For information (and examples!) on how and when to send each of the emails below, visit the LENA Grow Recruitment & Site Prep online course.
Customize each template to meet your needs.
- Copy and paste template text into your email.
- Replace [italicized areas] with your professional information.
Reach Out to Sites
LENA partners often begin recruitment via email outreach. Here is an example of a customizable email template to introduce the program to center directors:
Subject line: Professional development opportunity with LENA Grow
Email text:
Dear [Center Director name],
[Your organization] is committed to supporting centers and meeting children’s needs effectively. We adopted LENA Grow and would love to bring it to your center!
LENA Grow helps teachers focus on one simple thing: how much they engage with their children.
- 92% of teachers see improvements in children’s language development.
- 88% report increased job satisfaction.
- 95% recommend LENA Grow.
For a quick overview of the program and its benefits, visit the LENA Grow webpage.
Don’t miss this opportunity! When would you like to connect to discuss bringing LENA Grow to your center? [Insert dates and times as needed.]
Thank you!
[Your name]
If a center director doesn’t respond within a week, use the template below to send a follow-up.
Subject line: Don't miss your LENA Grow opportunity!
Email text:
Dear [Center Director name],
I’m following up on my previous email about LENA Grow — a professional development program that helps teachers increase quality interactions with children.
In just five weeks, your center can:
-
Improve classroom engagement.
-
Identify children in language isolation.
-
Empower teachers with proven strategies that make a difference!
When would be a good time to bring this program to your center?
I look forward to hearing from you,
[Your name]
Get Commitments
After your initial outreach, it’s time to connect with interested programs to share more details and finalize commitments. To help you share this process with center directors, use this customizable email template:
Subject line: Let's schedule our LENA Grow Site Guide meeting
Email text:
Dear [Center Director name],
Congratulations on taking the next step toward bringing LENA Grow to your teachers!
[If needed, answer any questions from their previous email].
The LENA Site Guide explains the program benefits and participation requirements. Let’s schedule a time to review it together. [Include scheduling link or ask for their availability].
I look forward to planning our next steps.
Best,
[Your name]
After the meeting, follow up to confirm their timeline and introduce their coach. Below is a customizable email template you can use to introduce a coach to a center director.
Subject line: Getting Started With LENA Grow!
Email text:
Dear [Center Director name],
I’m excited to support your site with LENA Grow in the coming weeks. I’d like to introduce your LENA Grow coach, [Coach Name], who is copied here.
They will follow up with you soon about next steps.
Please keep me copied on communications so I can stay updated on your Teacher Orientation schedule and plan accordingly.
Thank you!
[Your name]
Support Site Readiness
Your next steps are to help center directors build buy-in and excitement, and to prepare them for using LENA technology.
Center directors may have questions about how to communicate with their teachers and families, and LENA has resources to support them. Here is a customizable email template you can use to communicate next steps to center directors:
Subject line: Next steps to begin LENA Grow!
Dear [Center Director name],
Thank you for meeting with me to review the LENA Grow Site Guide. Now that you know how the program works, we’re almost ready to begin!
If you’d like to start building excitement with your teachers, please share the LENA Grow for Teachers webpage. Let them know they’ll learn more during the upcoming Teacher Orientation that your coach will schedule.
If you’re thinking ahead about questions families may have, the LENA Grow for Families webpage can help. (Please note: This link will be shared with families after Teacher Orientation.)
Feel free to reach out with any questions.
Thank you!
[Your name]
Prepare for Tech
Use the email template below to help sites get ready to use LENA technology and to remind them of their weekly LENA tasks.
Subject line: Tech prep for upcoming LENA Grow program
Hello [Center Director name],
As planned, [Support Staff name] will handle weekly LENA device processing during the five weeks of LENA Grow.
Here’s what needs to happen:
[If sites are NOT processing their own devices, delete first step.]
- Install LENA Hub on a Windows 10 or Windows 11 computer that can be dedicated to processing devices for several hours. For help choosing a computer, see here.
- Make sure [Support Staff name] completes this 4-minute training on how to process devices before your first LENA Day.
[Add any notes about support the coach will provide on the first LENA Day.]
Each week, your designated staff will:
- Process and charge all devices in LENA Hub at the end of each LENA Day or the next morning. (Hands‑on time is usually under 15 minutes per class, though the first day may take longer.)
- Launder LENA vests during the week.
- [If applicable: Print the reports emailed by the coach before each coaching session.]
- [If applicable: Photocopy, print, or share the weekly Family Engagement handout.]
- Return clean vests and charged devices to classrooms before the next LENA Day.
Please let me know if any questions come up. I’m here to help!
Best,
[Your name]