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School, Health and Clubs: Letter Templates

By: - Updated: 25 May 2016 | comments*Discuss
 
Letter Child School Medical Records

In order to be able to take your parental responsibilities seriously, you will need information about what is happening in your child's world. If relations with your ex are strained, then you might not be able to access that information easily. Because you have parental responsibility however, you are within your rights to request information about your child's schooling, education and health directly from the school or health authority. To help you achieve this, we have produced the following letter templates:

  1. A letter to your child's school requesting information about your child's education and any other issues that you should know about
  2. A letter to your child's GP or health authority requesting information about your child's health or access to their medical records
  3. A letter to your child's school or other clubs asking to be put on the emergency contact list

1. Letter requesting information about your child's schooling/education

[Father’s Address]

PRIVATE & CONFIDENTIALAddressee Only
[Mr/Mrs/Miss/Ms/Dr] [Head Teacher name]
[School address]

[Date]

Dear [Mr/Mrs/Miss/Ms/Dr] [head teacher name],

Re: [Child name]

I am writing to formally request that as [child name] father, I am immediately informed of any issues that may arise regarding [child’s name] schooling.

I would also like copies of [his/her] school reports to be sent to me as well as [his/her] mother [mother name], and for the school to inform me of any parents evenings and school events so that I might attend.

Myself and [child’s mother’s name] have equal parental responsibility for [child name] and I have a right to be made fully aware of any issues that may arise regarding [child name].

If you have any queries or want to discuss the matter further, please do not hesitate to contact me [on/at …].

Yours sincerely,

[Father’s signature]

[Father’s name]

2. Letter requesting access to child's medical records

[Father’s address]

PRIVATE & CONFIDENTIAL
Addressee Only
FAO: Dr [name]
[Doctor’s Surgery / Hospital Address]

[Date]

To Whom it May Concern,

Re: [Child’s FULL name],DOB [insert]

I am writing to formally request copies of all medical information and data regarding my biological [son/daughter], [child name], including but not limited to:

  1. Paperwork and records on all check-ups
  2. Details of all inoculations and immunisations
  3. Details of any and all treatment, including emergency treatment
  4. Any other paperwork or documentation that has been sent to [child name mother] regarding [child name] medical treatment
  5. [any specific illnesses/treatment that you know about]

[I have previously attempted to obtain details of [child name] medical history from [his/her] mother, without success. I do not want to continue to pursue this matter with [child’s mother] and have therefore decided to contact you directly.]

I have parental responsibility for [child name] and have the authority and right to be fully involved in making decisions about any potential medical treatment for [child name]. I can confirm that there is no legal court order in place preventing me from exercising my parental responsibility rights. [There is in fact a court order in place conferring parental responsibility upon me. I have included a copy of this for your information and records]. You therefore do not need permission from [child name] mother, [name], to provide me with a copy of [child name] medical records.

[Child name] health, safety, security and welfare is my paramount consideration and I want to and must be involved in any decisions regarding [his/her] medical treatment, should [he/she] need it in the future. I therefore ask that if in future, and decisions need to be made regarding medical treatment for [child name], you contact me so that I can assist in making the best decisions for [child name].

I also wish to be registered as an emergency / primary contact for [child name] on all NHS files and systems, should [his/her] mother be unavailable or unable to assist at short notice. My contact details are as follows:

Full name
Father of [child name]
Address
Telephone numbers
Email

I appreciate that there may be administration costs incurred in providing me with these records and details and I am fully prepared to meet any charges following receipt of an invoice from yourself.

I would be grateful if this letter could be placed on [child name] permanent medical records.

Please do not hesitate to contact me should you wish to discuss this matter further, or if you require any other details from me.

Thank you in advance for your kind assistance.

Yours faithfully,

[Father’s signature]

[Father’s name]

3. Letter to School or club asking to be put on the emergency contact list

[Father’s address]

PRIVATE & CONFIDENTIAL
Addressee Only
FAO: [Mr/Mrs/Dr/Miss/Ms] [name]
[School/Club etc Address]

[Date]

Dear [Mr/Mrs/Dr/Miss/Ms][name],

Re: Emergency Contact

I am [child FULL name] father and understand that [he/she] attends your [school/club etc].

I would be grateful if you could update your records so that I am included as an emergency contact in the event that something happens to [child name] in the future.

My contact details are as follows:

Name: [Full Name]
Relationship: Father of [child name]
Address: […]
Telephone No: […]
Email: […]
Other: […]

Should you require any further details, please do not hesitate to contact me.

Yours faithfully,

[Father’s signature]

[Father’s name]

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Check out the Separated Dads Forum... It's a great resource where you can ask for advice on topics including Child Access, Maintenance, CAFCASS, Fathers Rights, Court, Behaviour or simply to have a chat with other dads.

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[Add a Comment]
ADAM - Your Question:
Hi everyone,I would like to thank everyone behind separated dadds for this great help.Few weeks ago I copied and pasted the template and emailed it to my son's school.The head teacher had the checks to write back (2 weeks later) and say "please try obtaining the reports through the child's mother" and how he asked her and she said not to share any information with me.I wrote back and said "I told you that we are separated and exhausted all communication methods, and I have parental responsibility. I don't understand why you are denying me accessing my child's report and I will be seeking a legal advice to better understand your stance"He wrote back saying that he is not denying me access and few days later he cc'd the admin and urged them to email and post all my requests. Today I will send the GP a request for the medical reports and will let you know how it goes.

