letter of request for educational tour

Sample Request Letter for Educational Field Trip

Sample request letter for education trips to companies, organizations, and NGOs from universities, colleges, or schools. Sample letter of excursion from students to HOD, Principal, Headmaster, or Coordinator.

Request for Educational Field Trip

To: The Director Organization Name Address City

Subject: Request Letter for Educational Field Trip, Training Visit 4th Year MBBS Class

Apart from traditional lectures, field visits/Training is part of Community Oriented Medical Education. In this regard, students of 4th Year MBBS class of this College, visit various institutions/establishments every year. In this connection, 103 students along with 4 X faculty Members intend to visit your institute on 18 Dec on Tuesday from 10:50 am onward.

It is requested that necessary arrangements for the subject visit may please be made, and confirmation of the same may please be communicated to Dr. Dilshah Pasha as soon as possible.

HOD COMMUNITY MEDICINE

Educational Field Trip Letter Sample

The students (15) of BSc. Human Development, and Family Studies of the Institute of Rural Home Economics, University of Agriculture, want to visit your prestigious institution on 6-6-(Date) at 10:00 clock. Kindly allow us to visit your esteemed institution.

Thanks in Anticipation

Dr.Aisha Institute of Home Economics University of Agriculture

Reply to the Request Letter for Educational Field Trip

Dear Prof. Dr. Dilshah Pasha

Reference your letter this morning with letter ref. med/cmh/ about the training visit of 4th-year MBBS class students to our organization on Tuesday 25 December.

We will be pleased to welcome the visiting students, and faculty members on 25th December at 10:20 am, and briefing, and visit to the facilities at our organization will accordingly be arranged.

With Regards,

Request Letter for Educational Trip

To, The management, Oxford College, US

Respected sir,

With due respect, I am writing this letter to ask for permission to arrange a field trip to some old forts for my History course. This trip is very important for the students of history as they have to work on a research project, and for that, they need to visit different locations under the supervision of their instructor. For the trip, we will be needed the college buses. I have attached the list of places we need to visit.

Kindly grant us approval so that we can wind this up by the end of this month. We shall be really thankful to you. Thanks

Mr. James John, HOD History department

Letter to Father Seeking Permission to go on an Excursion

Dear Father,

I am really sorry for not being able to write to you last week as my pre-board examination preparation tests session was undergoing. I have had a better percentage in this test session, especially in Math, Physics, and Chemistry. As you know I am having these test sessions for about 6 months now, I really feel that now I am gaining more grip over Math, Physics, and chemistry. I will send you my cumulative result report of the last 2 test sessions by the 10 of January. Then my last session “send-ups” will be left to attempt.  Board papers will commence end of March.

I wanted to take your kind permission for an excursion trip to Naran & Kaghan with the Class, and school teachers for a week. Papa, I am really tired and want to have some mental relaxation for a few days before I give my send-ups attempt. I am kind of room sick, and my nerves need to relax. The excursion trip will be leaving on 15 January and will return on 19 January, under the kind guidance, and surveillance of staff teachers, and the Coordinator.

The charges for an excursion trip are Rs 5000 per head. Cambridge and Matric student badges will be going together. Also, this will be our last school memory, an excursion trip. I really don’t want to miss it as well I will have psychological relief from the burden of studies for a while.

I hope you will definitely allow me to go on this excursion trip with my fellows and teachers. I assure you that this excursion trip and relaxation will not affect my result and performance in send-ups.

I need to submit my dues, and parents’ permission letter by 10 January. Kindly, reply to me soon so I don’t miss this chance. Love you, papa, you are my inspiration. Love you loads. I will keep updating you at whatever location we reach. I will send the detailed excursion trip destinations and transportation. Love you!

Yours Shining Star,

Loving daughter Dj

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Education Tour Permission Letter: 4 Templates

An educational tour is always good as it broadens your horizon of knowledge. You get practical experience on so many things, and some of the concepts are those that you were unable to understand theoretically.

Going on an educational tour benefits you in plenty of ways, other than giving you time to enjoy yourself with your batch mates and friends.

But in order to go on one, you need permission from the concerned individuals, and for this, going through a sample letter written by me will definitely help you to frame yours perfectly.

Template: 1

Education Tour Permission Letter

(Name of the sender)

(Designation of the respective person)

(Name of the address)

Subject- Letter of Permission for Education Tour

Respected madam/sir,

This letter is to inform you that I, (mention your name) student of (mention the name of the college or name of the institution), would like to say you that our college or institution has decided to go for an educational tour for our batch to (mention the name of the place) on (mention date and time).

This tour is for all the students of our batchmates as this is our last year of college so the authority has decided to go for an educational tour. All of our course faculty will also join us along with our HOD. This is a great opportunity for all the students in my class.

I would like to request you please grant me permission so that I can also join this educational tour along with my batchmates.

I am very much excited about the educational tour. I believe this will help me grow my practical knowledge. I believe from this educational tour, I will get a chance to explore myself more.

Kindly accept my letter and grant me permission for going on the educational tour to (mention the name of the place) on [mention date and time].

Thank you so much in advance. I hope you will accept my request. I will be highly obliged to you.

Thanking you

Download Template : ( pdf, docs, ODT, RTF, txt, HTML, Epub, Etc )

Template: 2

[Your Name] [Your Position/Title] [School/Organization Name] [School/Organization Address] [City, State, ZIP] [Email Address] [Phone Number] [Date]

[Recipient’s Name] [Recipient’s Position/Title] [School/Organization Name] [School/Organization Address] [City, State, ZIP]

Subject: Permission Letter for Educational Tour

Dear [Recipient’s Name],

I hope this letter finds you well. I am writing on behalf of [School/Organization Name] to seek your permission for an educational tour for our students. We believe that educational tours play a crucial role in enhancing students’ learning experiences and broadening their understanding of various subjects beyond the confines of the classroom.

