Replying to Emails?

[ABCDaycareMN]

What do you say in emails from prospective clients? I never seem to get any return emails... But that probably means they are not the right families for the spots.

But what do you write in your return emails? Do you have a standard email you send to everyone?

[EntropyControlSpecialist]

I don't have a standard e-mail, but it follows a format. It is all based on what their e-mail to me says.

I'll thank them for their interest in applying here. If they didn't say how often they'd need care, then I ask them. I answer any questions they may have asked me and then I will typically give them two days to choose from for an interview.

[Lilbutterflie]

I don't have a standard e-mail, but it follows a format. It is all based on what their e-mail to me says.

I'll thank them for their interest in applying here. If they didn't say how often they'd need care, then I ask them. I answer any questions they may have asked me and then I will typically give them two days to choose from for an interview.

Exactly this!

The only thing I like to add is that I answer them as quickly as possible, even if I know their needs wouldn't be met here (in which case I thank them for contacting me and explain that I don't have the amount of openings they need, etc...). I usually answer within the first 12 hrs (or sooner) of receiving their email. I always get a reply that says "Thank you for quick response!" Apparently around here a lot of other home daycares don't seem to answer emails or calls very promptly because I hear it SO often from potential clients.

[ABCDaycareMN]

I always answer right away. I get them sent to my phone... I just think my price is higher than what people want to pay so they are just checking around for quotes to find the cheapest.

[DaisyMamma]

Exactly this!

The only thing I like to add is that I answer them as quickly as possible, even if I know their needs wouldn't be met here (in which case I thank them for contacting me and explain that I don't have the amount of openings they need, etc...). I usually answer within the first 12 hrs (or sooner) of receiving their email. I always get a reply that says "Thank you for quick response!" Apparently around here a lot of other home daycares don't seem to answer emails or calls very promptly because I hear it SO often from potential clients.

Same here! My email goes to my phone too, which is always in my pocket. I don't understand why other daycares don't respond quickly. Even when I take 12 hours to respond and I think to myself - oh no, I waited too long to respond - they write back and say - thanks for the quick response!

[ABCDaycareMN]

Ok maybe it's not me then, maybe its them. The last few emails I replied to I didn't get anything back so I assumed it was what I was saying in my email to them. But I have done everything suggested here and still nothing...

[Scout]

I rarely hear back also i think i gave too much info. now i just give them rates & tell them to call me for an interview.

[EntropyControlSpecialist]

Exactly this!

The only thing I like to add is that I answer them as quickly as possible, even if I know their needs wouldn't be met here (in which case I thank them for contacting me and explain that I don't have the amount of openings they need, etc...). I usually answer within the first 12 hrs (or sooner) of receiving their email. I always get a reply that says "Thank you for quick response!" Apparently around here a lot of other home daycares don't seem to answer emails or calls very promptly because I hear it SO often from potential clients.

That's true. I try to do that as well! Even if I respond within 24 hours I still get thanked for a prompt response. I have heard from parents that a lot of providers around here won't call back/e-mail back at all. We live in a silly area.

[ABCDaycareMN]

Once again someone who I was emailing asked what my rates were and I never heard back from them afterwards. Is it me is my rate really that high? I don't think so, it's the average for the area, a little under what the county pays out for Childcare assistance.

I would be fine with a no thank you we are going to go with someone else... Or thank you I will get back to you. But no just leave me hanging! I sure hope these are the bad families!!

[SunshineMama]

What do you say in emails from prospective clients? I never seem to get any return emails... But that probably means they are not the right families for the spots.

But what do you write in your return emails? Do you have a standard email you send to everyone?

I always answer their questions but leave them wanting more (for example, I will tell them about my basic program but tell them that i would love to show them our portfolio of activities when they come for a visit) and (if I want to have an interview), finish up with, "I am available to meet with you for an interview at (date, time), what day and time work best for you?" It puts the ball back in their court.

[spud912]

I write fairly lengthy emails, but that's just my nature . I always get responses back (with the exception of the few where you know they won't respond). I guess it's the writer in me, but I set them up like an essay question (introduction, body, conclusion).

My emails include:

1. Introduction: I start with thanking the parent(s) for their interest in me. Then I ask generic questions about their child. Some examples may include: what is your child's name, how old is he/she, is he/she currently in child care, etc. I usually throw in some heartfelt comment regarding their child (like if they said their child's name is Olivia, I will say something along the lines of "Olivia is such a beautiful name!"). I also use the first "paragraph" to answer the questions they asked of me in their email.
2. Body: A general paragraph about me and what I provide. i usually copy and paste this to subsequent emails. I try to keep it fairly short and simple, but include specifically my experience with children, my child care credentials and a little bit about what I provide. I think this is especially important because parents usually email several providers at the same time and this will serve to refresh their memory of why they emailed you in the first place.
3. Conclusion: I tie in the body with the conclusion with a link to my website for more information. Usually I will say "For more information about me, what I provide and pictures of my child care space, please visit my website at www.daycare.com. I make sure to attach a hyperlink and spell out the website to make it easier to check it out. I include information regarding my interviews (like when I'm available, how they are conducted). I finish with a conclusion statement to encourage a response. Usually it's something along the lines of "Thank you again for your interest. I look forward to hearing from you soon!"
4. My signature includes my whole name, the name of my child care business, website link again, my phone number and my email address.

I respond the same day, but am careful about the actual time of the response. I try to keep it to nap time or after hours because I don't want parents thinking that I'm sitting by a computer when I would normally be providing hands-on-childcare or preschool.