When an applicant completes your registration forms online, I guarantee they are looking for an email sent IMMEDIATELY after they hit submit that confirms their registration went through.
This is true for registration, and it’s true for any purchase or reservation you are making online.
I’m sure you already know what you need to choose a course registration software that will automate this for you – sending a triggered email based on applicant actions, like completing registration or making a payment.
But, the next question is – what should your course registration emails say? Should they be very short? Very long? In the middle and “just right”?
This post will take you through the perfect Course Registration email templates you need to automate your course registration and communicate effectively with applicants.
Course Registration Confirmation Email Templates
Registration Confirmation Email Template Option #1
Hi Applicant Name!
Congratulations! Your registration is confirmed!
You’ve successfully completed registration for Course Name. Your registration is confirmed.
Below is a list of forms completed, as well as your balance.
Any form in red needs to be completed, and your payment balance should be completed no later than Session start date.
Forms Completed Token
Forms Not Completed Token
Payment Balance + Payment Plan Schedule Token
If you’d like to review your registration forms or view or make a payment, you can do so on your dashboard. Login with the email you received this message at. If you do not remember your password, simply click the “Forgot Password” link and follow the prompts.
|access your dashboard|
If you have any questions or concerns, feel free to contact me at firstname.lastname@example.org or 222-222-2222.
Your Course Team
Registration Confirmation Email Template Option #2
Dear First Name,
Welcome to Course Name!
Thank you for registering!
If you need to make any changes to your registration, click here. From your “Dashboard,” you can make any changes needed.
We’d love to invite you to our Orientation. Dates and times are below. It’s a great opportunity to meet your instructors and other students. You can learn more about what this program will be like and ask any questions you have.
We’d love to see you at 12345 Main Street on:
Sunday May 1 at 3pm
Sunday May 8 at 3pm
Note our payment deadline of Friday March 31 at 5pm.
All balances must be paid in full by this date. We recommend you pay in full NOW or choose an automated payment plan so you won’t forget to pay on time. You can do this through your Dashboard as well.
Your current payment balance is: BALANCE
|Go to Dashboard|
Please call us with any questions about payment plans, orientation or registration: 333-333-3333. Shoot an email to email@example.com too!
We are super excited to meet you and hope you are too! We have an amazing program, amazing staff, and most importantly: amazing students like you!
Awesome Courses Director
Registration Confirmation Email Template Option #3
Dear First Name,
Thank you for starting your application! We are looking forward to having you for the Program Name this year.
As of today, the following forms of are not complete!
In order to hold your space, please complete the application via the link below.
|Complete Your Application|
Login with this email and password you created. If you don’t remember your password, simply click “Forgot Password” to reset it.
Some helpful information so you can complete your application ON TIME!
The deadline to complete your application is March 1st.
Questions with a red circle next to them must be filled in. Make sure you complete all mandatory questions. The form will not mark complete until this is done. You can check your dashboard here to see which forms are still considered Incomplete.
If you have any questions, just hit “reply” to this email!
If you don’t plan to complete this application because you will not be joining us this year, please reply to this email and let us know so we can open this spot to others.
Please don’t hesitate to contact me with any questions or concerns regarding your application.
All the best,
ph: (855) 377-7707
What makes these registration emails effective?
They Are Personalized
Personalized emails eqaul higher conversion and open rates. Conversion rates is just the fancy way of saying you got the recepient to do what you wanted them to do – open the email, read it, do what you told them. In the case of these emails, to notify them registration was started or completed, that they have incomplete forms or a balance due – and to go to their dashboard to check their status.
One way to personalize an email, as you see in the examples above, is to use tokens. Tokens are the text in bold, which is basically a space where you bring in the information from your database to populate that part of the email. The “First Name”, “Course Name”, “Balance Due” and “Incomplete Forms” tokens are used most.
Using tokens not only makes the person feel the email was sent just to them, including more details like balance paid or due and forms completed / not completed will help get the person to do what you are asking. They will understand the email is for them, and not a mass message that might not apply to them.
Make sure your course registration software offers the ability to populate personal information into your email messages, as this is one way online registration software saves you a ton of time! Instead of sending out a personal email one by one, you can send one email to hundreds of people with a few clicks.
Contact Information Included in Text
This might be obvious to some, but just in case it’s not I’m pointing it out.
A few things to note:
- Make sure you send your emails from an email address that makes sense and that can receive replies. At Regpack, for instance, I send out a weekly email to our email list from an email “firstname.lastname@example.org”. This is relevant for the type of message being sent, but I also monitor it for anyone who might hit reply to ask a question or give some feedback.
- The signature includes email, website, phone number. If someone wants to respond, they will probably hit reply but sometimes they will look to your signature for more contact options. Providing this information where it’s easily found is part of overall great customer service.
The goal with this is to just make sure your applicants can contact you quickly and easily if they have questions about registration, payments or your programs.
Important Information Stands Out
Note that any important dates or deadlines are bolded to draw the eye to them.
Most people don’t ready a full email from first word to last word. Make sure the meat of your message stands out. If their eye is drawn to their balance due, they will understand they have an action item here and get on it!
Links and Buttons
That leads me to the next point – make it easy to find and get to their online dashboard to do whatever it is you are asking them to do: whether it’s to complete a form or make a payment.
You’ll notice that in the email examples above, there is a bright big green button with a link to the dashboard. A button is nice, but not necessary.
The goal is to just make your call to action obvious and easy to spot. If you are a using a button, using a filter in your software can be helpful. Create a few different versions of your email template to send to specific groups of people: those who have started, but not completed registration; those who have completed registration, and those who have a balance due.
You can filter and find each group and then send them an email with a button text that speaks to their situation. “Make a payment” or “Complete your forms”, etc.
If the recipient sees only one thing in this email, it should be the button and the button should be clear about what needs to be done.
Include Additional Information
You’ll notice that the second email mentions an orientation taking place and a casual invite to attend.
Of course it makes sense to market a separate event in another email, mentioning here is not a bad idea either. It puts it on their radar, and helps provide more value in the email as well.
This is a great point to mention that knowing your audience is key! If you think that TOO much information will backfire, then don’t include additional information. If you find that when you send too little you get more questions, then add more and find the right balance.
Basically, be really thoughtful about what you THINK will work well and what you KNOW works well when sending content to your applicants.
Provide Answers to Common Questions
This is also optional and a case of “how well do you know your audience”. If it’s ok to add more information, then include a few common questions and answers in your email to try and cut down on responses that will take up your time and fill your inbox.
An example of this is the registration deadline date, as well as instructions on how to reset their password when they log in.
Keep the formatting simple!
It is best practice, as a general rule, to keep formatting to a minimum when sending email.
Everyone reads their email on different devices, with different email clients and formatting across all of these different options can make for some wonky emails!
Create a simple text email with links, bold words, and maybe a button and that’s it! It’s all you need for an effective email.
Make sure your emails are desktop and mobile reactive.
If you use Regpack, or another email marketing platform, then disregard because this is included.
Basically what I mean though is that when an email goes out, it formats itself to fit on a mobile device vs a desktop vs a tablet. It always helps to not over format your email, but at the very least, it should work with the right size of the recipient’s screen.
Writing a successful course registration email.
I promise that if you follow my tips here, you will have higher payment rates, higher conversion rates and higher completed registration rates.
When you communicate effectively with your applicants, you are saving yourself time and making sure your courses fill up and are paid for quickly.
Putting together an email that tells an applicant: what action they’ve done, what they still need to do, and other important information will help to keep everyone in the loop and get everyone on board with the process.
Using the right course registration software helps make this even easier!