PARENT COMMUNICATION PLANNER

Prepare the message before the emotion enters the conversation.

Use this before an email, phone call or parent meeting to keep communication factual, balanced and centred on the child’s learning or wellbeing.

1. Purpose of the communication

PurposeCommunication format

2. Start with what is working

Specific strength, progress or positive observation

3. State the concern factually

What have you directly observed?Why does this matter for learning, wellbeing or classroom participation?

4. Decide the next step

What will the school / teacher do?What support are you asking from the parent?

When will you review progress?

5. Tone check before sending or speaking

I have separated facts from assumptions. I have avoided blame, sarcasm or threatening language. The child’s dignity is protected. The requested next step is clear. The message is shorter than the problem itself. A meeting is preferable if the issue is complex.

6. Draft structure

Opening: Thank the parent and state the purpose.
Positive evidence: Mention a genuine strength or progress point.
Concern: Describe the observed issue factually and briefly.
Impact: Explain why it matters for the child’s learning or wellbeing.
Next step: State what the teacher/school will do and what support is requested from home.
Close: Invite clarification or a meeting if needed and give a review point.

Your communication notes / draft

Use school-approved communication channels and policies. Avoid entering confidential student or family information into this browser tool.

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