Many teachers find this page searching for sample school trip letters – at TrekCo we do this for you – so why not book with us? These letters are just samples – they have been used by several schools and colleges but please be careful to check the requirements of your own school or LEA as these may differ from the indicative content of these letters. They are designed to give you as much information as possible; of course each will need to be edited for your needs but hopefully you can just fill in the blanks… 1. Trip to Blackland Farm Initial Letter Dear Parent / Guardian, Year ** Activity Camp 201* We are in the process of organising a five day outdoor activity camp for Year ** students in (*month*) of next year and your son / daughter has expressed an interest in participating on the course. The camp will involve a full programme including (**********************list activities**********************) and evening activities. The camp is a part of the school’s ongoing Outdoor Education programme and will provide an opportunity to extend the range and level of activities that students participate in as part of the programme. Dates: Students will leave after school on ************ returning at approximately ***p.m. to the School on ******. The Group: There are places available for **(number)* students, and it is anticipated that the group will be this size overall – **** members of school staff will be participating. Students will be supervised by school staff; there may be times when students are supervised by instructional staff. There will be short periods where students are more loosely supervised such as on a brief village visit or motorway service stop. School staff attending are ********************************************** Location: The camp is to be held at *****************, which is a fully equipped campsite with hot showers and other facilities. Tents are for 5-6 students. Instruction: During the camp this is provided by the Trekking Company (more information at www.trekco.com ). This is a local company and you can be confident that the instruction is of the highest standard; we have been organising trips with the company for ** years now and have found them to be excellent. The company is fully licensed under the Young Persons’ Safety Act for outdoor activity providers. All instructors are fully qualified in the activity which they are directly supervising and the school holds full details of these qualifications as well as having organised camps with the company for a number of years. The company is licensed under the Outdoor Adventure (Young Persons’ Safety) Act, registered number R0043, details at www.aala.org.uk and the company is responsible for organising, running and managing the safety of all instructed activities. Transport is by coach/minibus. All coaches/minibuses have forward facing seats and seatbelts. Cost : The cost of the camp is £*** including insurance. Should you wish to reserve a place for your son/daughter please complete the pro forma below and return it to ********** in the Office in an envelope clearly marked ‘Year ** Camp’. Please send in deposits of £40, which are non-returnable, by ************ at the latest. The remainder can be paid in two instalments; the first by ************ and the second by *************. Cheques should be made out to ‘********************** School’. Receipts and confirmation will be sent via registers. Should you have any queries please do not hesitate to contact me at the school. Yours sincerely, ****************************************** “———————————————————————————————————” Year *** Camp ** 201* Please reserve a place for my son/daughter on the Year ** Camp on *********(date)**. I enclose a cheque/cash for £40. I understand that this deposit is non-refundable. Name of Student _______________________________ Form _____ Name of Parent/ Guardian ____________________________ Signature ___________________ Medical Details – please note that all of this information is essential Please fill in below where the person legally responsible for the student will be contactable during the time of the activity course: Name of parent/guardian: _________________________________________________________ Home Address: ________________________________________________________________ Telephone: Code_____________ Number____________________ Emergency Address and Telephone number (if different to above e.g. grandparents, aunt, work etc.): Doctor’s Name and Address________________________________________________________ Doctor’s Telephone Number _______________________________________________________ National Health Number:__________________________________________________________ Does your son/daughter suffer from asthma? YES/NO (Please ensure that your child has a spare inhaler and that it is clearly labelled and handed in to a member of staff) Does your son/daughter suffer from any known medical condition or phobias the school should know about? __________________________________________________________________________________ To