What's Inside This Template

Clear, timely communication with parents builds trust, reduces admin enquiries, and improves retention. But writing professional emails from scratch every time is a drain on your limited hours. This template pack provides 20 pre-written emails covering the communication touchpoints that every activity provider encounters, ready to customise with your business details and send.

Template Categories

Onboarding Sequence (4 emails) — Welcome email (sent immediately after enrolment), pre-first-session preparation guide (what to bring, where to go, what to expect), post-first-session follow-up, and 4-week check-in. This sequence is proven to reduce early dropout by setting expectations and building connection.
Booking and Payment (4 emails) — Booking confirmation, payment receipt, payment reminder (overdue), and payment failure notification. Professional, clear, and compliant with consumer regulations.
Term Management (4 emails) — Re-enrolment invitation (with priority booking link), term dates announcement, mid-term newsletter template, and end-of-term summary with next steps.
Operational Updates (4 emails) — Class cancellation (bad weather/instructor illness), venue change notification, timetable change announcement, and holiday camp promotion. Each includes appropriate urgency level and clear action required.
Engagement and Retention (4 emails) — Level progression congratulations, missed-you message (after 2 consecutive absences), referral request, and feedback/review request. These are the relationship-building emails that most providers never send but that significantly impact retention.

Who This Template Is For

This pack is for any activity provider who communicates with parents — which is all of them. Whether you currently send ad-hoc messages or have a partial communication strategy, these templates fill the gaps and ensure every important touchpoint is covered professionally.

How to Use It

Download and customise each template with your business name, branding, and specific details. Load them into your email platform or activity management software as templates or automated sequences. The onboarding sequence and re-enrolment invitation are highest priority — set these up first and you'll see immediate impact on retention and admin efficiency.

Instructor speaking with parents about their child's progress — Clear, professional communication builds lasting trust with parents

Happy parents greeting their children at the end of an activity session — Keeping parents informed and engaged is key to strong retention rates