Parent communication makes or breaks picture day. When parents know what to expect, they show up prepared, their children are less anxious, and the day runs smoother for everyone.
Here are the exact templates we give to every school, studio, and organization we work with.
Email Templates
Announcement Email (4 Weeks Out)
Subject: šø Picture Day at [Organization] ā [Date]
Dear [Organization] Families,
We're excited to announce that Picture Day at [Organization Name] is on [DATE] with SA Picture Day, San Antonio's premier visual operations partner.
This year is different: You'll see photos before you order. No more buying portraits sight unseen.
Here's how it works:
- Your child is photographed on [DATE]
- You receive a secure gallery link within 5-7 business days
- View portraits and order what you love (no obligation)
- Prints ship to your home a few days after you order
No forms to fill out. No money due at school. No packages to pick up.
Questions? Reply to this email or call SA Picture Day directly at 210-529-8090.
See you on [DATE]! [Your Name]
Reminder Email (3 Days Out)
Subject: šø [DATE] ā Picture Day Reminder for [Organization]
Quick reminder: Picture Day is [DATE]!
Your child will look their best if:
- They wear a color (not just white or black) ā it photographs beautifully
- Hair is done the way they like it ā they'll see the photo right away and can reshoot if needed
- They get a good night's sleep
You don't need to:
- Send any forms
- Pay anything upfront
- Pick up packages from school
If your child is absent on [DATE], they'll be photographed on Retake Day ā we'll send that date soon.
See you [DAY]!
Post-Picture-Day Email (When Gallery Is Ready)
Subject: šø Your Child's Photos Are Ready to View!
Picture Day is done ā and your portraits are ready!
Click the link below to view your child's photos: [PHOTO GALLERY LINK - provided by SA Picture Day]
Order by [DEADLINE] for guaranteed delivery before [EVENT].
- Digital downloads: Available immediately after purchase
- Print packages: Ship a few days after you order
No package to pick up. No forms to return to school.
Questions about your order? Contact SA Picture Day directly:
- š 210-529-8090
- āļø [email protected]
Thank you for trusting us with your most important portraits!
Text Message Templates
Announcement (3 Weeks Out)
šø Picture Day at [Org] is [DATE]! View portraits online BEFORE ordering. No forms or upfront payment. More info coming. Questions? Call SA Picture Day: 210-529-8090
Day Before Reminder
šø Reminder: Tomorrow is Picture Day at [Org]! Wear your favorite outfit. No forms needed. You'll see photos online within 5-7 business days. Questions? 210-529-8090
Photos Are Ready
šø [Child's] photos are ready! View & order here: [LINK]. Prints ship to you a few days after you order. Questions: 210-529-8090 or [email protected]
Social Media Templates
Instagram/Facebook Announcement
šø PICTURE DAY IS COMING!
Mark your calendars: [DATE] at [Organization Name].
This year we're partnering with @sapictureday ā San Antonio's premier visual operations company. Here's what's NEW this year:
ā See portraits BEFORE ordering ā No upfront payment ā Prints ship to your home ā Free retake if absent
Stay tuned for more details. Questions? DM us or call 210-529-8090.
#PictureDay #SanAntonioSchools #SAPictureDay
Instagram Story (Day Of)
Story 1: "šø IT'S PICTURE DAY! [sticker: today]" Story 2: "Wear your favorite outfit today. You'll see your portrait right away ā retakes on the spot if needed!" Story 3: "Photos ready in 5-7 business days. No upfront payment. Share this story! ā @sapictureday"
Q&A for Parents
Print this and add it to your school newsletter, or post it on your parent communication board.
Q: Do I need to pay anything upfront? A: No. You'll see portraits before you order anything.
Q: When will I receive the photos? A: View online within 5-7 business days. Print orders ship to your home a few days after you place them.
Q: What if my child is absent? A: Retake Day is included. We'll send the date once it's scheduled.
Q: Who do I call with order questions? A: SA Picture Day directly: 210-529-8090 or [email protected]. Don't call the school.
Q: Can I order more prints later? A: Yes. The ordering portal stays open year-round.
Need Help Sending These?
SA Picture Day provides pre-formatted communications you can send from your school system (Blackboard, SchoolMessenger, ParentSquare, etc.) formatted to your specific picture day details.
Ready to Simplify Picture Day?
Put this guide to work ā schedule a free call with SA Picture Day today.
Prefer email? [email protected]