Email etiquette for parents and caregivers

By Richard Hall | Posted: Thursday January 30, 2025

Communication is an important part of any community.

At Otago Boys' High School, we endeavour to communicate well and often. Frankly, sometimes we over communicate and as a parent myself I know there does seem to be a lot of emails.

For email to work effectively for everyone, we have over time developed a few protocols. I hope these make sense and can be followed.

1. Staff are not expected to answer parent or student emails after 5pm. Often they do, and that is up to them, but the work of teaching extends well beyond the hours in the classroom. It is important that our staff are able to maintain a good work-life balance.

2. Use a clear subject line so that your message does not get shuffled to the bottom of the pile by mistake. This happens most often when you reply to a generic school email. 

3. Please try to write a brief statement of the issue. 

4. Tone is incredibly fraught when writing an email. I know from personal experience that sometimes what I have written has not come across in the way I meant it. Please do not send emails to staff when you are upset. Seeking clarification is fine, but please check carefully before sending.

5. Often there are two sides to each story, sometimes more than two and it can take time for the school to find out what may have happened. Really get clear information from your son before you assume he has the full story. Remember it does not help his growth if you try to solve every issue. Is this issue something you can guide him through, so he learns to lead himself?  

6. Think carefully about CC-ing the Rector or Deputy Rector into your email. If you do not get the resolution or answer to your query from the staff member it is intended for, then certainly communicate with us, but only if you have not had the answer, not because you got an answer you did not like. 

7. Remember we have 860 young men to think of, not just one. If we have made a decision, it is for the benefit of your son AND all of the others. Sometimes that means the solution is not perfect.

8. We aim to respond within 48 hours, but sometimes this deadline extends. 

Thank you for your understanding, these protocols are about effective communication, and I look forward to another great year.