Request School Information Letter: Free Template and What to Include

If you need to request school to share information and include you in decisions about your child, a written letter is the recommended first step — it creates a clear record and shows you're pursuing the matter formally. Below is what a strong request school information should include.

What this letter needs to cover

• Identify the child and parent or guardian making the request
• Reference the parental right to access educational records under the Education (Pupil Information) (England) Regulations 2005 and parental rights under UK GDPR Article 15
• Request specific records including reports
• Attendance
• Behaviour records and assessment results
• Request response within 15 school days

Your right to be included as a parent

If you have parental responsibility, schools generally have a duty to keep you informed and involved in decisions about your child, even if your child primarily lives with the other parent. This includes receiving school reports, being invited to parents' evenings, and being consulted on significant decisions — schools sometimes default to contacting only the resident parent, which isn't always correct.

What to include before you send it

• Confirmation that you hold parental responsibility for your child
• A clear request to be included in school communications, reports, and events going forward
• Your correct, current contact details
• A request for confirmation that this has been actioned

What schools can and can't restrict

Schools generally can't lawfully exclude a parent with parental responsibility from receiving information or attending events simply because of a family separation, unless there's a specific court order restricting contact. If such an order exists, the school should be following that instead.

Frequently Asked Questions

What if the school says they can only deal with one parent?
This generally isn't correct practice unless there's a specific safeguarding reason or court order — it's worth politely but firmly restating your right as a parent with parental responsibility.

Do I need to prove I have parental responsibility?
Schools may ask for confirmation in some cases — a birth certificate (for married parents or those named on it) or reference to a relevant court order can help confirm this.

[Your Name]
[Your Address]
[Your Postcode]
[Your Phone Number]
[Your Email Address]
[Name of Headteacher]
[Name of School]
[School Address]
[School Postcode]
[Date]

Dear [Name of Headteacher],

Subject: Request for school information – [Child's Full Name], date of birth [Date]

I am [Child's Name]'s [father / mother / guardian] and I have parental responsibility for [him / her / them] under the [Children Act 1989 (England and Wales) / Children (Scotland) Act 1995 / Children (Northern Ireland) Order 1995]. I have the right to be kept informed about my child's education, whoever my child lives with.

Please send me copies of:
• school reports;
• attendance records;
• behaviour records; and
• assessment results
[for [period, e.g. September 2025 to July 2026]].

I am asking for these under [England: the Education (Pupil Information) (England) Regulations 2005] and my child's right of access under Article 15 of the UK GDPR.

Please also add my details to the school's contact list so that I receive reports, parents' evening invitations, and information about attendance or behaviour issues.

Please reply within 15 school days. If you need proof of my identity or parental responsibility, please let me know.

Yours sincerely,

[Your Signature]
[Your Printed Name]