Email templates for tricky moments

Most teachers waste an hour rewriting the same emails from scratch every month. These templates cover the six moments where most people freeze. Copy the text, adapt the tone to yours, save the final version in PinTeach Settings → Custom message templates so you don’t have to do this again.

Download all 6 templates as Markdown

The placeholder syntax ({student}, {date}, etc.) matches what the PinTeach campaign engine and saved templates use, so you can paste these directly into the app and the variables get filled in automatically.

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1. Welcome — first trial confirmed

Subject: Welcome, {student} — your first class is set

Hi {student},

Looking forward to meeting you on {date}. The link to join is in your portal: {portal_url}.

Before we start, two things that help me prepare:

1. What’s the main reason you want to learn {language} right now?
2. What did and didn’t work in previous classes (if any)?

No need to write an essay — two lines is plenty.

See you soon, {teacher}

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2. Late cancellation (less than {N} hours)

Subject: Cancellation of our class on {date}

Hi {student},

I got your message. Per our agreement, cancellations less than {N} hours before the class consume the credit. I’ve adjusted your package accordingly — you can see the updated balance in your portal.

Life happens; if there’s something specific going on, tell me and we’ll figure it out. Otherwise, here’s the link to book your next session: {book_url}.

{teacher}

The credit charge here is automatic if your cancellation policy in Settings is configured to consume credits on late cancel.

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3. No-show follow-up

Subject: We missed each other on {date}

Hi {student},

I was online at {time} but you didn’t make it. Hope everything’s ok.

Per our agreement, no-shows consume the credit; that’s the rule for everyone so it’s fair. I’d really like to get you back on track — here’s a direct link to book the next one: {book_url}.

If there’s a recurring scheduling issue, tell me and we’ll fix it together.

{teacher}

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4. Trial → paid conversion nudge

Subject: How would you like to continue, {student}?

Hi {student},

It was great to meet you the other day. Based on our class I think we can hit your goal of {goal} in a focused way.

Here are the packages that fit best:

• {package_a} — best if you want to {benefit_a}
• {package_b} — best if you’d rather {benefit_b}

Both link in your portal: {portal_url}. Happy to answer any question before you decide.

{teacher}

Pair with a PinTeach campaign triggered after the trial completes (Campaigns → trigger “Trial completed”) and this email goes out automatically.

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5. Package expiring soon

Subject: Your package expires on {expiry_date}

Hi {student},

Heads up — your current package runs out on {expiry_date} with {credits_left} class(es) still unused. Two options:

1. Book the remaining classes now (link: {book_url}).
2. Renew with a new package (link: {portal_url}).

If neither works for you, just reply and we’ll figure something out.

{teacher}

PinTeach already triggers this automatically if you enable the “package about to expire” campaign in Campaigns.

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6. Price increase

Subject: Update to my rates from {effective_date}

Hi {student},

I wanted to give you advance notice that my rates will change from {effective_date}:

• {package_name}: from {old_price} to {new_price}

The change reflects the time I spend preparing your sessions, materials, and follow-up. Anything you buy before {effective_date} stays at the current price and you keep using it until you finish the credits.

Thanks for being part of this — if you have any question, just reply.

{teacher}

Tip: send this 4–6 weeks before the change and offer a “buy now at current rate” window. People appreciate transparency more than they appreciate cheap.

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Saving these in PinTeach

Once you’ve adapted a template to your voice:

1. Go to Settings → Custom message templates
2. Click New template, paste the text, set a short name (e.g. “late-cancel”)
3. The next time you write this email manually, pick it from the dropdown — variables get filled in for you.

For automatic sends (e.g. expiring packages), wire the template into a Campaign in the Campaigns section. Trigger + delay + template.