How to follow up (without being annoying)

The right amount of follow-up: kind, short, every 8–10 weeks. The wrong amount: silence.

Here are templates to copy.

Template 1 — Gentle check-in (8 weeks after applying)

Hi [Director Name],

Just a gentle check-in on [Child Name]'s waitlist application from [Month]. We're still very interested in your [room name] for a [Target Month] start. Happy to provide any updated info you might need.

Thanks so much for everything you do for our community,

[Your Name]

Template 2 — When your timeline tightens (2 months out)

Hi [Director Name],

[Child Name]'s start window has firmed up — we're hoping for [specific month/date]. I wanted to circle back in case there's any way we can be considered for an earlier intake or part-time as a way in.

Open to flexibility on days/hours. Thank you so much!

[Your Name]

Template 3 — Polite "can I update my info?"

Hi [Director Name],

Quick update — we've moved closer to your centre (new postal code: [code]). Could you update our file? Still on the waitlist for [room name], [Target Month].

Thank you!

[Your Name]

Template 4 — Responding to "you're being offered a spot"

Hi [Director Name],

Thank you SO much for the offer! [Child Name] would love to join. Could I confirm details by [Friday] at the latest? I want to make sure we have everything in order — happy to send our subsidy reference and immunization record by then.

Beyond grateful,

[Your Name]

Template 5 — Polite decline (so they offer your spot to someone else)

Hi [Director Name],

Thank you so much for thinking of us — we've actually accepted a spot elsewhere, so please feel free to pass our spot on to the next family. We so appreciate your kindness through this process.

All the best to your team,

[Your Name]

Two small things to remember

1. Always include the child's name and target month. Directors juggle hundreds of inquiries.
2. Send replies, even when it's "no thanks." It frees a spot for another family and builds goodwill if your child needs care again later.