Sample Email Templates for Virtual Programming

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

This downloadable and customizable template includes guidance for your youth participants like:

  • General Parent/Guardian Permission Request
  • Zoom Programming and Video Release Consent for Live Performances Request
  • Virtual Consent for Xbox Live & Zoom Programming Request

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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.

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