Call with Confidence: Tips for Consistent & Effective Parent Phone Calls

Hunter Flesch
Dec 21, 2025
3 min read

Making phone calls to parents can be challenging for educators, but they are essential for building trust and supporting student success. Approaching these calls with confidence and care can be easier said than done... so here are some practical tips to make these calls more effective and less stressful.

Build Positive Relationships Early

Making positive connections with families before any difficult conversations makes a big difference. Send notes home about good work, celebrate their students' success, or share quick updates. When parents already trust you, they are more open to hearing concerns and working together on solutions. Positivity also comes through based on your tone and word choice in a huge way, so be mindful not just of what you say but HOW you say it.

Parents Appreciate the Truth

As much as parents want you to paint the positive picture about their student, parents also appreciate honesty and transparency. They want to know what is really happening with their child and that you care about their well-being, regardless of the situation. Be straightforward but kind. Avoid jargon or vague statements. For example, instead of saying “Johnny is struggling,” say “I've been noticing that Johnny has difficulty staying focused during math lessons, and I want to work with you to support him. Here are some strategies I've been trying...” Remember, HOW you say this matters as well -- think about the tone you use when working with a teammate.

Use Clear and Simple Language

Avoid educational jargon or complicated explanations as it can quickly lead to frustration and confusion. Speak clearly and use simple language that parents can easily understand. This helps prevent confusion and shows respect for the parent’s perspective. Use facts to your advantage to avoid opinionated statements that could come across as judgmental.

Give Time and Space

Phone calls should be a two-way conversation. Give parents space to share their thoughts and concerns. 99% of the time, if I allow parents the space to share, they will deescalate themselves without me having to say anything. Be sure to listen carefully and acknowledge their feelings. For example, say “I completely understand why you feel this way, and I am here to support you and your student.”

PS -- I ALWAYS have a legal pad or sticky notes to write on. Lots of information can be discussed, so writing as I'm on the phone guarantees I don't miss anything important.

Summarize and Thank Them

End the call by summarizing what you discussed and outlining next steps. This might include strategies to try at home, a plan to monitor progress, or scheduling another call. Clear follow-up shows commitment and keeps everyone on the same page. Do not forget to thank them for the time as well! Saying something like "I truly appreciate your partnership -- I know we will get [insert student name] there" is a phrase I like to use to wrap up a conversation.

Practice Makes Perfect

Phone calls can feel intimidating at first. Preparing what you want to say and practicing can boost your confidence. The best strategy that helps me is to listen to great teachers/administrators make their phone calls. Listen to their wording, tone, and Over time, making these calls will feel more natural and less stressful.

But What about THAT Parent?

Yes -- at some point in your career, you will have that one parent or guardian that simply will not let you win. It is absolutely critical that for these situations you maintain professionalism, follow all of the prior tips listed here, and document the phone call's results. When a call doesn't end how I intended, I usually stop for a bit to collect my thoughts before sending an email to all necessary parties summarizing the results of the call and any next steps. If a parent or guardian escalates the call to a disrespectful or harmful level, you have every right to say "I would be glad to revisit this conversation at a later time," hang up, and inform your administrator. Remember, your administrators can't help you if they don't know what is coming, so don't be embarrassed -- tell them!

Ultimately, communication like this isn’t about perfection — it’s about consistency and intention.

If these phone-call strategies resonated with you, be sure to connect with me!

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