Sample Email and Data Confirmation Letter Textwhen Using Econfirm

Sample email and Data Confirmation Letter textwhen using eConfirm

The followingtext will help you get started with eConfirm. This text is for use within the Email Contact Manager found within the MySchool software. It’s important that you communicate effectively with your returning families and people are easily confused by procedures unless they are very clearly defined.

There are 2 types of schools. Please use the appropriate language for your school that is outlined below:

Opt In school – Your school requires an acknowledgement from each returning family every year to be in the directory. You will set all families to “no print” before the school year starts and only those families that have acknowledged they wish to be in the directory (via responding to the data confirmation letter) will be and printed. All new families must fill out a blank form to be in the directory.
Opt Out school – Your school sends the data confirmation letters to returning families each year and gives them an opportunity to opt out of printing. Your parents only need to contact you if they have changes to their information or they wish to not be printed. All new families must fill out a blank form to be in the directory.

NOTE: The eConfirm links referenced below can be found by logging into your Paperless Services account here:

New Families

You should direct all new families (new families to the school or new to the directory) to the eConfirm web form for New Families.

We recommend putting this link on your schools website where it can easily be found.

Because new families are not in your database and you cannot email them the link, we recommend you reference the link to this form on any printed orientation material.

You may also ask your school administration to assist you by emailing out the link via their system. Most schools maintain a student information system that can blast emails to all attending families.

Opt in School Text

If your school requires all families to opt in to the directory each year, please consider using the following text for your emails and data confirmation letters below:

Email Text:

Sample email text to send email the Data Confirmation letters when using eConfirm:

************************************************

Dear [e_familylast] Family,

Please read the entire email as it details our Family Directory update procedures. Your family will NOT be in the directory this year unless you update your information using one of the links below.

Your response is due by "insert date here".

Attached is the information we currently have for your family. Carefully review the information in the attachment. Then go to our secure web form to update your information using one the links provided below. You will be asked for your Family ID on the form.

Here is your Family ID: [e_family_id]

1. Your information is complete and you only need to opt in for the year.

Use this link: “insert your schools opt in link here”

2. You need to correct your information: change of address, phone, email, OR adding a new student – you need to fill out our online form COMPLETELY with your updated information.

Use this link: “insert your schools families needing to update link here”

3. Print the attached Data Confirmation letter and make your changes manually and return it to the school office. We would appreciate you using our secure web form but we understand that some may not wish to do this online.

Thank you,

Your name and email contact information here

**************************************************************************

Data Confirmation Letter Text:

Sample Data Confirmation letter text when using eConfirm:

Welcome to the 2011-2012 school year

Each year we publish our school directory. It's a great way to stay in touch with other families.

This letter has all the information that you have provided to our parent organization for inclusion in the family directory. You will also find listed your current preferences for printing this information in the directory.

Please review the following information for accuracy. You will NOT be in the directory unless you opt into the directory. You can opt in using one of the two links provided in the message of this email.

Your review of the data is due on or before Friday, September 10.

If we do not hear from you by this date, we will assume that you do not wish to be included in the directory.

You may also print out this form, make your changes including checking the box to indicate you wish to be in the directory and return to the School Office

Thank you for your cooperation

Opt Out School Text

If your school only needs responses from returning families if their data has changed, please consider using the following text for your emails and data confirmation letters below:

Dear [e_familylast] Family,

Please read the entire email as it details our Family Directory update procedures. Unless you contact us using one of the methods below, we will assume your information is correct and you wish to be in this year’s family directory.

Your response is due by "insert date here".

Here is your Family ID: [e_family_id]

1. You need to correct your information: change of address, phone, email, OR adding a new student – you need to fill out our online form COMPLETELY with your updated information.

Use this link: “insert your schools Family Update link here”

2. You wish to opt out of the directory for the year or change your print exclusions:

Use this link: “insert your schools opt in link here”

Thank you,

Your name and email contact information here

******************************************************************

Data Confirmation Letter Text:

Sample Data Confirmation letter text when using eConfirm:

Welcome to the 2011-2012 school year

Each year we publish our school directory. It's a great way to stay in touch with other families.

Please review the following information for accuracy. If the data is accurate and you wish to be included in this year’s directory, DO NOTHING. If you need to change your information or wish to opt out of the directory, please use one of the two links provided in the message of this email.

Your review of the data is due on or before Friday, September 10.

You may also print out this form, make your changes including checking the box to indicate you wish to be in the directory and return to the School Office.

Thank you for your cooperation

Directory Solutions Inc., 2011