In the context of higher education internationalization, universities not only welcome students from around the world but also become a trusted point of reference for their families. Providing consistent and appropriate contact with the parents of international students is essential to ensure a sense of security and support throughout the academic journey.

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The challenge, however, lies in striking the right balance: offering relevant information while avoiding overload caused by duplicate messages or unnecessary details. Here are some best practices to build an effective, strategic, and sustainable approach to engaging those who support students from home.

The most effective channels

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Choosing the right channels is key to achieving efficiency and avoiding duplication. Among the most widely used by universities with international programs are:

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• Segmented institutional email, which makes it possible to deliver specific information depending on the stage of the student’s journey (pre-arrival, orientation, mid-semester, etc.).

• Dedicated family portals or platforms, where parents can securely access official documents, calendars, news, and support resources.

• Webinars or online information sessions, which encourage direct interaction and allow questions to be answered in real time.

• Thematic newsletters sent monthly or quarterly, that consolidate and filter updates to avoid overwhelming inboxes with scattered messages.

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Best practices to keep families informed without overwhelming them

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Efficient parent communication is not about how many messages are sent but about their quality and relevance. The first step is to define a clear strategy: setting objectives, frequency, and responsible staff within the international office helps align efforts. Personalization is also essential, since families need different information depending on the student’s stage, from pre-departure paperwork to academic evaluations.

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To organize information and avoid overlaps between departments, it is advisable to plan a communication calendar. This calendar should clearly separate administrative topics from academic ones, which makes it easier to follow. At the same time, clarity and simplicity should always be prioritized, avoiding unnecessary jargon, particularly when addressing parents whose first language is not the institution’s.

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Technology as an ally

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Technology plays an essential role in optimizing parent communication for international students. A clear example is student management platforms such as Abroad by Lodgerin, which centralize academic and administrative data and allow secure access to essential information. Increasingly, universities are adopting these solutions to strengthen transparency and build trust.

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Other valuable resources include chatbots and FAQ sections, which provide immediate responses to common questions and reduce the workload of administrative staff. CRM tools also allow universities to segment audiences, schedule automated updates, and tailor messaging to each household’s profile. Importantly, integrating these solutions does not replace personal interaction, it enhances it and makes it more efficient.

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Practical examples

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Several universities have implemented innovative initiatives that can serve as models for others. One example is Family Orientation Weeks, online programs designed for parents during the first weeks of the semester that address topics such as housing, health services, and cultural adaptation. Structured mentorship systems between local and international students are another effective approach. These programs not only support students directly but also reassure their parents by ensuring they have a reliable support network from day one. For more details, see our guide: How to design a mentorship system between local and international students.

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Thematic newsletters are also widely used, often focusing on areas such as “Housing and services,” “Visa procedures,” or “Student wellbeing,” and delivered at strategic times during the academic year. Finally, brief satisfaction surveys give families the opportunity to share feedback on the usefulness of the information they receive, helping institutions continually refine their approach.

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Towards more effective communication

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Parent communication for international students is a vital element in strengthening institutional trust and ensuring a positive university experience. The key is not sending more information but doing so strategically; through clear, scheduled, and relevant messages delivered via the right channels.

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A university that succeeds in informing families in a balanced way positions itself as responsible, innovative, and approachable. In the long term, this not only enhances its reputation but also fosters loyalty among international students who seek a safe and reliable environment to build their academic careers.