Before I get into this week’s resource, I want to pause on the word “parent.” I use it loosely here to mean any adult who is supporting a student: parent, guardian, or family member.
I also know that not every student has an adult at home who is able to support them in this process. For those students, I make it a priority to check in more often. Sometimes I step into that role myself (but I know that is not possible for many counselors), and other times I try to find another adult in the school community (a coach, teacher, advisor) who can help keep them on track.
That said, when students do have supportive adults, clear communication can make a huge difference. Many families want to help, but they’re often unsure what their role should be or when things are due. A few proactive updates can prevent confusion and cut down on the flood of questions that come our way.
At the same time, it’s important to keep students in the driver’s seat. Parents and guardians are vital partners, but the application process should still belong to the student. Think of parent communication as giving families the tools to support without taking over.
3 Ways to Keep Parents Informed
1. Group Your Updates
Instead of replying to emails one by one, send a quick all-parent email or newsletter once every couple of weeks. That way everyone hears the same message, and you don’t get stuck repeating yourself.
2. Focus on How Parents Can Support, Not Do
Parents want to help but often don’t know how. Be specific: “Ask your student to show you their Common App dashboard” or “Encourage your student to double-check that test scores were sent if needed.” This way parents prompt and have conversation with their child rather than complete tasks.
3. Keep It Short and Clear
Parents don’t need every detail of the process… just what matters this week or month. Think short bullets to give the an overview, not long explanations.
Free Resource: Parent Email Templates
Here are three copy/paste templates you can adapt for your own school. Each one reinforces that parents are there to support while students lead.
Email Template 1: Upcoming Deadlines
Subject: Upcoming College Deadlines – Please Review with Your Student
Hello families,
As we move into October, many colleges have important deadlines coming up. Please take a few minutes to sit down with your student and review their college list and deadlines. A few key reminders:
- October 15 and November 1 are major early application deadlines.
- Students should request transcripts at least two weeks before deadlines.
- If applying test-optional, make sure scores are not sent by mistake. Also, have student talk with their school counselor or the admissions counselor at that college to ensure that the college is, in fact, test-optional.
Thank you for supporting your student.
Sincerely,,
[Your Name] / Signature
Email Template 2: Essay Support
Subject: Quick Essay Check-in
Hello families,
We’re encouraging all seniors to have a full draft of their Common App essay by the end of this week. If you enjoy reading / writing, you could serve as one of your child’s proofreaders. Regardless, you can support your student by asking:
- Do you have a draft essay saved in Google Docs or Common App?
- Have you shared it with a teacher, counselor, or trusted reader for feedback?
Encouragement and accountability from home can help, but the writing itself should stay student-led. No one other than the student should be writing the essay.
Sincerely,
[Your Name] / Signature
Email Template 3: General Parent Role in the Process
Subject: How Parents Can Help This Month
Hello families,
We know that senior year is already filled with events and activities, so the college stuff can sometimes slip through the cracks. Here are a few ways you can help your senior in the college process this month without overwhelming them or taking over:
- Ask your student to show you their Common App or application dashboard.
- Make sure transcript and recommendation requests have been submitted.
- Encourage steady progress… even 30 minutes of college work a few times a week adds up.
Your support makes a difference, and your student will gain confidence by taking the lead.
Sincerely,
[Your Name] / Signature
Final Thought
Parents, guardians, and other family members are an essential part of this process, but it’s important to remember that students should remain in charge of their own applications. When adults step too far in, students lose the chance to take ownership and grow through the process. What families really need is confidence that they’re supporting in the right ways and that’s where we come in.
A few short, proactive updates can give parents and guardians clear direction without overwhelming them or encouraging them to take over. By offering simple, ready-to-use templates, you make it easier for families to play their role while keeping the student in the lead.
At the end of the day, our goal is for students to feel capable and supported. Clear communication with families helps us get there, while also freeing up our own energy for what matters most: guiding students through one of the biggest transitions of their lives.