Use the template below to write to your child’s school before arranging a holiday during term time. Explain the dates and reason honestly, but remember that a letter is a request, not a guarantee: whether leave is authorised depends on the rules that apply where you live and the school’s decision.
School holiday request letter template
Your name: ______________________________________________
Your address: ____________________________________________
________________________________________________________
Date: ___________________________________________________
To: The headteacher / school office
School name: ____________________________________________
Subject: Request for term-time leave for ____________________
Dear Headteacher,
I am writing to request leave from school for my child, __________________________________, who is in class/year ____________________.
I am requesting leave from ____________________ to ____________________, returning to school on ____________________. This is a total of ____________________ school days.
The reason for this request is: ____________________________________________________________
________________________________________________________________________________
I understand that term-time leave is not automatically authorised and that the school will consider the request in line with the rules and its attendance policy. I will wait for your decision before treating the absence as approved.
Please let me know whether you need any further information. I can be contacted on ____________________ or at ____________________.
Yours sincerely,
Signature: ______________________________________________
Printed name: ___________________________________________
What the rules mean across the UK
There is no single UK-wide rule that gives families an automatic right to take children out of school for a holiday. Education is administered separately in England, Wales, Scotland and Northern Ireland, and local guidance and school procedures can differ. A request should therefore be addressed to the headteacher or the person named in the school’s attendance policy, rather than assuming that a standard letter will produce the same result everywhere.
In England, a headteacher can grant leave during term time only in exceptional circumstances. A family holiday or trip is not automatically an exceptional circumstance, and parents should not assume that giving advance notice makes the absence authorised. In Wales, Scotland and Northern Ireland, the relevant rules and guidance are different, but term-time holidays are also not an entitlement; the school or principal considers the circumstances under the applicable policy.
Unauthorised absence may lead to follow-up by the school or local authority and, depending on the jurisdiction and circumstances, a penalty notice or other attendance action. The details and thresholds are not identical throughout the UK and can change. Check current guidance from your school and local authority or education authority. If your situation involves a specific legal dispute, ask a qualified professional for advice.
When and how to make the request
Ask as early as you reasonably can, and before booking or taking the trip. Schools often have a form or an attendance email address, so check the website, parent handbook or school office first. Follow that process even if you also send a letter. If there is no stated method, address a dated letter or email to the headteacher and keep a copy of what you sent.
Include enough time for the school to consider the request and reply. Avoid treating silence as permission: if you have not heard back, contact the school and ask for a decision. Where the reason is urgent or sensitive, contact the school directly to ask how to provide the relevant information securely. A request made after an absence has begun may be harder to assess and can be recorded as unauthorised.
Before writing, check the published term dates and count the school days involved. A trip that begins on a Friday and ends the following Monday may cover more school days than expected if it includes additional dates. Also check whether the school has an inset or training day; pupils may not be expected to attend, but confirm the calendar rather than relying on an assumption.
What to include in the letter
A useful request is brief, clear and specific. The school needs to know who the pupil is, which dates are requested and why the absence is being sought. Include the parent or carer’s contact details so the school can ask questions. If several siblings attend the same school, name each child; if they attend different schools, make a separate request to each one.
- Give the child’s full name, class or year group, and any required school identifier if the school asks for it.
- State the first and last requested dates, the expected return date and the number of school days affected.
- Explain the circumstances in plain, factual language. Do not describe a routine holiday as an emergency or exceptional event if it is not.
- Mention any relevant context the school may not know, and offer supporting information if it is appropriate and available.
- Ask the school to confirm its decision and explain how you can be contacted.
There is no need to provide a long account of family life. Share relevant information, but be truthful and proportionate. If the reason is private, you can say that you would prefer to discuss details confidentially and ask whom to contact. Do not include sensitive documents unless requested or needed, and use the school’s recommended method for sending them.
How to explain the reason clearly
Give the actual reason rather than relying on wording that sounds persuasive. For example, if the request concerns an important family event, say what the event is, why the dates matter and whether the dates are flexible. If it concerns a family circumstance outside your control, explain what makes the timing necessary and provide relevant facts. The school decides whether the circumstances meet the applicable criteria; a carefully written letter cannot create an entitlement.
