What Is a School Letter?
A school letter is a formal document that the school sends to either the student, his or her parents, or to another school. This is often used to notify the recipient of school events, or simply inform him or her of updates. While phone calls are enough, sending a school letter is more appropriate.
How to Write a School Letter
According to the Center for Parent Information and Resources, letters do better at conveying discussed matters without the risk of confusing the reader. To ensure your simple letter doesn’t get misunderstood, we’ve provided guidelines below to help you out.
1. Identify the Purpose of the Letter
As mentioned earlier, a school letter can be for various purposes. This can be as an excuse for a student's absence for being sick, or as a request for admission or transfer. Whatever the purpose may be, use it as your basis for writing the letter.
2. Know Who Is on the Receiving End
Knowing who the recipient is will do more than just being able to indicate their name in the document. This will allow you to tailor the message and the tone appropriately. Addressing the recipient using "To Whom It May Concern" should only be the last option.
3. Add the School’s Official Letterhead
Incorporate a letterhead in the document to highlight the school's identity. This will give the impression that the document received by the student or parent is official and needs acknowledgment. If your school doesn't have one yet, we also have letterhead samples available on our site.
4. Draft the Contents of the Letter
Starting off with a handwritten draft will help you polish the message even before writing the actual letter. Especially with the school's image featured in the letter, a professionally written message is a must. Also, this will help in minimizing errors.
5. Keep the Letter Simple and Straightforward
One easy way to improve your letter is to use simple words. For the content, keeping it short and straightforward will also help in improving your printable letter. Remember these two to ensure the recipient understands what you're trying to convey.
Why should schools send out letters?
Letters can be tailored according to the purpose and recipient. And since writing is considered a skill and an art, letters can easily attract attention from the reader if written properly.
What do college letters mean?
Receiving a letter from colleges doesn’t mean your chances of getting in are higher than others. Rather, it means that the college acknowledged your excellence and is inviting you to their institution.
What are some points to remember when writing an absence letter?
- Observe politeness from start to finish.
- State the reason for being absent.
- Present a supporting document to prove the reason stated.
- Do not give false or incomplete information.
- Address the recipient by their complete name.
How should a professional letter end?
- Sincerely - The simplest and most-used sign-off.
- Respectfully or cordially - A sign-off used if the letter holds a personal message.
- With appreciation - This is only appropriate if you have a connection with the recipient.
What are the most important contents in a formal letter?
- Date of writing the letter.
- Recipient’s name and address.
- Body of the letter.
- Closing remark or sign-off.
- Sender’s name, address, and contact information.