Issue No. 08 • Communication Template
Weekly Parent Update Template
Use this when you need one clear weekly note that families can actually scan. The goal is to answer the practical questions in one screen: who the note is for, where practice is, what changed, what to bring, and what to do next.
What the note should cover
Who this applies to
Say whether the note is for Cubs, middle school, high school, or all groups before parents read anything else.
Where and when
Put the day, time, location, and pickup expectation near the top so the practical details are impossible to miss.
What changed
If a location, time, or group split changed, say that in plain language instead of burying it in a long paragraph.
Weekly note structure
Use this order
- One-line summary of the week
- Practice times and locations
- Who the note is for
- What to bring or complete
- Same-day change rule
- One clear next action
Skip this clutter
- Season-long reminders that already live on another page
- Five different optional actions
- Long motivational framing before the logistics
- Repeating unchanged details from last week without reason
Subject: Bears TC Weekly Update | [Week of June 10] Hi Bears families, This note is for: [All groups / MS-HS only / Cubs only] This week at a glance: - Monday: [time] at [location] - Thursday: [time] at [location] - Saturday: [time] at [location / who it is for] What changed this week: - [Only list real changes] What athletes need: - [Shoes / water / watch / snack / team shirt / form] What to do now: - [Turn in order form / save the calendar / bring payment / complete registration] Same-day changes: - SportsYou first. If weather or location changes, that is where the update will go. Useful links: - Calendar: [link] - Packing list: [link] - Fundraiser page: [link] Coach [Name]
Examples of strong lines
Opening line
"This note is for middle school and high school families. Cubs stay on the regular Monday/Thursday plan this week."
Same-day change line
"If weather changes the plan, SportsYou will update before email. Please check there first."
Action line
"Please save the fundraiser page for dates, payment instructions, downloads, and seller rewards."
Keep reading
Current fundraiser issue
See the one-page parent update for the current fundraiser flow, payments, and downloads.
Summer calendars
Use the June and July practice pages as the source of truth for locations and OYO rhythm.
Field Notes hub
Go back to the main archive for guides, checklists, issue pages, and request tools.