School Trip Letter and Consent Form

Type the trip details once and print a letter home with a consent slip at the bottom, plus a one-page briefing for adult helpers. Parents fill in their part by hand.

This supports, but does not replace, your school's or employer's policy. The visit leader, EVC or head teacher must check and approve it.

Type straight onto the page. It saves in this browser only and is never sent anywhere. Don't enter pupils' personal details.

School trip letter and consent form

School:

Date of letter:

Visit:

Date of visit:

Leave school / return:

Venue:

Cost or voluntary contribution:

Please reply by:

About the visit

What your child needs

Medical needs and medicines

Consent form (please return by the date above)

Parents and carers fill in this part by hand. Teachers: leave it blank before printing, and don't type pupils' details here.

Child's name:

Class:

Parent / carer name:

Phone number on the day:

Anything we should know for this visit (or tell the school office)

I give permission for my child to go on this visit. Signed:

Date:

Tip: empty boxes print as lines to write on, so you can also print this blank and fill it in by hand.

Do you need a consent form?

DfE advice is that written consent isn't usually needed for trips during school hours that are part of the curriculum (except for nursery-age children), but parents should always know where their child will be. Schools usually ask for written consent for residentials, adventurous activities, and trips or fixtures outside school hours. Some schools use a one-off consent form signed when a child joins, then tell parents about each visit and give them the chance to withdraw their child. Follow your school's policy.

What the letter should say

Where, when and why (what pupils will learn).
Leaving and return times, transport and where to collect.
Cost or voluntary contribution, and who to talk to if that's a problem.
What to bring: lunch, clothes, water, and what not to bring.
How to update medical information (with the office, not on the letter).
How to contact school on the day.

Briefing your adult helpers

The second page is a short sheet for parents and volunteers: their group, meeting points, the rules, and what to do if a pupil is lost or hurt. Give them the group list on the day and collect it back afterwards.

Keep pupils' details out of it

Write "Pupil A" or initials, and say where the confidential plan is kept ("held by the visit leader"). Names, medical details and contact numbers belong in the school's own system, not in a risk assessment that gets printed, emailed and left on a coach seat. Everything you type here stays in this browser.

Sources and further reading

We link to these so you can read the original guidance; we haven't copied it. Check for updates, and follow your school's or local authority's own policy where it says more.

Questions teachers ask

Is a consent form needed for a school trip in England?

Not usually for curriculum trips in school hours, apart from nursery-age children, but parents must be told. Written consent is usual for residentials, adventurous activities and trips outside school hours.

Can schools charge for school trips?

There are rules on charging for trips in school hours; many schools ask for voluntary contributions. Check your school's charging and remissions policy.

Should medical information go on the consent form?

Ask parents to update medical information with the school office instead. Paper slips get passed around; the school's system keeps it confidential.

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