How to Write a Letter to Your Principal

A letter written to the principal of a school should be formal, precise and in proper grammar. This is to ensure the mode of address is clear and gets the attention of the principal. There are guidelines to follow to ensure that your letter takes the right format.

There are two formats that you can choose from. The block format where everything begins from the left side margin and the angled format where the sender’s address is written on the far-right corner and the recipient’s address on the far left just below the sender’s address.

Below is a quick guide on how to write a formal letter, which will help you to write a perfect letter to your principal.

  1. Addresses

    Start off with writing Addresses. Your address should start first regardless of the type of style you are using. Then the recipient’s address should follow.

  2. Date

    Skip one line then write your date in full like 2nd September 2024. Formality should be maintained. Avoid writing 2/9/2024. The date should be written on the left-hand side.

  3. Greetings or Salutation

    If you are aware of whoever you are addressing by name, include a relevant tile before their name like Mr, Mrs, Miss, Ms, Dr, or Prof., e.g., Dear Dr. Jefferson,

    If you do not know their name, use Dear Sir or Madam. This is respectful.

  4. Subject

    This is the heading of what you are writing about and should be written in capital letters. Eg. SUB: LETTER OF ADMISSION. Begin the subject from the far left side and skip a line after the greeting then get to the subject.

  5. Body

    Here, you should be precise in what you are trying to put across. Write this in proper grammar and make it straight to the point. Begin by introducing yourself briefly and write your intentions of the letter. The second paragraph should be a humble plea to be granted your request.

    Thank whoever you are addressing.

  6. Sign Off

    Skip a line and end your letter with Yours Faithfully, or Yours Sincerely, below this your signature should follow then your name and class if you are a student.

NOTE: Observe proper punctuation like in the sample below:

Sample Letter (block style)

This is the block style of writing a formal letter:

Karen Evelia Garia

346-217, 4th Street Birmingham

Alabama, United States

 

The Principal

Sunrise Senior School

494 Birmingham

Alabama, United States

 

2nd September 2022

Dear Mr. Peterson,

SUB: APPROVAL FOR COMMENCING THE TREE PLANTING PROJECT

I am writing to you to seek for approval for commencement of the tree planting project that my club members and I talked to you about in our last meeting. The school’s Environment Club is determined to preserve the environment and make our school beautiful and a good space to be in.

I humbly request that you look into it as soon as possible because we are almost at the end of the term and wouldn’t like to end it without achieving our objective.

I am looking forward to a positive response from you Sir.

Thank you.

Yours Sincerely,

E.K.G

Karen Evelia Garia

(Environment Club Representative)

Sample Letter (angled style)

The angled style is written as below:

Karen Evelia Garia 346 Birmingham

Alabama, United States

The Principal

Sunrise Senior School

494 Birmingham

Alabama, United States

 

2nd September 2022

 

Dear Mr. Peterson,

SUB: APPROVAL FOR COMMENCING THE TREE PLANTING PROJECT

I am writing to you to seek for approval for commencement of the tree planting project that my club members and I talked to you about in our last meeting. The school’s Environment Club is determined to preserve the environment and make our school beautiful and a good space to be in.

I humbly request that you look into it as soon as possible because we are almost at the end of the term and wouldn’t like to end it without achieving our objective.

I am looking forward to a positive response from you Sir.

Thank you

Yours Sincerely,

E.K.G

Karen Evelia Garia

(Environment Club Representative)

Letter to principal for leave

Sometimes, for whatever reason, a student needs to take a leave of absence. This could be anything from a family vacation to requesting time off due to the passing of a family member. In our example below, a student’s grandmother has passed, and he is having difficulty adapting to the situation.
What to Include:
  • The reason for the leave of absence
  • The start and end dates
  • Arrangements to have your child complete his assignments while on leave
  • Your contact information
  • Expression of gratitude

Parent’s Name

Parent’s Address

City, State, Zip Code

Date

Principal’s Name

School’s Name

School’s Address

City, State, Zip Code

Dear Principal’s Name,

This letter is in regards to Eric Braden. Eric is a 5th grade student currently in Ms. Constantine’s Class, room 222. Sadly, Eric’s grandmother passed this morning, March 22, 2022. As a result we are requesting you to grant Eric a weeks leave, beginning today, March 22, 2022to March 27, 2022..

