Introduction
After a training session, you must send a follow up email to reinforce key learnings, keep people engaged and encourage future attendance. A good email helps attendees retain the information and gives you the opportunity to get feedback and share extra resources. In this post we’ll show you how to write the perfect email for a completed training session, with templates and examples so your follow up stands out.
Why Sending a 'Training Session Completed' Email is Important
A ‘Training Session Completed’ email is more than just a tick box—it’s part of professional communication that benefits both the sender and recipient in many ways. Here’s why you must follow up after training completion:
1. Sets Next Steps
A simple email to confirm a training session is complete helps set expectations for what happens next. Whether it’s applying new skills or preparing for future assessments, this email is a guide for the participants. It ensures everyone knows what to do next and prevents any confusion about post training actions.
2. Formal Recognition
By formally acknowledging the training is complete you are recognising the recipient’s effort and commitment. This can be motivating especially for employees as it shows their participation is valued. Plus it reinforces a sense of achievement and can boost team morale.
3. For Record Keeping
These emails are a documentation tool, especially for HR and management. It’s a record of the training session being complete which can be used for performance reviews, compliance or audits. Having these emails archived will save time and provide a clear trail of communication.
By sending a formatted ‘Training Session Completed’ email you’ll strengthen professional relationships, motivate team members and keep your organisation on track. For more information on writing professional follow up emails see our email templates guide.
What to include in a Training Session Completed Email
A formatted ‘Training Session Completed’ email is clear and professional so the recipient can easily understand the message and take action. Here are the must haves:
1. Subject Line
The subject line is the first thing the recipient will see so it needs to be clear and concise. A simple subject line like ‘Training Session Successfully Completed’ or ‘Completion of [Training Name]’ tells the reader what the email is about. A clear subject line increases open rates and makes it easy for the recipient to know the importance of the email. For tips on crafting the perfect subject line, check out these best practices from Mailchimp.
2. Greeting
Start the email with a polite and appropriate greeting. If it’s formal use ‘Dear [Recipient’s Name],’ if it’s more casual use ‘Hi [Team]’. Make sure to personalise the greeting based on your relationship with the recipient or group.
3. Email Body
The body of the email is where you put the main message. Keep it short and sweet:
- Thank the Recipient: Acknowledge the recipient’s participation in the training. For example ‘Thank you for your participation in the [Training Name].’
- Summarise the Training: Briefly mention the key topics or skills covered in the session to reinforce the value of the training. For example ‘During this training you learned how to [Skill/Topic].’
- Next Steps: Clearly state what happens next. This could be applying the new skills in the workplace, scheduling a follow up or completing an assessment. For example ‘Please apply these skills in your next project and we will review them at our next meeting.’
4. Call to Action
If the recipient needs to take action, make sure to include a clear call to action (CTA). This could be asking for feedback, scheduling a follow up or asking them to submit any required documentation. For example ‘Please complete the attached feedback form by [Date].
5. Closing and Sign off
End the email politely and professionally. Use a simple closing like ‘Best regards’ or ‘Sincerely,’ followed by your name and title. Don’t forget to include contact details for any further questions or follow ups.
By following this format your email will be clear, actionable and professional. For more tips on writing professional emails see our email closing lines.
Training Session Completed Email Mistakes to Avoid
Writing a ‘Training Session Completed’ email seems simple but there are several common mistakes that can hinder its effectiveness. Avoid these to keep your email professional and actionable:
1. Vague Subject Line
A subject line that is too vague can be easily overlooked or ignored. Don’t use generic phrases like ‘Training Completed’ without specifying the session or topic. Be clear and specific. For example ‘Completion of [Training Name]: Next Steps’ so the recipient knows exactly what the email is about. This increases open rates and sets the tone for the rest of the email.
2. Too Long Email
While you need to provide relevant information, a long, detailed email can lose the reader’s attention. Keep the email short and focused on the main points: thanking the recipient for the training, summarising the training and outlining next steps. Don’t add unnecessary information that can overwhelm the recipient. Stick to the essentials so the email is easy to read.
3. Missing Call to Action
One of the biggest mistakes is not including a clear call to action (CTA). The recipient needs to know what is expected of them next, whether it’s applying the skills, filling out a feedback form or attending a follow up meeting. Not providing a CTA can cause confusion or inaction. Always end with a clear instruction.
4. Overly Formal or Inappropriate Tone
Know your audience. Using a formal tone when emailing colleagues or a casual tone when emailing senior management can be off putting. Consider your relationship with the recipient and the company culture when deciding on the tone of the email. A balanced tone is usually best for most professional situations.
By avoiding these mistakes your ‘Training Session Completed’ email will be more effective at communicating the information and the post training process. For more tips on writing professional emails see our email writing guide.
