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9 Templates for Responding to Tricky Parent Email

As I am a homeroom teacher, I am more aware of the communication skills with parents. I think this post provides a very useful resource.

1. The “I didn’t know about test/quiz/field trip/event” email

Dear _____,

Thanks so much for reaching out. I’m sorry to hear that you were caught off-guard with last week’s [TEST/QUIZ/EVENT]. I just checked to verify that it was listed in [NEWSLETTER/WEBSITE/SCHOOL INFORMATIONAL SYSTEM]. Let me know if you had access issues—I know that can happen sometimes.

I’m happy to allow [STUDENT] to make up the test per our grading policy. [OR: While our grading policy does not allow students to retake quizzes, here are some other ways he can show his learning and recoup those points …]

2. The “I want to know why my child got this grade” email

Dear _____,

Thanks so much for your email. I’m happy to share more feedback with you on [STUDENT]’s areas for improvement. Let me know whether [SPECIFIC START/END TIME] or [SPECIFIC START/END TIME] works better for me to call.

*Note: While it may seem like this approach adds more to your workload, it actually takes less time to hop on a phone call than it would to scan the relevant materials, transcribe or copy-paste all the feedback you gave the student, and copy and paste relevant sections of the rubric, etc.

3. The “I want to opt my child out of this lesson/book because I find it offensive” email

If your district does not allow opting out for this unit of study and does not provide the language for your response:

Dear _____,

Thank you for sharing this concern. [UNIT OF STUDY] is listed as a state learning standard: [COPY AND PASTE STANDARD]. [UNIT OF STUDY] meets these requirements for learning. If you have any questions, please contact our district lead for [CONTENT AREA], [NAME], at [EMAIL].

If your district allows opting out for this unit of study:

Dear _____,

Thanks so much for communicating this with me. Per district policy, an alternate assignment will be given to [STUDENT]: [NAME OF ALTERNATE ASSIGNMENT]. If you have any questions, please contact our district lead for [CONTENT AREA], [NAME], at [EMAIL].

Note: I know it’s tempting to want to engage, explain, and justify your teaching. But this just opens you up for more work that ultimately boils down to families’ values and beliefs about humanity, which are not our job to change. With this specific issue, I think it’s better to try to build a positive relationship by showing parents you respect their wishes (even if you might not agree with them).

4. The “Your class is too hard for my child” email

Dear ____,

I’m so glad you reached out. I’m so sorry that [STUDENT] has been feeling confused or lost in class.

Let’s start with tutorials on [DAY and TIME], where I can chat with [STUDENT] and figure out where the disconnect is happening. From there we can develop a plan to either continue tutorials, address any relevant classroom issues, or recommend resources to give them some extra practice.

5. The “Please give my child an extra day on the project because we had a commitment last night” email

If the answer is yes:

Dear _____,

Thanks for reaching out about this. I understand how hectic this time of year can get.

Can you ask [STUDENT] to [TALK WITH/EMAIL] me about this today? I know asking things of a teacher can feel intimidating, but I’d love to give them a low-risk opportunity to practice self-advocacy.

If the answer is no:

Dear _____,

Thanks for reaching out about this. I understand how hectic this time of year can get.

Per our grade-level policy, late [TESTS/PROJECTS] are [NUMBER] points off per day. However, I’m happy to work with [STUDENT] on other ways they can show their learning to recoup those points.

6. The “I don’t think my child is getting enough homework. Can you send more?” email

Dear ______,

Thanks so much for reaching out about this. It’s important to me that homework is meaningful, but also that each of my students is challenged appropriately.

Here are some online resources and links to good workbooks I’ve gathered for you to extend learning at home: …

Note: I think it’s important to set boundaries with families, including their ability to give you more work. Providing them links to workbooks and online resources connects with them opportunities to extend their child’s learning without giving you extra copying, grading, and feedback to do.

7. The “My child is getting too much homework/homework takes too long” email

Dear _____,

Thanks for reaching out about this. It’s so important to me that homework is meaningful, not stressful. I’m glad you let me know.

I’d love to chat with you about some ideas I have for reducing the overwhelm [STUDENT] is feeling. Let me know whether [SPECIFIC TIME] or [SPECIFIC TIME] works better for me to call. 

8. The “My child told me about a negative interaction with you/classmate” email

Dear _____,

Thank you for letting me know about this. I’m so sorry to hear that [STUDENT] was feeling [UPSET/FRUSTRATED] about what happened yesterday.

