Best Way to Write Letters to Your Student’s Parents

Most letters to parents will follow a standard format, and will be arranged and approved by a senior member of staff before they are sent out. Letters to parents usually act as a form of general communication, such as informing them of upcoming events or changes to the school calendar. They may have a tear-off slip that should be signed and returned, or simply be a bulletin to pass on essential information.

There may also be a time when you need to write to a specific parent directly. You may be concerned about a student’s progress or wish to communicate sensitive information: or perhaps your attempts to contact a parent by other means have failed.

Always check school policy before sending out letters to parents. Depending on the subject matter, you may find that it is deemed inap­propriate or unnecessary, especially if you are a new teacher. A senior member of staff may prefer to take responsibility for all written com­munication.

Be aware: if you are sending letters home regarding detentions, behavioural issues or any other areas of concern, it is recommended that you send these letters i via the postal service. Entrusting important or confi­dential letters to the care of the student involved will invariably mean the letter is never delivered!

Top tips for writing letters to parents

•    All letters to parents from the school should be word-processed and printed on paper bearing the school’s letterhead. Don’t forget, by doing this, you are linking your opinions and concerns with those of the school.
•    Never express a written opinion to a parent that may defame the school or otherwise damage your or the school’s reputation.
•    Never express a written opinion to a parent that is derogatory or insulting to them, their child, or any other topic pertaining to personal issues.
•    Ensure all letters are well written, with the appropriate spelling and grammar, and are of a formal and professional tone.
•    Avoid humour, sarcasm and colloquialisms, as these are too easily misinterpreted.
•    Be clear and concise: don’t ramble. If your letter requires a response from the parent, ensure this is made clear. Offer ways in which you can be contacted.
•   Ask a colleague to check it over before you send it.