We have meticulously planned an educational tour for [Number of Students] students from [Grade/Class]. The tour is scheduled to take place from [Start Date] to [End Date] and will cover [Destination(s)].

The purpose of this tour is to provide our students with an opportunity to explore and learn in a real-world setting. The tour will incorporate educational visits to museums, historical sites, cultural centers, and other relevant locations that align with our curriculum. The students will engage in interactive learning experiences, guided tours, and hands-on activities that will deepen their knowledge and foster their personal growth.

We assure you that the safety and well-being of our students will be our utmost priority throughout the tour. We have made all necessary arrangements, including transportation, accommodation, meals, and qualified supervision by our teachers and staff members. We will also comply with all health and safety protocols, ensuring the tour is conducted in a responsible and secure manner.

In light of the above, we kindly request your permission to proceed with the educational tour. We believe that this experience will greatly benefit our students’ academic and personal development. The tour will provide them with an opportunity to witness firsthand the concepts they have learned in the classroom, encouraging a deeper understanding and appreciation of the subjects they are studying.

Additionally, we would like to extend an invitation to you and other representatives from your school/organization to join us during any part of the tour. Your presence would not only add value to the experience but also allow for networking and collaboration between our institutions.

We understand the importance of obtaining proper consent for such activities. Therefore, we kindly request that you review the attached detailed itinerary and provide us with your written permission for the educational tour. We would also appreciate any specific requirements or guidelines you may have for the students or our team during the tour.

Thank you in advance for your attention to this matter. We are excited about the prospect of this educational tour and the positive impact it will have on our student’s educational journey. Should you have any questions or require further information, please do not hesitate to contact me at [Phone Number] or [Email Address].

We look forward to your favorable response and the opportunity to collaborate on this enriching educational experience.

Yours sincerely,

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Request Letters

Permission Request Letter to Principal for Tour

A permission request letter to a principal for a tour is a request to a school’s principal for students to participate in a tour. If you would like to take your students on a field trip, you need to know how to write a request for the principal’s permission letter. This letter is also called a permission request letter. You or your students can write this letter to the principal.

In this article, you will learn about requests for approvals. Next, you will find a list of what you should include in your permission request letter. We have provided a format for this letter to guide you. You will also find a sample letter to inspire your permission requests.

Requests for Approval

Students and teachers both understand needing to ask for permission. When you and your students learn of local inspirational or outstanding exhibits, you might like to attend together as a class. Your first step is to ask the principal at your school if you can gain permission for the tour. Understanding requests for approval can help you with this. These letters can cause anguish even for experienced teachers, but we can offer a few tips. In addition to sending in the required form with all the pertinent tour details, write a professional request for approval. The key is to:

• Write in a professional and respectful tone.
• Start your letter with your proposed excursion.
• Briefly explain the educational goals and benefits of the outing.
• Show your enthusiasm for the tour. Your enthusiasm could be contagious.

You might be asking permission to attend the most exciting tour ever, but unless you make it sound exciting to the principal, you may not be going. Pointing out the tour benefits and showing your excitement can encourage the principal to decide in your favor.

What to Include in Your Permission Request Letter

You have most likely already turned in the appropriate forms requesting the field trip for a tour. Writing a permission request letter is a helpful way to get those forms noticed and approved. Here is what you should include:

• A subject line: Approval request for a field trip
• The date of the proposed excursion
• The location of the tour
• A brief description of the excursion, such as art exhibit or local event
• The educational goals of the field trip
• The educational benefits – how the field trip fulfills the appointed goals
• Any pre-trip preparations you will complete in class
• Your reason for believing this tour is beneficial for your students – show your enthusiasm
• A respectful request for permission
• Your contact information

Permission Request Letter (Format)

{your name}

Teacher, Grade {grade number}

{Principal’s name}

{school name}

{school address}

Subject: Approval request for a field trip

Dear {Principal’s name},

I am writing to tell you about an opportunity for my class. {discuss the location and describe the event here}.

The proposed tour meets the following grade-appropriate learning objectives. {write the appropriate goals here}. {Discuss how the tour meets these goals here.}

We will prepare in class for this event by {discuss pre-trip preparations here}.

This event offers the students experience and knowledge they cannot gain in the classroom. They will have the opportunity to {discuss what you have planned}. I sincerely hope we have your approval for this outing.

If you have any questions, please call me at {phone number} or email me at {email address}. Thank you very much for your time and your consideration of my request.

Best regards,

{your signature}

Sample Permission Request Letter to Principal for Tour

Jessica Owens

Teacher, Grade 5

March 22, 2030

Mason Hargrove

Jacksonville South Elementary

200 South Cimarron

Jacksonville, ND 89775

Dear Mr. Hargrove,

I am writing to tell you about an opportunity for my class. Philbrook Museum is hosting an Ancient Greek exhibit on May 1-15. I propose a field trip to the museum, located at 5069 West Main in Jacksonville.

The proposed tour meets the following grade-appropriate learning objectives. The exhibit offers opportunities to learn more about ancient Greece. In addition, the students will learn about ancient trade and how it helped shape Greek culture. When the students are able to see in person the Greek art exhibit, ancient Greece comes alive for them.

We will prepare in class for this event by discussing Greek culture, learning appropriate art vocabulary, and discussing the materials used in Ancient Greek art. We will also map ancient trade routes through the Mediterranean, providing valuable geography knowledge.

This event offers the students experience and knowledge they cannot gain in the classroom. They will have the opportunity to see objects of Greek art that may not be locally available again. They will choose one object and write a brief report on it, incorporating vocabulary from our studies. I sincerely hope we have your approval for this outing.

