Best Practices and Templates for Higher Education Emails

In the world of higher education, the influence of disruptive innovations, as described in Clayton Christensen's, "The Innovator's Dilemma," has become increasingly evident. 

Traditional universities lose ground to influencers and low-budget online academies due to a confluence of factors that underscore the challenges posed by disruptive change.

One critical aspect is the dichotomy between sustaining and disruptive innovations, such as the role of email marketing in reaching, engaging, and keeping students enrolled. 

Previously, you would have printed a newsletter and worked to ensure every student had a copy. Now, you can use platforms such as beehiiv to reach every student in a matter of seconds. 

While universities often focus on incremental improvements to existing models—online academies and influencers leverage disruptive innovations such as digital marketing, offering novel, often technology-driven, and more accessible educational approaches. 

However, not all is lost for universities. The rapid integration of technology also plays a pivotal role for them, and those institutions can leverage these tools to regain students, move ahead, and not lose the battle for new students against influencers. 

In this blog post, you will learn how higher education institutions can use email marketing to close the innovation gap.

Table of Contents

• Why Higher Education Needs Email Marketing

• Why Universities Need Email Marketing

• Types of Higher Education Email Templates:

  • Admissions Outreach Templates

  • Student Engagement and Retention Emails

  • Faculty and Staff Coordination Templates

  • Alumni Relations and Fundraising Email Templates

• Conclusion

Why Higher Education Needs Email Marketing

College dropout rates indicate that up to 32.9% of undergraduates do not complete their degree program according to Educationdata.org.

So often, universities commit a cardinal sin: They think they are better than their students. Their mindset can often be perceived as —The student needs us. 

This mindset has been one of the biggest reasons people move from going to universities to choosing people or academies that resonate better with them. 

One of the reasons influencers or online academies can reach and engage with people is because they talk directly to their students. Students and followers feel important as they connect with that influencer or online institution personally.

Personalization is a powerful tool to elevate engagement and drive conversion rates. 

Tailoring email content to individual recipients transforms generic messages into personalized interactions, fostering a connection between the institution and prospective students. 

Why Universities Need Email Marketing

Here is why email marketing stands as the best way to engage directly with an audience. 

Effective personalization begins with understanding the unique needs and interests of each recipient. Incorporating the recipient's name into the email greeting is a simple yet impactful step. 

Beyond that, segmentation based on factors such as academic interests, geographic location, or stage in the enrollment process allows for more targeted content delivery.

For instance, a prospective student interested in computer science might receive emails highlighting the cutting-edge technology in the university's programs. 

Meanwhile, a student closer to enrollment might receive personalized messages about campus life and support services.

Dynamic content that adapts based on the recipient’s behavior or preferences further enhances personalization. 

Sending follow-up emails based on the recipient's interactions with previous messages demonstrates a keen understanding of their interests and can guide them seamlessly through the enrollment journey.

In conclusion, personalization in higher education email templates is not just a marketing strategy; it's a means of building meaningful connections. 

All these things can be done with email marketing software such as beehiiv. 

By crafting messages that resonate with individual recipients, universities can capture attention, nurture engagement, and boost enrollment rates in an increasingly competitive landscape.

Types of Higher Education Email Templates:

We have crafted various email templates for unique situations within higher education emailing. 

Admissions Outreach Templates are designed to attract prospective students, showcasing the institution's offerings and benefits. 

Student Engagement and Retention Email Templates are created to foster a sense of belonging, informing enrolled students about events and resources. 

Faculty and Staff Coordination Templates streamline communication within the academic community, enhancing collaboration. 

Alumni Relations and Fundraising Email Templates nurture lasting connections, updating graduates on institutional achievements and encouraging their support. 

Each template type is crucial in maintaining a dynamic and connected educational ecosystem.

Admissions Outreach Templates

Admissions Outreach Templates play a pivotal role in the recruitment process. 

How many new subscribers are you getting from your university web page? This should be a critical question for everyone in the marketing department as this is where the journey begins. 

Also, most universities need a follow-up sequence to keep students engaged in the enrollment process.

These emails aim to captivate prospective students, offering a glimpse into the institution's academic excellence, unique programs, and vibrant campus life. 

Personalization is key, tailoring content to highlight specific academic interests and achievements. 

