One of the most important skills that teachers need to develop is effective communication with parents. Whether it is to share good news, address concerns, or request assistance, teachers need to be able to convey their message clearly, respectfully, and professionally.
However, many teachers feel anxious or unprepared when they have to make a phone call to a parent, especially if it is their first time or if the topic is sensitive or difficult. In this article, we will provide some tips and examples on how to create a script for calling parents, and how to use it to guide your conversation and achieve your goals.
What Type of Call Usually Teacher Called Parents?
There are different types of calls that teachers usually make to parents, depending on the purpose and the tone of the conversation. Some examples are:
- Positive calls.
These are calls that praise the student’s achievements, behavior, or progress in the class. They help to build a good relationship with the parents and the student, and encourage the student to keep up the good work.
For example, “Hello, this is Mr. Lee, your son’s math teacher. I just wanted to let you know that he did a great job on the last test and he is showing a lot of improvement in his skills.“ - Informative calls.
These are calls that update the parents on the student’s attendance, assignments, grades, or other important information. They help to keep the parents informed and involved in the student’s learning process, and to address any issues or concerns before they become serious.
For example, “Hello, this is Ms. Chen, your daughter’s science teacher. I’m calling to remind you that she has a project due next week and she needs to bring some materials from home. Please make sure she has everything she needs to complete the assignment.“ - Concern calls.
These are calls that express the teacher’s worries or dissatisfaction about the student’s behavior, performance, or attitude in the class. They help to alert the parents to the problems and to seek their cooperation and support in finding solutions.
For example, “Hello, this is Mr. Smith, your son’s English teacher. I’m calling to talk to you about his recent plagiarism incident. He copied his essay from the internet and submitted it as his own work. This is a serious academic offense and I need to discuss with you the consequences and the steps to prevent this from happening again.“ - Request calls.
These are calls that ask the parents for their help, feedback, or participation in the class activities or events. They help to show the teacher’s appreciation and respect for the parents’ role and to invite them to be more involved in the student’s education.
For example, “Hello, this is Ms. Jones, your daughter’s art teacher. I’m calling to ask you if you would be interested in volunteering for our upcoming art show. We need some parents to help with the setup, the refreshments, and the supervision. It would be a great opportunity for you to see your daughter’s work and to meet other parents and teachers.“
Tips Calling Parents
Calling parents can be a challenging but rewarding task for teachers. It can help to build positive relationships, address issues, and support student learning. Here are some tips for effective communication with parents:
- Plan ahead.
Before you make a call, decide on the purpose, the tone, and the outcome of the conversation. Prepare a script or an outline of what you want to say, and anticipate possible questions or reactions from the parent. Have relevant information and data ready, such as attendance records, grades, or behavior reports. - Be positive.
Start and end the call on a positive note. Express appreciation for the parent’s time and involvement, and highlight the student’s strengths and achievements. Use a friendly and respectful tone, and avoid blaming or criticizing the parent or the student. Focus on solutions and actions, rather than problems and complaints. - Be clear and concise.
State the main point of the call early and clearly. Avoid jargon, slang, or acronyms that the parent may not understand. Use specific examples and evidence to support your message. Keep the call brief and to the point, and summarize the key points at the end. Confirm the parent’s understanding and agreement, and thank them for their cooperation. - Be empathetic and supportive.
Listen actively and attentively to the parent’s perspective and concerns. Acknowledge their feelings and emotions, and show that you care about their child and their situation. Validate their efforts and contributions, and offer your help and guidance. Avoid being defensive or argumentative, and try to find common ground and goals. - Follow up.
After the call, document the conversation and the agreed actions. Send a follow-up email or note to the parent, summarizing the main points and thanking them again for their partnership. Monitor the student’s progress and behavior, and provide feedback and updates to the parent. If necessary, schedule another call or meeting to review the results and make adjustments.
Calling Parents about Student Behavior
Teacher: Hello, this is Ms. Anna, your son’s Chemistry teacher. May I speak to Mr. or Mrs. Hasan?
Parent: Hi, this is Mr. Hasan. How are you, Ms. Anna?
Teacher: I’m doing well, thank you. I’m calling to talk to you about your son, Rizal.
Parent: Is everything okay?
