Annual Communication Timeline & Email Templates for States
Welcome to our guide on the recommended communication schedule and ready-to-use email templates for the NFHS Directory & Participation Survey campaigns! Consistent communication is key to ensuring timely submissions from schools, and we’re here to help you navigate this process smoothly.
Overview
At FinalForms, we understand that effective communication is the strongest driver of on-time school submissions. That’s why we’ve developed a tested and repeatable communication sequence that has been successfully used across multiple states. Below, you’ll find a recommended communication timeline along with email templates to make your outreach as effective as possible.
Recommended Communication Timeline
1. Pre-Launch (2–4 Weeks Before Release)
State Sends: Announcement Email
Introduce the FinalForms partnership.
Explain the NFHS requirement.
Share the anticipated launch date.
Preview instructions.
2. Launch Day
FinalForms Sends: Activation + Instructions
Account activation for non-customers.
Directory & Survey instructions.
Help links & training invitations.
3. Active Survey Window (3–6 Weeks)
FinalForms Sends Weekly Reminders:
Only to schools that haven't submitted.
Includes 1-click access to “Find Your School” and survey steps.
State Sends Midpoint Reminder (Optional):
Reinforce deadline.
Provide state-specific clarifications.
4. Deadline Week
State Sends: Final Week Reminder
FinalForms Sends: Daily or final reminder
High urgency.
Direct access links.
Support options.
Email Template Suggestions
A. Announcement Email (State)
Subject: NFHS Directory & Participation Survey Launching Soon — Action Required
Body:
Introduce partnership.
Explain requirement.
Provide launch date.
Preview activation instructions.
B. Activation Email (FinalForms)
Subject: Activate Your NFHS FinalForms Account
Body:
Activate account.
Set password.
Log in and verify information.
C. Weekly Reminder (FinalForms)
Subject: Reminder: NFHS Participation Survey Still Needed
Body:
Due date.
Step-by-step access.
Support links.
D. Final Week Reminder (State)
Subject: FINAL REMINDER: NFHS Survey Due [Date]
Body:
Urgent call to action.
Quick access links.
Support.
By following this communication schedule and utilizing the provided email templates, you can ensure a smooth and efficient process for the NFHS Directory & Participation Survey campaigns. Happy communicating!