Most informal education programs run on email. It’s a core part of a successful marketing strategy. In fact, email is the most valuable marketing channel for informal ed. It’s also the primary way most programs deliver course communication directly to students.
In short, your program really needs to get good at email.
If you’re tired of writing emails from scratch or your current templates aren’t quite working, this guide is for you. We’ve gathered together every email template you could ever need to run your program. Plus, because we believe in making things simple, we’ve bundled all of these templates into a downloadable document so you always have the one you need.
In this guide, and the downloadable template pack, you’ll find email templates for every situation your program could possibly face, including:
Download all of the email templates now or read on to get into the details.
Course communication emails are different from marketing messages. While marketing messages are designed to encourage students to enroll, course communication emails give students vital information about your program so they feel more informed and connected.
The best course communication emails deliver everything the student needs to know, and nothing they don’t. When you’re sending emails to students make sure you’re following these four best practices:
Keep these four best practices in mind as you use and adjust our library of email templates.
The email templates below should cover almost any need for email communication your informal ed program is likely to come across. Here’s how to use them:
That’s it. You’re ready to start communicating with students.
This template is used to follow up with a student right after they’ve taken a class. We recommend sending it within three days of their completion of the course.
Suggested subject lines:
How Was Your Class?
Now It’s Your Turn
What did you think?
Asking for direct feedback email template:
Dear [[student name]],
Thank you for attending [course name] on [date]. We hope you enjoyed your class. Would you be willing to write a review about your experience?
Reviews help other students discover our programs. Could you take just a moment to write a review?
[review link]
Thank you so much!
[program director or admin]
Use this template to request student testimonials. Student testimonials are like product reviews for your courses, they let prospective students know what real people think of your program. You can share these on your website, social media, or even in emails!
Suggested subject lines:
Share your experience
Tell your story
Would you give us 5 stars?
Asking for testimonials email template:
Dear [Student],
Can we ask you for your help?
We hope your [class name] class with [instructor] was even better than you expected. Would you be willing to provide a testimonial about your experience in the class?
If you’re able to write a couple of sentences for us, here are some questions that might help get you started.
We’ll share your thoughts on our website and social media so potential students can find classes they’ll enjoy by hearing from real people who have taken them. Don’t worry, we’re not looking for flawless prose. We’re just excited to hear about your real, positive experiences with our program.
Thank you so much for your time. We, and your future classmates, really appreciate it.
Best,
[your name]
P.S. Testimonials with photos feel more personal and trustworthy. If you can, we’d love for you to share a photo of yourself to post alongside your testimonial. Thanks again!
Nobody likes to cancel a class, but sometimes bad weather happens. If you have an outdoor class that gets rained out or weather conditions have made travel unsafe, this template will help you share the news with students.
Suggested subject lines:
[class name] canceled
Weather cancellation - class name
Important Note About [class name]
Class cancellation for weather email template:
Dear [Student],
Due to the weather forecast, we have made the difficult decision to cancel the [Class name] class scheduled for [date/time/location]. This decision will protect the safety of both students and instructors. While we know this is disappointing, we hope to see you at a future [program or organization name] class soon.
What happens next
Per our cancellation policy {link to policy}, we will offer a refund or credit toward a future class. Please email and let us know whether you would prefer a credit or refund. If we do not hear from you in the next 48 hours, we will process a refund to the card you used to register. It should arrive in your account within 7 business days.
Other classes you might like
We hope you will consider applying your credit toward another [subject area] class in our catalog. Here are a few we think you might like:
Class 1
Class 2
Class 3
Thank you for your understanding. If you have any questions about this class cancellation or the status of your refund, respond to this email or call [phone number].
Best wishes,
[name of program director]
[title]
Keeping everyone healthy has moved to the top of the priority list for many programs. When instructor health causes you to cancel a class, send this email.
Suggested subject lines:
[class name] canceled
Important Note About [class name]
For Your Health [class name] canceled
Class cancellation for health email template:
Dear [Student],
Unfortunately, someone on our staff is not feeling well. In order to protect the health of both staff and students, we have made the difficult decision to cancel the [Class name] class session scheduled for [date/time/location]. While we know this is disappointing, we are offering a rescheduled class session on [date].
