How to write a school absence letter that gets the absence authorised
Whether your child is unwell, has a medical appointment, needs to attend a family event, or is observing a religious holiday, a formal written absence letter is the correct way to notify the school. The decision to authorise the absence is the headteacher's (UK) or the principal's (US) — and a clear, polite, factual letter that gives them the information they need is the best way to make sure the absence ends up "authorised" rather than "unauthorised" on the register.
The legal context — England
Under the Education (Pupil Registration) (England) Regulations 2006, every school must record each absence as either authorised or unauthorised, and the headteacher (not the parent) decides the category. Term-time holidays are not an automatic right: the Supreme Court confirmed in Isle of Wight Council v Platt [2017] UKSC 28 that "regular attendance" means attendance in accordance with the school's rules, and that local authorities may issue fixed penalty notices (£60 / £120) for unauthorised absences. From August 2024, penalty notices were standardised at £80 if paid within 21 days, rising to £160 if paid within 28 days; second offences within three years are escalated to court prosecution.
Section 444 of the Education Act 1996 creates the offence of failing to secure regular attendance — punishable by up to a £2,500 fine or three months' imprisonment.
The legal context — United States
Compulsory-school-attendance laws are state-level. Every state requires children of certain ages (typically 5 or 6 to 16 or 18) to attend school. Truancy laws vary widely:
- California (Education Code § 48260 et seq.): three or more unexcused absences makes a pupil truant; chronic absenteeism triggers a School Attendance Review Board (SARB) referral and can lead to criminal misdemeanour charges against the parent
- Texas: the Education Code §§ 25.085–25.094 governs 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 accept absences for illness, medical appointments, religious observance, family bereavement, and "exceptional family circumstances", but each district sets its own list of "excused" reasons.
Acceptable reasons for absence
- Illness — for absences over 5 school days, a GP or doctor's note is often requested
- Medical or dental appointments that genuinely cannot be scheduled outside school hours
- Family bereavement
- Religious observance on a recognised day
- Exceptional family circumstances (UK, headteacher's discretion)
- Court appearances required by law
- Educational visits approved in advance
What every absence letter must contain
- Your full name and address as parent or guardian
- The school's name and the headteacher's / principal's name
- The date of the letter
- Your child's full name, year group / grade and class
- The date(s) of absence — start and end
- The specific reason for absence — be honest and concrete
- An indication of any supporting documentation (GP note, appointment letter, court summons)
- A request that the absence be recorded as authorised / excused
- Your signature and a contact phone number
Step-by-step procedure
- Notify the school by phone on the morning of the first day of absence (school policy)
- Follow up with a written letter or signed email by the second day
- Provide supporting documentation (GP note, appointment letter) when the child returns
- For pre-planned absences (medical procedures, religious observance), notify and request authorisation in advance — at least one week, ideally more
- Keep a copy of the letter and any documents
Special situations
Term-time holidays (UK): headteachers will only authorise in "exceptional circumstances". Standard family holidays are not exceptional. Submit any request in writing as far in advance as possible and accept that refusal is likely; a fixed penalty notice may follow if you go anyway.
Religious observance: all major faiths' principal holidays are typically authorised. Submit dates in writing at the start of the school year if known.
Medical appointments: bring the appointment letter or text confirmation; ask for an authorised half-day rather than a full day where possible.
Court appearance: include the summons; required by law and always authorised.
Mental health: increasingly recognised by both UK and US schools as a valid medical reason; a GP / pediatrician note carries weight.
Common mistakes
- Notifying only verbally — the school needs a written record
- Vague reasons ("personal matter") that prompt the absence to be coded as unauthorised
- Not providing supporting documentation
- Booking term-time holidays without permission and being surprised by the fine
- Failing to follow up after a long absence — the school may flag the case to attendance services
What Lettrio prepares for you in 30 seconds
Lettrio prepares a polite, professional absence letter addressed to the headteacher / principal, stating the dates, the reason, and any supporting documentation, in the right tone to maximise the chances of the absence being recorded as authorised. PDF ready in 30 seconds — first letter free, no account required.