Contributors:Misty Hamideh
Sending a welcome email to your students before the term starts is a great way to introduce yourself and set a positive tone for the course. By sharing a little bit about who you are and what students can expect, you can ease first-day nerves and help everyone feel more prepared. While helpful in any course format, a welcome message is especially valuable for building connections and creating a supportive environment in online courses.
What to include in your welcome email
What you decide to include in your welcome message should represent who you are as a person and instructor. When crafting it, consider including this essential information:
- A warm greeting that welcomes your students to the course
- Basic course details: Course title, term, instructor name (including any co-teachers or TAs), meeting times/location (for in-person courses), Canvas course link (if applicable)
- Required materials: Textbooks, lab equipment, or other items that will be needed on the first day, plus where to acquire them
- Communication expectations: Best way to reach you, office hours, expected response times
- Personal introduction: a brief background, teaching philosophy, fun fact about yourself
- Information about campus resources: Consider sharing How to Find Help at PSU and/or department-specific resources.
Welcome email templates
Whether you’re teaching in person, online, or a mix of both, these templates provide a starting point that you can adapt to your own course and teaching style. They include placeholders for essential course details, tips for highlighting important campus resources, and prompts to add your personal information.
Send your message with Google Groups!
About two weeks before the start of each term, a Google Group is created for each course in Banner. These groups make it easy to quickly email all the students in any of your classes without having to look up the roster or add each student to an email individually.
Use Google Groups to send a message to all the students in your class
Hello Everyone!
I’m excited to welcome you to [class name] this term! Before our first class, here are some important details to help you get prepared:
📅 Course meetings
- When: [days] from [start time – end time]
- Where: [Building/room #].
📖 Course materials
- Required Textbook(s): [title + where to get it]
- Other Materials: [list + where to get them]
- Canvas Course: Available starting [date] at [Canvas link]. You’ll find additional readings, activities, and updates posted there.
- Syllabus: [I will send you the syllabus on [date]. // The syllabus is attached to this email. // The syllabus will be available in Canvas.]
✉️ Communication
- Best way to reach me: [email/phone/office hours/other]
- Expected response time: [timeframe]. If you don’t hear back from me within [timeframe], please send a follow-up email. I will appreciate the gentle reminder.
❓ Need help?
I am always happy to answer questions or help you find the right person on campus to help! You can also check out How to Find Help at PSU or log in to your my.pdx.edu page for more support options.
👋 A little about me…
[Write a short, personable introduction. Share something about your background, interests, or why you enjoy teaching this course. Students often appreciate knowing who you are outside of academics, too! Consider adding a photo or short welcome video.]
I look forward to meeting you and working together this term. Let’s make it a great one!
Warmly,
[Your Name]
Hello Everyone!
I’m excited to welcome you to [class name] this term! Our course does not officially begin until [date], but I thought I’d send a quick welcome message to help you get prepared and learn a little more about the expectations for this course.
📅 Course meetings (Only for Online – Scheduled Meetings courses)
- When: [days] from [start time – end time]
- Where: On Zoom; refer to our Canvas course for the meeting link.
📖 Required materials
-
- Syllabus: [I will send you the syllabus on [date]. // The syllabus is attached to this email. // The syllabus will be available in Canvas.]
- Required Textbook(s): [title + where to get it]
- Other Materials: [list + where to get them]
🖥️ Canvas course
- Canvas Course Link: [link]
- Availability: [start date – end date]
- Course Organization: You’ll find all readings & activities organized by week on the Modules page. Watch [this video] for a tour of our course.
- New to Canvas and/or online learning? You can find tutorials by selecting Help from the lefthand navigation bar in Canvas and choosing “Technology Help for Students.” Also, an introductory Canvas course is available to all students called “Online and Remote Learning Support.”
✉️ Communication
- Best way to reach me: [email/phone/office hours/other]
- Expected response time: [timeframe]. If you don’t hear back from me within [timeframe], please send a follow-up email. I will appreciate the gentle reminder.
- Course updates/announcements: I will use the Canvas announcements tool to share any important updates or reminders. I strongly encourage you to make sure that your Canvas notification settings are up-to-date so you receive these notifications in a timely manner.
❓ Need help?
I am always happy to answer questions or help you find the right person on campus to help! You can also check out How to Find Help at PSU or log in to your my.pdx.edu page for more support options.
👋 A little about me…
[Write a short, personable introduction. Share something about your background, interests, or why you enjoy teaching this course. Students often appreciate knowing who you are outside of academics, too! Consider adding a photo or short welcome video.]
I look forward to meeting you and working together this term. Let’s make it a great one!
Warmly,
[Your Name]
👋Need more help?
Submit a support request through our Faculty Support portal for assistance.