I’d like to make sure we’re on the same page as soon as possible. Let me know whether [SPECIFIC TIME] or [SPECIFIC TIME] works better for me to call.

Note: Like the “I want to know why my child got this grade” email, this approach actually saves you work (and the risk of tone being misinterpreted). But more important, this approach also protects student privacy if the parent wants to discuss an incident involving a classmate.

9. The “We’re going on vacation, can we get the work/test early?” email

Dear _____,

How exciting! That will be such a great learning experience for [STUDENT].

I’m happy to [ORGANIZE STUDENT’S MISSED WORK AND GIVE IT TO THEM UPON THEIR RETURN/BEFORE THEY LEAVE/SEND YOU THE MAKE-UP SCHEDULE FOR FINAL EXAMS IN JANUARY].

Wishing you safe travels and a wonderful vacation!

Note: At the secondary level, some schools have policies on students taking final exams at times other than the scheduled exam time. Some even have forms for parents to fill out to request vacations. Be sure to verify with your school that you’re following protocol. If you’re at a new school, I would also run your reply by teachers who have been there a while to make sure you’re in-step with others’ responses.

Every situation, child, and school is different, so you’ll have to adjust your responses accordingly. But with these email templates, you have a framework of how to respond professionally, kindly, and in a way that protects everyone involved.

References:https://www.weareteachers.com/parent-email-templates/

About job…

Recently, since I had been changing positions back and forth from kindergarten and the elementary, I was so tired of it. I decided NOT to renew my contract. Since then, my mindset has become more like, “As long as I have tried my best and am not being compliant”… I got a big relief!

I got a sort of work-life balance. I tried my best. I got off 5ish. I can focus on my dinner, my time, and my rest. I enjoy my leisure time after work on weekdays. I feel it is “just a job” that I need to make a living in Taichung and know what I am doing.

My mom’s visit

My mom visited me in Taichung the past weekend. I had a good time. The only imperfect thing was her mind was hunted by things in Kaohsiung, so she could not totally focus on the trip. Other than this, I was satisfied. I feel recharged but still need some time to get back to normal working mode.

Some thoughts after Thanksgiving

It’s been a while since last time I wrote in my blog. I was sentimental about Thanksgiving. I feel like I should express gratitude and appreciation because I would not be able to walk far until now. Things in kindergarten were complicated and unfriendly. I have been changed back to elementary for weeks. Although I still hate some parts, I feel much more comfortable working here, staying in the classroom, and “prolonging” the time for completing tasks.

I am thankful to have supporters. As I cast my energy into handmaking crafts, I feel better. I hope things are clamer.

I was asked to sub Garfield’s math class yesterday. Kids were innocent. They hugged me and asked, “Tr. Pei, why did you leave and “don’t” tell us? I miss you!” There is warm flow went through my heart. See? Everything was manipulated by parents and the school. Kids were innocent.

I met Emer and Emmy while I was on my way to dinner. They invited me to join them. We talked a lot. I feel lucky that I left the kindergarten. I don’t have to apply for a kindergarten assistant qualification for the school anymore and I don’t have to prepare kids for ridiculous exams.

Last, my mom will come to Taichung to visit me today after work. I plan to take her for a nice dinner and we can go to explore Taichung City a bit. It is a good opportunity for her to see and know my living environment. I think it is good for our communication and conversation.

Some Thoughts

As time passes, new ideas about positive class management have replaced strict discipline. As I read an article about establishing classroom rules, I am glad to witness positive changes in dynamics in education.

Instead of saying not doing XXX, we say positive words like Tacher’s Love message.

  • No matter how you behave, I will still love you.
  • I am so lucky and blessed to be your teacher.
  • You are unique. You are a special individual in my heart.
  • As long as you’ve tried your best, it’s okay if you didn’t do it well.

In addition, Egan and Aaliyah argued in the classroom. I handled it by asking what was happening and asking them to say sorry to each other. However, Egan was not willing to. I said, okay, if you don’t feel comfortable, we can talk about it later. It doesn’t mean that you can skip it, but we can talk about it LATER. We continued the class. In the afternoon, I asked them to come. Eagn told me actively that Tr, I am okay now and he said sorry to Aaliyah. Aaliyah told me, “Tr. we played together. We are friends now.” What a wonderful story! We need to handle these cases tenderly and patiently. Most of the time, they will turn out nicely. Trust your guts and your kids!

This is the pin-dou I made. for my new. class, Garfield.