How to Email and Call Parents

Emailing and calling parents is something you should do as often as possible. It can be scary, intimidating, and emotionally exhausting just thinking about what you are going to say.

I had so many great friends help me during my first few years. One of the best gifts I was ever given was a template from my friend Amy. She will forever be a gift to my teaching career!

​Now I want to share some of my own templates with you. But first a few tips:

1. Never write an email or make a phone call when you are emotional. In email those are known as "poison pen" letters and will never make the point you are hoping to make.
2. Contact home as quickly as possible. Get that information home before the end of the school day if possible. This is where having a template really helps!
3. Be brief. Keep your email to 1-2 paragraphs or your phone calls between 3-5 minutes.

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Conversation Starters for Phone Calls:

• Hi, this is (your name) from (school). Is this ________'s mom/dad? I wondered if you had a minute to answer a question for me? (Pose your concern as a question and not an accusation)
• Hello, is this (guardian's name)? I'm (your name), (student)'s science teacher here at school. I recently noticed something that seemed out of the ordinary, do you have some time to talk about it right now?
• Hi, am I speaking with (guardian's name)? This is Mr/Ms _______ and I have your student (name) in my class. Is this a good time to talk about a couple things? Yes? I wanted to let you know how well (student) has done on (task/assignment/project/behavior). I also noticed (concern) and wondered if you've seen something similar at home?

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Email Templates:

When you need parent support

Hello,

I am (your name), your child's science teacher here at (school name). We've had a great school (term/week/year) so far. It's been wonderful to get to know (student's name) and see (a positive trait you've noticed).

Today I noticed something and wanted to check in with you to ask if this sounds normal for (student's name). In class today (describe a specific behavior that was inappropriate). It seemed unusual for (student's name) and I wondered if (he/she) is (doing OK/under stress/feeling well)? Will you talk with (him/her) tonight and let me know if there is anything I can do to help so that this doesn't become a regular habit for (student's name)?

Thank you,
(Your signature)

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When a student has had a great day!

Hi (Family Name),

This is (your name). I'm (student)'s teacher this year. I just wanted to send a quick note to let you know about (an achievement you've noticed).

As his/her teacher I really appreciate (student) for making my job enjoyable. I also appreciate the support I receive from great parents like you.

​Thank you,
​(Your Signature)