Initial Contact with the School - Letter/Email Template
The first step often feels the hardest - that’s why we’ve prepared this letter template for to use when first contacting your child’s school.
By raising an issue in writing, you can more clearly express your concerns and highlight any evidence that might support your complaint. A letter also helps you raise a formal complaint without putting you or your child at risk of dismissal, denial or defensiveness.
Our template can be downloaded in two formats: a Word Document for online use and a PDF for printing. Alternatively, if you’d like to copy and paste this into an email, you can adapt the below text.
Download your copy of the AdRESS Initial Contact Letter template here:
Letter text
I am the parent/carer of [Name, ([class]), and I would like to raise my concerns about recent/ongoing [bullying, incident, discrimination, harassment, racism, victimisation] they’ve experienced on (if one event)/ since (if longer-term pattern give the time-period e.g. since last March, beginning of S3 etc).
Description of what happened. Explicitly explain how this relates to race. Try to be clear and concise. If you’d like to include more detail, this is best included as an attachment (if emailing) or overleaf (if sending a letter). You can also attach any additional evidence or incident diary. Please find the full account of what happened attached.
Description of the impact on your child. Mention if you’ve sought help from a professional e.g. GP or Child and Adolescent Mental Health Services (CAMHS). Again, you can give further detail or evidence in an additional sheet. Further details are available in the attached account/report.
Details of what the school has/has not done so far, and why you are not satisfied. Where giving multiple reasons, raise the most important points first.
Questions for the school/headteacher (in order or importance)
A
B
C
Give details of what you would like to happen, e.g. one-to-one meeting, an apology, an explanation, action to stop the bullying, training, improvements to school policy, classes on anti-racism.
I do not feel [the school] has upheld its duty of care to [child’s name] and is failing to properly deal with the [bullying, incident, discrimination, harassment, racism, victimisation] they’ve experienced. I expect [school] to prevent further incidents.
Please also confirm that the incident has/will be logged into SEEMiS and that this will be recorded as a racist incident?
I would appreciate if you could please share a copy of [the school]s relevant policies on anti-prejudice, bullying and behaviour.
Please advise on the next steps the school plans to take to resolve this issue and prevent further incident.
If you wish to meet with the school. I am keen to meet at the earliest opportunity, [give details of your availability]
Sincerely,
[Your Name]
[Contact details]