Sometimes, things don’t go as planned. Courses get postponed for various reasons, and when that happens, it’s important to let applicants know quickly and professionally. This article will walk you through How To Email Applicant That The Course Is Postponed. We’ll cover the key things to include and provide examples to help you write clear and respectful emails.
Key Elements of a Postponement Email
When you need to tell someone that a course is postponed, your email needs to be clear and to the point. You don’t want to leave the applicant confused or frustrated. Here’s what to include:
First, start with a clear subject line like “Important: [Course Name] Course Postponement”. Then, in the body of your email:
- Start with a friendly greeting.
- Clearly state that the course is postponed.
- Explain the reason for the postponement (briefly).
- Provide the new date, if known, or an estimated timeframe.
- Offer options for the applicant (e.g., refund, transfer).
- Include contact information for questions.
- End with a polite closing.
It’s incredibly important to be transparent and show empathy. Remember that applicants have made plans and are looking forward to the course. Consider including a sentence that expresses regret for any inconvenience caused.
Email Example: Postponement Due to Low Enrollment
Subject: Important: [Course Name] Course Postponement
Dear [Applicant Name],
We are writing to inform you that the [Course Name] course, originally scheduled to begin on [Original Start Date], has been postponed. This decision was made due to lower-than-expected enrollment.
We understand this may be disappointing, and we sincerely apologize for any inconvenience it may cause.
The course is now scheduled to begin on [New Start Date]. If you are unable to attend the new date, you are welcome to request a full refund or transfer your enrollment to another course.
Please reply to this email, or contact us at [Phone Number] or [Email Address] to let us know your decision.
Thank you for your understanding.
Sincerely,
[Your Name/Company Name]
Email Example: Postponement Due to Instructor Illness
Subject: Important: [Course Name] Course Postponement
Dear [Applicant Name],
We are writing to inform you that the [Course Name] course, originally scheduled to begin on [Original Start Date], has been postponed. Unfortunately, the instructor, [Instructor Name], has become ill.
We regret any disruption this may cause. The health and well-being of our instructors are our top priority.
We are planning to reschedule the course for [New Start Date] (if known) or in [Estimated Timeframe]. We will send a follow-up email with the confirmed dates as soon as possible. In the meantime, if you have any questions, feel free to contact us.
Thank you for your patience and understanding.
Sincerely,
[Your Name/Company Name]
Email Example: Postponement Due to Venue Issues
Subject: Important: [Course Name] Course Postponement
Dear [Applicant Name],
We are writing to inform you that the [Course Name] course, originally scheduled to begin on [Original Start Date], has been postponed due to unforeseen issues with the venue.
We understand this may be frustrating, and we apologize for any inconvenience. We are working hard to secure a new venue.
The new date for the course will be announced on [Date]. We are working to confirm the new dates. In the meantime, you will receive a notification email about the new dates. Please reach out to us to confirm if the new dates are fine with you.
Thank you for your understanding.
Sincerely,
[Your Name/Company Name]
Email Example: Postponement Due to Weather
Subject: Important: [Course Name] Course Postponement
Dear [Applicant Name],
We are writing to inform you that the [Course Name] course, originally scheduled to begin on [Original Start Date], has been postponed due to severe weather.
Your safety is our top priority. We regret any inconvenience this may cause.
The course has been rescheduled for [New Start Date]. If you are unable to attend the new date, we can offer you a full refund or a spot in a future course. Please reply to this email or contact us at [Phone Number] to let us know your decision.
Thank you for your understanding.
Sincerely,
[Your Name/Company Name]
Email Example: Postponement - No New Date Yet
Subject: Important: [Course Name] Course Postponement
Dear [Applicant Name],
We are writing to inform you that the [Course Name] course, originally scheduled to begin on [Original Start Date], has been postponed. We are working to finalize a new date.
We understand that this is an important step. We will send you a new announcement by [Date or Time Frame] with the new date.
Thank you for your patience. We appreciate your understanding.
Sincerely,
[Your Name/Company Name]
Email Example: Postponement with Refund Options
Subject: Important: [Course Name] Course Postponement
Dear [Applicant Name],
We are writing to inform you that the [Course Name] course, originally scheduled to begin on [Original Start Date], has been postponed due to [brief reason].
We understand this may be disappointing, and we sincerely apologize for any inconvenience.
We are offering the following options:
- Attend the course on the new date, which is [New Start Date].
- Receive a full refund of your course fees.
- Transfer your enrollment to another course.
Please reply to this email, or contact us at [Phone Number] or [Email Address] to let us know your decision by [Date].
Thank you for your understanding.
Sincerely,
[Your Name/Company Name]
In conclusion, sending a clear and considerate email when a course is postponed is essential. By following these guidelines and using the examples, you can communicate effectively, maintain a positive relationship with applicants, and minimize any negative impact from the postponement. Remember to be empathetic, provide clear information, and offer solutions when possible.