Learner Communications
Templates and guidelines for effective learner-facing communications.
Communication Types
| Type | When to Send | Purpose |
|---|---|---|
| Enrollment | Upon registration | Welcome, set expectations |
| Pre-course | 1-3 days before | Prepare, build anticipation |
| Reminder | Day of/before deadline | Prompt action |
| During course | As needed | Support, encourage |
| Completion | Upon finishing | Congratulate, next steps |
| Follow-up | 30-60 days after | Reinforce, measure transfer |
Email Templates
Enrollment Confirmation
markdown
**Subject:** Welcome to [Course Name] - You're Enrolled! Hi [First Name], You're enrolled in **[Course Name]**! **What you'll learn:** - [Key outcome 1] - [Key outcome 2] - [Key outcome 3] **Details:** - **Start date:** [Date] - **Duration:** [X hours/minutes] - **Deadline:** [Date] - **Format:** [Self-paced / Live sessions / Blended] **Before you begin:** [Any pre-work or preparation needed] **Access your course:** [BUTTON: Start Learning] or [Link to LMS] Questions? Contact [support email/link]. [Signature]
Pre-Course Reminder
markdown
**Subject:** [Course Name] Starts [Tomorrow/Monday] - Are You Ready? Hi [First Name], Your training begins [tomorrow/on DATE]! **Quick prep:** - [ ] [Pre-work item 1, if any] - [ ] [Pre-work item 2, if any] - [ ] Block [X minutes/hours] on your calendar **What to expect:** [Brief description of first module or session] **Access your course:** [Link to LMS] See you [tomorrow/DATE]! [Signature]
Deadline Reminder
markdown
**Subject:** [X Days] Left to Complete [Course Name] Hi [First Name], Just a friendly reminder: **[Course Name]** is due on **[Date]**. **Your progress:** [X]% complete **Time remaining:** Approximately [X minutes/hours] [BUTTON: Continue Learning] Need more time? Contact [manager/admin] to request an extension. [Signature]
Mid-Course Encouragement
markdown
**Subject:** Great Progress on [Course Name]! Hi [First Name], You're [X]% through [Course Name] - nice work! **What's next:** [Brief preview of upcoming content] **Tip:** [Helpful suggestion related to the training] Keep going - you've got this! [BUTTON: Continue Learning] [Signature]
Completion Congratulations
markdown
**Subject:** Congratulations! You've Completed [Course Name] Hi [First Name], You did it! You've successfully completed **[Course Name]**. **Your results:** - **Score:** [X]% - **Time spent:** [X hours/minutes] - **Completed on:** [Date] **What you learned:** - [Key skill 1] - [Key skill 2] - [Key skill 3] **What's next:** - [Apply skill in specific situation] - [Recommended follow-up course, if any] - [Resources for continued learning] [BUTTON: Download Certificate] (if applicable) Thank you for your dedication to learning! [Signature]
Follow-Up Survey Request
markdown
**Subject:** Quick Question About [Course Name] Hi [First Name], It's been [30/60] days since you completed [Course Name]. We'd love to hear how it's going! **Quick survey (2 minutes):** [Link to survey] Your feedback helps us improve training for your colleagues. Thank you! [Signature]
Announcement Templates
New Course Available
markdown
**Subject:** New Training Available: [Course Name] Hi [Team/All], A new training is now available: **[Course Name]** **Who should take it:** [Target audience description] **What you'll learn:** - [Outcome 1] - [Outcome 2] - [Outcome 3] **Details:** - **Duration:** [X hours/minutes] - **Deadline:** [Date, if mandatory] - **Required/Optional:** [Specify] [BUTTON: Enroll Now] Questions? Reply to this email or contact [support]. [Signature]
Mandatory Training Notice
markdown
**Subject:** Required: Complete [Course Name] by [Date] Hi [First Name], You are required to complete **[Course Name]** by **[Date]**. **Why this matters:** [Brief explanation of importance/compliance requirement] **Details:** - **Duration:** [X minutes] - **Deadline:** [Date] - No extensions - **Tracking:** Completion is reported to [HR/Manager/Compliance] [BUTTON: Start Training Now] If you've already completed this training, please disregard this message. Questions? Contact [support]. [Signature]
Training Update/Change
markdown
**Subject:** Update: Changes to [Course Name] Hi [First Name], We've updated **[Course Name]** with new content. **What's changed:** - [Change 1] - [Change 2] **What you need to do:** [If re-take required: "Please complete the updated training by [Date]."] [If informational: "No action needed - this is for your awareness."] [BUTTON: View Updated Training] [Signature]
Writing Guidelines
Subject Lines
Do:
- •Keep under 50 characters
- •Front-load important info
- •Use action words
- •Include course name
- •Add urgency when appropriate
Examples:
- •✓ "Complete Safety Training by Friday"
- •✓ "You're Enrolled: Leadership Essentials"
- •✗ "Important information regarding your upcoming training enrollment"
Body Content
Do:
- •Lead with the most important information
- •Use short paragraphs (2-3 sentences)
- •Include clear calls-to-action
- •Personalize with first name
- •Make deadlines prominent
Don't:
- •Bury the action item
- •Use jargon without explanation
- •Make it too long (aim for <200 words)
- •Forget mobile readers
Tone
| Situation | Tone |
|---|---|
| Welcome/Enrollment | Warm, encouraging |
| Reminder | Friendly, clear |
| Deadline warning | Urgent but respectful |
| Completion | Celebratory |
| Mandatory | Professional, firm but not threatening |
Communication Schedule Template
markdown
## Course: [Name] ## Audience: [Description] ## Duration: [Enrollment to completion] | Day | Communication | Channel | Owner | |-----|---------------|---------|-------| | Day 0 | Enrollment confirmation | Email | LMS auto | | Day -1 | Pre-course reminder | Email | L&D | | Day 3 | Progress check | Email | LMS auto | | Day 7 | Deadline reminder (if needed) | Email | L&D | | Day X | Completion congratulations | Email | LMS auto | | Day X+30 | Follow-up survey | Email | L&D |
Accessibility in Communications
- •Use descriptive link text: "Start Training" not "Click here"
- •Don't rely on color alone for meaning
- •Keep formatting simple for screen readers
- •Provide text alternatives for any images
- •Test emails in plain text mode
File Output
Save to: course-template/03-implementation/learner-communications/
Naming:
- •
email-enrollment-confirmation.md - •
email-reminder-deadline.md - •
email-completion.md - •
announcement-new-course.md