Including compelling visuals, such as campus tours or student testimonials, enhances the appeal. 

By creating a narrative that resonates with individual aspirations and setting follow-up emails that prevent the dropout of potential students, admissions outreach templates become powerful tools in attracting and engaging potential students, driving them toward the enrollment journey.

A good way to reach future students is by showing them the benefits of your university. 

Make sure to link and subscribe to the page so they can leave their information such as email, name, last name, phone number, etc. for future interactions, announcements, promotions, and deadlines. 

Template Example:

Subject: Unlock Your Future at [University Name]

Dear [Prospective Student's Name],

Greetings from [University Name]!

As you explore your options for higher education, we want to extend a warm invitation to discover the unparalleled opportunities that await you at [University Name].

Why [University Name]?

1. Academic Excellence: Our renowned faculty members are leaders in their fields, committed to providing an exceptional education that prepares students for success in a rapidly changing world.

2. Cutting-Edge Facilities: Immerse yourself in a dynamic learning environment equipped with state-of-the-art laboratories, libraries, and collaborative spaces designed to enhance your academic experience.

3. Global Community: Join a diverse and inclusive community of students from around the world, fostering a rich exchange of ideas and perspectives that will broaden your horizons.

4. Career Development: Our comprehensive career services and internship opportunities ensure that you are well-prepared for the professional world, setting you on a path to success.

Ready to take the next step?

1. Explore Our Programs: Visit our website to discover a wide range of programs tailored to meet your academic and career goals.

2. Virtual Campus Tour: Take a virtual tour of our campus to get a feel for the vibrant life and supportive atmosphere that defines [University Name].

3. Connect with Us: Reach out to our admissions team with any questions or schedule a virtual information session to learn more about the application process.

We believe that [University Name] is the perfect place for you to thrive academically and personally. Join us in shaping a future filled with endless possibilities.

Apply now and embark on a journey of knowledge, growth, and success!

Best regards,

[Your Name]

[Your Title]

[University Name]

[Contact Information]

Student Engagement and Retention Emails

In the past, universities were part of how people identified themselves. It was like belonging to a tribe.

These emails should go beyond routine announcements, delivering personalized content tailored to students' interests and milestones. 

They may include updates on on-campus events, academic resources, or career services to enhance the overall student experience. 

By consistently engaging students and addressing their needs, these emails contribute to a higher sense of belonging and academic success, ultimately promoting student retention and satisfaction.

Template Example:

Subject: Stay Connected for Success at [University Name]

Dear [Student's Name],

We hope this message finds you well and thriving in your academic journey at [University Name]. As we navigate the semester, we want to ensure you maximize your university experience. Here are a few ways to stay engaged and on the path to success:

1. Student Support Services: Whether you need academic guidance, career counseling, or personal support, we have resources in place to help you thrive. [Add relevant links, phone numbers, emails]

2. Join Clubs and Organizations: Get involved in campus life by joining one of our many clubs or student organizations. It's a fantastic way to make new friends, explore your interests, and build a sense of community. [Add relevant links]

3. Attend Workshops and Events: Keep an eye on our event calendar for workshops, seminars, and social events. These opportunities will not only enhance your knowledge but also provide a chance to connect with fellow students and faculty.

4. Utilize Academic Resources: Take advantage of our academic resources, including tutoring services, study groups, and library facilities. [Add relevant links]

5. Feedback Matters: Your feedback is crucial to us. If you have suggestions or concerns, please don't hesitate to reach out. Your insights help us improve and create a better university experience for everyone. [Send your feedback here]

Remember, your success is our priority, and we're here to provide the support you need. 

If you have any questions or would like to discuss your academic progress, feel free to contact our Student Engagement team at [Contact email/phone].

Here's to a successful and fulfilling academic year!

Best regards,

[Your Name]

[Your Title]

[University Name]

[Contact Information]

Faculty and Staff Coordination Templates

Faculty and Staff Coordination Templates streamline communication and collaboration within the academic community. 

These emails facilitate the sharing of important information, such as meeting schedules, curriculum updates, or administrative announcements. 

Clear and concise language, coupled with visually organized content, ensures that faculty and staff can quickly grasp essential details. 

You can use extensions such as Zoom or Calendly so they can add those meetings to their calendars with just one click. 