If you have any questions, please call me at (668) 335-7000 or email me at [email protected] . Thank you very much for your time and your consideration of my request.

Permission Letter to Principal for Tour (Word Template)

All teachers are required to ask for permission to take students on a field trip. When you turn in the required forms, write a letter to the principal. Discuss the goals and benefits of the tour and the classroom activities you plan to incorporate. Share your enthusiasm for the trip. This excitement may encourage your principal to decide in your favor. Be sure to thank your principal for their time and consideration of your request.

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Application for Arranging an Educational Trip (with Samples & PDFs)

I have listed sample templates to help you craft an effective and professional application for arranging an educational trip.

Also, I would like to point out that you can also download a PDF containing all the samples at the end of this post.

Application for Organizing a School Educational Excursion

First, find the sample template for application for arranging an educational trip below.

Subject: Application for Arranging an Educational Trip

Respected Principal,

We plan to visit [Destination], a place rich in history and culture. Our aim is to explore [specific educational goals], which will enhance our knowledge and understanding of the subject.

The trip will be supervised by our teachers and we will maintain discipline throughout. We will also ensure that all safety measures are followed to keep everyone safe.

We kindly ask for your approval and support in organizing this educational trip. Your guidance and permission mean a lot to us.

Thank you for considering our request.

Sincerely, [Your Name] Grade [Your Grade]

Application for Arranging an Educational Trip to a Science Museum

To, The Principal, [School Name], [School Address], [City, State, PIN Code]

Subject: Application for Arranging an Educational Trip to a Science Museum

I am writing to request permission to organize an educational trip to a Science Museum for the students of [Class/Grade] at [School Name]. We believe that this trip will provide a great opportunity for our students to learn and explore the wonders of science in a practical and engaging manner.

This educational trip will not only supplement the science curriculum but also inspire our students to pursue a deeper interest in the field of science. It will be a day filled with learning, discovery, and fun for all the participants.

We kindly request your approval and support for this educational trip to the Science Museum. We assure you that all necessary arrangements will be made to ensure the safety and well-being of the students throughout the trip.

Thank you for considering our request. We look forward to your positive response.

[Your Name] [Teacher/Coordinator] [Contact Number]

Application for Organizing an Educational Trip to a Historical Landmark

Subject: Application for Organizing an Educational Trip to a Historical Landmark

The proposed destination for the trip is [Historical Landmark Name], a place of great historical significance in our country. This visit will give students the opportunity to witness the rich cultural heritage and learn about the events that shaped our nation’s history.

The trip will be supervised by our teachers and will include guided tours, interactive sessions, and informative activities to engage students in a fun and educational manner. It is scheduled to take place on [Date of Trip] and will be a full-day excursion.

We believe that this trip will not only enhance the students’ knowledge of history but also foster their curiosity and appreciation for our heritage. It will be a memorable experience that complements their academic learning and encourages a deeper understanding of our past.

We seek your kind approval and support in making this educational trip a reality for the students of [School Name]. Your consideration in this matter is highly appreciated.

[Your Name] [Designation/Grade] [Contact Information]

Application for Planning an Educational Trip to a Wildlife Sanctuary

Subject: Application for Planning an Educational Trip to a Wildlife Sanctuary

We, the students of [Class/Grade], are excited to propose an educational trip to a Wildlife Sanctuary. This trip will help us learn about the diverse animals and plants found in our country.

Our aim is to explore the sanctuary, observe wildlife in their natural habitat, and understand the importance of conservation. We believe this experience will enhance our knowledge about nature and wildlife.

We request permission to organize this trip on [Proposed Date] with supervision from our teachers. We assure you that we will adhere to all safety guidelines and behave responsibly during the trip.

We look forward to your approval and guidance in making this trip a successful and educational one.

Yours sincerely,

[Your Name] [Class/Grade]

Application for Setting up an Educational Trip to a Planetarium

To, [Recipient’s Name/Authority], [Organization/School Name], [City, State, Pin Code].

Subject: Application for Setting up an Educational Trip to a Planetarium

Respected [Recipient’s Name/Authority],

The trip is planned to take place on [Date] at [Planetarium Name], located in [City]. This visit will provide our students with the opportunity to observe celestial bodies, learn about the solar system, and understand the wonders of the universe in an interactive and engaging manner.

We believe that this trip will not only supplement the classroom teachings but also ignite a sense of curiosity and wonder among the students. It will allow them to learn in a fun and hands-on environment, helping them to grasp complex concepts in a practical and exciting way.

Application for Coordinating an Educational Trip to a Botanical Garden

Subject: Application for Coordinating an Educational Trip to a Botanical Garden

Dear Principal,

The botanical garden we have chosen is [Name of Botanical Garden] located in [City/State]. It is a beautiful place with a variety of plants and trees that will surely capture the interest of our students.

We kindly request permission for [Number of Students] students to participate in this trip. We will ensure that all necessary arrangements are made to ensure the safety and well-being of the students throughout the trip.

How to Write Application for Arranging an Educational Trip

Some writing tips to help you craft a better application:

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And if you have any related queries, kindly feel free to let me know in the comments below.

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Educational Tours and TRiPS Request Template

• Travel Request Form

The Educational Tours and TRiPS Request Template is used to request permission for educational trips and student travel to ensure the safety and well-being of students during these outings. It helps organize relevant information, such as trip details , purpose, itinerary, and necessary permissions, making it easier for schools and organizations to process and approve such requests.

The Educational Tours and TRiPS Request Template is typically filed by the school or educational institution organizing the trip.

Q: What is an educational tour? A: An educational tour is a trip that is organized for the purpose of providing educational experiences and learning opportunities .

Q: What is TRiPS? A: TRiPS stands for Travel Risk Planning System . It is a tool used to assess and manage the risks associated with travel.