the best of your knowledge, has your son/daughter been in contact with any contagious or infectious diseases or suffered from anything in the last four weeks that might be contagious or infectious? YES/NO If YES, please give details: Date of last tetanus injection:_______________________________________________________ Any known allergies (penicillin, plaster, insect bites etc.):_______________________________ Prescribed medication to be taken: Which type of pain/flu medication your child may be given if necessary? Dietary considerations (vegetarian etc.):_____________________________________________ Swimming Standard (please circle): Weak / Competent (swims 50m in light clothing, front or back) Please indicate any other information below: Please include all relevant information including symptoms, treatments and medication ( if you are not sure, please tell us anyway) and remember that your son/daughter will be taking part in strenuous physical activities: PLEASE READ THE FOLLOWING CAREFULLY AND SIGN BELOW I confirm that I am the person who has parental responsibility for _________________________ . I agree to him/her taking part in this visit and have read the information sheet. I have read the information relating to the ************ Camp and my son/daughter is aware of the details. I believe that he/she is fit to take part in the activities and have declared any relevant dietary requirements and medical details on the form overleaf. I give consent for the staff to seek medical advice should illness or an accident occur. If a surgical operation, dental procedure or injection becomes necessary, including anaesthetic or blood transfusion, I authorise the teacher in charge to sign on my behalf any written consent to operate, as advised by the medical authorities present. Every attempt will be made to contact parents/guardians. I also consent to my son/daughter being administered a non prescription painkiller by a member of staff if he/she requests. I will inform the Group Leader as soon as possible of any changes in medical or other circumstances between now and the commencement of the trip. I agree to my son/daughter taking part in any or all of the following activities: (***************************list activities *********************). I understand what these activities involve. I understand the extent and limitations of the insurance cover provided. I understand that if the party leader considers the behaviour of my son/daughter to be unsatisfactory or could in any way jeopardise his/her own safety or that of others, that he/she will be excluded from activities or in the extreme be asked to return home early at my expense. I realise that if my son/daughter’s behaviour prior to the trip is inappropriate that his/her place on the trip may be in jeopardy. I confirm that my son/daughter is aware of the Code of Conduct for school visits as explained to him/her at the trip meeting – i.e. that the same standards of behaviour apply on trips as at school. I understand that it is vital for all pupils to obey without question, the instructions of the staff. I understand that while the school staff in charge of the party will take all reasonable care of the children they cannot necessarily be held responsible for any loss, damage or injury suffered by my son/daughter which occurs as a result of the school trip. Signed____________________ Date __________________ ————————————————————————- KIT LIST When packing please remember that the weather can be variable and choose equipment accordingly – it could be cold at night and rain is possible! WATERPROOF JACKET AND TROUSERS WARM OUTDOOR JACKET SLEEPING BAG (AND SLEEPING MAT; PILLOW IF REQUIRED); EXTRA BLANKET PLENTY OF ROUGH WARM CLOTHING E.G. LEGGINGS, TRACKSUIT BOTTOMS, JUMPERS, SHORTS, T SHIRTS – ENOUGH FOR THREE OR FOUR CHANGES SMALL AMOUNT OF SPENDING MONEY (£10 MAXIMUM) TOWEL & WASHKIT DRINK BOTTLE/FLASK TORCH AND BATTERIES BINLINERS HAT AND GLOVES THREE SPARE PAIRS OF ROUGH SHOES, BOOTS OR TRAINERS SMALL RUCSAC SUNBLOCK KNIFE, FORK, SPOON, PLATE, BOWL, MUG (UNBREAKABLE) SNACKS E.G. CHOCOLATE BARS ETC. FOR MINIBUS JOURNEY AND THE REST OF THE WEEK SWIMMING COSTUME WALKING BOOTS (MUST BE BROUGHT – TRAINERS ONLY ARE NOT ACCEPTABLE) COMPLETE CHANGE OF CLOTHING (INCLUDING FOOTWEAR) FOR CANOEING – PLEASE REMEMBER THAT THESE CLOTHES WILL BE WET & UNUSABLE AFTERWARDS ANY MEDICATION E.G. INHALERS To **************** beforehand please – named and in an envelope NOTES: PUPILS SHOULD NOT BRING ANYTHING OF VALUE OR THAT COULD BE DAMAGED BY ROUGH WEAR OR DIRT – EXPENSIVE ITEMS ARE UNSUITABLE. PLEASE NOTE THAT SWEATSHIRTS ARE NOT JUMPERS – YOU NEED WOOLLEN OR ‘FLEECE’ JUMPERS IMPORTANT: NO MOBILE PHONES ARE PERMITTED FOR STUDENTS. THIS IS THE POLICY OF ************* EDUCATION AUTHORITY AND THE SCHOOL. THIS IS FOR IMPORTANT HEALTH AND SAFETY REASONS AND IT IS VITAL THAT THIS RULE IS COMPLIED WITH. 2. Subsequent Letter ***** 201* Dear Parent/Guardian, **************** School Year *** (Location***) Camp (**** Dates****) 201* Student____________________________ Balance paid so far____________________________ Please note that the next (final) payment, and medical form, are due by Friday *** March at the latest. Would you please return the attached parental consent and medical forms so that we are aware of any medical conditions which need special attention. The National Health number is essential so please make every effort to find this out from your doctor’s surgery. General Information The address of the campsite is: ************* Students are camping and are not contactable directly. In cases of EMERGENCY ONLY the company director Steve Ranger can be contacted on 07966 275226 or Paul Morley on 07973 373115 at any time (answering service available); or (******teacher) on *************. Instruction Instruction on the course is provided by the Trekking Company. During activity sessions all matters relating to safety and instruction are dealt with by their instructors, and at all times pastoral care is provided by the school staff. The Trekking Company is a local company and you can be confident that the instruction is of the highest standard; we have been organising trips with the company for *** years now and have found them to be excellent. The company is fully licensed under the Young Persons’ Safety Act for outdoor activity providers. All instructors are fully qualified in the activity that they are directly supervising and the school holds full details of these qualifications, as well as having organised camps with the company for a number of years. The company is licensed under the Outdoor Adventure (Young Persons’ Safety) Act, registered number R0043, details at www.aala.org.uk and the company is responsible for organising, running and managing the safety of all instructed activities. The Weather and Activities It is normal for the weather to be variable in upland areas, and the activity schedule takes account of this. However all outdoor activities are highly weather dependent and the instructors retain the right to cancel or curtail any activity for weather related (or other) safety reasons. We hope that you will agree the vital importance of this. In the unlikely event that an activity is cancelled or curtailed we will organise the best alternative available, and will try to ensure that every student has had the opportunity to try every activity. It should be stressed that this would be very unusual but you should be aware that it is a possibility. Transport is by coach/minibus to and from the venue and locally to the activities. All coach/minibus seats are forward facing with seatbelts, and drivers are qualified according to the School’s policy on minibus driving. The Group: There are *** students participating. Students will be supervised by school staff; there may be times when students are supervised by instructional staff. There will be short periods where students are more indirectly supervised such as on a brief village visit or motorway service stop. School staff attending are ************************************************************* Insurance Insurance is provided by the recommended school journey insurers for ************** Educational Authority, Zurich Municipal. More details will be outlined at the meeting evening for parents (see below). Camp Kit A Kit List is attached. If there are any problems with items on the list, please contact **********. It is advisable that the clothes are old but serviceable; expensive designer labels and fashion gear may get damaged and will certainly get wet and dirty. Occasionally pupils wish to bring tents – if this is the case please bring them in the week prior to camp to show to ***************. Please note that the Kit List mentions the school and ********** LEA’s policy that students may not carry mobile phones on school visits. This follows Department of Education guidelines and is common to all Education Authorities in English and Wales. Please be certain not to allow your son or daughter to take a mobile phone on this trip. First Day Procedure Students will leave after school on *********** at ****p.m. Campers may come into school out of uniform for that day. Kit must be left in ****** at 8.30 where it will be locked up for the school day. Pupils then report to the **** area after school. Meeting There will be a meeting for all those going prior to the course in ********* – students will be notified via registers. Medication Any medication required by your child should be clearly labelled with name and dose. Students should hand this medication to ********** (see medical form) for safe keeping whilst on camp. Return The coach/minibuses should arrive at the ********* on *********** at approximately ***p.m. The school will be notified of any significant delay and a notice will be pinned on the main entrance doors. Camp Information Meeting – An information meeting will be held on ************* in ********** at 7.00p.m. so that you may see slides of the camp and activities , and ask any questions that you may have regarding the trip. Yours sincerely A. Teacher