Our Response:
Many thanks for your comments. I'm glad the site has helped you obtain the result you wanted regarding having access to your son' s school reports.
SeparatedDads - 25-May-16 @ 2:18 PM
Hi everyone, I would like to thank everyone behind separated dadds for this great help. Few weeks ago I copied and pasted the template and emailed it to my son's school. The head teacher had the checks to write back (2 weeks later) and say "please try obtaining the reports through the child's mother" and how he asked her and she said not to share any information with me. I wrote back and said "I told you that we are separated and exhausted all communication methods, and I have parental responsibility .I don't understand why you are denying me accessing my child's report and I will be seeking a legal advice to better understand your stance" He wrote back saying that he is not denying me access and few days later he cc'd the admin and urged them to email and post all my requests. Today I will send the GP a request for the medical reports and will let you know how it goes.
ADAM - 25-May-16 @ 2:17 AM
drkstar - Your Question:
Just a question, Ive be separated from my ex now over 5 years and currently going through divorce on 5 year separation.We now live 150 miles apart as she moved away when we split.Its only been recently that I have been put on the contact list for the school.My question is do I get any say who is on the contact list?As a incident happened recently where the school was trying to get information for my sons EHC and couldnt contact my ex wife, so tried the next contact who is my ex wifes mother, who was unable to give the information, they then contacted the next contact who is her new boyfriend(who according to her(ex) isnt the boyfriend) and then finally me, it took them 4 hours to finally get to me, Im last on the list.What happened if it had been a emergency and the needed someone with parental responsibility to give a response?How do I stand in that contacts?The boyfriend also has a restraining order against him, for him threatening me and also pinning me to a wall and threatening me.I also have concerns that he has threatened to smack my sons bottom, which I saw and heard him threaten and, I told him you cant do that and I will call the police if you do, which lead to the above threats against myself being made.Im just curious as to how I stand with the contact list?

Our Response:
It might be that the school has contacted those on the contact list that lived nearby for reasons of convenience, or that perhaps play a day-to-day role in your son's life. I can only suggest you write to the school and ask it to contact you sooner in future, whilst outlining the reasons why.
SeparatedDads - 19-Jan-16 @ 10:57 AM
Just a question, Ive be separated from my ex now over 5 years and currently going through divorce on 5 year separation. We now live 150 miles apart as she moved away when we split. Its only been recently that I have been put on the contact list for the school. My question is do I get any say who is on the contact list? As a incident happened recently where the school was trying to get information for my sons EHC and couldnt contact my ex wife, so tried the next contact who is my ex wifes mother, who was unable to give the information, they then contacted the next contact who is her new boyfriend(who according to her(ex) isnt the boyfriend) and then finally me, it took them 4 hours to finally get to me, Im last on the list. What happened if it had been a emergency and the needed someone with parental responsibility to give a response? How do I stand in that contacts? The boyfriend also has a restraining order against him, for him threatening me and also pinning me to a wall and threatening me. I also have concerns that he has threatened to smack my sons bottom, which I saw and heard him threaten and, I told him you cant do that and I will call the police if you do, which lead to the above threats against myself being made. Im just curious as to how I stand with the contact list?
drkstar - 18-Jan-16 @ 9:09 AM
hamster - Your Question:
I have contacted my daughters school requesting information about her schooling and any other issues I should be informed about, which they have agreed. As she has just started secondary school I had sent them an email asking how she was settling in, the reply was she had a fee friendship issues at the start but all was good. However I have recently found out that it was alittle bit more then that and her mother was phoned and told all about the situation. Of course I have not been informed by her mother or the school. Am I over reacting or should the school have contacted me as well

Our Response:
Please see link: Your Right to Be Kept Informed About Your Child: A Guide, here. I hope this answers your question.
SeparatedDads - 5-Nov-15 @ 11:25 AM
I have contacted my daughters school requesting information about her schooling and any other issues I should be informed about, which they have agreed. As she has just started secondary school I had sent them an email asking how she was settling in, the reply was she had a fee friendship issues at the start but all was good. However I have recently found out that it was alittle bit more then that and her mother was phoned and told all about the situation. Of course I have not been informed by her mother or the school. Am I over reacting or should the school have contacted me as well
hamster - 4-Nov-15 @ 12:33 PM
How does one track down the correct GP practice if your child is at an unknown address? In my case I know the school because I guessed the local authority and write to them. Do NHS trusts (or whatever ) have an obligation to tell you whether your child is in their area?
Dinglerose - 16-Jul-15 @ 11:10 PM
@ryan1994 - if you have parental responsibility you are entitled to know. Are you talking about asking your ex for a mediation meeting? You can ask her directly and find out more via the link here. I hope this helps.
SeparatedDads - 13-Apr-15 @ 2:47 PM
can i ask for detail about my daughter nursery like how she is doing and progressing and how do i ask her for mediation meeting
ryan1994 - 9-Apr-15 @ 11:14 PM
I have just done another round in family court and the subject of the complete lack of disclosure of my sons education and health and these templates are great. It would have been better to have them as word or rtf downloads. Thanks.
smalls - 13-Dec-12 @ 8:50 PM
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