Whether coordinating academic initiatives or disseminating policy changes, these templates contribute to the efficient functioning of the educational institution by fostering effective communication among its key stakeholders.

Template Example:

Subject: Faculty and Staff Coordination: Enhancing Collaboration for Success

Dear [Faculty/Staff Member's Name],

It is essential that we continue to foster a collaborative environment among our esteemed faculty and staff. 

Your dedication and expertise play a crucial role in our shared mission of providing an exceptional learning experience for our students.

To streamline communication and enhance coordination, here are a few key initiatives we're implementing:

1. Regular Team Meetings: We will schedule regular team meetings to discuss ongoing projects, share updates, and address any challenges. 

2. Collaborative Platforms: We encourage the use of collaborative platforms such as [specific platform] to facilitate real-time communication, document sharing, and project collaboration. 

3. Faculty Development Workshops: We have planned a series of faculty development workshops to provide opportunities for professional growth and the exchange of best practices. Your participation is highly encouraged, as we believe in continuous learning and improvement.

4. Open Door Policy: My door is always open to discuss any concerns, suggestions, or ideas you may have. Your input is instrumental in shaping the future of our academic community.

I am confident that by working together, we can create a collaborative and supportive environment that benefits both our faculty and, most importantly, our students. 

Your commitment to excellence is truly appreciated.

Thank you for your ongoing dedication to [University Name].

Best regards,

[Your Name]

[Your Title]

[University Name]

[Contact Information]

Alumni Relations and Fundraising Email Templates

Alumni Relations and Fundraising Email Templates are crucial in maintaining connections with graduates and securing support for the institution. 

These emails update alumni on institutional achievements, highlight ongoing initiatives, networking opportunities, discoveries, or updates in the field of study, and share success stories. 

Fundraising appeals may be woven into these communications, emphasizing the impact of alumni contributions. 

Personalization, acknowledging alumni achievements and affiliations, enhances emotional connection. 

By effectively leveraging these templates, institutions can strengthen alumni relationships, encourage philanthropy, and secure vital resources for the sustained growth and success of the university.

Template Example:

Subject: Join Us in Building a Stronger Future for [University Name]

Dear [Alumni's Name],

I hope this message finds you well and thriving. As a valued member of the [University Name] family, your continued support is crucial to our mission of excellence in education and research.

Alumni Giving Campaign: Igniting Impact

This year, we're excited to launch our Alumni Giving Campaign, [Alumni's Giving campaign Name].

Your contribution, no matter the size, will play a vital role in empowering the next generation of students and advancing the university's initiatives. Together, we can make a lasting impact on the educational experience and opportunities we provide.

Ways to Contribute:

1. One-Time Donation: Make a one-time contribution to support scholarships, research projects, or any specific department close to your heart.

2. Monthly Giving: Join our monthly giving program to provide a steady and reliable source of support for ongoing projects and student programs.

3. Matching Gifts: Many employers offer matching gift programs. Check with your employer to potentially double or triple the impact of your contribution.

Stay Connected:

1. Alumni Events: Join us at upcoming alumni events, reunions, and networking opportunities to reconnect with fellow alumni and stay updated on the university's developments.

2. Alumni Spotlight: Share your success story with us! Your achievements inspire current students and fellow alumni. Let us celebrate your journey and accomplishments.

Make Your Gift Today:

Visit our [Alumni Giving Page] to make your contribution and track the progress of the campaign. Your support makes a difference, and we are grateful for your commitment to [University Name].

Thank you for being an integral part of our community. We look forward to achieving new milestones with your support.

Best regards,

[Your Name]

[Your Title]

[University Name]

[Contact Information]

Conclusion

In conclusion, the strategic use of email marketing software to craft engaging and personalized templates has proven transformative in higher education. 

I have been working in the past for the email newsletter of my business faculty and we have increased students' engagement from 14% in our first newsletter to 67% in our last one. 

These templates, meticulously tailored to students' interests and milestones, foster a profound sense of belonging and community. 

Through visually appealing content and timely updates, institutions can navigate the digital landscape, nurturing lasting connections and enhancing the overall student experience. 

As universities embrace this powerful tool, they amplify engagement and retention rates and contribute to a dynamic, supportive educational environment where each student feels seen, valued, and an integral part of their academic journey.

Join beehiiv today and make your 2024 the year you close the innovation gap