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Email Templates

Email Samples

Generic Samples

Dear _________


I am contacting you to ask for your help in spreading the word about our need for host families to host high school exchange students in the _________ community. I have enclosed an email below that you can use to forward to your families _________to let them know how they can host a foreign student who shares their passion for ___________(SPORT/INTEREST NAME)!

Our students are joining _________ (SPORT/INTEREST NAME) in school __________ (WHERE?) across the U.S., and everybody enjoys it so much, including the American students and teachers. Perhaps you are interested in hosting too?!

Thank you very much!

Dear _________

I am contacting you to ask for your help in spreading the word about our need for host families to host high school exchange students in the _________ community. I have enclosed an email below that you can use to forward to your families _________to let them know how they can host a foreign student who shares their passion for ___________(SPORT/INTEREST NAME)!

Our students are joining _________ (SPORT/INTEREST NAME) in school __________ (WHERE?) across the U.S., and everybody enjoys it so much, including the American students and teachers. Perhaps you are interested in hosting too?!

Thank you very much!

Following Up After NO Response

Hi {Name}

I sent you an email a while ago about Education Travel & Culture and how I think your family could be a great fit for one of our exchange students.

Did you know that ETC provides inbound program opportunities for high school students throughout the world to study in an American high school and live with an American family? Host families provide room and board, a quiet place to study, and an American family experience for guest students during their semester or academic year in the United States.

If you’d like to hear about this in more detail, please let me know. I would happily set up a phone call to tell you everything you need to know.

I look forward to your response.

{Signature}

Hello [Name],

I don’t want to pester you, but I just want to make sure that you received the information I sent about [exchange student name] in my previous email. I really feel like this could benefit your family because [give explanation].


Do you have a few minutes to discuss further this week? Let me know your schedule or give me a call at [phone number] and I would happily spend some time telling you everything you need to know about hosting an exchange student with ETC.

[Signature]

Following Up After Leaving a Voicemail

Sub: Just tried to call you, {name}

Hi {Name}

I just tried calling you but assume you are busy.

Please give me a call back on {number} or let me know when it would be convenient to give you a ring again.

I look forward to hearing back from you.

{Signature}

Sub: Is there a better time we can talk?

Hi {name},

I tried calling you some time ago but assume you’re busy at the moment.

When you have a moment, please call me back at {number} or let me know if there’s a better time for me to phone you.

Hope to talk soon.

Regards,

Following Up to Say Thank you

Hi [Name],

Thank you so much for taking the time to speak with me earlier today! I truly enjoyed learning more about you and your famiy.

Please let me know once you’ve had a chance to look over the info I shared with you. I’d also be happy to give you a call to answer any questions you may have. Call me at [phone number] any time or reach out to me here.

[Signature]

Following Up To Share More Information

Hello [Name],

I know I’ve already shared some information about [Exchange student name] with you, but I thought you might be interested to learn about a new student that might be a great fit as well for your family. 

[Share details]

If you have any additional questions, feel free to reach out or call me at [phone number].

[Signature]

Hi [Name],

I enjoyed talking with you earlier today to discuss about hosting an exchange student. As promised, here’s that information about [one of our exchange students / ETC] that I mentioned.
Let me know once you’ve had a chance to look over this additional information. I’d be happy to discuss with you further or answer any additional questions you may have.

[Signature]

Sample for schools/teachers/programs

My name is ________________and I work with Education Travel and Culture (ETC), a non- profit educational and cultural exchange program.

My job allows me to witness the incredible journey that our international teenagers and their American host families experience during the homestay experience. I love being part of a young person’s once in a lifetime opportunity – wouldn’t you too?

_____________(SPORT/INTEREST NAME) is a program unique to American High schools. Many exchange students are excellent _________ (sports, music, dancers, etc…) with a variety of talents.

With this email, I would like to introduce you to our exchange program and encourage you to help us bring international diversity to __________ (WHERE) by hosting one of our excellent exchange students for a semester or a year.

Our host families have a broad range of backgrounds, interests, and experiences, providing students with a real flavor of the diversity that America is so proud of. There is no such thing as a “perfect” host family –families with one child or six children at home, empty nesters, and even single adults can make an exchange student’s American Dream come true.

Hello ____________(Insert High School Name Here),

Hope all is well with you and I hope you’re having a great week! I have a couple exchange students that are in need of a host family this upcoming school year and I thought maybe someone in __________ (high school name) might be interested in hosting one of them and I thought surely, since you all were the __________ (Name a group of people. Example, language teachers), you would know the students that would more than likely be interested!! Would it be possible for you to help spread the word through your contacts that we are in need of a family?

Exchange students enrich the lives of their host families, peers, teachers, and the entire community! As I can truly say that hosting is an amazing experience and an unforgettable time for the whole family. Most people walk away with a new member of the family, new traditions and menu ideas, great memories and a vacation invitation from abroad! Our students bring their own spending money and insurance and totally integrate within the family; they are not a guest! You can expect them to do chores like American teenagers and they participate in all of your usual family activities.

Following Up After They've Shown Interests

Hi {Name},

I trust that you have had an opportunity to read my previous email/post and look at our website, so I figured it’d be worth checking in with you again.

Do you want to know more about how hosting an exchange student can help your family make a difference by supporting diversity and cultural awareness?

I’d be happy to set up a phone call & have a quick chat with you!

What time would work best for you?

When The User Prospects Ask To Cricle Back Later

Hi {{First Name}}

Hope all is well.

Last time we spoke you didn’t think that hosting {exchange student name and country} was a good fit for your needs because of {{reason why they didn’t want to host}}

The good news is that we now {{we have another exchange student that might fit better for your family}}.

I’d be happy to set up a quick call with you and answer any pending questions.

Best,

Can we pick up from where we left off?

Hi {name},

The last time we discussed hosting an exchange student you suggested that it wasn’t the right time & asked me to connect some time around the end of the year/semester.

With that being said, should we pick up from where we left off?

Eager to hear back from you!

Regards,

Breaking Up

Sub: Thanks from ETC

Hi {{FirstName}},

I know we haven’t been able to connect, which usually means one of two things: Either the timing may not be right or you no longer are interested.

In either case, I want to respect your time so I’m going to go ahead and close your file.

Otherwise, if you would still like to talk about hosting an exchange student, let me know a good time.

Thanks again.

Best,

Sub: Thanks from ETC

{{FirstName}},

I wanted to reach out to you one last time regarding hosting an exchange student.

If I don’t hear back from you, I’ll assume that the timing isn’t right and I won’t contact you again.

If I can be of assistance, you can always reply to the message and I’ll be more than happy to help you.

Goodbye for now.

Email

Phone Number

(503) 222-9803 in Portland
(877) 222-9803 Toll Free
Fax: (503) 227-7224

Address

1029 SW Washington Street Portland, OR 97205