Q: What is the purpose of a TRiPS request? A: The purpose of a TRiPS request is to document and evaluate the risks of a planned trip and to ensure that adequate safety measures are in place.

Q: Who can make a TRiPS request? A: Anyone who is planning a trip can make a TRiPS request, including individuals or groups.

Q: What information is needed for a TRiPS request? A: A TRiPS request typically requires information such as the destination, purpose of the trip, dates of travel, and the number of participants.

Q: How long does it take to process a TRiPS request? A: The processing time for a TRiPS request may vary, but it is advisable to submit the request well in advance to allow for proper evaluation and preparation.

Q: Are educational tours only for students? A: No, educational tours can be organized for people of all ages and backgrounds.

Q: Is a TRiPS request mandatory for all trips? A: The requirement for a TRiPS request may vary depending on the organization or institution. It is advisable to check with the relevant authorities to determine if a TRiPS request is mandatory.

Q: What happens after a TRiPS request is approved? A: After a TRiPS request is approved, necessary safety measures and preparations can be made for the trip.

Q: Can a TRiPS request be denied? A: Yes, a TRiPS request can be denied if the risks associated with the trip are deemed too high or if insufficient safety measures are in place.

Download Educational Tours and TRiPS Request Template

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Write A Letter To The Principal Asking Permission For Education Tour In English

Respected Sir, I am writing this letter to request you for permission for an education tour. Educational tours are a great way to enhance the learning experience of students and provide them with hands-on exposure to various aspects of their chosen field. This education tour has been planned by the whole class with assistance from our teacher.

I assure you that all necessary precautions will be taken to ensure the safety and well-being of the students. We look forward to your consideration and are hoping for a positive response from your side.

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Fundraising

4 tips on how to write a sponsorship letter for student travel.

Lauren Hayden , EF Editorial Team | August 1, 2022

Learning how to write a sponsorship letter for student travel doesn’t have to be as intimidating as it sounds. A well-written letter or email can have a big impact and be a great way to line up tour sponsors. You and your students can follow these four quick tips to draft your own custom sponsorship letter and raise more funds for your tour.

Tell your story

Don’t shy away from the details. In your letter, make sure you take the time to share why educational travel is important to you. Explain to the recipients what it is you’re most excited about and can’t wait to experience. Describe why you believe this adventure will have a positive impact on your students’ lives and futures. Clearly illustrating what this will mean to you (and them!) will make it easier for potential contributors to understand why they should support your efforts and help sponsor your student tour .

Know your audience

The most impactful letters aren’t one-size-fits-all. From friends and family to local businesses and community organizations, each letter should be customized to its recipient, taking into account their relationship to you. Local businesses will want to know more about you and your background, while individual donors who already know you may easily and quickly understand why this experience is such a great opportunity for your students. If possible, connect your travel plans to them personally. Has that individual shared a similar experience? Does your trip tie into the service or product of a local business?

From friends and families to local businesses and community organizations, every letter should be customized to its recipient, taking into account their specific relationship to your students.

Outline your tour fundraising strategy.

Showcase your fundraising activities in your letter. Explain what else you and the group are doing to fundraise for your tour and cover its cost. Not only does this act as free advertising for future fundraisers, but it highlights the amount of work you are putting into this experience. This also helps clarify to recipients that you’re not just looking for a handout; it tells them that this experience is important and you’re willing to work hard for it. (Speaking of, check out these articles on unique fundraising ideas for high school trips and pay-it-forward fundraising ideas .)

Make it easy for sponsors to contribute

Choose a contribution method, and make sure the process is easy and convenient for the recipients. One way of doing this is by sharing the web address for their secure, personal fundraising page. You may also consider including multiple contribution options in your letter, or tailoring choices to your audience. Additionally, make sure collecting funds is simple, and consider which method is manageable and easy to track.

So, that’s how to write a sponsorship letter for student travel. Easy, right? For bonus points, follow up with sponsors after you return from tour. All you have to do is thank them and share a few fun photos from your trip. After all, it’ll soon be time to fundraise for your next student tour!

Editor’s note (2022): This piece has been updated for clarity, accuracy, and relevance.

Ready to get started?

Check out this example of a sponsor letter your students can use and tweak as necessary!

Lauren Hayden

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07 March 2022

How Do I Write A School Trip Letter?

Check out our top tips on writing school trip letters requesting parental permission for your students to attend your school trip..

Tell them where you’re going, how long you’re going for and how you’re going to get there. For example, ‘we’re organising a 3-day coach trip to the WW1 battlefields in Northern France and Belgium ’.

There’s no need to go into too much detail at this point (they won’t take it in and you’ll overwhelm them – save all the exciting details for your parents' evening when you can get everyone really pumped for the trip).

2. Information on anything else that's confirmed

You won’t have started planning the itinerary with your Itinerary Coordinator yet, so let’s not get too bogged down in the details here.

But if there are any key activities that were included in the quote and are essential elements of the trip (and a reason for them to want their children to go), let parents know about them.

We’re thinking the bucket list visits - like Disneyland® Paris or whale watching in Iceland . Or those life-changing educational visits - like CERN in Geneva or Auschwitz in Poland .

You could also let them know what the teacher-to-student ratio will be (just so you know, we include 1:8 for coach trips and 1:10 as standard in our trips).

3. Reasons to go on the trip

We know it sounds really obvious, but make sure you let them know why they should be parting with their hard-earned cash to send their child on this trip.

For example, ‘the school trip to Barcelona will offer many exciting opportunities and experiences designed to reinforce and further your child’s Spanish skills in a fun and stimulating environment’.

4. Information on who's organising your trip

Unless your students’ parents are fellow teachers, they’re probably not that bothered about which trip company you use.

However, they will want to know that you’ve chosen a reputable company, that their money is protected and, most importantly, that their kids are going to be safe on the trip.

