How to send emails your community will actually read
- Nicole Sanford
- May 19
- 5 min read
Updated: May 27
Communicating with your community just got a whole lot easier. With Arux’s new built-in email tools, your team can now create, segment, and send targeted messages — all from the same place you manage your after school and community education programs.
So, how do you make the most of these tools, crafting emails that your community will actually read?
Whether you're announcing a new registration period or sharing program updates, these best practices will help you build emails that get opened, read, and drive action.
Before anything: choose the right communication type based on the message
Don't overlook this step! When families set up their Arux accounts, they can opt out of marketing emails. If you send promotional emails using the wrong communication type, it may hurt your ability to get future messages delivered.
Use "Send Message" only for urgent and important updates. This path overrides subscription preferences and ensures delivery. But if you use this path to send marketing emails, your families may start marking your emails as spam, which means important notices in the future may not reach their inbox.
Use "Send Marketing" for all promotional emails. This respects family preferences and protects your email reputation.
Welcome to building your emails: subject lines, body copy, images, and more
Subject
The first thing recipients see in their inbox before they open the email — a preview of the email that tells them why they should open it.
Keep it short and clear, ideally under 7 words or 30–50 characters. If the subject line is too long, the end may get cut off on smaller browsers
Start strong — the first few words carry the most weight
Avoid anything too vague — tell them exactly why they should open the email
Use strong verbs that prompt readers to act (like Explore, Register, Join, Find)
Personalize when you can, such as a specific name, location, or program type, to boost engagement — “STEM classes now available for 3rd–5th graders” or “Fall clubs your middle schooler will love”
Body copy
This is the main message of your email. Use it to share important updates, promote programs, or drive action.
Include a headline in larger, bold text to introduce the email.
“Summer 2025 Catalog is now available!” or “Enrollment is now open for Chess Club”
Use the personalization field {% Firstname %} at the beginning of your message, which automatically pulls the recipient’s first name from your contact list and inserts it into the email, creating a more personalized greeting.
Start your main body copy with a hook (a problem, question, or bold statement) to grab attention and quickly signal what the email is about and why it should matter to the reader.
"We’re thrilled to announce our Summer Catalog is now open for registration!”
Keep paragraphs short and scannable (avoid paragraphs longer than 4 sentences). Recipients likely get tons of emails per day, so make sure yours is easy to skim and quickly gets to the point. It is also important to use line breaks between paragraphs.
Use Arux's AI Tools to help you write concise messages to your families.
Example of using AI Tools to help you write email messaging. Include a clear call-to-action (CTA) button or hyperlinked text asking them to do something.
"View programs”, "Browse catalog", or "Secure your spot"
Use images when possible to draw people in and break up text. A common rule of thumb is to include a larger header image or program logo at the top, and possibly smaller images farther down in the email showcasing your programming or other content.
The best image dimensions are 470px wide and any height. You can also drag the blue rectangle on the side of the image to make it larger or smaller once the image is in the builder. (Pro tip: Canva is a great, free tool to make email header images).
Bold the sentences that matter most to help the reader know where to look. A good rule of thumb is to avoid bolding in every paragraph — space it out so the reader’s eye is naturally drawn to key points
Format the rest of your text using fonts and text sizes that are consistent from email to email and do not distract from the key points and CTAs
💡 Use AI content generation within the email builder to help you create clever and informative email subject lines, concise body copy, and to help with translations.
Sending targeted emails: the most impactful emails are the ones that are, well, meant specifically for the recipient
The more you can resonate with your audience, the more success you will have. Sending smaller, more targeted emails may take more time, but it gives you the chance to tailor your message to a smaller audience, making it more relevant and personal to the reader. And if the recipient resonates with the message, they’re more likely to take action!
If you have the time and resources, taking that extra step to segment your audience based on their specific interests can set you apart. Big announcements like opening registration for a new season may apply to most of your families, but don’t overlook the value of sending more specific messages to smaller groups, especially when promoting certain enrichment programs, activities, and courses.
For example: You might send an email to 800 contacts when summer programming goes live. A month later, follow up with smaller groups of 20–50 based on past enrollment or interest in a course with low sign-ups. Get creative and use what you know about your families to give them the best experience possible!
Here are some more targeted email ideas:
Communicate with specific child care sites impacted by weather or building maintenance
Recommend classes based on a community member’s past enrollment
Let families know a new catalog is live
Share last-minute course openings with people who have shown previous interest
Remind families about upcoming deadlines or events for a course they’re currently enrolled in
When is the best time to send emails to families with young children?
We know parents have very little extra time, so being thoughtful about when your email lands in their inbox can make a big difference in performance.
Consider sending at non-traditional times like early mornings before the day begins (5-7am) or evenings after the kids are in bed (8-10pm) — times when parents are more likely to have a quiet moment to check their inbox. Sunday evenings may also be effective, as families gear up for the week ahead.
If you’re unsure what works best for your unique audience, try testing different send times — early morning, lunch hour, late afternoon, or evening — and track performance over time. You can even add a quick P.S. asking parents to reply to let you know when they’d prefer to hear from you.
💡 Feel empowered to use what you know about your audience’s schedule to send your email at a time when it’s more likely to be seen — and appreciated.
Reduce stress by scheduling emails ahead of time
One of the easiest ways to reduce stress is by scheduling your emails ahead of time, so you're not tied to your computer when it's time to hit send. You can also send test emails and gather feedback from your team in advance to make sure everything’s ready to go.
You’re doing a great job. These tools are built to support you.
You’re already making an impact through your programming, and thoughtful, well-crafted emails can help extend that impact by reaching families in a meaningful way.
Learn more about integrated email for family communications — schedule 15 minutes with Macy, who specializes in tailoring Arux to your program's unique needs.
If you’re a customer hoping to learn more, reach out to your customer success specialist with questions!
