Sample E-mail Template to Member HR Training Coordinators

[DATE] (No later than 8 weeks prior to session start date)

Dear Consortium Members (HR Rep—See enclosed Member Contact List),

[TITLE OF SESSION] is being offered by the Regional Training and Development Consortium for Public Agencies on [ENTER DAY AND DATE OF SESSION]. Please see the attached flyer for information about this training opportunity (ATTACH FLYER).

Due to the limited space available, our registration process will include the generation of an “interest list” before registration is finalized in order to ensure equitable availability for our member agencies. The timeline and process for registration is as follows:

  • An agency interest list is due on [ENTER DUE DATE = 6 WEEKS PRIOR SESSION START DATE]. Please direct your employees to contact your agency’s training coordinator to express interest and the training coordinator can send your list to [INSERT YOUR CONTACT NAME AND E-MAIL ADDRESS HERE]. Your Agency’s interest list should include the employee(s): name, department, title, and email address. If all interested participants can be accommodated, we will send you a confirmation letter five weeks prior to the session start date.
  • If there are more interested participants than there are spaces available, spaces will be allotted to each agency on an equitable basis, taking into consideration the number of employees on your interest list, and the overall size of your agency.
  • You will be notified about the number of spaces available for your agency no later than [ENTER DAY AND DATE = 5 WEEKS PRIOR TO THE SESSION START DATE] by [ENTER NAME OF YOUR AGENCY].
  • If you received fewer seats than interested participants, your agency may determine which employees on your interest list may attend at your own discretion. Please send your final list of participants no later than [ENTER DAY AND DATE = 1 WEEK PRIOR TO SESSION START DATE] to [NAME OF YOUR AGENCY].
  • Each registered participant will receive a confirmation e-mail with instructions and location information. Training coordinators will receive a copy of this correspondence.

Thank you for distributing the attached flyer to your employees. If you have any questions or would like further information about this training opportunity, please feel free to contact me at [ENTER YOUR CONTACT INFORMATION].

Thank you,