This article presents three standardized email templates to send to mentors that are falling off-track with their mentee. You can use the hyperlinks below to skip to the desired email template:
Please note that you may need to slightly augment the language of this template based on the circumstance of the pair. At a bare minimum, you will need to address the email to the appropriate recipient, edit the text in brackets and clean any formatting errors that resulted by the copy/paste action into Microsoft Outlook.
On-Track to Miss 2 Lessons
Recipient:
Mentor
Email Subject:
Follow-Up re: Call Discussing Probationary Status
Email Body:
Hello [MENTOR],
I’m writing because you’re on track to miss sending your mentee [MENTEE] a message for two lessons in a row. Please send your mentee a message on the platform by [CLASS TIME AND DAY].
In case some mentors don’t get a chance to check their emails, I will call or text all mentors who haven’t emailed by the end of the day tomorrow.
Let me know if you have any questions or concerns or if I can support you in any way.
Thank you,
[PM Name]
On-Track to Miss 3 Lessons
Recipients:
Mentor
Email Subject:
Follow-Up re: Call Discussing Probationary Status
Email Body:
Hello [MENTOR],
I’m writing because you’re on track to miss sending your mentee [MENTEE] a message for three lessons in a row.
I’m concerned about the effect this gap in email communication may have on your relationship and want to remind you to please write before class on [TIME AND DAY].
It is important to send these weekly emails for a number of reasons, including:
- demonstrating commitment and dedication to the relationship
- ensuring your mentee will have an email to respond to in class
- modeling the consistency necessary to make a relationship work
In case some mentors don’t get a chance to check their emails, I will call or text all mentors who haven’t emailed before I leave work tomorrow. Please let me know if there’s anything that I can do to support you as a mentor to [MENTEE].
Thanks!
[PM Name]
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Note: A PM may elect to cc their manager on this message and include a note saying that they have done so depending on the circumstances.
On-Track to Miss 4 Lessons
Recipients:
- Mentor
- PM's Manager
Email Subject:
Follow-Up re: Call Discussing Probationary Status
Email Body:
Hello [MENTOR],
I’m writing because this week marks what will be the fourth lesson in a row for which you have not sent your mentee a message.
I gave you a call on [DATE OF MOST RECENT CALL] and [DATE OF 2ND MOST RECENT CALL], in addition to email reminders sent on [EMAIL REMINDER DATE #1], [EMAIL REMINDER DATE #2], and [EMAIL REMINDER DATE #3] to remind you to email, but your mentee has still not received a message on the platform.
Per iMentor's policies, at this point I need to loop in my manager (cc'd here) and schedule a call with you to discuss strategies for increasing your consistency in communicating with [MENTEE] on the platform and next steps if you are unable to do so.
I recognize that communicating on the iMentor platform is not the sole factor in a healthy mentorship, but writing your mentee once a week is a basic program requirement expressed in mentor training, as well as my last email reminder to you, because it:
- demonstrates commitment and dedication to the relationship
- ensures your mentee will have an email to respond to in class
- models the consistency necessary to make a relationship work
I’m very appreciative of your desire to be a mentor to [MENTEE]—which is why I sincerely hope we can get you back on track.
Please let me know when you are available to jump on a call for 10-15 minutes to discuss strategies for getting you and [mentee] communicating weekly on the iMentor platform. Most importantly, please be sure to write [MENTEE] before class on [CLASS DATE].
Best,
[PM Name]