It’s a great idea to include some information on your tour operator’s accreditations .

Again, parents aren’t going to be completely sure what each one means for them, but it will offer them reassurance (and makes you look like you’ve really done your homework!).

For example, are they ABTA or ABTOT members? Are their flight tours ATOL-protected ? Are they members of the School Travel Forum ? And do they hold a LOtC Quality Badge ?

Just in case you’re wondering, in our case the answer to all of these questions is yes.

5. Details on what and when they need to pay

Again, it sounds so obvious, but you’re going to need to let them know how much it’s going to cost and when they need to pay.

Setting out a payment schedule now will help them to budget for the trip, which is often a significant financial commitment for many families.

And, just a heads up - it’s worth mentioning the cancellation policy here.

Cancellations could affect the viability of your trip, so give them all the info on what they could be charged to cancel now. That way, they’ll only sign up if they’re fully committed to the trip (and any cancellations you do get should be totally genuine and may be covered by your travel insurance).

6. Next steps

Finally, you need to explain to parents and guardians what they need to do if they want to book their child’s place on your school trip.

This will usually include completing and returning a permission slip, along with payment for the first deposit.

Most teachers choose to include a permission slip at the bottom of the school trip letter for parents to fill out.

This includes confirmation of the child’s details, trip details, confirmation of inclusion of the first deposit and confirmation of the contact details for the parent or guardian, along with their signature.

You’ll need to be really clear about when you need to receive the permission slips and deposits.

And if there are limited places on the trip, make sure you make that clear and confirm how you’ll choose who gets to go (e.g. if it’s on a first-come, first-served basis).

You should also let them know when your first parents’ evening will be arranged. And, if you’ve got a social media account for the trip where you will be sharing updates and information, now is a great time to let them know about that.

How to write a school trip letter

• Make sure all the important information about the trip is included
• Make sure the permission slip gives the appropriate permissions

1. Be concise

We’d really recommend keeping the letter itself as concise as possible. Too wordy, and parents just won’t read it.

Include the information they need to make a decision about the trip, but don’t go into too much detail. As well as the risk of them switching off halfway through, you’re also opening yourself up to follow-up questions, which would be better fielded at a parents' evening (and not with 30 phone calls and emails!).

2. Make sure all the important information about the trip is included

We know, this is the tricky bit, making sure you include all the important information, while also being concise. Below is a sample letter (which you can also download and tweak) – this gives you an idea of the really important information you need to include and how to include it without waffling too much.

Essentially, you need to say:

• Where you're going and when
• How much it will cost and what's included (and what isn't!)
• What supervision will be included
• Who you've booked the trip with, so they know their money and, more importantly, their children will be safe
• What they'll need to pay and when

3. Make sure the permission slip gives the appropriate permissions

In the sample letter below (which you can also download), you’ll see a great example of a permission slip.

The first thing you need to include is a clear statement saying that they give permission for their child or ward to attend the trip – followed by identification of the student the permission refers to.

We recommend asking them to confirm the child has the relevant, valid travel documents, including the EHIC/GHIC (you can find more information on this in our ' Know Before You Go ' article).

You then need to ask them to identify themselves and provide contact details. Plus, of course, you’ll need to get that all-important signature.

Need a sample school trip letter template to get started?

Dear parent/guardian,

We’re very pleased to inform you that the school is organising a trip to [destination] for year […] pupils, leaving on [date] for […] days.

The trip to [destination] will offer many exciting opportunities and experiences designed to reinforce and further learning in a fun and stimulating environment.

Trip details:

Destination:

Dates: [From date – to date]

Trip price: [£…]

Tour inclusions: [Transport e.g. return coach travel, flights, transfers, etc. Accommodation and visits/excursions included in price]

Proposed excursions/visits: [Anything not included in price] (please note this may be subject to change)

Recommended spending money: [£…]

Supervision: Supervision will be provided at a ratio of 1 adult to every … students.

The aim of the trip is to provide students with first-hand experience of the subject matter in the curriculum that wouldn’t otherwise be possible within the normal classroom environment. In addition to this, the trip will also offer opportunities to experience a new culture, form friendships and create fantastic memories, which we hope they will look back on fondly for many years to come.

Our tour operator:

We have chosen to book our trip through Halsbury Travel, a specialist school tour operator with nearly 40 years’ experience.

As ABTA members, Halsbury Travel are obliged to maintain a high standard of service to you by ABTA’s Code of Conduct. They can also offer you ABTA’s scheme for the resolution of disputes which is approved by the Chartered Trading Standards Institute.

Air tours and flights arranged by Halsbury Travel are ATOL-protected by the Civil Aviation Authority, which means that you and your money are protected if the tour operator ceases to operate. This means that if that were to happen we would either be able to claim the money back for the trip (if we were yet to travel) or continue the trip and be repatriated.

For non-flight packages, Halsbury Travel’s ABTOT membership provides financial protection under The Package Travel and Linked Travel Arrangements Regulations 2018 for non-flight packages. For further information, on ABTOT please visit their website: https://www.abtot.com/ (Please note that bookings made outside the UK are only protected by ABTOT when purchased directly with Halsbury Travel.)

Halsbury Travel are also Assured Members of the School Travel Forum, which means that they prioritise the health and safety of groups travelling with them.

They have also been awarded the Learning Outside the Classroom Quality Badge, which shows that they are committed to offering activities that are safe and beneficial to learning.

For more information on Halsbury Travel, please visit www.halsbury.com

PLEASE NOTE: Cancellations are likely to incur charges due to the provider’s booking terms and conditions.

What to do next:

Please be aware that there are only a limited number of places available on the trip and places are being allocated on a first-come, first-served basis. If you would like your son/daughter/ward to participate, please complete the reply slip below and return this to [your name] with a cheque for the first deposit of [£…] no later than [date]. Cheques should be made payable to [payee].

