trip letter for parents

How To Write A School Trip Letter To Parents

When it comes to booking a  school trip , there are countless things to consider and plan – it’s an exciting time for all involved. But, after you have gained approval from the necessary channels, there comes a time when you must start promoting your school trip to your students and their parents – after all, planning can only go so far without their buy in.

The most common way to spread word about an upcoming trip is to send a letter to parents. But what should you include, and how much information is too much?

To help, we’ve put together a step-by-step guide of how to write a school trip letter to parents. Take a look below for inspiration, including a downloadable school trip letter template.

What To Include In Your Letter

1. what are the benefits of a school trip.

The main aim of your letter should be to convey how enriching a school trip can be for any student.

School trips are a fantastic way for students to learn – seeing new sights and experiencing unfamiliar cultures can be a great way to stimulate the brain, while creating a memorable case study to aid their learning.

In your letter you could make parents aware of exactly how beneficial and enriching a school trip can be for students. This will help to build a case for parents to see the how a trip will aid their child in the long term.

2. The trip logistics

As with any investment, parents will want to know precisely where their money will be spent before making a decision on whether to send their child on a school trip.

To put parents’ minds at ease, you  can inform them of the logistics of the trip. Make sure to include the trip’s price , dates , what the deposit will be , how many places there are , when a response is needed by , and a general outline of what the trip will include (if possible). Make sure to include which subjects or modules the school trip will be beneficial towards.

A slip  can be also provided along the bottom of the letter which can be filled out by parents to secure their child’s place. This will help to garner how many students would like to attend the trip.

3. Your school trip provider

Finally, when writing your letter, you should make an effort to introduce the school trip  provider  you have chosen. This will allow peace of mind for parents wishing to find out more about their child’s school trip. 

When introducing your school trip organiser, it is often beneficial to mention their point of difference. What was it that made you choose them? Put their minds at rest by confirming that the company has all the  accreditations to keep their child and their money safe.  Your school trip organiser should be able to help you with this.

Is there an example I can use?

If you’re looking for help with writing a letter to inform parents about an upcoming school trip, then this example letter should lend a hand.

For more information around planning your school trip, make sure to visit the Resources  section of our website where you can find packing checklists, insurance documents, planning guides, post-trip classroom resources and much more.

In partnership with SSA Education Abroad

• Watch the Alandis Travel introduction
• Reach out to us at [email protected]

• Last updated: April, 2023

A Step-by-Step Guide to Writing a Comprehensive Letter to Parents About Your School’s Trip Abroad

What to include in your school trip letter.

Want some help? We’ve created this template to save you time and ensure you cover all the necessary information to inform parents about the trip. You only have to customize the template to suit your needs and provide additional information relevant to your trip.

Downloadable template: school trip letter to parents

Where should we send you the letter template?

Objectives and benefits of the trip

In this section, you should explain the reason for the trip, the educational goals, and what the students will gain from participating. 

It’s very important to provide a clear and detailed explanation of why the school has chosen to organize this trip. This way, you can help the parents understand why the trip is a valuable opportunity for their child.

Trip logistics

You should provide all the trip logistics details to ensure the parents have all the information they need to enroll their child in your school trip.

Provide a detailed itinerary of the trip that includes the dates, destinations, and activities that the students will be doing. In addition, describe the type of accommodation and the modes of transportation arrangements.

Safety is crucial since your students are minors, so outline the safety and security measures that will be taken to ensure students’ safety, such as emergency procedures and medical precautions. Hold back on your school trip rules email until you’ve confirmed student travelers and send it to them alone.

It’s really important to let the parents know about your tour operator so that they know you’ve chosen one that is reputable and fully accredited. Usually, your provider will help verify this. 

Also, don’t forget to provide the contact information of the trip leaders and teachers who can answer parent concerns. It ensures parents that their child’s safety and well-being are prioritized.

Payment schedule

Parents and guardians should be provided with clear information on the cost of the school trip and payment schedule, including details on the cancellation policy and any associated charges. 

