Sample Email Templates for Virtual Programming

Customize the following Sample Email Templates to efficiently communicate with Parents/Guardians


Example #1 – General Parent/Guardian Permission Request 

Dear Parent/Guardian: 

In an effort to continuously serve members during the [Name of Organization] closure, [Name of Organization] staff are providing virtual programming using Zoom.  Zoom allows video conferencing to take place in pre-scheduled classes between [Name of Organization] staff and members.  

In order to participate in virtual programming, you will need the following:

  • A computer, mobile, or tablet device with access to the Internet
  • A quiet space at home in which members can participate 
  • To register for Zoom you will need to provide some customer data, including but not limited to:  your email address and first and last name (for more information, see   

 To maintain safety, virtual programming is being implemented with the following parameters in place:

  • No child will be allowed to participate in virtual programming without advanced permission from a parent/guardian.
  • All virtual programming will be administered by two [Name of Organization] staff

If you consent to having your child use Zoom for virtual programming, please respond to this email with the following message:

  • “I, [PLEASE TYPE YOUR FULL NAME], the parent/guardian of [PLEASE YOUR CHILD’S FULL NAME], give permission for him/her to participate in [Name of Organization] virtual programming at [Name of Organization].”

If you have any questions, please feel free to contact me.