Once all initial trip deposits have been received a parents’ evening will be arranged to provide further information on the trip. Please follow our Twitter feed [@...] for further updates on the trip.

Yours sincerely,

[your name]

Please complete the reply slip below and return it to: [your name/department]

I hereby give permission for my son/daughter/ward to attend the educational visit to: ___________________ on: __/__/__.

Name of child:______________________________________ Class/year/tutor group:_____________________

I enclose £___ and understand that this is a non-refundable deposit securing the place of the above-named pupil. I will fully adhere to the above payment schedules.

I also confirm that the above-named child has a valid passport, appropriate visa and an EHIC/GHIC card.

Parent/guardian name:________________________ Email address:__________________________________

Telephone number: _________________________ Signature:___________________ Date:________________

Download this sample letter >>>

We hope this guide has been helpful!

And if you need any further information from us to be able to send out your school trip letters, please just get in touch !

Educational Trip Request Letter

Olivia Anderson

EcoSolutions Inc.

Makebelieve County, 12345

[email protected] 222 555 7777

222 Elm Street, Enchantville,

Dreamlandia, 54321

Dear Benjamin,

I hope this letter finds you well. I am writing to formally request your participation in an educational trip organized by EcoSolutions Inc., an organization committed to promoting creative and sustainable practices in the field of environmental protection.

The purpose of this letter is to invite you to join us for an immersive experience in HTML, a key programming language used for creating web pages. This educational trip will provide you with the opportunity to expand your knowledge and practical skills in HTML, while engaging with industry professionals and exploring real-world applications.

During the trip, you will have the chance to attend interactive workshops, led by experts in the field. These sessions will cover various aspects of HTML including the basics, structure, formatting, and adding elements such as headings, paragraphs, and images. The aim is to equip you with the necessary skills to create creative and visually appealing web pages.

Additionally, you will have the opportunity to visit renowned web development companies and witness the practical implementation of HTML in the industry. This exposure will provide valuable insights into the current trends and best practices, further enhancing your understanding of the subject matter.

The educational trip is scheduled to take place from October 10th to October 15th, 2022. We kindly request your prompt confirmation of attendance, as spots are limited. Should you decide to join us, EcoSolutions Inc. will cover all expenses related to travel, accommodation, and workshop materials.

For any inquiries or to confirm your participation, please feel free to contact our representative, Olivia Anderson, at [email protected] or by calling 222 555 7777. We kindly request your response by September 30th, 2022.

Thank you for considering this educational opportunity, Benjamin. We look forward to your positive response and hope to embark on this creative journey together.

WTO / Letters and Emails / Sample Permission Letters for School Trip (Parent Consent)

Sample Permission Letters for School Trip (Parent Consent)

Many courses of study do require some field trips quite often. However, some of them incur additional demand costs from the participants, not to mention some added risk aspects. For them, the parent has to be asked for express permission to avoid any unnecessary dangers and care for the added costs too!

The ‘Permission Letter for School Trip’ is the one that serves this role. It is a letter that the school administrators drafted to seek to allow their children to take some trips alongside the other students and members of the faculties.

Sample Permission Letters

Emphasizing the importance of collaboration between schools and parents, this section provides formal sample letters seeking permission for students to take part in diverse educational activities

Sample Letter Seeking Parents’ Permission for an Academic Trip

Dear Mr. and Mrs. Smith,

I hope this letter finds you well. My name is John Doe, a teacher at Greenfield High School, and I am writing to seek your permission for your child, Emily Smith, to attend an upcoming academic trip.

From June 10th to June 15th, we have planned an educational excursion to the National Science Museum in Capital City. This trip is an exceptional opportunity for our students to enhance their understanding of science and technology. The museum features interactive exhibits on astronomy, biology, and physics, which align perfectly with our current curriculum.

The cost of the trip is $250, which includes transportation, accommodation, meals, and entry fees. We will be staying at the SafeStay Hotel, known for its excellent service and security. Our itinerary includes educational workshops, guided museum tours, and a day for exploring historical landmarks in Capital City.

The school will provide comprehensive supervision, with a student-teacher ratio of 5:1. Your child’s safety and well-being are our top priorities. We will also have a certified first-aid provider accompanying us.

To ensure a spot for Emily, we kindly ask for your consent and the trip fee by May 15th. Please feel free to contact me with any questions or concerns. We believe this trip will be a valuable and enjoyable educational experience for Emily.

Thank you for considering this opportunity for your child.

Science Teacher

Greenfield High School

[email protected]

(555) 123-4567

Sample Letter for School Trip to Music Festival Permission

Dear Mr. and Mrs. Garcia,

I am writing to you with an exciting update regarding an extracurricular activity that we believe will be of great interest to your daughter, Emily Garcia. As the coordinator of the Arts and Music Department at Riverside High School, I am pleased to inform you that our school has been invited to participate in the annual Blue Ridge Music Festival, to be held in Oakwood Park from July 21st to July 23rd, 20XX.

The Blue Ridge Music Festival is a renowned event that celebrates music, art, and culture. It features performances by various artists and provides workshops and seminars led by industry professionals. Participation in this event offers a tremendous opportunity for our students to learn, network, and showcase their musical talents.

Emily has been an active member of our school choir and has displayed exceptional musical abilities. We believe that her participation in this festival will not only enhance her musical skills but also provide her with a platform to express her artistic talents.

The cost of attending the festival is $200, which includes transportation, accommodation, meals, and passes for all events and workshops. The school will be providing chaperones to ensure the safety and supervision of students at all times.

If you agree to let Emily participate in this festival, please complete the attached consent form and return it to us by June 15th, 20XX. For any queries or additional information, you can contact me at (555) 654-3210 or email [email protected]. 