For a straightforward holiday request, do not claim that a lower travel price, a family preference or a convenient booking date is automatically exceptional. You may state the reason honestly if you choose to apply, but be realistic that the school may refuse. Avoid pressuring staff or suggesting that the school must approve because the trip has already been paid for. A booking is not the same as authorisation.
Where learning arrangements are relevant, you can ask the teacher what work, if any, the child should do while away. Do not imply that completing worksheets makes the absence acceptable; attendance and schoolwork are separate issues. A child’s age, attendance record, upcoming assessments and the amount of requested time may be relevant to the school’s consideration, but the exact factors depend on the rules and policy in force.
What happens after you send it
The school may approve the dates, refuse them, ask for more details or explain that some or all of the time will be recorded as unauthorised. Ask for the decision in writing if it is not clear. If approved, confirm the precise dates and whether any conditions apply. If refused, do not assume that the trip is authorised simply because you disagree with the decision or have already made arrangements.
Schools record attendance and absences using the applicable attendance codes and procedures. The school should be able to explain how it will record the dates and what the decision means. Where an absence is unauthorised, possible next steps vary by nation and local authority; they may include contact from the school, a referral or a penalty notice where the relevant rules allow. Ask the school or responsible authority for current information rather than relying on an old online account of fines or thresholds.
If you think the school has misunderstood a key fact, write back politely with the missing information and ask whether it can reconsider. Follow any published review or complaints process if one applies. Keep copies of your request and the reply, and make a note of any conversation, including its date and who you spoke to.
Common mistakes to avoid
One common mistake is asking only after flights or accommodation have been booked. That can leave families with costs if permission is refused, and it does not change the school’s decision-making responsibility. Another is using vague wording such as “family reasons” without explaining anything the school needs to assess. You can protect private details while still giving a clear outline of why the dates are requested.
Do not assume that a teacher’s informal comment, an automated acknowledgement or a receipt from the school office is approval. Look for a clear decision from the person authorised to decide. Equally, do not assume that an absence becomes authorised because a parent sends a note explaining it; notifying the school and having the school authorise an absence are different things.
Finally, avoid copying a template without checking that the dates and details are accurate. A typo in the return date can create confusion, particularly around weekends, public holidays or school closure days. If plans change after approval, contact the school promptly rather than relying on the original decision to cover different dates.
If the request is refused
Read the response carefully and ask the school to explain the decision or the attendance recording if either is unclear. If there is new information that materially changes the situation, provide it and ask whether the decision can be reviewed. Keep the tone factual; a concise follow-up is more useful than repeating the original request without addressing the reason for refusal.
If you decide to travel despite a refusal, understand that the dates may be treated as unauthorised and that follow-up action may be possible under local rules. The likely consequences depend on where the pupil attends school, the circumstances and current policy, so seek current information from the school or relevant authority before deciding. Where appropriate, consider alternatives such as travelling during a school holiday, shortening the trip to avoid school days or attending only the essential part of an event.
Sample letter with fictional details
The example below is fictional and illustrates tone and structure, not a guaranteed basis for approval.
Dear Headteacher,
I am writing to request leave from school for my daughter, Maya Example, in Year 5, from 12 to 13 March, returning on 14 March. The request is for two school days so she can attend her grandfather’s 80th birthday gathering with relatives travelling from overseas. The dates are linked to the family gathering, and I understand that the school will decide whether the circumstances justify authorising the absence.
Please let me know if you need any further information. I can be contacted by phone or email. I will wait for the school’s decision before treating the request as approved.
Yours sincerely,
Alex Example
Frequently Asked Questions
Can a school refuse a holiday request?
Yes. A parent can request leave, but there is no automatic right to term-time holiday leave. The school considers the request under the rules and guidance that apply in its part of the UK.
How far in advance should I write?
Send the request as early as possible and before booking where you can. Check the school’s own process and allow time for a response. No single notice period applies to every school or situation.
Do I need to use a school form instead of a letter?
If the school requires a form, use it. You can ask the office whether a supporting letter is useful, but submitting a separate letter does not replace a required form or guarantee approval.
Will the school authorise a family wedding or funeral abroad?
It depends on the circumstances and the relevant policy. Explain the event, why the requested dates are necessary and how long the pupil would be absent. Do not assume that every family event will be authorised.
What if the school does not reply?
Contact the school office and request a clear decision. Do not treat a lack of response as permission; until the school confirms its decision, the absence may not be authorised.