Sample Letters (Students, Parents, Teachers) :
In school communication, letters serve as a formal and essential method of sharing information, expressing concerns, requesting permissions, or offering updates. Whether written by students, parents, or teachers, these letters create a professional link between individuals and the educational institution.
Letters must be written with clarity, politeness, and a formal tone, especially when the message is related to academic matters, disciplinary concerns, permissions, or school activities. In this module, we will explore the importance of such letters and provide sample formats for students, parents, and teachers to use as reference.
Why Are These Letters Important?
Formal Communication: Letters provide a structured way to communicate thoughts, requests, or information officially and professionally.
Written Record: Written letters serve as a permanent record that can be referred back to when needed.
Respectful Tone: Helps maintain respectful dialogue between all school stakeholders.
Clarity and Understanding: Properly written letters ensure there is no misunderstanding in communication.
Whether it’s a student writing a leave application, a parent requesting a meeting, or a teacher informing about progress, letters help build a smooth flow of communication.
Categories of Sample Letters
We’ll now go through sample letters from three categories:
Letters by Students
Letters by Parents
Letters by Teachers
Each section includes one or more practical examples.
1. Sample Letters by Students
A. Leave Application for Sick Leave
To,
The Class Teacher
[Class Name], [School Name]
Date: [DD/MM/YYYY]
Subject: Application for Sick Leave
Respected Sir/Madam,
I am [Your Full Name], a student of Class [X], Section [Y]. I am writing to inform you that I have been suffering from a fever and cold since last night. As per the doctor’s advice, I need to take complete rest for the next two days.
Therefore, I kindly request you to grant me leave from [Start Date] to [End Date]. I shall be grateful for your understanding.
Thank you.
Yours obediently,
[Your Name]
Class [X], Roll No. [__]
B. Request Letter for Scholarship
To,
The Principal
[School Name]
Date: [DD/MM/YYYY]
Subject: Request for Scholarship Assistance
Respected Sir/Madam,
I am [Name], a student of Class [__]. I have consistently performed well in academics and co-curricular activities. However, due to financial difficulties in my family, I am unable to pay the school fees for the upcoming term.
I humbly request you to kindly consider me for a scholarship or fee concession. I assure you of my continued hard work and good conduct.
Thank you for your consideration.
Yours sincerely,
[Student Name]
Class [__], Roll No. [__]
2. Sample Letters by Parents
A. Request for Meeting with Principal Regarding Child’s Progress
To,
The Principal
[School Name]
Date: [DD/MM/YYYY]
Subject: Request for Meeting to Discuss Academic Progress
Respected Sir/Madam,
I am the parent of [Child’s Full Name], who is a student of Class [__], Section [__]. I would like to request a meeting with you to discuss my child’s academic progress and classroom behavior.
I am available during the mornings between 10 AM and 12 PM, but I am open to scheduling a time convenient for you. Kindly let me know a suitable time and date.
Thank you for your attention.
Sincerely,
[Parent’s Name]
[Contact Number]
B. Permission for Child to Leave Early
To,
The Class Teacher
[School Name]
Date: [DD/MM/YYYY]
Subject: Permission for Early Leave
Respected Sir/Madam,
I am the parent of [Student’s Name], studying in Class [__]. Due to a family function/medical appointment/emergency, I request you to kindly allow my child to leave the school early at [Time] on [Date].
We ensure that this will not affect academic responsibilities and will coordinate with the teacher to cover missed lessons.
Thank you for your cooperation.
Yours sincerely,
[Parent’s Name]
[Contact Information]
3. Sample Letters by Teachers
A. Progress Report Letter to Parents
To,
Mr./Mrs. [Parent’s Name]
[Address or Parent Contact]
Date: [DD/MM/YYYY]
Subject: Academic Progress of Your Ward
Respected Sir/Madam,
I am writing to update you on the academic performance of your child, [Student’s Name], who is currently in Class [__], Section [__].
[Student’s Name] has shown good progress in subjects like English and Science but needs improvement in Mathematics and Social Studies. We appreciate the efforts being made at home and recommend additional practice in weaker subjects.
We would like to schedule a parent-teacher meeting to discuss further support strategies. Kindly contact the school office for an appointment.
Thank you for your cooperation.
Sincerely,
[Teacher’s Name]
Subject Teacher/Class Teacher
[School Name]
B. Warning Letter for Disciplinary Issue
To,
[Student’s Name]
Class [__], Section [__]
Date: [DD/MM/YYYY]
Subject: Warning for Repeated Misconduct
Dear [Student Name],
This is to bring to your notice that your recent behavior in class has been inappropriate. Despite several verbal warnings, your continuous talking during lessons and lack of attention has disrupted the class environment.
We expect better behavior from you and advise you to take this as a final warning. Continued misconduct may lead to stricter disciplinary action.
We hope you will reflect on your actions and improve your conduct.
Yours sincerely,
[Teacher’s Name]
Class Teacher
[School Name]
Letters written by students, parents, and teachers play a critical role in maintaining discipline, clarity, and strong communication within a school system. Whether it’s a simple leave request, a parent’s concern, or a teacher’s note on performance, every letter must be written with respect, clear intent, and a formal tone.
Understanding how to structure and write such letters enables smooth coordination between students, teachers, and guardians. In academic environments, effective letter writing is not just a skill — it’s a tool for building trust, transparency, and cooperation.