It will ensure parents are fully informed before committing, helping them plan and reduce the number of dropouts moving forward.

Lastly, you need to explain to parents all the steps they need to take if they want to sign up their children on your school trip. In most cases, the inscription comes along with the first deposit and a permission form. We recommend adding the permission slip at the end of the letter to make it as accessible as possible for them.

Also, you should include the details of when the parents’ evening or info session will be arranged. In addition, if the school has any social media accounts, you could share updates and additional information.

In conclusion, a well-written letter to parents about your school trip abroad can help ensure that parents are fully informed about the trip details so they can decide to sign their children up. Using a template and following the guidelines we provided above can save time and promote the trip effectively, turning your planning and preparation into a successful and valuable learning experience for your students.

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How Do I Write A School Trip Letter?

• Trip Planning Guides
• Trip Launch Pack

Available Resources

Please use the following links to access your resource.

Ready to launch your school trip? Then you’ll need to write a letter telling parents about it and (hopefully) getting permission from them for their children to go.

You’ll need to get a minimum number of students signed up to the trip to make it viable, so this is quite an important step (no pressure!).

So, how do you write a letter to parents for a school trip? What information do you need to give them right now and how do you encourage them to sign their children up for the trip?

We’ve been helping teachers to arrange school trips for nearly 40 years. In this article, we’ll look at what you need to include and what can wait until your parents' evening. We’ll also show you a sample letter (which you can also download) that should help you achieve the numbers you need to be able to run your trip.

What should a school trip letter contain?

• A rough outline of your trip
• Information on anything else that's confirmed
• Reasons to go on the trip
• Information on who's organising your trip
• Details on what and when they need to pay

1. A rough outline of your trip

The Ultimate Guide to Promoting a School Trip to Parents and Students.

So, you’ve spent the last few months researching destinations, travel providers and debating travel itineraries. The School board has given you the go-ahead to run the trip and you have found a suitable travel date. Now you need to get the students signed up and the parents on board - Simple! Well, almost. That’s where our ultimate guide to promoting a school trip to parents and students comes in handy.

Getting your educational school trip off the ground isn’t always as straightforward as this. Trips often fail to take off due to low sign up numbers. This can be frustrating especially after the amount of work that goes into getting a trip to this stage.

The most effective way to promote a school trip is by ticking all the boxes for students and parents alike. These audiences are very different, but it’s essential that you speak to both of them. An enthusiastic student can persuade a parent to let them go on a trip just as easily as a keen parent can encourage a student onto one! A successful advertising campaign for your trip is essential to get parents and students on board. Unfortunately, you don't have the luxury of unlimited time to craft the perfect marketing strategy.

That's why we’ve created this ultimate guide to promoting a school trip to make advertising your trip as easy as possible and have the biggest impact. Less time spent on advertising means more time to do the things you care about most, like teaching.

‍ Inside this guide, you will find: 

• How to promote school trips to students
• How to promote school trips to parents
• Useful tips for promoting school trips

Promoting Your School Trip to Students

Students primary interest in a school trip will always be to have fun. While it's important students know what will be learnt, they will be especially interested in the exciting activities on offer. Spending time away from home, and having a holiday with your friends are good points to focus on too.

We’ve broken the process of communicating with students down into 3 stages:

Firstly, you have to make students aware that a trip is happening and there are various ways to do this. Make an announcement to students during class. Ask your colleagues to tell their classrooms about the trip. Hand out flyers with inspiring photos, key information and the top activities included. The best opportunity to reach the biggest audience will be during assembly. This is a great chance to convey all the required information in a short space of time!

• Showing video footage or pictures of the key activities is also a great way to create excitement.
• Put your trip on the School’s Intranet, include a sample itinerary and information on the top activities.
• Write a short article or advert in the school newspaper/bulletin or get on the school’s radio for a quick chat. Showcase trip posters in popular areas of the school, and hand out flyers to relevant classes. We have ready-made poster and flyer templates that teachers can use to advertise with. 

