Episode 13: Parent Communication: A 6-Step Email & Call System (with Templates!)

Parent communication isn’t anyone’s favorite part of the job (hi, same 🙋‍♀️), but it can be calm, professional, and effective.

In this episode, I share a simple 6-step framework I use for emails and phone calls so conversations stay factual, collaborative, and student-focused—without eating your whole prep period. You’ll also hear practical examples, boundary tips, and how to document contacts the smart way. You’ll learn why consistent, professional communication is essential for protecting instructional time and fostering strong relationships.

The 6-Step Framework:

1. State the facts, not your emotions. Be specific and quantifiable (e.g., “out of seat 4 times today,” “2 missing assignments”)—avoid labels.
2. Describe why the behavior is a problem. Connect to learning: missed practice, skills not developing, and disruption to peers.
3. Share what you’ve already tried: Seat changes, 1:1 check-ins, tutoring/retakes, reminders—show interventions in place.
4. Invite collaboration with the parent. Ask what they’ve noticed and what’s worked before; position yourselves as a team.
5. Explain next steps, Counselor/nurse/dean referral when appropriate; clarity here increases follow-through.
6. End with teamwork and care. Thank them, restate shared goal, and commit to follow-up—especially when things improve. Confidentiality note: Don’t include other students’ names in communications.

Pro Tips Mentioned:

• Document everything: quick spreadsheet + your district system (e.g., Infinite Campus).
• Call vs. email: A 5–10 minute call can save a 20-minute email—use an index card with the 6 steps as a mini script.
• Boundaries: Don’t check/respond outside contract hours. If you draft after hours, schedule send for the next school day.
• Build positives: Aim for two positive postcards per week and track in a Google Doc so praise is spread around.
• “Professional over perfect”: Clear, caring, and consistent beats word-smithing for an hour.

Free Resources

Parent Communication Call/ Email Script: Modify to fit your needs or use as a contact tracker.

👉 Download it HERE

Parent Email Templates (3 pack): Phone use • Disruptive behavior • Low grades — short, sweet, and aligned to the 6 steps.

👉 Download it HERE

Lab Day Starter Kit: Checklist, Google Slides template, station laugh cards, and signup sheet.

👉 Grab it HERE

Links & Mentions

Join the Confident Chemistry Teacher Facebook group: Click HERE

Share this episode with a teacher friend who’s navigating parent emails this week.