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NYC Helpline: How To: What You Need to Know
How to Foster Parent Contact

Letters Announcing Meetings

Sample letter 1: Requesting the time and date

Dear Parents,

Parent Teacher Conferences will take place on Tuesday, November 12, 2003 from 1:00 to 3:00 and Wednesday, November 13, 2003 from 6:00 to 8:30. Please indicate which time period would be most convenient for you. I will try to accommodate your preference.


Thank you,
Ms. __________

--------------------------------------------------------------------------------
_________________________
child's name

I would prefer a:

_____ Tuesday afternoon conference.

_____ Wednesday evening conference.


________________________
signature/firma


Sample letter 2: Setting the appointment

Dear Parents,

You have an appointment to meet with me on Tuesday, 
November 12, 2002 at ________________. 

Thank you,
Ms. _______


Dear Parents,

You have an appointment to meet with me on Wednesday, 
November 13, 2002 at ________________. 

Thank you,
Ms. _______


Sample letter 3: Follow-up for parents who did not attend

November 22, 2002

Dear __________,

I am sorry we were unable to meet for a Parent Teacher Conference on November 13th. I believe it is very important that we discuss _______________________'s academic needs. Below are the days and times that I am available to meet with you. Please circle the day that is most convenient for you, and sign your name. If, for any reason, you are unable to keep your appointment, please let me know. The school telephone number is 123 - 4567. 

Nov. 24 Wednesday: 10:40 - 11:15 ___________________
signature

Nov. 25 Thursday: 12:40 - 1:05 ___________________
signature

Nov. 26 Friday: 9:00 - 9:40 ___________________
signature

Nov. 30 Tuesday: 10:40 - 11:15 ___________________
signature

I have attached two copies of this letter. Please return one to me and keep the other for your reference.

Thank you for your cooperation.

Sincerely,
Ms. _______


Sample letter 4: Follow-up on parents' request


April 30, 2002

Dear __________,

Thank you for expressing an interest in meeting with me about __________. Below are the days and times that I am available to meet with you. Please circle the day that is most convenient for you, and sign your name. If, for any reason, you are unable to keep your appointment, please let me know. The school telephone number is 123 - 4567. 

May 1 Wednesday: 10:40 - 11:15 ___________________
signature

May 2 Thursday: 12:40 - 1:05 ___________________
signature

May 3 Friday: 9:00 - 9:40 ___________________
signature

May 7 Tuesday: 10:40 - 11:15 ___________________
signature

I am also able to meet with you in the morning, between 7:30 and 8:30, or after school. I would like your child to be present at the meeting.

I have attached two copies of this letter. Please return one to me and keep the other for your reference.

Thank you for your cooperation.
Sincerely,
Ms. _______


3 octobre 2002


Senora _______,

Por favor venga a la escuela a verme, para poder conversar acerca de su hijo _____________. Por favor escoja el dia que es mas conveniente para usted y firme su nombre.

Yo estoy disponible a estas horas:

7 octobre lunes: 12:55 - 1:40 ___________________
firma

8 octobre martes: 12:05 - 12:50 ___________________
firma

9 octobre miecoles: 8:45 - 9:15 ___________________
firma

Les envio dos copias de esta carta. Por favor devuelva una copia firmada y use la otra letra para acordarse de su cita. 


Gracias,
Ms. ________


The EXIT Letter

June 28, ______

Dear Parents,

The children have worked very hard this year and they have learned a great deal. However, it is important that they keep working during the summer. This school year, the children learned how to write stories by themselves. They know how to sound out words and how to look up words on our "word walls."

Please encourage your child's thirst for knowledge and creative writing. Sit with your child for 10 to 15 minutes every day and help him or her to write a story. Please do not write the story for your child, but do help to sound out the words. I have attached a word list to this letter. Please help your child study these words every day and use them when writing stories. 

Your child has worked very hard to learn these skills. Please find time in your schedule to spare a few minutes each day to help your child continue to learn. It is essential to academic success. Have a nice summer. 

Thank you,
Ms. _______

 

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