Template Responses · 8 difficult commsEasyStagecraft Module 3 · the messages you don't want to write at 22:00 · pre-drafted, principle-stated, fields marked in red to customise · copy + paste + adjust

Hi [Parent first name], Thanks for getting in touch — I know this isn't the news [Child first name] was hoping for, and I'm sorry it's disappointing. A few things I want to say, and one offer. First — the casting process for [show title] was led by [Director name] with input from [MD name], and decisions were based on the audition material on the day plus the way the role fits the rest of the cast. It's not a comment on [Child first name]'s ability; it's a casting puzzle with a lot of constraints. Second — [Child first name]'s named role this production is [role name], and we've designed the rehearsal time to give them genuine stage moments. [Add one specific detail about their role.] The offer: if [Child first name] would like to grab 10 minutes with [Director name] at the next rehearsal break to talk about specific things to work on for next year, I can set that up. I think it would be useful — and we'd both like to support that path. I'm not going to ask the director to reconsider the cast list; that's a line I won't cross publicly or privately. But anything else — happy to discuss. Best, [PM name] [Role at school]

Hi [Parent first name], Thanks for raising this directly. I'd rather we sort it through email than have it stew. A few things in case they help: 1. The [A$ amount] covers [specific items — costume hire, programme, post-show party, etc]. None of it covers PM time or staff fees — those are absorbed by the school's curricular budget. 2. The school operates a hardship arrangement for production costs — every year, several families take it up and no-one outside the business manager and me knows who. If that would help, please let me know and I'll set it up before the next levy date. Zero awkwardness. 3. If the issue is the specific cost (not the principle) — I'm happy to walk through the line items with you over a coffee or 15-min call. We don't pad these; production costs in 2026 are what they are. What's the best way forward for you? Best, [PM name]

Hi [Parent first name], Thanks for asking — appreciate you checking rather than just arriving. Backstage during a live performance is the Stage Manager's domain — they're running the show from a single calling position with the cast moving fast in low light and quick-changes happening in the wings. Adding another adult, even one with the best intentions, breaks the choreography the SM has rehearsed for weeks. The school's production policy is: no backstage access from "30-minute call" through to curtain-down. This applies to me too on someone else's show. It's also a child-safety requirement, not just a logistics one: backstage during a show is full of students — some changing costume in the wings — so under our school's child safety policy we can't have members of the public back there at all. What I CAN offer: • Backstage tour after Sunday's matinee — open invitation, I'll be there 45 min after curtain-down for any cast parent. • Pre-show photo session in the green room on opening night, 17:30. • [Child first name] in costume + makeup at our family-preview night — bring camera, capture freely. Hope one of those works. If you want to grab a coffee about anything else production-related, my door's open all next week. Best, [PM name]

Cast, crew, families — I'm writing tonight to let you know Saturday's performance of [show title] has been postponed. The reason: [specific reason — e.g. "the venue's smoke-detector fault wasn't cleared in time for our act-2 haze cue"]. I made the call at [time] after consulting with [principal/business manager/contractor]. I know this is gutting. The cast and crew have worked extraordinarily hard. I am angry too. Letting the show run unsafely is not a trade-off I will make, and I've never met a production team who would, but I want to acknowledge that "the right call" doesn't make this easier. What happens next: • Saturday's ticket-holders are being refunded automatically by Friday COB / offered swap to [replacement date]. • The remaining performances [Friday, Sunday matinee] go ahead as planned. • Cast call for those remains as posted. • I'll personally call any cast member who needs to debrief by Friday night. I will be at the production office from 8:00am tomorrow if anyone wants to talk in person. I'm not going to defend the decision; I want to support the team through it. Yours, [PM name]

Hi [Parent first name], [PM name] from [school]. [Student first name] got a small cut on their hand during the set build this evening — first aider [name] has cleaned and dressed it, no stitches needed, no medical follow-up required tonight. They are calm and want to keep working — happy to send them home if you'd prefer. Calling you on this number in 10 min — pick up if you can.

Hi [Sender first name], Thanks for letting me know — I'd much rather hear this directly than via the grapevine. I want to take this seriously, which means I won't reply with assumptions tonight. What I can tell you: 1. I'll speak to [Director name] tomorrow morning and get their account. 2. If you're willing, I'd appreciate a 15-min meeting with me [and the principal / pastoral lead, if relevant] this week to walk through what you observed. 3. Anything you tell me stays between us and whoever absolutely needs to know to act on it. No "process" without your say-so on what gets escalated where. In the meantime, please don't raise this with other parents or cast — not because I want it suppressed, but because I'd rather it be handled cleanly. Rumour-routes make every step harder. Reach back when you're ready. I'm available [time options]. Best, [PM name]

Hi [Contractor first name], Thanks for the note. Want to make sure we're on the same page before either of us commits. What I'm hearing is that [specific extra task] needs to happen, and you'd like the school to [cover it / absorb the cost / extend the day]. A few questions before I sign: 1. Which line in your original quote covers this, or — if it's an extra — what's the cost? 2. Is this a safety-required step (which I'd never push back on) or a nice-to-have? 3. What's the impact if we deferred it to the next production rather than rolling it in now? I'm not chasing a discount. I'm chasing clarity so the school's records and your records match at the end of the season. Happy to jump on a 10-min call this morning. [Mobile number]. Best, [PM name] PM · [School]

Hi [Parent first name], Quick note from this week's rehearsals. I'd appreciate a 15-minute chat about [Child first name]'s behaviour — specifically [two specific observations, e.g. "leaving rehearsal early without saying" or "tension between [Child] and [other cast member] on Wednesday"]. I want to flag this early not because it's a big deal yet, but because it's the kind of thing that's easy to turn around with a quick conversation and harder to repair later. I'm not asking for a sanction — I'm asking for a check-in. Best for me: [two time options] this week. Can also do a phone call if email's easier. This isn't going on a file. Just a chat. Best, [PM name]