Contact Templates

Dear [Teacher's name],

Thank you for booking [activity name] with [Your company name]. I'm pleased to confirm your booking for:

Date: [Date]
Time: [Start time] – [End time]
Location: [Your address / School name if you're visiting]
Number of students: [Number]

I'll be in touch closer to the date with more details about what to expect and any practical arrangements.

In the meantime, please let me know if you have any questions or if there's anything specific you'd like us to cover.

We're looking forward to working with your students.

Best wishes,
[Your name]
[Your job title]
[Your company]
[Your phone number]

Dear [Teacher's name],

Just a quick email with practical details for your visit on [Date].

ARRIVAL
Please arrive at [Time — suggest 10-15 mins before start]. Enter via [entrance location] and ask for [contact name] at reception.

PARKING
[Parking instructions — where to park, any permits needed, or alternative transport suggestions]

WHAT TO BRING
[Any specific requirements — ID, packed lunch, specific clothing, etc.]

ON THE DAY
[Brief outline of what will happen — who will meet them, where they'll go, what the session includes]

CONTACT ON THE DAY
If you have any problems on the day, please call me on [mobile number].

Please could you confirm:
- Final number of students attending
- Any additional needs we should be aware of (accessibility, dietary requirements, etc.)

Looking forward to seeing you on [Day].

Best wishes,
[Your name]
[Phone number]

Dear [Teacher's name],

Thank you for [bringing your students to visit us / having us at your school] on [Date]. We really enjoyed meeting your students and hope they found the session useful.

[Add a specific positive comment — e.g., "The students asked some really thoughtful questions" or "It was great to see them so engaged with the hands-on activity"]

We'd love to hear any feedback from you or the students — it helps us improve our sessions for the future.

We'd be very happy to work with [School name] again in the future. Please do get in touch if you'd like to arrange another activity or discuss other ways we could support your students.

Thank you again for the opportunity.

Best wishes,
[Your name]
[Your company]

Dear [Teacher's name],

I hope this email finds you well. I wanted to follow up on my previous message about [activity name / our work experience programme / etc.].

I understand school schedules are busy, so I just wanted to check whether this is something you'd be interested in, or if there's a better time in the year for us to get in touch.

As a reminder, we're offering [brief description of opportunity] and would love to work with students from [School name].

Please let me know if you'd like any more information, or if there's a colleague I should speak to instead.

No worries if the timing isn't right — I'm happy to get back in touch next term if that works better.

Best wishes,
[Your name]
[Your company]
[Your phone number]

Dear [Teacher's name],

I'm really sorry, but I need to let you know that we're no longer able to go ahead with [activity name] on [Original date] as planned.

[Brief, honest reason — e.g., "Unfortunately, the staff member leading the session is now unavailable" or "Due to unexpected circumstances at our workplace"]

I understand this is frustrating, especially as you'll have made arrangements. I sincerely apologise for any inconvenience.

IF RESCHEDULING:
We'd very much like to reschedule if possible. Would any of the following dates work for you?
- [Option 1]
- [Option 2]
- [Option 3]

IF CANCELLING ENTIRELY:
We'd love to work with you in the future when circumstances allow. Please do keep us in mind for next term.

Again, I'm very sorry for the late change. Please don't hesitate to call me if you'd like to discuss.

Best wishes,
[Your name]
[Your phone number]