We are excited about this opportunity and hope to have Emily join us for this enriching musical experience.

Warm regards,

Jane Rhodes

Arts and Music Department Coordinator

Riverside High School

The sample letters provided are effective in their approach to seeking parental permission for a child’s participation in an academic trip and a music festival. 

Their effectiveness is rooted in several key elements. First, they offer clarity and comprehensive details about the events, including dates, locations, and activities, which aids parents in making informed decisions . Additionally, the letters personalize the content by mentioning the child’s specific interests, thereby highlighting the relevance of the event to the child’s educational or personal growth. 

Important logistical information, such as costs, transportation, and accommodation, is clearly presented, allowing parents to assess the financial and practical aspects of participation. 

The letters also address crucial safety concerns, detailing supervision ratios and safety measures, which is paramount for parental peace of mind. Furthermore, the inclusion of a clear call to action with a specified deadline facilitates timely responses and effective planning. Providing direct contact information for further queries demonstrates transparency and fosters open communication . 

Lastly, the formal and respectful tone of the letters respects the parental role in decision-making and maintains a professional demeanor. Overall, these letters serve as useful templates for effective communication between educational institutions and parents, balancing detailed information with a considerate and professional approach.

Permission Letter Template (For School Trip)

Your Name, Your Address Your City, State Zip Code Your Phone Number Your Email Date, Name, Title, Organization, Address, City, State, Zip Code

Dear Parent

RE: Request to allow your child to attend the upcoming ________ (nature of the trip) trip

I am the Dean of Students at ____________ School. I am drafting this letter to ask you to kindly release your child to attend the upcoming ________ (nature of the trip) trip abroad. The venue in question is located in ________________________ (venue).

According to the prevailing rules, you are required to draft a permission letter that you similarly have to sign and possibly notarize. You are then required to make a copy. Keep one copy with you and give the duplicate to the child to submit to us, the school administration.

The deadline for getting back to us is _____________ within the receipt of this request. Kindly note that failing to get back to us within the ____________ deadline will be construed to mean that you have declined the permission altogether.

In case you need any clarifications, get to us via the telephone number _____________. A representative is always on standby on our end to handle any queries as soon as possible.

Thanks and Regards, Sincerely, FirstName LastName

Letter Format (for School Trip)

RE: Request to let your child attend the upcoming _______________.

Dear Parent,

In our school district, it is mandatory that the school children attend the _________________ (event). The purpose of the _________________ is to __________________ and give the children an opportunity to _______________________________________.

My purpose for drafting this letter is to notify you of the event and also ask you to remit the necessary costs of attendance as stipulated by the _____________________ (governing body).

Attached to this e-mail is the form that you have to fill out and re-submit within a ____________(state the deadline). According to the prevailing rules, keeping quiet or late returns are both interpreted to mean the decline of the permissions altogether.

For any clarifications, you may send us an e-mail via this address __________________ (state the exact e-mail address) or call us on _____________. We are always eager to get back to you as soon as possible.

FirstName LastName

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Field Trip Permission Letter

Ai generator.

[Teacher’s Name] [Teacher’s Position] [School Name] [School Address] [City, State, Zip Code] [Email Address] [Phone Number] [Date]

Dear Parents and Guardians,

Subject: Permission for Upcoming Field Trip

I am excited to announce that our class will be participating in a field trip to [Destination Name], located at [Destination Address]. This trip is scheduled for [Date of Trip], and it promises to be an enriching experience for the students, complementing our curriculum in [Relevant Subject or Area of Learning].

Purpose and Educational Value: The purpose of this trip is to [Briefly Describe the Educational Objectives]. Students will have the opportunity to [List Specific Activities or Learning Experiences], which will enhance their understanding of [Relevant Educational Content].

Itinerary and Details:

• Departure from School: [Time of Departure]
• Return to School: [Time of Return]
• Transportation: [Mode of Transportation, e.g., school bus]
• Meals: [Details about lunch – whether students need to bring their own, or if it will be provided]
• Cost: [Cost per Student, if applicable]

Safety and Supervision: The safety and well-being of our students are our top priorities. Adequate supervision will be provided, with [Number of Teachers/Chaperones] accompanying the students. All activities are planned with student safety in mind, and emergency contact procedures are in place.

Permission and Consent: To allow your child to participate in this field trip, please complete the attached permission slip and return it to me by [Due Date for Permission Slip]. If there are any medical conditions or special requirements for your child that we need to be aware of, please include this information on the permission slip.

Contact Information: For any questions or concerns regarding this trip, please feel free to contact me at [Teacher’s Email Address] or [Teacher’s Phone Number].

We believe that this field trip will be a memorable and valuable educational experience for the students. Thank you for your support and cooperation in making this event successful.

[Teacher’s Name] [Teacher’s Position] [School Name]

Text prompt

• Instructive
• Professional

Field Trip Permission Letter To Parents

Field Trip Permission Letter To Principal

Sample Field Trip Permission Letter Format for Educational Tour

[These are sample Field Trip Permission Letter Format for Educational Tour. You can follow these samples of Permission Letter to ask Parents/Principle/Laboratory Head to arrange an Educational Tour for Students. You can make changes as per your requirements.]

Date…

Father/Mother name…

Address…

Contact information…

Sub: Field Trip Permission Letter

Dear Father/mother,

How are you? I hope you are doing well. How is everything back at home? I am writing this letter to ask you for permission for a field trip my school is organizing. It has been scheduled for (Date: DDD/MM/YY). (Describe in your own words). Our teachers and coaches will be accompanying us, along with the Principal. All of my friends are going and I wish to go too. We will be going to (Area and place name) near the (City name). The water slides and swimming pools at the park are completely safe so you do not have to worry about anyone getting hurt. The park has its own lifeguards in case of emergencies so we will be in good hands. (Explain the actual cause and situation).

