Advisor Email Templates
Written by Julia Ant
Updated at December 1st, 2025
Table of Contents
Communicating with parents throughout the yearbook process can be simple and stress-free. To help advisors save time and keep families informed, we have created a collection of ready-to-use email templates covering common yearbook topics such as ordering, deadlines, photo submissions, and senior ads. You can copy, paste, and customize these messages to match your school’s tone and timeline. Our goal is to make parent communication clear, consistent, and effortless throughout the year.
How to order your yearbook
Subject: Order Your Yearbook Today
Parents and School Community,
Yearbooks for [School Name] are now available! Make sure your student gets a copy of this year’s memories.
Yearbook Price: [Insert Price]
Order Deadline: [Insert Deadline]
How to Order:
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Visit our LINK site to place your order: [Insert LINK Site URL]
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Follow the step-by-step instructions to complete your purchase.
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Submit your order by the deadline to guarantee your copy.
For a helpful video guide with directions, visit: How to Purchase a Yearbook
Don’t miss out—order your yearbook today and help capture the memories of [School Year]!
Sincerely,
[Your Name]
[Yearbook Advisor]
[School Name]
Book Prices and Deadlines:
Subject: Order Your Yearbook Today – Prices and Deadlines
Parents and School Community,
We are excited to announce that the [School Name] Yearbook for [School Year] is now available for pre-order!
Yearbook Price: [Insert Price]
Order Deadline: [Insert Deadline]
Ordering before the deadline ensures your student receives a copy of this year’s memories. You can place your order online at [Insert Link] or by returning the order form to the school office.
Don’t miss out on this chance to capture the special moments from [School Year]. If you have any questions, please feel free to contact [Advisor Name] at [Email/Phone].
Thank you for supporting our yearbook program!
Sincerely,
[Your Name]
[Yearbook Advisor]
[School Name]
Where to go for questions
Subject: Have Questions About the Yearbook?
Parents and School Community,
We know that questions about the yearbook can come up at any time. Whether you are unsure about ordering, submitting photos, or deadlines, we are here to help!
For any questions, please reach out to [Yearbook Advisor Name] at [Email Address] or [Phone Number]. We are happy to provide guidance and make the yearbook process smooth for you and your student.
Thank you for being part of making this year’s yearbook special!
Sincerely,
[Your Name]
[Yearbook Advisor]
[School Name]
How to invite people to submit photos for the yearbook & where to upload
Parents and School Community,
Help us make this year’s [School Name] Yearbook truly special by sharing your photos! Your student’s moments from school events, sports, and everyday memories can be part of this year’s book.
How to Upload Photos:
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Visit: [Insert LINK Site URL]
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Follow the instructions to upload your photos. *You will need to sign in
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Submit your photos by [Insert Deadline] to ensure they are considered for the yearbook.
We can’t wait to see your memories and include them in this year’s yearbook. Thank you for helping us capture the special moments of [School Year]!
Sincerely,
[Your Name]
[Yearbook Advisor]
[School Name]
Yearbook sales are ending soon information
Subject: Last Chance to Order Your Yearbook!
Parents and School Community,
Time is running out! Yearbook sales for [School Name] are ending soon. Make sure your student doesn’t miss out on this year’s memories.
Order your yearbook by [Insert Deadline] to secure a copy. You can place your order online at [Insert Link] or by returning your order form to the school office.
Don’t wait—once the deadline passes, yearbooks will no longer be available!
Thank you for supporting our yearbook program.
Sincerely,
[Your Name]
[Yearbook Advisor]
[School Name]
Yearbook distribution day and how to prepare
Subject: Yearbook Distribution Day is Coming!
Parents and School Community,
We are excited to share that yearbooks for [School Name] will be distributed on [Insert Date]! This is a special day for students to celebrate and receive their copies of this year’s memories.
Here’s how to prepare:
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Make sure any outstanding yearbook payments are completed before distribution day.
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Remind your student to bring their student ID or order confirmation if required.
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Encourage your student to take a moment to sign and exchange messages with friends to make the yearbook extra special.
We can’t wait for students to enjoy their yearbooks and celebrate the [School Year]! If you have any questions, please contact [Yearbook Advisor Name] at [Email/Phone].
Sincerely,
[Your Name]
[Yearbook Advisor]
[School Name]
How to purchase yearbook ads and what they are
Parents and School Community,
Did you know you can celebrate your student’s achievements and special moments with a personalized yearbook ad? Yearbook ads are a great way to include photos, messages, and memories that will be cherished for years to come. The ads will be printed in all copies of the yearbook for everyone to see.
Ad Price: [Insert Price]
Submission Deadline: [Insert Deadline]
How to Purchase an Ad:
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Visit [Insert Purchase Link] to select the ad size and customize your content.
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Follow the step-by-step instructions to upload photos and add your message.
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Submit your ad by [Insert Deadline] to ensure it appears in this year’s yearbook.
For a detailed walkthrough, check out our helpful video guide here: help.entourageyearbooks.com/en_US/video-how-to-make-an-ad
Celebrate your student and create lasting memories with a yearbook ad today!
Sincerely,
[Your Name]
[Yearbook Advisor]
[School Name]
Yearbook Theme Announcement
Subject: Exciting News – This Year’s Yearbook Theme is Here!
Parents and School Community,
Get ready for a year of memories like no other! This year’s yearbook theme is [Insert Theme], and we can’t wait for students to see it come to life on every page. From candid moments to school events, this theme will make this year’s book extra special.
Yearbook Price: [Insert Price]
Order Deadline: [Insert Deadline]
Make sure your student doesn’t miss out! Order your yearbook today and be part of the excitement: [Insert LINK Site URL]
Let’s make this year unforgettable!
Sincerely,
[Your Name]
[Yearbook Advisor]
[School Name]
Student Cover Contest Information
Subject: Enter the Yearbook Cover Contest!
Parents and School Community,
Calling all creative students! This year, we’re hosting a Yearbook Cover Contest and your student could see their artwork on the cover of the [School Name] Yearbook.
Theme: [Insert Theme]
Cover Size/Dimensions: [Insert Size/Dimensions]
Submission Deadline: [Insert Deadline]
Students can submit original artwork that fits the theme and size requirements. This is a fantastic opportunity to showcase creativity and be part of a lasting memory for the whole school!
All entries should be submitted to [Insert Submission Link or Email]. Don’t miss this chance for your student to shine on the front cover of this year’s yearbook!
Sincerely,
[Your Name]
[Yearbook Advisor]
[School Name]
Baby Photo Submission
Subject: Submit Your Baby Photos for the Yearbook!
Parents and School Community,
It’s time to share your student’s earliest memories! We are collecting baby photos to feature in this year’s [School Name] Yearbook.
Photo Guidelines: Please submit clear, high-quality photos for the best results.
Submission Deadline: [Insert Deadline]
Submit Photos Here: [Insert Submission Link]
Don’t miss this chance to showcase your student’s adorable beginnings in the yearbook. We can’t wait to see these special memories!
Sincerely,
[Your Name]
[Yearbook Advisor]
[School Name]