So, you’ve got to send out an email letting people know a course they signed up for is being pushed back. It can feel a bit awkward, right? Nobody likes to deliver bad news. That’s why knowing *How To Email Applicant That The Course Is Postponed Email* is super important. This guide will walk you through how to do it professionally and respectfully, ensuring your applicants stay informed and understand the situation. We’ll cover the key things to include, and even give you some handy email templates.
Essential Elements for a Postponement Email
When you’re crafting that email, think about the applicant’s perspective. They’ve set aside time, maybe even made arrangements, and are now hearing things are changing. Here’s what you absolutely need to include: * A Clear Subject Line: This is crucial! It needs to immediately signal the email’s purpose. Something like “Important Update: [Course Name] - Postponement” works well. * A Polite and Personal Greeting: Start with “Dear [Applicant Name],” or a similar greeting. * The Bad News: Be direct and straightforward. Clearly state the course is postponed. * The Reason (Briefly): Briefly explain why the postponement is happening. Be honest, but you don’t need to over-explain. * New Dates (If Available): Provide the new course dates or let them know when they can expect an update. * What Happens Next: Explain what the applicant needs to do (or doesn’t need to do). Will their registration be automatically moved? Do they need to re-register? * Contact Information: Include a way for them to reach out if they have questions. * A Thank You/Apology: Acknowledge the inconvenience and thank them for their understanding. Let’s break this down further:
- Be prompt: Send the email as soon as the postponement is decided.
- Be concise: Get straight to the point.
- Be empathetic: Show you understand their potential frustration.
Consider creating a table to show the old and new course dates:
| Original Date | New Date |
|---|---|
| July 15, 2024 | August 26, 2024 |
| September 2, 2024 | October 7, 2024 |
This helps them understand changes.
Email Example: Postponement Due to Low Enrollment
Subject: Important Update: [Course Name] - Postponement
Dear [Applicant Name],
We are writing to inform you that the [Course Name] course, originally scheduled for [Original Date], has been postponed. This decision was made due to lower-than-expected enrollment numbers.
The course is now scheduled to begin on [New Date]. We hope this new date will work for you. If the new date doesn’t work, you may be eligible for a refund. Please contact us immediately.
Your registration will be automatically transferred to the new date. If you are unable to attend the new date, please let us know by [Date] so we can process a full refund.
We apologize for any inconvenience this may cause. If you have any questions, please contact us at [Email Address] or call us at [Phone Number].
Thank you for your understanding.
Sincerely,
[Your Name/Organization Name]
Email Example: Postponement Due to Instructor Illness
Subject: Important Update: [Course Name] - Postponement
Dear [Applicant Name],
We regret to inform you that the [Course Name] course, which was scheduled to begin on [Original Date], is postponed due to the instructor’s unexpected illness.
We are working hard to reschedule the course and anticipate a new start date of [New Date]. We will send a follow-up email within the next [Number] days with confirmed details, including the new time.
Your registration will be automatically transferred to the new date once confirmed. You do not need to do anything at this time. If you cannot attend, you may contact us immediately at [email] for a refund.
We sincerely apologize for any disruption this may cause. Your understanding and patience are greatly appreciated.
If you have any urgent questions, please contact us at [Email Address] or call us at [Phone Number].
Thank you for your understanding.
Sincerely,
[Your Name/Organization Name]
Email Example: Postponement Due to Venue Issues
Subject: Important Update: [Course Name] - Postponement
Dear [Applicant Name],
We are writing to notify you that the [Course Name] course, originally planned for [Original Date], is postponed due to unforeseen venue issues.
We are currently securing a new venue and anticipate a new start date of [New Date]. We will send a follow-up email within [Number] days, no later than [Date], with confirmed details, including the new time and location.
Your registration will be automatically transferred to the new date once confirmed. You do not need to take any action at this time. If you have any queries, contact [email] for a refund.
We apologize for any disruption this may cause. Your understanding and patience are greatly appreciated.
If you have any urgent questions, please contact us at [Email Address] or call us at [Phone Number].
Thank you for your understanding.
Sincerely,
[Your Name/Organization Name]
Email Example: Postponement - Indefinite Due to Unforeseen Circumstances
Subject: Important Update: [Course Name] - Postponement
Dear [Applicant Name],
We are writing to inform you that the [Course Name] course, originally scheduled for [Original Date], is postponed indefinitely due to unforeseen circumstances.
We understand this may cause disappointment, and we sincerely apologize for the inconvenience. We are working on a plan to reschedule the course and will update you within [Number] days, no later than [Date].
We will send a follow-up email to update you on the new course details, including new dates. You do not need to do anything at this time. If you wish to have your registration refunded, contact us immediately at [email].
We appreciate your patience.
If you have any urgent questions, please contact us at [Email Address] or call us at [Phone Number].
Thank you for your understanding.
Sincerely,
[Your Name/Organization Name]
Email Example: Postponement with Option to Transfer to a Different Course
Subject: Important Update: [Course Name] - Postponement
Dear [Applicant Name],
We regret to inform you that the [Course Name] course, scheduled for [Original Date], is postponed due to unforeseen circumstances.
The course will now begin on [New Date]. We are also offering the option to transfer to our [Alternative Course Name] course, starting on [Alternative Course Date].
If you would like to transfer to the [Alternative Course Name] course, reply to this email by [Date]. If you are unable to attend the new date, please let us know by [Date] so we can process a full refund.
Your registration will be automatically transferred to the new date if you choose to continue with the [Course Name].
We appreciate your patience.
If you have any questions, please contact us at [Email Address] or call us at [Phone Number].
Thank you for your understanding.
Sincerely,
[Your Name/Organization Name]
Email Example: Postponement with Early Bird Discount for New Dates
Subject: Important Update: [Course Name] - Postponement & New Dates!
Dear [Applicant Name],
We are writing to inform you that the [Course Name] course, originally scheduled for [Original Date], has been postponed due to [Reason].
The new start date for the course is [New Date]. As a thank you for your patience, we’re offering an early bird discount of [Discount Percentage]% if you re-register by [Date]. Use code [Discount Code] at checkout.
Your original registration will automatically be transferred to the new date. If you’d prefer to request a refund, please contact us at [email] before [Date].
Thank you for your understanding.
If you have any questions, please contact us at [Email Address] or call us at [Phone Number].
Sincerely,
[Your Name/Organization Name]
Following these guidelines and using these email templates, you’ll be well-equipped to handle course postponements professionally. Remember to be clear, honest, and empathetic in your communication, and you’ll keep your applicants informed and satisfied, even when things don’t go as planned.