What happens next
If you can attend the rescheduled class on [date/time/location], please respond and let us know. Otherwise, we will offer a refund or credit toward a future class as outlined in our refund policy {link to refund policy}. Please email and let us know whether you would prefer the rescheduled date, a credit or a refund. If we do not hear from you in the next 48 hours, we will process a refund to the card you used to register. It should arrive in your account within 7 business days.
Thank you for your understanding. If you have any questions about this class cancellation or the status of your refund, respond to this email or call [phone number].
Best wishes,
[name of program director]
[title]
Hopefully, it doesn’t happen often, but every now and then you may need to cancel a class due to low enrollment. When this happens, you can use the following email template. Then, investigate why the class cancellation happened and look for ways to reduce class cancellations in the future.
Suggested subject lines:
[class name] canceled
Important Note About [class name]
URGENT update on class name
Class cancellation for low enrollment email template:
Dear [Student],
We have made the difficult decision to cancel [Class name] class scheduled for [date/time/location]. Unfortunately, we do not have enough students to fill the class. While we know this is disappointing, we hope to see you at a future [program or organization name] class soon.
What happens next
Per our cancellation policy {link to policy}, we will offer a refund or credit toward a future class. Please email and let us know whether you would prefer a credit or refund. If we do not hear from you in the next 48 hours, we will process a refund to the card you used to register. It should arrive in your account within 7 business days.
Other classes you might like
We hope you will consider applying your credit toward another [subject area] class in our catalog. Here are a few we think you might like:
Class 1
Class 2
Class 3
Thank you for your understanding. If you have any questions about this class cancellation or the status of your refund, respond to this email or call [phone number].
Best wishes,
[name of program director]
[title]
P.S. Help us avoid canceling classes, tell your friends about upcoming classes and invite them to attend with you.
Did you know that 33% of class registrations come from returning students? Boost those numbers by sending out a class recommendation email. Your goal is to recommend classes the student might like based on their history with you. This approach is so powerful, that we’ve built an automated tool into the CourseStorm platform that will send email recommendations for you. But, if you want to send class recommendations manually, use the following template.
Suggested subject lines:
Keep Learning About [Subject]
More Classes for You
Learn On!
Class recommendation email template:
Hi [[student first name]],
We have a couple of upcoming classes that we think you might really enjoy. Take a look and register now!
[image]
[course title]
[dates]
[Registration button/link]
Wondering what else we have planned? Check out our complete catalog {link to catalog}.
Best,
[program director/admin]
A full class offers a positive experience for everyone. Make sure students never miss the classes they’ve signed up for by sending this email template about a week before the first session. This is your opportunity to let students know when to show up and what to bring. You can even include a short instructor bio so students can start getting to know their instructor before the class even starts.
Suggested subject lines:
Important Info About [class title]
Get Ready For [class title]
Class is (Almost) in Session!
Class reminder email template:
Dear [[student name]],
[[class name]] starts in just one week. I hope you’re as excited as I am. Here are a few details to help you prepare for our first class.
Your class is at [location] at [time]. Please arrive [ten minutes early/on-time].
For the first class session, you should bring [list of materials/pen and paper/laptop]. Please also review our class policies before you arrive.
I will be your instructor. My name is [name] and I [short bio].
If you have any questions or concerns before class starts, please reach out by email.
Looking forward to seeing you,
[instructor name]
The best time to ask students for feedback is right after they finish the course. Use this email template to send a quick survey that can help you gather important insight about the student experience. It will leave students feeling like you value their input.
Suggested subject lines:
Share Your Thoughts
Survey Inside
Can We Ask You Something?
Class reminder email template:
Dear [[student name]],
Thank you for attending [course name] on [date]. We hope you enjoyed your class. Would you be willing to tell us about your experience?
This 5-question survey takes just a few minutes, but it helps us offer classes that meet your needs.