Teacher: Well, I have some concerns about Rizal’s behavior in my class. He has been very distracted and disruptive lately. He often plays with his phone, chats with his friends, or makes noises during the lessons. He also doesn’t complete his homework or participate in the activities. He has been missing a lot of important information and his grade is dropping.
Parent: I’m sorry to hear that. I didn’t know he was acting like that.
Teacher: I understand. That’s why I wanted to call you and let you know. I’m very worried about Rizal and his learning. He is a smart and capable student, but he is not showing his full potential. He needs to improve his behavior, focus on his work, and respect the class rules.
Parent: I agree. This is unacceptable and unacceptable. I will talk to him and find out what’s going on. Maybe he is bored or stressed or having some personal issues.
Teacher: Thank you. I appreciate your cooperation and support. I hope we can work together to help Rizal succeed in my class. He has a lot of talent and I don’t want him to waste it.
Parent: Me neither. Thank you for calling me and telling me this. I will do my best to help him and to keep in touch with you.
Teacher: You’re very welcome. Thank you for your understanding and involvement. Have a good day, Mr. Hasan.
Parent: You too, Ms. Anna. Bye.
Teacher: Bye.
Example Script: Positive Call to a Parent
Teacher: Hello, this is Mrs. Lee, your son’s history teacher. May I speak to Mr. or Mrs. Tan?
Parent: Hi, this is Mrs. Tan. How are you, Mrs. Lee?
Teacher: I’m doing well, thank you. I’m calling to share some good news about your son, Kevin.
Parent: Oh, really? What is it?
Teacher: Well, Kevin has been doing very well in my class. He is always attentive, curious, and respectful. He participates actively in the discussions and asks insightful questions. He also works well with his classmates and helps them when they need it.
Parent: That’s wonderful to hear. I’m so proud of him.
Teacher: You should be. He is a very bright and kind student. He recently completed a project on the Indonesian independence movement, and he did an excellent job. He researched the topic thoroughly, used reliable sources, and presented his findings in a clear and engaging way. He also showed a lot of creativity and originality in his work. He made a poster with images and quotes from the leaders of the movement, and he wrote a poem from the perspective of a freedom fighter. It was very impressive.
Parent: Wow, that sounds amazing. He must have put a lot of effort into it.
Teacher: He did. He told me he was very interested in the topic and wanted to learn more about it. He even asked me for some book recommendations on the history of Indonesia. I was very impressed by his enthusiasm and curiosity.
Parent: I’m glad he enjoys your class and your subject. He always talks about how much he likes history and how you make it fun and interesting for him.
Teacher: Thank you. That means a lot to me. I really enjoy having Kevin in my class. He is a joy to teach and a great role model for his peers. I wanted to let you know how proud I am of him and how much I appreciate his work and attitude.
Parent: Thank you so much for calling me and telling me all this. It makes me very happy to hear such positive feedback about my son. I will definitely share this with him and encourage him to keep up the good work.
Teacher: You’re very welcome. Thank you for your support and cooperation. Have a great day, Mrs. Tan.
Parent: You too, Mrs. Lee. Bye.
Teacher: Bye.
Example Script: Informative Call to a Parent
Teacher: Hello, this is Mr. Rahman, your daughter’s music teacher. May I speak to Mr. or Mrs. Sari?
Parent: Hi, this is Mr. Sari. How are you, Mr. Rahman?
Teacher: I’m doing well, thank you. I’m calling to inform you about your daughter, Rani.
Parent: Is everything okay?
Teacher: Yes, everything is fine. I just wanted to let you know that Rani has been selected to perform in the school concert next month.
Parent: Really? That’s wonderful news. I’m so happy for her.
Teacher: Me too. She is a very talented and hardworking student. She plays the piano beautifully and she has a lovely voice. She auditioned for the concert last week and she impressed the judges with her performance. She will be singing a solo song and playing a duet with another student.
Parent: Wow, that sounds amazing. She must have practiced a lot.
Teacher: She did. She always comes to the music room during her free time and practices diligently. She also attends the extra rehearsals after school and on weekends. She is very committed and passionate about music.
Parent: I’m glad she enjoys your class and your subject. She always talks about how much she loves music and how you inspire her to learn more.
Teacher: Thank you. That means a lot to me. I really enjoy having Rani in my class. She is a pleasure to teach and a star performer. I wanted to inform you about her achievement and to invite you to the concert. It will be on Friday, December 8, at 7 pm in the school auditorium. I hope you can come and support her.
