Hey friends:
In times of uncertainty, it is essential to communicate continually, even when you don't have all of the answers. For many, if not most families, you are the face of the school and the person they are most comfortable dealing with, so they need to hear from YOU!
To help and simplify the process, I have written four sample emails for you. You can copy and paste as is, or modify to suit your situation better. I just wanted to be of service in some small way.
I hope this helps.
EMAIL #1: To Administrators: (Send to all admin, even district level Fine Arts coordinators)
Dear Admin Team:
I hope you are healthy and taking care of yourself.
I want you to know that I speak on behalf of our entire faculty when I say THANK YOU! Thank you for everything you have done, are doing, and will continue to do on behalf of our students and school community. I can't imagine what you are dealing with and the decisions you have to make. But, I want you to know that we appreciate you all.
I also wanted you to know that as the band/choir/orchestra director, I am actively working on non-instructional issues related to the school closure that is affecting my program. I am also planning and preparing for the changes that might be required upon our reopening. If you would like to know the specific things I am doing, please feel free to reach out to me. I am also maintaining an active communication schedule with my students and parents. If there is anything you want (or don't want) me to share, please let me know.
Lastly, these are uncharted waters, and I know you are making decisions large and small with little information and no historical precedent. I want you to know that I am here to support you in whatever capacity you need. I am more than a music educator, I am a member of this faculty and school community, and I want to be an active part of helping our students and school move forward through and past these turbulent times. Please let me know what I can do.
In service,
(insert name)
EMAIL #2: Email to Parents/Guardians/Supporters/Community Members
Dear Parents, Guardians, Friends, and Families,
I hope you are healthy and taking all precautions to keep everyone out of harm's way.
The unprecedented and abrupt closure of school has left everyone, teachers included, with more questions than we have answers. The situation is fluid and changing day by day.
As our school and district work their way through the uncertainty, please know that I will continue to communicate information, not just as it relates to our program, but as it relates to the entire school community.
Lastly, you have all heard me say that our program is more than a class. It's a family. And families help one another. If there is anything I can do to be of service during these difficult times, I stand ready, able, and willing.
Hang in there, everyone, and remind your child to practice every once in a while!
Stay safe, and I will be in touch as more information becomes available.
Sincerely,
(insert name)
Email #3: Email to Student Leaders (can be texted as well)
Hey student leaders,
First and foremost, let me say that I miss you all and look forward to a time when we can all be together again.
In the meantime, I wanted to reach out and share a couple of thoughts. These are uncertain times, and while you might be reveling in the additional days off, some of your peers are nervous and concerned. Now is a great time to reach out to your section members and let them know you are thinking of them. Let them know that you are there for them and that they can turn to you with any questions or concerns they might have.
I know that you all have questions related to canceled events, the remainder of this year, and plans for next. Please remember that I am working on these issues and will be in touch as our next steps become clearer.
(If you have further instructions about a meeting or tasks needing to be done, this is where you would insert them.)
Please continue to be a leader at home by helping out and being kind to your family.
Be safe, and be healthy!
(insert name)
Email #4 to Students (can be texted as well)
Dear Students,
I hope you are well and staying healthy.
I just wanted to drop you a quick note and let you know that I miss you all and look forward to a time when we are all back together and making music.
My inbox is overflowing with questions and concerns related to canceled events and issues related to the end of the year. And while I don't have all of the answers, know that I am working to resolve all issues with as little impact to you as possible.
You need not worry, that is my job. Your job is to stay healthy, keep a positive attitude, and help your family through these difficult times.
I will be in touch as more information becomes available, but in the meantime, enjoy your extended break and take your horns out every once in a while.
Sincerely,
(insert name)