Educate & Empower

Arrange a meeting during break time for students, this is a great chance to get the first students on board and answer any questions they might have. If you can get a small group of ‘early adopters’ on board they can act as advocates and get others involved too.

Make it Fun

The language used between advertising to parents and students should be different. With the students, the aim is to excite them and create a buzz around the trip. Keep your content light on logistic details and heavy on the fun!

What can you do to ‘keep it fun’

Outline the top activities 

Talk up the experience of being away from parents - It’s a holiday with their friends after all!

Show trip videos such as:

• Digital Media Academy  
• Huntsville Space Camp
• Camp KSC Orlando  

If the school has run similar trips in the past you could show pictures/videos of those trips. Or, ask a student who attended the trip to give a talk on their experience.

Promoting Your School Trip to Parents

You could have every single student in school interested, but if you can’t convince the parents of the trip’s value, you’ll struggle to get the sign-ups. Parents will need informative resources, detailed itineraries including logistical, financial and educational details. Your communication with parents must be professional and focused on educational benefits. The benefits of school travel extend far beyond the walls of the classroom. Key benefits include reinforcing classroom learning, providing real-world learning opportunities while developing social skills. Students will also build independence while creating life-long memories with friends. Your role as trip organiser is to put forward these benefits and communicate the value of the trip. Parents and students alike will be desperate to join the trip if you do this.

We’ve broken down communicating with parents into 3 steps:

Announce & Inform

Give Students letters to take home outlining all the most important details, and informing them of an information evening.

If possible add the trip to your school’s website and social media pages.

Contact through a school emailing list. 

Contact the parent-teacher associations and get the wider school community involved.

The aim of this evening is to inform parents of the travel arrangements, itinerary and outline the key educational activities of the trip. You will have the opportunity to address any concerns parents may have, explain who you will be travelling with and communicate interesting trip facts! It can be beneficial to have a representative from your school travel provider there to answer any more detailed questions. A parents evening is also your opportunity as trip leader to show the parents that you are responsible and passionate about their children's education. Using a powerpoint presentation is a great way to convey all the required information while keeping your presentation on track. Hosting a Q&A at the end of the evening is crucial in developing a relationship. Enthusiastic parents can become incredible advocates for your trip. If you have a few very keen parents it can make a world of difference in getting it off the ground!

Continue the conversation 

Create a social media page on facebook or twitter. This is a great way to show parents that their kids are safe and having a great time! Taking videos during and after activities is a great way to reinforce educational learning. Sending your child abroad can seem like a daunting idea. A social media page helps reassure parents that they will be able to keep up to date with what’s happening on the trip!

Confirm Booking/Funding 

Ensure there is a clear process and deadline for accepting deposits, and payments. If you plan to fundraise part of the trip, create a calendar (or download our sample calendar) include key payment dates and fundraising activities.Communicate exactly what the fundraising target is and what the remaining payable balance will be. We send payment reminders to our clients ahead of time with useful resources to make collecting payments as easy as possible. 

Useful Tips 

• Ask students or teachers who have travelled before to talk about the trip.
• Show a slideshow of pictures and videos from previous school trips.
• Get your colleagues on board early to help advocate your trip. The more staff members you have talking about the trip, the larger your potential audience will be.
• Ask your travel provider to lead a presentation at an assembly, in class or to co-host your information evening. From experience, we have found that having a representative from your school travel provider is beneficial. Your representative will know all the trip details inside out.  This is something we do and we highly recommend it to all our clients.
• Trip cost can sometimes be a barrier to entry. To mitigate this, pre-plan fundraising activities and make an estimate of fundraising targets.

What’s your experience promoting a school trip?

Thanks for reading our ‘Ultimate Guide to Promoting a School Trip to Parents and Students’.  We hope you found it useful and are able to use the above tactics to help get your educational school trip off your dream board and into reality! If you have used any successful promotional activities we would love to hear them!

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Write it Well

• How To Write Field Trip Letter To Parents –  3 Samples.
• By: Ray Martins
• Date: January 14, 2022
• Time to read: 4 min.

