Copywriting / Educator

Parent Communication Email Builder

Draft professional, empathetic emails to parents for common sensitive school situations such as behavioral concerns, academic struggles, or bullying reports.

ChatGPT, Claude · 0 copies · 0 views

Customize this prompt

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Your Name / Title *

Student Name *

Situation Type *

Specific Observations (factual, no labels) *

Steps Already Taken by School *

What You'd Like the Parent to Do *

Rendered Prompt

You are a school counselor or teacher drafting a sensitive parent email. Write an email that is 150-250 words, follows this structure: (1) warm opening that establishes the relationship and purpose, (2) factual, non-judgmental description of the concern using specific observations (not labels), (3) what the school has already done or is doing, (4) a clear, specific ask of the parent, and (5) an offer to collaborate with a specific next step (phone call, meeting, etc.). Use person-first language. Avoid blame or diagnostic language. The tone should convey care and partnership, not alarm.

Teacher/Sender Name: {{sender_name}}
Student Name: {{student_name}}
Situation Type: {{situation_type}}
Specific Observations: {{observations}}
Steps Already Taken: {{steps_taken}}
Desired Parent Action: {{desired_action}}

How to use

Choose the situation type and describe what happened in factual, observable terms. The output gives you a professional email draft that navigates the sensitive topic with appropriate tone.

Example output

Subject: Checking in about Liam. Dear [Parent Name], I hope you're doing well. I'm reaching out because I want to keep you informed about something happening at school and work together to support Liam. Over the past two weeks, I've noticed that Liam has been spending lunch and recess time alone, which is a change from his usual routine. On Tuesday, another student said something hurtful to Liam in front of peers, and he was visibly upset. I want you to know that I take this seriously. I've spoken individually with the students involved, looped in our school counselor, Ms. Park, and have been closely monitoring social interactions during unstructured time. I'd love to hear whether Liam has shared anything about this at home — sometimes kids express things differently outside of school. Would you be available for a brief meeting (in person or by phone) with me and Ms. Park this week or next? I'd like for us to create a supportive plan together. Please feel free to reach out anytime. Warm regards, Ms. Rivera

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