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For newly enrolled students, the weeks between submitting their enrollment confirmation and arriving on campus can be overwhelming. There are roommate requests to submit, orientation dates to track down, meal plans to choose, move-in logistics to sort out, and payment deadlines to keep up with. And that’s before they’ve even thought about what classes to take or how Greek life recruitment works.
Email is one of the most practical ways your higher ed institution can support incoming students during this time. With a few well-timed, thoughtfully written emails, you can help newly enrolled students feel better equipped and warmly welcomed before they ever arrive on campus.
Emails That Guide Newly Enrolled Students from Enrollment to Arrival Start with a Warm Welcome
Once a student officially enrolls, your first email is a chance to make them feel seen, congratulated, and warmly welcomed into your institution’s community. With this email, you can also start to anticipate the questions new students and their families are likely asking. By flagging a couple of the big dates on the horizon — like when registration opens or the first day of classes — you can start priming students for what’s ahead without covering every detail at once. Make it easy for them to take one small next step, whether that’s logging into their student portal or signing up for orientation.
Follow Up with a Clear To-Do List
Next, students need practical guidance about what to do and when to do it. Give students a clear path forward with a follow-up email that walks them through the next items on their agenda: setting up their student email account, completing a roommate questionnaire, and registering for orientation if they haven’t done so already.
Keep the list manageable, and consider using a checklist format that’s easy to follow. You can also break up the checklist into two emails organized by timeline. The first can cover everything students need to handle in the first month after enrolling. The second, sent closer to move-in or the first day of school, can cover everything that’s left. That way, students are always equipped with a clear, manageable set of tasks rather than an exhaustive list of everything they need to sort out at once.
Introduce Them to Life on Campus
In the weeks leading up to the first day of class, send a few emails that help students start feeling connected to your school’s community. Highlight resources that are relevant to new students, like student support services, financial aid contacts, and wellness resources like the campus counseling center or student health clinic. Especially for students who are leaving home for the first time or coming from out of state, knowing these resources exist before they arrive can be reassuring. You can also point them towards your school’s club directory or an upcoming involvement fair so they can start looking into groups and communities they might want to be part of.
Help Students Find the Answers They Need
New students and their families have a lot of questions, and they don’t always know who to ask. Each email you send is an opportunity to point them in the right direction. Rather than signing off emails with a generic “contact us,” be specific about which departments or staff members can help answer different types of questions. If an email covers housing, include the contact information for the housing office. If it covers financial aid, point students directly to their financial aid counselor. The easier you make it for students to find answers, the more confident they’ll feel heading into their first semester.
Make the Weeks Before Students Arrive Count
The weeks before a new student arrives on campus go quickly. With some thoughtful planning, your emails during that period can help students feel ready for what’s ahead-and glad they chose your school.