We are willing to work with Ms. Constantine and have those assignments which can be completed online, sent to his PC. We’ve already contacted Ms. Constantine who stated that she’d be more than willing to do this.

We dearly appreciate you granting Eric this leave of absence, as he and his grandmother were extremely close, and he’s having a difficult time. Ms. Constantine suggested that we set up appointments with his school counselor when he returns, to help him deal with his grief, to which my husband and I agreed.

Thank you in advance for your kind attention to the above matter. If you need to get in touch with myself or my husband, please do not hesitate to contact us at 555-555-3214.

Sincerely,

Signature of Parent

Printed Name of Parent

Letter to the principal for leave inquiry

John Smith3rd Street, Highway Drive

Washington DC

 

The Principal

Braeburn School

4th Street Highway Drive

Washington DC

 

3rd September 2022

 

Dear Mrs. Mayer,

SUB: REQUEST FOR SICK LEAVE

I am writing this letter to request for a sick leave that will take four days according to the doctor’s note attached below. I am a senior class 4 student and I suffer from asthma and a condition called Conjunctiva Rhinitis. It has been uncomfortable for me to make it to school on time because of the winter season that is aggravating my situation.

I am kindly requesting to be granted four days of leave to see my doctor and begin medication immediately so that it doesn’t affect my studies. I would prefer to start my leave on Thursday and end it on Sunday to avoid missing a lot on school work.

Your kind response will be highly appreciated.

Thank you

Yours Faithfully,

JS

John Smith

(Senior class 4 student)

Letter to principal for trip

Family time is important, especially in this modern, digital age. Vacations are one of those rare times when everyone gets to be together, enjoy life and make some memories. Unfortunately, not everyone has vacation time at the same time. In such cases, you may need to write a letter to the principal for a trip.
What to Include:
  • The reason for your letter
  • Information on the trip, where you’ll be going
  • Start and end dates of the trip
  • Arrangements to have assignments completed while away
  • Your contact information if they have questions
  • An expression of gratitude

Parent’s Name

Parent’s Address

City, State, Zip Code

Date

Principal’s Name

School’s Name

School’s Address

City, State, Zip Code

Dear Principal’s Name,

I hope this letter finds you well. As you know, from our phone conversation on March 7, 2022, my husband and I are planning a vacation to Disney World, which should begin April 2 and end April 7. We are hereby requesting our son, Paul J. Beakman, to be allotted time off to join the family on this excursion.

We have already spoken to his teacher, Ms. Potter, who stated that Paul is doing well in class, and is a good student, so taking this time off should not hurt his grades at all. Ms. Potter also agreed to have Paul’s assignments sent to his laptop, so he can complete the majority of them while on vacation.

Thank you for considering this. it’s so difficult these days for family schedules to mesh, so hard for families to get some time together, that I hope you will respect our wishes so Paul can enjoy some much needed time with his family. If you need to get in touch with either myself or my husband, please call 555-555-2343 at your convenience.

Sincerely,

Signature of Parent

Printed Name of Parent

Letter to the principal for admission

Samantha Brown41 Griffins Lane

Atlanta, Georgia

 

The Principal

Hill School

221 Bridgeway Avenue

Denver, Colorado

 

2nd September 2022

 

Dear Sir/ Madam,

SUB: ADMISSION AS A SENIOR CLASS 1 STUDENT IN YOUR SCHOOL

My name is Samantha Brown and I am writing to request for admission to your school as a senior class one student. I completed primary school last year at The Atlanta County School and scored highly as indicated on my school certificate that I have attached in the letter.

I am an enthusiastic student, focused and hardworking and I know that I can scale even higher if I get a chance in your school. I am an all-around student and I do well in both academics and co-curricular activities.

I humbly request for a chance in your school because it is among the top performing schools America brags of having. I am looking forward to hearing from you.

