7 Types of Emails Your Institution Needs to Send

Email marketing for higher education is an effective way for educational institutions to reach their target audience, engage with current and prospective students, and increase visibility and engagement. Adhering to email marketing best practices and sending the right types of emails is essential for any successful email marketing strategy. It’s also incredibly beneficial to create and utilize higher education email templates.

In this blog post, we’ll be discussing the seven types of emails higher education institutions need to send to make the most out of email marketing. From automated welcome emails to event reminders and updates, we’ll discuss how each type of email can help higher education marketers reach their goals.

So, let’s get started!

1) Prospective Student Emails

Email Marketing for Higher Education: 7 Types of Emails Your Institution Needs to Send Infographic
Universities are increasingly relying on email marketing to drive student recruitment. Prospective student emails are one of the most important types of emails that higher education institutions should send out. These emails should be tailored to the individual and provide information about the university, the available courses, the campus life, and anything else that may interest prospective students.

University email marketing can help ensure that potential students receive relevant and timely information about the university and the available courses. This type of communication helps to create an inviting and informative introduction to the institution, build a connection with prospective students, and encourage them to take the next step and apply.

Education email marketing should include information such as open house events, campus tours, and other activities that could entice prospective students to apply. 

If you have successful alumni stories, these can also be included to showcase the institution’s track record in producing graduates who have gone on to achieve their desired career goals. Additionally, providing information about the faculty and available resources can help demonstrate the quality of the programs and the institution itself.

By utilizing university email marketing, higher education institutions can gain visibility in the crowded market of potential students, reach potential students with timely information about the institution, build a rapport with them, and encourage them to apply.

Bonus Tip: Offer downloadable brochures

2) Application and Acceptance Emails

Application and acceptance emails are an integral part of the university email marketing strategy, as they help the education institution keep track of prospective students’ applications and provide them with timely responses. It is important to have a well-crafted onboarding email for new enrollees to inform students about the school and what it has to offer.

This series should include automated emails with relevant information and appointment/application deadline reminders.

Educational institutions should also consider creating customized emails that can be personalized for each prospective student. These emails should not only provide information about the university and its programs, but should also include acceptance letters, financial aid and scholarship offers, housing information, and other essential information. 

Additionally, universities should ensure that their automated emails are tailored to each student’s situation. This will ensure that the right information is being sent out to the right people at the right time.

With university email marketing, acceptance emails are one of the best ways to reach prospective students and encourage them to apply. By sending timely and personalized emails, educational institutions can help make sure that each student receives the attention they deserve while staying organized and on top of the application process.

3) Orientation and Registration Emails

Orientation and registration emails are a vital part of university email marketing and education email marketing strategies. These emails serve the purpose of informing prospective students and their parents about orientation and registration processes at your institution. Orientation is the process by which new students learn about the campus, meet with faculty and staff, and become familiar with the university’s offerings.

Registration emails inform new students on when to attend orientation and how to register for classes. It’s also important to remind new students of any deadlines related to enrollment, such as payment due dates, housing application deadlines, and more.

In addition to providing useful information, these emails should encourage new students to get involved in student activities and services that the university offers. With well-crafted orientation and registration emails, universities can help create an engaging onboarding experience for their new students.

4) Financial Aid and Payment Emails

For many students, financial aid is a major factor in their decision to attend a university. University email marketing should include financial aid and payment emails to inform prospective students about scholarship opportunities, tuition payment options, and other forms of financial assistance. 

These emails should also remind current students of payment deadlines and alert them to any changes or updates in their financial aid status.

Education email marketing should also include messages to help prospective students understand the various types of student loans and the differences between private and federal loan programs.

Finally, it’s important for universities to provide helpful advice and resources on budgeting and money management that students can use to make informed decisions about financing their education.

5) Instructor and Course-Related Emails

Educational institutions need to keep their students, faculty, and staff informed about course-related news and events. University email marketing can be used to send out instructor and course-related emails that help ensure everyone is on the same page.

Course Related Emails You Should Send

Types of Course-Related Emails You Should Send

  1. Class Start/End Dates
  2. Syllabus Updates
  3. Assignment Reminders
  4. Class Cancellation
  5. Grading Criteria
  6. Instructor Contact Information

Additionally, universities should use their education email marketing campaigns to inform faculty, staff, and students about any course changes or cancellations.

Instructor and course-related emails should also be used to provide feedback or surveys that can help measure student and faculty satisfaction. This data can then be used to enhance the overall learning experience for all stakeholders involved.

Finally, educational institutions should use their email campaigns to showcase extracurricular activities such as student clubs and organizations, as well as internships and employment opportunities. By providing this information via email, students can stay up to date with any upcoming events or activities that could enhance their educational experience.

Overall, university email marketing is an effective tool for helping universities keep their students, faculty, and staff informed about course-related news and events. By utilizing these emails to provide relevant and timely information, educational institutions can ensure everyone stays informed and engaged.

6) Campus Life and Student Services Emails

Campus life and student services are essential elements of the higher education experience, so it’s important for universities to maintain open communication with their students. University email marketing is an effective way to share campus updates and keep students informed about the various services they have access to.

Whether it’s organizing a campus-wide event, sending out a survey, or introducing a new student service, email is an effective way to reach the student body quickly and easily.

There are several types of emails universities should send regarding student services and campus life. Announcement emails are a great way to alert students of important news and updates related to campus events, activities, or services. 

Event emails can be used to notify students about upcoming events, as well as provide details about the event such as date, time, location, etc. Survey emails are also useful for collecting feedback from students about their experiences with certain services or campus life in general.

These types of emails can help foster a sense of community on campus and make students feel connected to the university. Additionally, education email marketing can be used to inform students of available resources such as libraries, counseling services, career centers, and more. Keeping students informed will help them take full advantage of all the resources your university has to offer.

7) Alumni Engagement Emails

For universities, alumni engagement is a key part of building strong relationships with the past. Alumni engagement emails are a great way to keep your former students connected with the university and to encourage them to become more involved with your institution. With university email marketing, you can create highly targeted campaigns that reach alumni with content that appeals to their individual interests and goals.

Education email marketing also allows you to gather valuable data from alumni that can be used to shape future initiatives and activities. Leverage the iPost platform to send email campaigns for events, celebrations, personalized messages, donation solicitation, and more.

When designing alumni engagement emails, it’s important to think about what type of content will be most relevant for former students. Some examples of content for alumni engagement emails include alumni events and gatherings, updates on university news, job opportunities, fundraising campaigns, educational resources, special discounts, and much more.

The goal of alumni engagement emails is to make former students feel connected to their alma mater and valued as part of the university community. These emails should be tailored to appeal to the individual interests and needs of each alumnus while still representing the mission and values of the university.

In addition to providing value to alumni, university email marketing can also benefit your institution in several ways. It can help maintain relationships with former students and encourage them to support the university through donations or volunteering. It can also provide a platform for gathering valuable feedback from alumni that can be used to improve services and student experiences.

By utilizing effective email marketing tactics and creating engaging content, universities can effectively reach out to their alumni and continue building lasting relationships.


Email marketing is a powerful tool for higher education institutions to leverage to engage their students and alumni. When used correctly, universities can create a customized, targeted email marketing strategy to keep their community informed and engaged. By utilizing the seven types of emails discussed above, universities can communicate timely and important information while also providing their community with relevant content.

University email marketing provides an opportunity for educational institutions to stay connected with their students and alumni on an ongoing basis. By leveraging effective education email marketing, universities can build relationships with their student body and alumni that will last a lifetime.