Letter to Parents
- Write a letter to parents and include the purpose, date, times and cost of the trip.
- Make it clear what time you will be leaving and what time you expect to return to school subject to traffic.
- Include clear instructions about:
- uniform policy on the day. Should they wear warm outer clothing?
- what the pupils should bring: pens, something to lean on etc.
- lunch arrangements. Should they bring a packed lunch? What arrangements will be made for those on free school meals?
- to whom should the money and permission/ medical slips be returned?
- the deadline for the return of money and permission/ medical slips. Make it a week before the trip. Rushing around for these at the last minute is a serious cause of stress. Make it clear to the pupils that they must stick to this deadline. First come first served is a fair policy which encourages a quick return of money and slips.
- the non-refundable nature of the cost (see costing the trip).
- the amount of money pupils should bring.
- if you are allowing any free time, you must make clear what supervision arrangements will be in place.
- if your return time is outside the school day, you must make it clear that parents are responsible for ensuring their child's safe return from school.
- Include a line to the effect that the school reserves the right to determine the composition of the group to cover the fact that some pupils may be excluded from the trip for pastoral reasons.
You must attach a permission/ medical slip.
These are standard documents so you will not need to produce your own. There may be a standard county document so ask the EVC for it. This includes not only vital contact numbers in case of emergency but information about medical conditions and a section on permission about use of photographs.
Remember - no slip, no trip!