Thank you

Yours Sincerely,

SB

Samantha Brown

Letter to principal for farewell party

Farewell parties are held when people realize they may not see one another for a long time, or ever perhaps never. As such, those who will miss the person in question decide to toss a farewell party. In this case, to have a farewell party at school, permission is required from the principal for the space and allotted time. Here, a group of students are requesting that they have access to their gym, be allowed to decorate that gym, and hold a party which will take up the last two periods of the day.
What to Include:
  • The reason for your farewell party
  • The date and time of the party
  • The location of the party
  • Special permissions for students to decorate the room
  • Your contact information
  • An expression of gratitude for considering your request

Name

Address

City, State, Zip Code

Date

Principal’s Name

School’s Name

School’s Address

City, State, Zip Code

Dear Principal’s Name,

This letter is to request that we, the students of Ms. Granger, reserve the small gymnasium for her surprise farewell party. As we understand, Ms. Granger is leaving Hampstead High for a new position in New York. We’ll miss her terribly and would like to plan a surprise farewell party for her on March 27, 2022.

However, to make is special we’d like permission to decorate the small gym. This means we are requesting that several of us be allowed to decorate the gym, as well as devoting the final two periods for the party.

Thank you for considering this matter. We, the students of Ms. Granger, hope you will grant us this opportunity to give her the sendoff she deserves. Also, yourself and anyone else in the school is welcome to attend. If you’ve any questions, you can call my cell at 555-555-3234.

Sincerely,

Signature of Parent

Printed Name of Parent

Letter to the principal concerning improvement in school / college canteen

Bertha DianaSeven’s Camp

Boston, Massachusetts

The Principal

 

Camelview Preparatory School

Barnabas Highway

Boston, Massachusetts

 

2nd September 2022

 

Dear Mr. Benson,

SUB: REQUEST TO RENOVATE THE SCHOOL CANTEEN

First, I would like to thank you for the significant improvements in the dining hall that have seen our students enjoy meal times unlike before. This letter is to request you to look into renovating the school canteen because the roof is leaking and the walls are dirty with graffiti. This is becoming a health risk to the entire school.

I humbly request that you consider doing this as soon as possible to avoid inconveniencing the students because currently, we are using the back area of the dining hall as a canteen.

I hope to hear from you soon so that we can schedule a meeting with the construction firm to begin work immediately.

Thank you

Yours Faithfully,

BD

Bertha Diana

(Dining Hall Prefect)

Letter to the principal for fee installment

Rose Grandson671, 5th Street

Albany, New York

 

The Principal

Lochab Senior School

Hilton Drive

Albany, New York

 

3rd September 2022

 

Dear Sir,

SUB: APPLICATION FOR FEE INSTALLMENT

I am a grade 4 student, full of dedication, hard work, and of good character. I am writing this letter to plead for a fee installment. My mother, who was the family’s breadwinner passed on two months ago leaving me and my siblings orphaned. Before her demise, I always paid my fees at the right time and completed before exam period, but this has been difficult this term because I have to work to get my fee and come to school as well which I have never missed.

I hereby plead to be allowed to pay my fee in installments so that I do not repeat my class next year due to fee arrears that will deter me from doing exams. I will be doing this by selling off some food produce from the family garden and a few household goods.

I hope you will grant me this favor.

Thank you

Yours Sincerely,

RG

Rose Grandson

Letter to the principal requesting for fee concession

Richard DanHighway Lane

Austin, Texas

 

The Principal

Texas High School

Highway Lane

Austin Texas

 

2nd September 2022

 

Dear Madam,

SUB: REQUEST FOR FEE CONCESSION

I am writing to you to request for a fee concession. I am a physically challenged student- lame- in grade 3, but I have not let my condition bar me from attending classes. My father who is the only parent caters for my needs and those of our four siblings. This is becoming a burden on him since all of us are in school. Our residence is not worth describing, but I value my education more. A lot of money is being used for my medical visits and therapies.

I humbly request for a full fee concession and I know it will not be in vain because my efforts can be seen from my school performance. I will greatly be indebted to you if you do this for me, Madam.