How to Personalise Your Email for Different Recipients
Personalisation is key to making your ‘Training Session Completed’ email more effective and interesting. Tailoring the message to different audiences not only shows professionalism but also makes the recipient feel valued and that the message is relevant. Here’s how to personalise your email for different recipients:
1. Know Your Audience
The tone, content and level of detail in your email will change depending on who you’re emailing. Writing to a trainee is different from writing to a manager or executive so know your audience.
- Trainees or Employees: A more casual tone might be suitable, acknowledging their effort and encouraging application of new skills.
- Managers or Executives: A more formal tone, focusing on the outcomes of the training and how it contributes to company goals.
- HR or Administrative Staff: Here the focus is on record keeping, compliance and future training logistics.
2. Personalisation Techniques
- Use the Recipient’s Name: Always address the person by name. This simple step shows you’re paying attention and can help build rapport.
- Acknowledge Specific Achievements: If the recipient performed well or completed a tough part of the training, mention it in the email. For example, “Your excellent performance during the leadership skills session was noted.”
- Adapt the Tone: For senior management keep the tone formal and focus on high level results or strategic implications of the training. For colleagues keep the tone friendly and supportive and focus on team collaboration.
3. Examples for Different Audiences
- Example 1: Formal Email to Senior Management
- Example 2: Casual Email to a Peer Group
Training Session Completed Email Template
Having a template for a ‘Training Session Completed’ email can save time and keep your tone professional. Below are two templates: one formal and one informal to suit different situations. These can be customised for the audience, content and outcome.
1. Formal Template for Management
2. Formal Template for HR Documentation
3. Informal Template for Colleagues
4. Feedback Request Template
5. Team Members
6. Executive Template
7. Stakeholder Template
8. Follow up After Training with Action Items
9. Certificate Template
10. Post Training Follow up
These templates cover many scenarios, from formal emails to management and HR to casual notes to colleagues and teams. Customize as needed. For more examples and tips on writing emails check out our guide on how to write an email.
Training Session Completed Emails
Writing an email to confirm a training session has been completed depends on the recipient and the tone you want to use. Below are some examples to show how to use the templates in real life, from formal emails to casual messages. These examples will make your communication clear, respectful and relevant to your audience.
1. Team Members After Skills Training
2. HR for Documentation of Training
3. Manager After Leadership Training
4. Feedback Email
5. Senior Management Follow Up
These 5 examples are useful and practical for communicating with different audiences – team members, managers, HR and senior executives. For more examples and templates visit our email writing resource guide.
Feedback After Training
Getting feedback after a training session is important for continuous improvement and to make sure future sessions are even better. A well crafted follow up email asking for feedback can help you get valuable insights on what worked and what didn’t. Collecting feedback after training is not just about refining content—it’s a critical tool for driving growth and enhancing employee engagement. Explore more on why feedback is crucial in this Forbes article.
Here’s how to get participants to share their thoughts after the training:
1. Why Feedback is Important
Feedback helps you understand how well the training met the participants’ expectations, what was most useful and what was missing. This feedback is valuable for:
- Future training sessions.
- Content to suit your audience.
- Additional training or support required.
- Overall learning experience.
2. When to Ask for Feedback
Ask for feedback as soon as possible after the training has finished, while the content is still top of mind. Asking within 24-48 hours of the session will get you more thoughtful and accurate responses.
3. Make it Easy
To get participants to respond make the feedback process easy and convenient. Here are some tips to increase the response rate:
- Use an Online Survey Tool: Embed a link to a short survey using tools like Google Forms, SurveyMonkey or Typeform.
- Keep it Short and Focused: Limit the survey to a few questions – relevance of the material, effectiveness of the trainer, suggestions for improvement.
- Offer Anonymity (If Appropriate): Participants will be more open if they know their responses are anonymous.
4. Feedback Request Email
Here’s an example:
5. Using Feedback in Future Training
Once you have the feedback, make sure to review and act on the results. If there are common themes – e.g. a topic was unclear or a session wasn’t engaging – use this to improve your approach for future sessions.
Also share the key points with your team or management to show how feedback is being used to improve the learning experience.
Asking for feedback shows participants you value their opinions and are committed to better training programs. For more on getting and using feedback check out our guide on how to collect and act on participant feedback.
Conclusion
A well crafted “Training Session Completed” email is important for good communication, acknowledging participant effort and making sure next steps are clear. Whether it’s team members, managers or external stakeholders, customising your message and providing actions will make a big difference to your training efforts. By using the templates and asking for feedback you’ll get continuous improvement and long term success in your training initiatives.
To write perfect training session completed emails, try our AI email assistant, MailMaestro. It will write messages for you from scratch or improve your existing drafts using the power of AI.
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