Talking to parents: a simple routine

Parents who hear from you regularly rarely leave without a word. A few short messages a month do more than long meetings.

A routine

Each week: one line to each parent in the group, or a note in the notebook: what was covered, what to practise.
Each month: a short progress note on each student, one thing going well and one thing to work on.
After each test: the mark and what to revise.
When there is a problem: call or message the same day, in a calm voice, and offer a plan.

What a good progress note contains

One real thing the student did well, one specific thing to improve, and what you will do about it. "Good boy" says nothing; "solved all the fractions sums without help this week, and still mixes up denominators when adding" tells the parent what is happening. Ready lines are on the progress notes page.

Set boundaries kindly

Tell parents the times they may call or message, for example 6 to 8 in the evening. Say it once, at admission, as part of how the class runs. Late-night messages then become the exception.

Avoid comparing children

Parents sometimes ask how their child compares with another. Answer about their own child's progress against their own earlier work. It keeps you out of family arguments.

Handling a complaint

Listen first, without defending yourself.
Repeat what you understood.
Say what you will do and by when.
Follow up in a week.

Group messages

If you use a WhatsApp group for parents, keep it for notices only: holidays, tests, fee dates. Send marks and concerns privately. Never post one child's marks in a group.

Common questions

Should I give my personal number?

Many tutors use a number only for the class. If you share your personal number, set the call times first and stick to them.

How do I tell a parent their child is not trying?

Describe what you see, not the character: "has not done the last three homeworks" is a fact; "is lazy" is a judgment. Then ask what might help.

Keep going

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