Reducing Melt Through Optimized Confirmation Emails

Premise

Developed a strategic communication framework that transforms standard event reminders into value-driven engagement tools, specifically designed to bridge the gap between registration and attendance for student-facing programs, otherwise known as “melt.”

In addition to two “fill-in-the-blank” email templates for quick use, I developed written guidelines to help the team understand the tone and voice, and the technical best practices that inform a successful approach to this touchpoint.

Guidelines for Team

The “thank you for registering”/confirmation emails seem utilitarian, but they are another key touchpoint in student outreach. Student registration for events does not confirm they will attend; rather, it indicates a stronger demonstrated interest or potential intent to attend. Any of the following might have occurred between registration and the event date:

• A registrant forgot about the event.
• Another interesting event has popped up, and they must now decide between the two.
• They registered as a “maybe” and would decide later whether to attend.
• They feel overwhelmed with their current commitments, and while they might not have another time conflict, they might be questioning if your event is a good use of their time.

In short, the confirmation email is not just a reminder but your last chance to “sell” your program and convince the potential attendee that it’s the best use of their time and energy. So, you should remind students of the relevance by highlighting the benefits or what they’ll get out of it. 

You might feel compelled to include “best practices” for students to follow, which are especially helpful for younger students, new participants, or anxious attendees. However, they should be presented as helpful suggestions rather than obligations. Strong verbiage might look like “here’s how to make the most of your session” or “want to make a great first impression? Here are some quick tips.” 

This email should be brief and focused on what students will get out of the event, not just the practical and logistical details. Make the “rules” feel like insider tips that give you a competitive edge. Your subject lines should align with this shift in messaging. 

These instructions can be used to prompt an AI chatbot if you need help. 

Templates

Sample 1

We’re so excited you’ll be joining us for the [EVENT NAME]! This is an incredible opportunity to [BENEFITS]. 

This [SESSION TYPE] starts at [TIME] and is expected to be about an hour. You can access the Zoom room via Handshake up to 10 minutes before the start time. 

Want to learn more about [COMPANY]’s opportunities in advance? Check out this Handshake listing! 

To make the most of your experience, we recommend:

• Keeping your camera on and being an active participant  
• Researching in advance so you can prepare thoughtful questions (which will help you stand out to the employers!)
• Have a notebook ready to jot down next steps, deadlines, and expert advice 

Sample 2

We’re so excited you’re joining us for the [EVENT NAME]! This session is designed to give you a behind-the-scenes look at [BENEFIT].

The Details:

• When: Tomorrow, [TIME] (About 60 minutes)
• Where: Join the Zoom room via Handshake [LINK]

How to stand out:

• Come curious: We’ve reserved the last 15 minutes for a live Q&A. This is your chance to ask [NAME/ROLE] anything!
• Presence matters: If your environment allows, we’d love to see your face on camera. It helps our speakers feel the energy of the room.
• Do a quick “pre-read”: Check out the [LINK TO JOB/PROGRAM] so you can dive right into memorable questions. 

See you soon!

Why This Mattered

The original email used demand language (“expected to attend”), which can feel like an obligation. The revised templates use invitational language that highlights what the student gains. By framing the commitment as an opportunity rather than a chore, we increase the likelihood of attendance and persuade individuals who may be wavering.