Once in a while, students are required to go for field trip so that they can see firsthand, the different theories and concepts that they study in the classroom. However, before the children can go for the field trip, the school has to obtain consent from the parents. Thus, the school has to write a letter to the parents or guardians requesting them to consent that their children take part in the field trip.

In order to write a good field trip letter to the parents, it is important that the letter details the specific location that the children will visit, what they intend to see and learn, and any necessary preparations that need to be made by the parents in order to ensure that the field trip will be a success.

The introduction of the letter should be precise. Specifically, it should brief the parent on the actual date when the field trip is supposed to take place, the time that the school bus will be leaving, and when the bus is expected to arrive back from the trip.

How Do You Write No Objection Letter From Parents To Allow A Child To Travel?

If you have received a field trip letter from school informing you that your child is expected to go for a field trip, you will be required to write a no objection letter that will show you agree your child to take part in the trip. Here is a simple format you can use to indicate that you have agreed your child takes part in the field trip.

I have no objection to my child taking part in the field trip scheduled to take place on 15 th January 2022.

Sign and Date

Mary’s parents.

Sample 1 : Field Trip Letter To Parent

Dear Parent / Guardian

The fifth grade are scheduled to go for a field trip to the animal park in Texas on 23 rd January 2022 . In this trip, the children are going to see different wild animals that they have studied in the classroom. The school bus will leave at exactly 9.00 am and return about 2.00 pm. It is crucial that your child is not late for school on that date so that he/she does not miss the trip.

The field is paid for by the school. I however, require that you ensure you have consented and returned this letter by 16 th January 2022 so that we can have the names of the children going for the trip registered with the animal park. You are requested to pack snacks for your child so that he/she can enjoy the snacks on the bus.

This is a unique opportunity that shouldn’t be missed as the children will get a chance to see many wild animals that they have only seen on TV. The children should be dressed as they normally dress when coming to school on normal days.

It is my hope that you are going to consent your child takes part in the trip. In case you have any questions or concerns regarding the planned field trip, feel free to contact me any time.

Your Sincerely

Fifth Grade Sciences Studies Coordinator

Teacher Anne

——————————————————————————————-

Parent Trip Consent Slip

I _________________________ consent my child _______________________ attends the planned field trip on 23 rd January 2022.

———————–

Sign and Date 

————————————————————————————————————

Sample 2 : Field Trip Letter To Parent

Dear Parents

The school has planned for your child to go on a science field trip with the science club. The trip is a unique opportunity for your child to gain hands-on experience on different environmental issues such as how human activities have contributed to degradation of the environment.  The field trip might include a walk of about one mile in the forest, and in the farm. We are certain that this trip will be informative and beneficial to learning of your child.

In order to make sure that your child has unforgettable experience, we seek your assistance in the following:

• Make sure that your child wears ideal shoes – no sandals. Hiking or sports shoes are the best.
• Dress your child well. Layers are ideal so that they can be removed as needed.
• Let us know about any underlying health conditions such as allergy and medication.

Thanks for doing your best in ensuring that your child has a positive learning experience. For any queries or questions, feel free to contact me.

Emma Watson

School Events Coordinator

——————————————————————————————————-

Sample 3 : Information Letter To Parent About Planned Field Trip

I am writing to inform you that your child who is a 6 th Grader has an opportunity to visit Texas for a curriculum trip. We are all thrilled about this opportunity and it’s our hope that you are also thrilled.  The luxury coach is planned to leave school on Wednesday 8 th June 2021 at 5pm. We come back to school at 9:00am on Monday, 12 Th June . The total cost for the trip is $550 and it incorporates all costs to be incurred by the students.

Students are expected to be in school-appropriate dressing during the entire trip. When parking clothes for your sons and daughters, take into consideration the fact that the trip will happen during summer season. We will try our best to advise students prior to leaving about the forecasted temperatures.

We request that you sign the attached student consent slip and return it before 30 th April 2021 . After that, we are not going to accept any other reservations. We also request that you pay the fee of $500 before 30 th April so that we can be able make all the necessary arrangements.

