How to write a school absence letter that gets the absence authorised
Illness, a hospital appointment, a funeral, a religious holiday: whatever the reason, the school wants it in writing. In the UK the headteacher decides whether an absence is authorised, and in the US the principal or district decides whether it's excused. A short, factual letter that answers their questions is the best way to keep it off the "unauthorised" list.
The legal context in England
Under the Education (Pupil Registration) (England) Regulations 2006, schools record every absence as authorised or unauthorised, and the headteacher decides which, not the parent. Term-time holidays are not a right: in Isle of Wight Council v Platt [2017] UKSC 28 the Supreme Court held that "regular attendance" means attendance in line with the school's rules, and local authorities can issue fixed penalty notices for unauthorised absence. Since August 2024 the penalty is £80 if paid within 21 days, or £160 if paid within 28 days. Repeat offences within three years are handled more severely and can end in prosecution.
Section 444 of the Education Act 1996 makes it an offence to fail to secure a child's regular attendance. In its most serious form it carries a fine of up to £2,500 or three months' imprisonment.
The legal context in the United States
School attendance is state law. Every state requires children within an age band (usually from 5 or 6 up to 16 or 18) to attend school, and truancy rules vary a lot:
- California (Education Code § 48260 et seq.): three or more unexcused absences make a pupil truant. Chronic absence leads to a referral to a School Attendance Review Board (SARB) and can end in misdemeanour charges against the parent.
- Texas: Education Code §§ 25.085–25.094 govern compulsory attendance, and parents can be charged with a Class C misdemeanour for contributing to truancy
- New York: Education Law §§ 3205–3234
Most US schools excuse absences for illness, medical appointments, religious observance, a death in the family and "exceptional family circumstances", but each district keeps its own list.
Reasons schools usually accept
- Illness. For absences longer than 5 school days, the school often asks for a note from the GP or doctor.
- Medical or dental appointments that really can't be booked outside school hours
- A death in the family
- Religious observance on a recognised day
- Exceptional family circumstances (UK, at the headteacher's discretion)
- Court appearances required by law
- Educational visits approved in advance
What the letter should say
- Your full name and address as parent or guardian
- The school's name and the headteacher's or principal's name
- The date of the letter
- Your child's full name, year group or grade, and class
- The first and last day of the absence
- The reason, stated honestly and specifically
- Any evidence you're enclosing or will bring (GP note, appointment letter, court summons)
- A request that the absence be recorded as authorised or excused
- Your signature and a phone number
Step by step
- Phone the school on the morning of the first day, as most school policies ask
- Follow up with a letter or signed email by the second day
- Hand in any evidence (GP note, appointment letter) when your child returns
- For planned absences such as an operation or a religious festival, ask for authorisation in advance, at least a week before
- Keep a copy of the letter and the documents
Special situations
Term-time holidays (UK): headteachers only authorise them in "exceptional circumstances", and an ordinary family holiday doesn't qualify. Ask in writing as early as you can and expect a refusal. If you go anyway, a fixed penalty notice may follow.
Religious observance: the main holidays of the major faiths are normally authorised. If you know the dates, send them in writing at the start of the school year.
Medical appointments: bring the appointment letter or text confirmation, and ask for a half-day rather than a full day where you can.
Court appearance: enclose the summons. The attendance is required by law and is always authorised.
Mental health: UK and US schools increasingly accept it as a medical reason, and a note from the GP or pediatrician carries weight.
Common mistakes
- Only telling the school by phone, when it needs a written record
- Giving a vague reason ("personal matter"), which usually gets the day coded as unauthorised
- Not providing the evidence the school asked for
- Booking a term-time holiday without permission and being surprised by the fine
- Not following up after a long absence, which can lead the school to refer the case to attendance services
What Lettrio writes for you
Tell us your child's name and class, the dates and the reason. Lettrio writes a short, polite letter to the headteacher or principal that states the dates and the reason, mentions any evidence and asks for the absence to be authorised. Print it, email it or copy it into the school planner.