Thank you

Yours Faithfully,

RD

Richard Dan

Letter to principal for fee concession

Times are hard for many people, as many have to choose between spending money on medicine, clothing, rent or food. In terms of school, that may be a fee concession. Here, one must request to the principal if certain fees can be waived so the child can attend school. Keep the tone professional, respectful and remember to show gratitude for such a letter to be considered viable. In our example, a student has suffered from a family setback due to Covid-19 and is requesting a fee concession from his principal.
What to Include:
  • The name of the individual requesting the fee concession
  • Detailed account of why you need the fee concession
  • The dates, if applicable, when you’ll need the fee concession
  • Attach any files, such as doctors’ notes, which might help your cause
  • Contact information
  • An expression of gratitude for considering your request.

Name

Address

City, State, Zip Code

Date

Principal’s Name

School’s Name

School’s Address

City, State, Zip Code

Dear Principal’s Name,

This letter is in regard to a fee concession for the fall 2022 semester classes. I, Jameson Peters am requesting that fees be waived for art and science courses of that term, due to my parents being hospitalized with Covid-19.

At the time of this writing, both parents are under observation at St. James hospital. Plus, my dad lost his job due to the shutdown as well. I am currently at home watching my little brother, on my own.

As I understand it, school will reopen in the fall of 2022, so I am requesting a fee concession. I have attached their doctors note, which states their diagnosis and prognosis. I have also included his contact number in case you wish to contact him. I also enclosed my home phone number on the attachment if you need to talk to me about this.

Thank you for considering my request. Due to the obvious financial hardship without the fee concession I will not be able to attend the fall semester.

Sincerely,

Signature of Parent

Printed Name of Parent

Letter to principal for character certificate

There are many reasons for a character certificate. Sometimes you require a character certificate to obtain certain positions or to rent an apartment. In this case, the student needs one in order to secure an apartment. As a new high school graduate, the only place they can obtain one, besides a police station, is via their school principal.
What to Include:
  • The name of the individual wanting the Character Certificate
  • The reason why the Character Certificate is needed
  • Reasons why you should be considered for a Character Certificate
  • Dates, if applicable
  • Contact information
  • An expression of gratitude

Name

Address

City, State, Zip Code

Date

Principal’s Name

School’s Name

School’s Address

City, State, Zip Code

Dear Principal’s Name,

This letter is in regards to obtaining a Character Certificate for myself, Louisa M. Johnson. I am currently looking at an apartment which suits my needs, is near public transport and my family. The landlord is requesting a Character Certificate before allowing me to sign the final papers.

Throughout my stay at Hamilton High, I’ve been a model student. My GPA has been a steady 3.8, I’ve been president of the Music Club, and acting secretary of the Hamilton High food bank. However, this means nothing to my prospective landlord unless I can obtain a Character Certificate from my school.

Thank you for considering my request, I am looking forward to hearing from you soon. Please do not hesitate to call me at 555-555-2343 any time of the day or night if you have any questions or concerns.

Sincerely,

Signature of Parent

Printed Name of Parent

Request Letter to Principal (Formats and Templates)

