Absence, attendance and punctuality: template letters to parents

Use our template letters to help you address attendance issues such as unauthorised absence and poor punctuality. See examples of letters from primary and secondary schools, and find out how to adapt your letters for pupils with special educational needs (SEN).

Last reviewed on 18 January 2022
School types: All · School phases: All
Ref: 1653
Contents
  1. Download our template letters
  2. Primary examples
  3. Secondary examples
  4. Adapt your approach for pupils with SEN

Download our template letters

Use these 8 letters to help you communicate with parents about absence, attendance and punctuality.

The letters cover:

  • Concerns about absence, unauthorised absence or punctuality
  • Formal notices regarding unauthorised absence
  • Accepting or declining a request for term-time holiday
  • Accepting a request for absence for religious observance

Primary examples

Ruislip Gardens Primary School in Middlesex has letters in the appendix of its attendance policy that cover:

  • Good and poor termly attendance 
  • Poor punctuality 

Hayeswood First School in Dorset has letters in the appendix of its attendance policy that cover:

  • Poor attendance 

Secondary examples

The Henry Beaufort School in Hampshire has letters in appendix 3 of its attendance policy on areas including:

  • Responding to a request for authorised absence
  • Poor attendance due to illness 
  • Fixed penalty warnings 
  • Attendances below 90% 

Poor