are experiencing any difficulties, please contact us. We are always happy to discuss payment options.
Thank you,
[Your Name]
[Your Business Name]
Why it works: It is polite but clear, provides a direct payment link, acknowledges that the payment may have crossed in transit, and opens the door for a conversation if there are financial difficulties.
4. The Class Cancellation Notice
Sent when you need to cancel a session due to instructor illness, venue issues, or other circumstances.
Subject: [Class Name] Cancelled on [Date] - Important Update
Dear [Parent Name],
We are sorry to let you know that [class name] on [day, date] at [time] has been cancelled due to [brief reason, e.g., "instructor illness" / "an unexpected venue closure"].
We understand this is inconvenient and we apologise for the short notice.
What happens next:
[Choose one: "A make-up session has been scheduled for [date] at [time]" / "A credit has been added to your account for one session" / "This session will be added to the end of the term, with the last class now on [new end date]"]Classes will resume as normal on [next scheduled date].
If you have any questions, please reply to this email or call us on [phone number].
Thank you for your understanding.
Kind regards,
[Your Name]
[Your Business Name]
Why it works: It communicates the cancellation clearly, immediately explains what happens about the missed session (the first thing every parent wants to know), and confirms when normal service resumes.
5. The Re-engagement Email
Sent to families who have not re-enrolled for the new term. This is your win-back opportunity.
Subject: We Miss [Child Name] at [Your Business Name]!
Dear [Parent Name],
We noticed that [Child Name] has not re-enrolled for this term and we wanted to check in. We really enjoyed having [Child Name] in our classes and would love to welcome them back.
If something was not quite right, we would genuinely appreciate your feedback. We are always looking to improve and your thoughts matter to us.
If it is simply a matter of timing or schedule, we have availability in the following sessions this term:
[List 2-3 available class options with days, times, and any spaces remaining]
As a returning family, we would like to offer [Child Name] a complimentary taster session so they can ease back in. Just reply to this email and we will get it booked.
We hope to see [Child Name] back soon.
Warm regards,
[Your Name]
[Your Business Name]
Why it works: It shows you noticed and care, asks for feedback (which is valuable even if they do not return), provides specific options, and offers a low-commitment way back in.
Automating Your Email Templates
Sending these emails manually is fine when you have 20 students, but unsustainable at 200. Most management platforms, including AMES, allow you to set up automated email triggers:
- Welcome email sent automatically on enrolment
- Term reminders sent automatically 3 weeks before term end
- Payment reminders sent automatically when a payment is overdue by 3 days and again at 7 days
- Win-back emails sent automatically 2 weeks after a family does not re-enrol
Set these up once and they work for every family, every term, without you having to remember.
Actionable Takeaways
- Adapt these five templates to your business this week. Replace the placeholders with your business name, class details, and contact information.
- Save them in your email system or management platform so they are ready to send with one click.
- Automate what you can. Welcome emails, payment reminders, and re-enrolment prompts should all be automated if your platform supports it.