I hereby conform that I have consented my child to go to the Texas trip taking place from June 8 to June 12 2021.

Name of student: ____________________________________________

Name of the Parent :_________________________________________

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Home » Letters » School » Letter to Parents Asking Permission for Trip – School Trip Permission Letter from Parents

Letter to Parents Asking Permission for Trip – School Trip Permission Letter from Parents

Table of Contents:

• Sample Letter

Live Editing Assistance

How to use live assistant, additional template options, download options, share via email, share via whatsapp, copy to clipboard, print letter, request letter for permission to join school trip.

Date: __/__/____ (Date)

Loving Mom/Dad,

I hope you all are fine. I am doing great here. My classes are going well and I am sound and healthy. I am writing this letter to seek a special permission for a trip to _______ (Location) which is being organized by the school authorities from ______________ (Date) to ____________ (Date). The school staff will be accompanying us. The total cost for the trip will be ______________ (Mention the total cost).

I request you to please allow me to go on this trip because this is the ________ (only annual trip/educational trip/leisure trip) organized by our school. All my friends and classmates are accompanying, so I do not want to miss this chance of having fun. Please send me written consent along with the money by __________ (Date). I promise to take care of myself and stay safe.

Lots of love, Yours only, ______________ (Your Name)

Live Preview

The Live Assistant feature is represented by a real-time preview functionality. Here’s how to use it:

• Start Typing: Enter your letter content in the "Letter Input" textarea.
• Live Preview: As you type, the content of your letter will be displayed in the "Live Preview" section below the textarea. This feature converts newline characters in the textarea into <br> tags in HTML for better readability.

The letter writing editor allows you to start with predefined templates for drafting your letters:

• Choose a Template: Click one of the template buttons ("Start with Sample Template 1", "Start with Sample Template 2", or "Start with Sample Template 3").
• Auto-Fill Textarea: The chosen template's content will automatically fill the textarea, which you can then modify or use as is.

Click the "Download Letter" button after composing your letter. This triggers a download of a file containing the content of your letter.

Click the "Share via Email" button after composing your letter. Your default email client will open a new message window with the subject "Sharing My Draft Letter" and the content of your letter in the body.

Click the "Share via WhatsApp" button after you've composed your letter. Your default browser will open a new tab prompting you to send the letter as a message to a contact on WhatsApp.

If you want to copy the text of your letter to the clipboard:

• Copy to Clipboard: Click the "Copy to Clipboard" button after composing your letter.
• Paste Anywhere: You can then paste the copied text anywhere you need, such as into another application or document.

For printing the letter directly from the browser:

• Print Letter: Click the "Print Letter" button after composing your letter.
• Print Preview: A new browser window will open showing your letter formatted for printing.
• Print: Use the print dialog in the browser to complete printing.
• You can address your parents as "Loving Mom/Dad," "Dear Mom and Dad," or "Dearest Mom and Dad," depending on your preferred tone.
• Mention the trip dates, location, supervision arrangements, and total cost to provide your parents with all necessary information.
• Promising safety assures your parents that you understand the importance of responsibility and safety during the trip.
• Yes, specifying the deadline ensures that your parents are aware of when they need to provide consent and funds, helping with timely arrangements.
• Yes, expressing gratitude shows appreciation for your parents' consideration and support.

Incoming Search Terms:

• permission letter for trip to parents
• letter to parents asking permission for the trip
• write a letter to your father asking for money for trip in English
• write a letter to your father asking permission for school trip

By letterskadmin

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14 {EDITABLE} Templates for Field Trip Letters to Parents, Reminders, and Groups

• Google Docs™

Description

You can quickly edit and print field trip Letters to Parents, Reminders, and Groups using this product! It includes fourteen 100% editable templates I have used in my own classroom for years. Parts of the documents will need to be edited to fit your individual field trip needs, but these templates are a great starting place.

These 100% Editable Templates will help you to quickly get your field trip letters and notes worded correctly for the students and parents.

