Replying to new tutoring enquiries with AI

A parent's first message is a small test. They want to know you're real, you're available and you'll answer quickly. An AI tool can get you to a draft fast. Getting it to sound like you takes a little set-up.

Give it your voice, not just a task

If you only say "reply to this parent", you'll get a generic, cheerful message full of phrases you'd never say aloud. Show it how you write instead.

One reference notes that¹ "A prompt may include a few examples for a model to learn from in-context". In plain terms, paste in two or three short messages you've sent before and ask it to match them.

Before you paste anything, remove names, phone numbers and addresses. Swap them for words like "the parent" and "the student". The page on keeping student details safe explains why.

A prompt you can adapt

Here's the shape that works for most tutors. Change the bits in capitals.

Here are two messages I've sent to parents before. Match my tone: short, warm, plain English, no exclamation marks.

A parent has asked: "PASTE THE QUESTION WITH NAMES REMOVED".

Write a reply from me. Use only these facts: I teach SUBJECTS to YEAR LEVELS. I have spaces on DAYS. My rate is as I tell you below. Do not add any other details, prices or promises. If something is missing, leave a gap in square brackets.

That last line is the important one. It stops the tool filling holes with guesses.

Fill in the fees and times yourself

Chatbots can slip false details into a draft, and the false parts can sound perfectly sensible².

In an enquiry reply, that could be a free trial you don't offer or a Saturday slot you don't have. So leave prices and times as gaps. Type them in yourself after the draft is done.

What a good first reply holds

Keep it short. A parent wants an answer, not an essay.

• A thank-you for getting in touch, in one sentence.
• A direct answer to whatever they asked.
• One useful fact about how you work, such as where you teach or how a first lesson goes.
• One clear next step, like "tell me which day suits and I'll hold a spot".
• Your name.

Leave out your whole life story and a list of qualifications. If they want that, they'll ask.

Take the robot out

Even a good draft can carry tell-tale habits. Read it aloud and watch for these.

• Stock openers such as "I hope this message finds you well".
• Phrases that praise your own service in grand terms.
• Long sentences with three clauses where you'd use two short ones.
• Lots of exclamation marks.
• A closing line that repeats what you already said.

Cut them. Then ask yourself whether you'd say it to a parent at the school gate. If not, change it until you would.

When to skip the tool

Some first messages shouldn't get a drafted reply. A parent who mentions a learning difficulty, a family problem or a complaint about a past tutor needs a human answer. Write that one yourself, slowly, and keep notes in your own records.

If a parent asks about anything clinical or legal, say you're not the right person and point them to a proper professional.