Parent: Thank you so much for calling me and telling me this. It makes me very proud to hear such positive feedback about my daughter. I will definitely come to the concert and cheer for her.
Teacher: You’re very welcome. Thank you for your support and cooperation. Have a great day, Mr. Sari.
Parent: You too, Mr. Rahman. Bye.
Teacher: Bye.
Example Script: Request Call to a Parent
Teacher: Hello, this is Mr. James, your daughter’s math teacher. May I speak to Mrs. Rose?
Parent: Hi, this is Mrs. Rose. How are you, Mr. James?
Teacher: I’m doing well, thank you. I’m calling to ask you for a favor.
Parent: A favor? What is it?
Teacher: Well, as you may know, next week is the Math Week at our school. We have planned various activities and events to celebrate and promote the importance and fun of math. One of the events is a Math Fair, where the students will showcase their math projects and games to the visitors and other students.
Parent: Yes, I heard about that. My daughter, Amel, has been working on a project with her group. She is very excited about it.
Teacher: That’s great to hear. Amel is a very enthusiastic and creative student. She and her group have made a project on fractals, and they have used different materials and methods to create and display them. It’s very impressive.
Parent: Thank you. I’m glad she enjoys your class and your subject. She always talks about how much she likes math and how you make it challenging and interesting for her.
Teacher: Thank you. That means a lot to me. I really enjoy having Amel in my class. She is a pleasure to teach and a great learner. I wanted to ask you if you would be interested in helping out at the Math Fair. We need some parents to help with the setup, the supervision, and the evaluation of the projects and games. It would be a great opportunity for you to see your daughter’s work and to support her and her classmates.
Parent: I see. When is the Math Fair and how long will it last?
Teacher: The Math Fair is on Thursday, November 16, from 9 am to 12 pm. It will be held in the school gymnasium. You can choose to help for the whole duration or for a part of it, depending on your availability and preference.
Parent: I see. Well, I’m interested in helping out, but I have to check my schedule first. I have some work commitments that day, but I might be able to rearrange them or take some time off.
Teacher: I understand. Thank you for considering it. I appreciate your involvement and cooperation. It would be wonderful if you could join us and help us make the Math Fair a success. Please let me know as soon as possible if you can help, and I will send you more details and instructions.
Parent: You’re welcome. Thank you for calling me and asking me this. I will get back to you by tomorrow and let you know if I can help.
Teacher: Thank you. I look forward to hearing from you. Have a nice day, Mrs. Rose.
Parent: You too, Mr. James. Bye.
Teacher: Bye.
Principal Makes Difficult News Call to a Parent
Principal: Hello, this is Mr. Johnny, the principal of XYZ High School. May I speak to Mr. or Mrs. James?
Parent: Hi, this is Mrs. James. How are you, Mr. Johnny?
Principal: I’m doing well, thank you. I’m calling to talk to you about your son, Andy.
Parent: Is something wrong?
Principal: I’m afraid so. I have some bad news to share with you.
Parent: What is it?
Principal: Well, Andy was involved in a serious accident this morning. He was riding his motorcycle to school when he collided with a car at a busy intersection. He was rushed to the hospital by an ambulance, and he is currently in the intensive care unit.
Parent: Oh my God. That’s terrible. How is he? Is he okay?
Principal: I’m sorry to say that he is in critical condition. He suffered multiple injuries, including a head trauma, a broken leg, and internal bleeding. He is undergoing surgery right now, and the doctors are doing their best to save him.
Parent: I can’t believe this. This is a nightmare. I need to go to the hospital right now. Where is he?
Principal: He is at the ABC Hospital. I have already contacted the hospital and informed them of your relationship. They will let you see him as soon as possible. I’m so sorry for what happened. This is a tragic and unfortunate event.
Parent: Thank you for calling me and telling me this. I appreciate your concern and compassion. I will go to the hospital right now and pray for him.
Principal: You’re very welcome. I’m here to support you and your family. Please let me know if there is anything I can do to help. I will also keep you updated on his condition and his recovery. You are not alone in this. We are all praying for him and hoping for the best.
Parent: Thank you. I need that. Please keep me posted. I have to go now. Bye.
Principal: Bye. Take care.