The following templates to be edited to fit your needs are included:

Page 1 Nashville, Tennessee 4th Grade Trip

Page 2 Three Field Trip Deposit Coupons

Page 3 A 6th Grade Letter to Parents About a Field Trip with Parent Volunteers Needed

Page 4 Reminder Note to Send Home the Day Before the Field Trip

Page 5 Parent and Teacher Handout to Keep Up With Groups of Students

Page 6 Another Version of a Field Trip Permission Form to Be Edited for Your Trip

Page 7 Another Version of a Field Trip Permission Form to Be Edited for Your Trip

Page 8 Field Trip Parent Check Out Sheet

Page 9 Reminder About Money Due

Page 10 Another Version of a Field Trip Permission Form to Be Edited for Your Trip

Page 11 Another Version of a Field Trip Permission Form to Be Edited for Your Trip

Page 12 3rd Grade OVERNIGHT Field Trip

Page 13 Three Field Trip Deposit Coupons for the Overnight Field Trip

Page 14 Another Version of the Field Trip Reminder

Enjoy! and Save Time!

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• Parents on school trips: guidance and templates

Get tips on how best to support parent volunteers on school trips. Download our template letter to recruit volunteers, as well as a pack of resources to help make sure parents feel fully confident on the trip.

Recruiting parent volunteers .

• Keeping pupils safe 
• Ensuring confidentiality
• Maximising the effectiveness of parents
• Examples from schools

Work out how many parents you’ll need

Your  risk assessment  will help you determine the adult to child ratio needed to carry out the trip safely.

See our article on staffing ratios for trips  for further guidance.

Download our template letter 

Send out your request via email or through your parent communication platform. 

 Ask for help as early as possible to increase your chances of finding volunteers. 

Decide who to bring

If you’re lucky, you will have more volunteers than spots on the trip, so you will have the luxury of deciding who you want to invite.

Do they have any knowledge about the learning objectives of the trip? Do they already

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School Trip Student Eligibility Letter to Parents

Many schools have academic and behavior eligibility criteria in place for students to attend a school trip. Announce these criteria to parents at the first trip meeting so that expectations are clear. Follow-up by sending the customizable letter below.

School Trip Eligibility Criteria Letter to Parents

Parents and Guardians,

We are very excited about the upcoming <ENTER GRADE LEVEL HERE> grade trip to <ENTER DESTINATION CITY HERE>.  To attend this trip, students must meet academic and behavior eligibility requirements in this letter.

Please read this letter carefully so that you understand the criteria for eligibility. These requirements will go into effect from the date of this letter.

Behavior Eligibility Criteria

• <ENTER BEHAVIOR CRITERIA #1 HERE>
• <ENTER BEHAVIOR CRITERIA #2 HERE>
• <ENTER BEHAVIOR CRITERIA #3 HERE>

Academic Eligibility Criteria

• <ENTER ACADEMIC CRITERIA #1 HERE>
• <ENTER ACADEMIC CRITERIA #2 HERE>
• <ENTER ACADEMIC CRITERIA #3 HERE>

Please note that student participation in the school trip to <ENTER DESTINATION CITY HERE> is considered a privilege. Students and parents will be notified when any one or a combination of theabove prevents participation in this trip. In the event a student is not eligible to attend, school attendance will be expected. Academic assignments will be developed.

It is our hope that with knowledge of these criteria and corresponding consequences, that everyone will participate in the school trip to <ENTER DESTINATION CITY HERE>.

PLEASE SIGN AND RETURN BY <ENTER DUE DATE HERE>.

<ENTER YOUR NAME HERE>

<ENTER YOUR TITLE HERE>

<ENTER YOUR EMAIL ADDRESS HERE>

————————————————————————————————————————

(Please return this part with signatures to the home room teacher.)

I have read the eligibility requirements for field trips with my son/ daughter.

Parent/ Guardian signature: ____________________________________

Student signature: ___________________________________________

Print Student Name _________________________________________

Home room______

Related Articles:

• Field Trip Letter to Parents Template
• Chaperone Recruitment Letter Template
• Chaperone Trip Information Letter Template
• School Trip Dress Code Letter Template

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