Most parents need to contact their child's teacher at least once a school year for a variety of reasons, from asking for leave due to illness, or even discussing a child's problems. Most teachers use email, which makes the process of correspondence easier and faster, but you can also write letters or notes. With the right letter or email, you can establish open and strong communication with your child's teacher.
Step
Method 1 of 2: Sending an Email
Step 1. Know when to send an email
There are several reasons why you might want to contact your child's teacher, from introductions to discussing more serious matters. The following are some common reasons to contact your child's teacher:
- Introduce yourself when you move, or when your child starts studying at a new school.
- Discuss the problem.
- Ask the child's work or progress.
- Ask to meet.
- Inform the teacher of a special problem, such as a child's special needs or family problems.
- Ask for permission when the child is absent due to illness or other needs.
Step 2. Gather the information you need to write a complete and professional email to the teacher
Complete information will make communication more efficient, and show that you respect the teacher and take the issues discussed seriously.
- Ask your child for the teacher's name, or look up the teacher's name on the school's website.
- Prepare copies of necessary documents, such as doctor's diagnosis and child placement documents if your child has special needs.
Step 3. Create a first draft of the email using the information you've gathered
Drafts allow you to fully describe your problem. When you're done, reread your draft, then edit it if needed.
- Avoid writing your email address in the "To" field, so you don't accidentally send a draft email.
- Keep your draft as short and concise as possible.
- Write emails in a personal, polite, and professional tone.
- Introduce yourself. State your child's name, and explain why you wrote the email. For example, "Dear Mrs. Jasmin, my name is Ros, and I am the parent of Upin and Ipin. I am writing this letter because I realize that Upin is having a hard time following Mathematics."
- Make the main point of the email 1-3 paragraphs long, stating the problem you want to solve. You may also want to ask about ways to support your child constructively.
- Close the email by saying thank you, and include your contact information for further consultation. For example, "Thank you for your attention. Teacher can contact me via email or +628123456789. I hope that Upin's problem can be resolved soon with your help."
Step 4. Make the email on a positive note
When writing a draft, keep the tone of your email as positive as possible. You may quickly get irritated when you take care of your child's problems, but keeping a positive and proactive tone to emails can open up an open and productive dialogue with your child's teacher.
- Avoid using accusatory language at your child's teacher.
- Use words like "get it," "cooperate," and "talk."
- Use adjectives like "positive" and "proactive."
- Connect the words in phrases such as "According to Upin, he has difficulty learning math. We want to know how to change that, and how we can help the teacher improve Upin's abilities."
Step 5. Be honest when writing emails
Children are honest creatures, and the lies in your letter may come out of your own child's tongue. Write the email as honestly as possible, but keep a professional tone to the email.
Get straight to the heart of the matter. For example, "I have to work at a museum, and I want to take my son to study. Is there any homework he has to finish before he goes back to school on Friday?"
Step 6. Reread and edit your email
After you've written a rough draft of the email, think about the content and tone of the email, then edit the email if needed. Editing an email allows you to add or remove the body of the email, as well as find spelling, punctuation, and grammar mistakes.
- Make sure the revised email has an honest and proactive greeting, body of letter, and closing.
- Read the letter aloud, to help spot errors or phrases that might sound blaming.
- Consider enlisting the help of a partner, friend, or education expert to read your letter. The person you're asking for help may be able to suggest making your letter stronger or more professional.
Step 7. After editing the draft, write a friendly and professional closing message and greeting, to make your child's teacher more receptive to the letter
Closing messages and friendly greetings also pave the way for a constructive response.
- Write greetings with your child's teacher's nickname. For example, "jasmin ma'am", followed by a comma.
- Avoid using the teacher's first name, unless the teacher has already met you and offers to call him by his first name.
- Close with "Greetings," followed by a comma. You may also want to write "We hope this letter gets your attention ma'am, thank you", to expect a reply from your child's teacher.
- State your name and contact information.
Step 8. Attach the appropriate documentation, depending on your email, for reference to your child's teacher
References will help your child's teacher understand your problem.
Prepare a reference file in an easy-to-open format
Step 9. Write down the teacher's email address to send the email to
Check your child's school website to make sure the email address is correct.
- E-mail other interested parties, such as spouses or other authorized teachers.
- Consider including yourself on BCC to make sure the email gets delivered.
Step 10. Edit the final draft of the email by reading the draft one more time before sending
Editing will avoid forgetting certain information, or errors in the email.
Step 11. Give your child's teacher time to respond
Teachers are busy creatures, so they may not always be able to reply or pay attention to your emails right away. Wait some time before calling the teacher back.
- Write down the date if you need a quick response.
- Resend the letter or email if your email hasn't been replied to after a week.
Method 2 of 2: Sending Written Letters
Step 1. Know when to send a written letter
Written letters are more personal than emails, and are necessary in some cases. You may want to send a written letter when:
- To say thanks.
- Introduce yourself briefly.
- Ask permission when your child is sick or unable to attend school.
Step 2. Write the letter as neatly as possible for your child's teacher to read
Make sure your handwriting is easy to read.
- If your writing is bad, write slowly, so that your writing is clearer.
- Avoid writing with pencils or pens that fade easily. Preferably, use a ballpoint pen.
- Consider drafting on a computer, then writing your letter by hand. Drafts allow you to think about what you want to write more clearly.
- If desired, write the letter on the computer, print it, and then sign the letter.
Step 3. Write your letter
If you choose to write the letter manually, follow the same process as writing the email in the previous step. However, if the thing you want to talk about isn't too serious, like a thank you note, you don't need to write a draft several times.
- Use good stationery if you have one. But if not, use paper that is clean and not wrinkled.
- Write the date on the letter.
- Write a greeting under the date, for example "Miss Jasmin," followed by a comma.
- Use the same elements as the email elements in the previous step, and make sure your letter is short and concise. For example, "Miss Jasmin, I am Ros, the parent of Upin and Ipin. Thank you for helping Upin understand Mathematics. After school, she often asks Mrs. Jasmin about questions she doesn't understand. If there is anything I can help Upin understand better., please let me know. Thank you. Ros."
- Sign your letter, then write your name if needed.
Step 4. Check your letter before sending it to prevent errors, missing information, or faded ink and illegible parts
Rewrite the letter if you find a fatal error
Step 5. Send the letter
You can send a letter in several ways, depending on the formality of the letter or the urgency, for example:
- By post. Make sure you mention the teacher's name on the letter, and include the school's address in your letter.
- Sent by myself. Send your own letter to the school. School staff will deliver it to your child's teacher.
- Through your child. You can also leave a letter to your child, but he may forget to give it. If you wish, you can tuck the letter in your child's school uniform.