[survey button]
Thanks in advance!
[program director or admin]
Filling those last few seats in a course can sometimes feel like a challenge. Use the fear of missing out to your advantage by sending this filling-up-fast email. Potential students who have put off applying might be spurred to take action. The best time to send this email is when 90-95% of seats are already filled. If the class is seasonal or otherwise won’t be offered again for a while, make sure you mention that in your message, too!
Suggested subject lines:
Don’t Wait! Class Is Almost Full
Filling Up Fast
Only [3] Seats Left
Filling up fast email template:
Dear [[student name]],
There are just [#] seats left in [course name]. Don’t miss your chance to register.
[course title]
[course description or outcomes]
If this sounds like a class you’d like, register now!
Best,
[professor or program manager name]
Avoid canceling classes due to low enrollment by letting students know when their class is in danger. They might be able to find a friend or family member who is willing to join them. The student will be happy because they’ll get to take the class they registered for, and the program will avoid canceling the class. It’s a win-win, but it can’t happen unless you send this email and ask.
Suggested subject lines:
Urgent Info About [course name]
Can You Help?
Bring a Friend!
Low enrollment warning email template:
Dear [[first name]],
We hope you’re looking forward to [class title] on [date]. Unfortunately, unless we find [#] more students like you, we won’t have enough people to run the class.
You can help by inviting a friend or family member to attend the class with you. It’s a fun way to spend time together and it helps keep programs like this in our community. [We’re including this promo code so that a friend can register for XX% off]
If you can think of a friend (or two!) who might enjoy [class title], please send them an email with our course registration link.
You can also share a post on social media to help spread the word even further.
Thank you so much! We look forward to seeing you in class soon.
Best,
[professor or program manager name]
You probably post about new classes on social media, but don’t forget to reach out directly to your most engaged audience: existing students. Send this message to your email list to let them know that a new class is available. You might even include a discount code for early registration.
Suggested subject lines:
Something You Might Enjoy
New Classes For You
Check Out Our New [class title] Class!
New class announcement or new catalog email template:
Hi [[student first name]],
We’re excited to announce that we’ve added some new classes to our course catalog. These classes will fill up fast, so take a look and register now!
[image]
[course title]
[dates]
[Registration button/link]
Looking for even more classes worth exploring? Check out our complete catalog {link to catalog}.
Best,
[program director/admin]
Telling students about a price increase can be stressful, but it doesn’t have to be. This email template will help you communicate your price increase and help students understand why you made this business decision.
Suggested subject lines:
Important Announcement About [program name] Classes
For Your Information
Price Details for [course name]
Raising class prices email template:
Dear [student],
Since you’re one of our valued students, we want to keep you in the loop about changes to our programs and classes. Effective [date], you will notice a [% or $ amount] price increase on all of our classes. This small adjustment will help us continue to deliver high quality courses from experienced instructors.
We’re telling you now so you can take advantage of the current pricing while it’s available. If you register for any class before [date], you’ll get it at our current rate.
Here are a few classes you might like:
[list 2-3 classes related to the student’s history].
If you have any questions about this, please feel free to contact us. You can respond to this email or call xxx-xxx-xxxx during regular business hours.
Best,
[Director, admin or coordinator]
It happens to the best of us. A student suddenly stops engaging. They haven’t registered for a class in a while but they’re still on your email list. Use this template to invite them to reconnect.
Suggested subject lines:
We Miss You
Where Are You?
Are You Done Learning?
Reconnection email template:
Dear [[first name]],
It’s been a while since we’ve seen you in class. Since you’ve been away, we’ve added some brand new classes including:
[class title and image]
[2nd class title and image]
For even more fun and interesting classes, check out our full course catalog.
We hope to see you again soon.
Best,
[program director/admin]
P.S. Is there something we can do to make classes more convenient, accessible, or interesting for you? We’d love to hear about it. Send us an email and let us know.
We hope these email templates make communicating with your students a little bit easier. CourseStorm is all about helping you make student registration simple. Download the full email template pack here.