Request for Recommendation for Transcript

Details
File Format
  • MS Word

Request for Approval for a New Club

acs.org
Details
File Format
  • MS Word

School Fee Exemption Letter

Details
File Format
  • MS Word

Requesting for an Investigation for School Bullying

d3n8a8pro7vhmx.cloudfront.net
Details
File Format
  • MS Word

Letter for Request of Access of Records

dredf.org
Details
File Format
  • MS Word

Letter to Principal for Approval

Details
File Format
  • MS Word

Research Concerns Approval of Request from Head

npaihb.org
Details
File Format
  • MS Word

Evaluation Request to the Principal

Details
File Format
  • MS Word

Sample Request Letter to Principal

Details
File Format
  • MS Word

Tips

  • About a week after sending the letter, make a verbal follow up to see if the principal received the letter, and if they did, their reaction
  • If you feel your principal is ignoring your letter, then it’s perfectly fine to send a copy to the school’s superintendent and school board
  • Keep the tone professional and even. If you’re angry, then cool off before setting pen to paper.
  • Never make demands of the school to institute change. Instead, be positive. Present yourself to the principal and school faculty as someone that is level-headed, honest and easy to work with
  • The letter should be brief and to the point. Don’t digress to other topics. This is no time to share your ideas for the next school dance
  • It’s good form to have others corroborate your story. Ask others to either come with you to meet the principal, or ask if they will sign their names to the complaint letter
  • Never compose a letter simply based on hearsay, even if it is from your child. Do some investigating. Ask other parents if their child has seen the same type of behavior from the teacher, or have the same complaint about a policy
  • The first paragraph states the purpose of the letter, the second contains the details, and the last paragraphs contain the contact information and expression of gratitude
  • Left justify your letter
  • All paragraphs are single spaced with one space in between paragraphs
  • Use an easy to read font, such as Times New roman, Courier New or Arial
  • Use a business letter template if you have no experience writing formal letters
  • Remember to make copies of your letter before you send it off
  • If you do not feel that your letter writing skills are up to par, you can have a professional letter writer compose the letter for you

Things to Keep in Mind

  • Don’t use bad language or slang at any time
  • Keep the tone business-like but friendly, but not overly friendly or personal
  • Keep as closely to the facts as possible. If this is something you did not see for yourself, you don’t want to be embarrassed if the incident in question was taken out of context, or simply did not happen
  • Don’t make up anything just back up your or your child’s story. Don’t do anything to disrupt your integrity
  • Don’t write the letter by hand. This is not a birthday card, it’s a matter between you and your child’s principal. Use a word processing program.
  • Don’t compose a letter to the principal if you’re hot under the collar. Give yourself time to cool off
  • Don’t use fancy stationary, keep it professional by using computer printer paper
  • Don’t forget to proofread and edit your letter before sending

FAQs

Can I email the principal instead of using a handwritten or printed letter?

While we do live in a digital age, it’s against form to send an email to the principal, as a typed, printed and signed letter is preferable. School boards are more likely to take a letter more seriously than they would an email, and that’s just what you want as you are attempting to seek a resolution to a particular issue.

How can I write a letter about expanding your school programs?

In order to add or expand school programs, your letter should contain some specifics. For example, is there enough student interest for adding/expanding a program? After all, to add a program or expand one costs money, so there must be student interest even before the principal will even think twice about it. Next, does your school have the facilities available to facilitate such an expansion? Will the school have to purchase extra equipment?

Also, keep in mind that no two programs are alike. Expanding a sports program has different requirements than say, expanding a cooking program. Whatever the program, take a long hard look at what it entails, from the costs involved, interest of students, use of facilities, the addition of extra equipment, and so on. If your letter shows that you’ve fully looked into the issue, the principal and school board will likely take the matter more seriously.

If there is a new school policy that nobody likes or understands, is that worth writing to the principal?

Yes, most definitely. If a school is to run smoothly, those in charge need to know how the students and parents feel about policies that are not working. In point of fact, as much as the faculty and principals care about their educational institution, that doesn’t mean they are privy to exactly how the policies they mandate are affecting students and their families.

If a policy is not working out, for whatever reason, please alert your principal and faculty.

How can I notify the principal when a teacher is not doing a good job?

If you feel that your child’s instructor is not performing up to snuff, then it is your responsibility to alert the principal, so they can observe the situation firsthand. First, your letter must have a professional tone, no matter how angry you are. Second, once your child makes a complaint to you, don’t compose the letter right away. Have your child write down the date and time of each occurrence and include these in your letter. Thirdly, contact the parents of other students. As much as we love our children, we need to be certain that what they are telling us is indeed, the truth before we alert the principal.

How can I write a complaint letter to my principal abut the maltreatment of students?

If you learn that a student is being unfairly treated by the teacher, then swift action must be taken. As such, it’s necessary to get the facts straight before you write your letter. Ask your child what is going on. Have your child observe and write down the time and date of each incident. If possible, see if you can get another student to corroborate the story. This is necessary not only to prevent embarrassment on your part if the story of abuse is untrue or something taken out of context. Once you have the facts, place them in your letter and have it delivered directly. Wait about a week, and make a verbal follow up. If you compose a letter of complaint to the principal and receive no response, then send a copy to the school superintendent and school board as well.