Hey Teacher Friend,

If you haven’t noticed yet, I am definitely in studio policy mode and prepping for the upcoming year.

And one of the things I have noticed is this:

• Maybe you are raising your rates.
• Maybe you are moving to autopay.
• Maybe you are changing your makeup lesson policy.
• Maybe you are adding flex weeks.
• Maybe you are shifting your calendar, your registration process, or the way families reserve their spot.

The actual decision might make sense and you are super excited about it.

But then you sit down to write the email and suddenly your brain says, “Absolutely not. We will now stare at the screen and overthink every sentence.”

Been there. 🙋🏻‍♀️

A lot of us freeze because we are trying to sound kind, professional, clear, flexible, warm, confident, grateful, not scary, not rude, not defensive, and also somehow not too wordy.

In fact, I know that this has stopped me from making the change in the first place. There is a very real fear of making these changes and sending them out to our studios.

Some of the phrases we use when we are trying to be polite can actually create more uncertainty for families.

For example, instead of saying:

“I’m sorry, but…”

Try: “Thank you for understanding as I make this update.”

Instead of saying:

“Unfortunately…”

Try: “Beginning in August, the studio will be moving to…”

Instead of saying:

“I hope that’s okay…”

Try: “This change helps the studio run consistently and sustainably.”

Instead of saying:

“I hate to do this, but…”

Try: “I wanted to give families plenty of notice about this change.”

None of this means you need to become stiff or robotic. You can still be your warm, relational, and amazing self who cares deeply about their students.

But your communication needs to help families understand three things:

• What is changing.
• Why it matters.
• What happens next.

But in my experience, clear communication often reduces pushback because families know exactly what to expect.

And this is one of the reasons I included communication support inside The Policy Triangle and Calendar Workshop happening on June 19 at noon Eastern.

Because writing the policy is one thing. Communicating the policy clearly to families is another thing entirely.

Inside the workshop, we will work through your policy using a 20-page workbook that helps you look at your studio philosophy, calendar needs, financial needs, and the way your studio actually runs.

But we will also talk about how to word things.

You will get sample wording you can use inside your policy, along with templates to help you communicate policy updates to families in a clear, professional way.

Because sometimes we know what needs to change. We just get stuck on how to say it without over-apologizing, over-explaining, or making the decision sound optional.

If you join and watch the replay, you can still treat it like you were there with us, work through the workbook, and send your policy to me afterward.

I will record a private video audit for you, where I walk through your policy and give you feedback.

Here is what Sarah, a teacher of 25 years, said after taking the workshop:

➡️ You can join the workshop here ⬅️

My friend Holly Hornyan from Clever Keys Music has a beautiful welcome packet and handbook template that I absolutely love.

If you are trying to separate what belongs in your policy from what belongs in a warmer welcome letter or handbook, her template is such a helpful resource.

She also gave us a special coupon code for 20% off her shop:

Use code: SCRAPPY20

​Check out the Welcome Packet and Studio Handbook Here​

So if you are making studio changes for the upcoming year and you do not want to freeze every time you try to write the email, I would love to see you inside the workshop.

Speak soon,

Jaci