Teacher inbox overload: How to make your emails stand out
Teachers, heads, and school staff are juggling dozens of responsibilities, and their email inboxes reflect that chaos – admin updates, parent queries, internal bulletins, and yes, messages from education suppliers. It’s noisy, it’s overwhelming, and it’s easy for a marketing message to slip through the cracks.
But here’s the good news: you can still make your emails stand out. And when you do, the results can be powerful.
In this blog, we’ll explore why email is still an essential tool for education marketing – and how to make sure yours is the one they open, read, and act on.
Why school inboxes are so full
Let’s set the scene. On any given day, a teacher’s inbox might include:
Parent updates and pastoral notes
Notices from leadership teams
Staff meeting minutes
Curriculum updates
Messages from suppliers, training providers, and community partners
With so many messages competing for attention, it’s no wonder the average email from a supplier risks being overlooked – especially if it’s not immediately relevant or engaging.
Why you should still email schools
It might feel like you’re fighting an uphill battle, but email is far from obsolete. In fact, it remains one of the most effective ways to reach schools as long as you do it well.
Email marketing gives you a direct line to the decision-makers who matter. It’s cost effective, measurable, and allows you to tailor your message to the right audience at the right time.
Our clients have seen the value firsthand:
“We have had a lot of long term value from our campaigns with Buzz Education in terms of what we get back and the increase in new accounts from the education sector.”
David Baker
B2B Schools Leader, Decathlon
“We had really strong results from the campaigns with Buzz Education. We’ve seen a surge of new members since starting the campaigns and regularly receive open rates of 35% and above. On the day of send, our emails are filled with enquiries coming in thick and fast!”
Amy Ashenden
Interim CEO, Just Like Us
Success in education marketing isn’t about sending more emails – it’s about sending better ones.
What not to do: Common email pitfalls
Before we dive into the good stuff, let’s clear the deck of what doesn’t work:
Generic messages sent to every school with the same subject line
Overly salesy language that doesn’t offer clear value
Sending too frequently, overwhelming already stretched teachers
Failing to segment and treating a headteacher the same as a KS1 coordinator
Unclear calls to action or links that lead nowhere useful
None of these things help you stand out. In fact, they often get you deleted or worse, unsubscribed.
How to stand out (without shouting)
Here’s how you can make your campaigns more effective, and more welcome, in a teacher’s inbox.
1. Start with a strong subject line
Avoid vague phrases like “Don’t miss out!”. Instead, be clear and relevant:
“Free Black History Month Assembly Pack for KS2”
“Interactive STEM Workshops – Booking Now for Summer Term”
2. Time it right
Our insights show that early mornings on Tuesdays and Wednesdays tend to see the highest open rates. But timing also depends on what you’re offering. Use school calendars and term dates to guide your schedule.
3. Segment your audience
One size fits all doesn’t work in schools. Tailor your message to the right audience:
Subject specific teachers (e.g, Art, History)
Leadership (e.g, Deputy Heads)
Roles with responsibility (e.g, SENCOs, CPD leads)
4. Offer real value
Lead with something helpful:
Free resources
Time-saving ideas
Links to webinars or CPD events
Opportunities that benefit students
5. Make it easy to act
Use short paragraphs, bullet points, and clear CTAs. Avoid long walls of text and make sure your links work and load quickly.
6. Be human
A conversational tone goes a long way. Write like a person, not a marketing bot. Use warmth, empathy, and an understanding of the school day.
Success Story: Royal Museums Greenwich
One of our favourite examples comes from Royal Museums Greenwich, who run school sessions across sites like the Cutty Sark and Royal Observatory. Their team wanted to reach more teachers in and around London to promote their cross-curricular learning experiences.
With our Buzz Growth email marketing package, we helped them craft three bespoke campaigns targeting over 16,000 school decision-makers. By focusing on clear structure, playful tone, and well-timed delivery, they saw impressive engagement:
35% open rate
31.4% click-through rate
465 clicks to their site page
“It was really interesting to know that there are optimal times to send emails to schools. The team was great to work with and I would definitely recommend the copywriting service.”
Ruth Boley
Senior Manager: Learning, Royal Museums Greenwich
This shows that when the content is relevant and timed well, teachers do engage and act.
Cut through the clutter with care
Teacher inbox overload is real. But it’s not a barrier. It’s a challenge that good marketing can overcome.
By being thoughtful with your timing, strategic with your message, and focused on value, your emails won’t just be another notification. They’ll be the one teachers are glad they opened.
Need help making your campaigns count?
Our education marketing experts can help you craft emails that speak to teachers, not at them. Get in touch to learn more about our tailored email packages and how we can help your next campaign get the results it deserves.