We will be able to do horse riding, go-carting and we will also have lunch by the end of the trip. I hope you will let me go. I will be anxiously waiting for your reply. Take care!

Best Regards,

Your name…

Contact Information…

Another Format,

Head Of Department…

College/University name…

Sub: Request Letter for Field Trip Permission

Respected Sir,

Hi sir! Hope you find this letter in good health. I am writing this letter on behalf of the whole [department name]. We have been following your research work from the past two/four years (more/less). We have added your books to our latest curriculum and our lectures are all based on the documentaries that you have shot in various countries. (Describe in your own words). You have served as a huge inspiration to our student body and you have shown them that every subject can be made interested if one puts his heart into it. (Explain the actual cause and situation). Your commendable achievements have served as a motivation to all the students who want to learn about the environment and want this Earth to be a better place to live.

We hope you will consider our request to come and have a look at your research facility and the way environmental sciences is being implemented in the real world. (Explain on requirements).

Your Name…

On the behalf of the Department name…

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GCSE/IGCSE English Language: "Write a letter to a travel agent," Sample answer

Subject: English

Age range: 14-16

Resource type: Other

Last updated

3 September 2024

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Welcome to your go-to guide for crafting an effective and engaging letter to a travel agent! This sample answer is tailored to help you understand how to address and resolve issues related to a holiday experience that didn’t meet your expectations. Perfect for students aged 14-16, this example is designed to be both informative and illustrative, adhering to the GCSE/IGCSE English Language 9-1 standards.

Question: You and your family have just returned from a holiday that did not turn out as you expected. Write a letter to the travel agent with whom you booked your holiday, explaining what happened.

Language Techniques Included:

• Descriptive Language : Provides vivid and specific details about the issues faced during the holiday, helping the reader visualize and understand the experience.
• Formal Tone : Uses a respectful and professional tone suitable for addressing a business concern.
• Engaging Narrative : Maintains interest by clearly outlining the problems encountered and the impact on the holiday experience.
• Structured Argument : Organizes information logically with clear headings and paragraphs, making the letter easy to follow and effective in communicating concerns.

Why This Sample Answer is Essential for Exam Preparation:

This sample answer is crucial for exam preparation as it demonstrates how to effectively communicate issues and expectations in a formal letter. By examining this example, you’ll learn how to use descriptive and formal language to articulate your concerns clearly and persuasively. This guide helps you master the structure and tone needed to address business complaints, ensuring you can write with confidence and precision in your exams. Investing in this resource equips you with practical skills for both academic success and real-world applications.

Click the download button to have the full file at your fingertips!

CONTAINS: 8 PAGES8

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Home » Letters » School » Undertaking Letter to Principal for Educational Tour by Parents

Undertaking Letter to Principal for Educational Tour by Parents

Table of Contents:

• Sample Letter

Live Editing Assistance

How to use live assistant, additional template options, download options, share via email, share via whatsapp, copy to clipboard, print letter, sample undertaking letter to principal for educational tour.

To, The Principal, ___________ (Name of the School)

Date: __/__/____ (Date)

From, __________ (Name of the Parent) __________ (Name of the student for reference)

Subject: Undertaking for an educational tour

Respected Sir/Madam,

I am ________ (Name of the Parent/Guardian), residing at _________ (Provide the Address).

I hereby declare that I allow my Son/Daughter to attend the educational tour ________ (Name of the Tour) at ________ (Venue), on _________ (Date). I take the whole sole responsibility for __________ (responsibilty details) in the tour on account of my ward. The school will not be responsible for the loss of any personal belonging of my ward or for any _________ (any other circumstance).

Truthfully/Faithfully, ____________ (Name of the Parent) ____________ (Signature) ____________ (Contact Details)

Live Preview

The Live Assistant feature is represented by a real-time preview functionality. Here’s how to use it:

• Start Typing: Enter your letter content in the "Letter Input" textarea.
• Live Preview: As you type, the content of your letter will be displayed in the "Live Preview" section below the textarea. This feature converts newline characters in the textarea into <br> tags in HTML for better readability.

The letter writing editor allows you to start with predefined templates for drafting your letters:

• Choose a Template: Click one of the template buttons ("Start with Sample Template 1", "Start with Sample Template 2", or "Start with Sample Template 3").
• Auto-Fill Textarea: The chosen template's content will automatically fill the textarea, which you can then modify or use as is.

Click the "Download Letter" button after composing your letter. This triggers a download of a file containing the content of your letter.

Click the "Share via Email" button after composing your letter. Your default email client will open a new message window with the subject "Sharing My Draft Letter" and the content of your letter in the body.

Click the "Share via WhatsApp" button after you've composed your letter. Your default browser will open a new tab prompting you to send the letter as a message to a contact on WhatsApp.

If you want to copy the text of your letter to the clipboard:

• Copy to Clipboard: Click the "Copy to Clipboard" button after composing your letter.
• Paste Anywhere: You can then paste the copied text anywhere you need, such as into another application or document.

For printing the letter directly from the browser:

• Print Letter: Click the "Print Letter" button after composing your letter.
• Print Preview: A new browser window will open showing your letter formatted for printing.
• Print: Use the print dialog in the browser to complete printing.
• An undertaking letter assures the school that parents have granted permission for their child to participate in the tour and accept responsibility for their child's conduct and safety.
• The letter should mention the name and date of the tour, the venue, and the parent's acknowledgment of responsibility for their child during the tour.
• The parent or guardian of the student should sign the undertaking letter.
• Yes, providing contact details ensures effective communication between the school and the parent in case of emergencies or further clarifications.
• While maintaining the essential information, parents can personalize the letter to some extent to address specific concerns or preferences.

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