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School trip letter to parents: free template with consent slip
A clear, friendly trip letter you can copy, fill in and print, with a tear-off consent slip, a short text or app message version and a checklist so nothing is missed. It's written for UK primary schools, with notes for Scotland and England.
Free to use, print and adapt. Checked 24 October 2026. Not accredited or endorsed by Education Scotland or any other body.
What every trip letter should include
- Where, when and why: what pupils will learn
- Leaving and return times, transport, and where to collect
- Cost or voluntary contribution, how to pay, and who to speak to if cost is a worry
- What to bring: packed lunch, water, clothing for the weather, and what not to bring
- How to update medical or dietary information (through the school office, not on the slip)
- The reply-by date, and a consent slip that fits on one page
The letter (copy and fill in the brackets)
[School name] [Date] Dear Parent or Carer, [Class or stage] trip to [venue] on [day, date] As part of our learning about [topic], [class] will visit [venue] on [day, date]. Pupils will [one sentence on what they'll do and learn]. We will leave school at [time] by [coach / walking / train] and plan to be back by [time]. Please collect your child from [place] as usual. Your child will need: • a packed lunch and a drink in a named bag (no glass bottles), unless you have ordered a school packed lunch • a waterproof jacket and comfortable shoes • [anything else] They will not need spending money. [The cost is £[amount] / We are asking for a voluntary contribution of £[amount]]. Please pay by [method] by [date]. If cost is a difficulty, please speak to [name or the office] in confidence. No child will miss out. Please complete and return the slip below by [reply-by date]. If your child's medical or dietary needs have changed, please let the school office know before the trip. If you can help as a volunteer on the day, please tick the box on the slip. Thank you for your support. [Your name] [Class teacher, class]
The consent slip
✂ - - - - - - - - - - - - - - - - - - - - - - - - - - - - [Class] trip to [venue] on [date]. Please return by [reply-by date]. Child's name: ______________________ Class: ________ ☐ I give permission for my child to go on this trip. ☐ I have paid / will pay [the cost / a voluntary contribution] by [method]. ☐ I can help as a volunteer on the day. Phone: ______________ Emergency contact on the day: ______________________ Signed (parent or carer): ______________________ Date: ________
Text or app message version
[Class] trip to [venue] on [day, date]. Leaving [time], back by [time]. Please send a packed lunch, a drink and a waterproof jacket. [Cost/contribution £x, pay by date.] Consent slip home today, please return by [date]. Questions? Speak to [name/office].
Do you need written consent?
- Scotland: Going Out There, Scotland's framework for safe practice in off-site visits, says consent for most routine and expected visits should be kept simple. Visit-specific consent is usually only asked for visits with a higher level of safety management, such as residentials and adventurous activities. Your local authority's rules come first.
- England: the DfE's health and safety on educational visits guidance says written consent isn't needed for most trips in school hours that are part of the curriculum (except for nursery-age children), though it's good practice to tell parents. Schools usually ask for it for trips outside school hours and higher-risk activities.
- Either way, follow your school's own policy and your educational visits coordinator.
Before you send it: a quick check
- Dates and day names match (check the calendar).
- Times allow for the coach and the queue at the venue.
- The cost wording matches your school's charging policy.
- The slip fits on one page and isn't split across two.
- No pupils' personal details are printed on the letter.
Want one in your style?
Email us the trip details (where, when, times, cost, what to bring and the reply-by date). We'll send back the letter, the consent slip and the text-message version, set out ready to print.
Or email [email protected] with "Teachers: trip letter" as the subject. One line is enough. Free while we build it with teachers. No pupil names, please. Everything comes back as a draft for you to check.
Questions
What should a school trip letter to parents include?
Where and when the trip is, why you're going, leaving and return times, transport, cost or voluntary contribution, what to bring, how to update medical information, the reply-by date and a consent slip.
Do parents have to give written consent for a school trip?
It depends on the trip and where you are. In England, DfE guidance says written consent isn't usually needed for curriculum trips in school hours, except for nursery-age children. In Scotland, Going Out There says visit-specific consent is usually only needed for higher-risk visits such as residentials and adventurous activities. Always follow your school's policy.
Should medical details go on the consent slip?
It's safer to ask parents to update medical and dietary information through the school office, so sensitive details aren't on paper slips passed round the classroom.
Is this template free to use?
Yes. Copy it, change it and print it.
Can you write the letter for my trip?
Yes. Email [email protected] with "Teachers: trip letter" as the subject and the trip details. We'll send back the letter, slip and a text-message version to check.