Model Letters

You may choose to write your own letters, but you must ensure the wording incorporates all the points covered by the DfE Suspension and Permanent Exclusion Guidance August 2024.

If you have saved letters from previous versions of this Guidance, please ensure that these are deleted and replaced with the new letters that follow.

Where the parents’ first language is not English, consideration should be given, where practicable, to translating the letter or taking additional steps to ensure that the details of the suspension or permanent exclusion and their right to make representations to the governing board have been understood.

LETTER 1 - Suspension of five days or fewer

From Headteacher – to be sent on the day of the suspension following telephone or face-to-face notification to the parent by the headteacher. Copy to be sent to the E&R Team together with Form XI (page 16 above) via email to exclusions@buckinghamshire.gov.uk. Copy of letter to be sent to the VSH and/or social worker if applicable.

LETTER 2 - Lunchtime only suspension totalling no more than five days (each lunchtime suspension counts as half a day).

From Headteacher – to be sent on the day of the suspension following telephone or face-to-face notification to the parent by the headteacher. Copy to be sent to the E&R Team together with Form XI (page 16 above) via email to exclusions@buckinghamshire.gov.uk. Copy of letter to be sent to the VSH and/or social worker if applicable.

LETTER 3 - Suspension of 5½ - 15 days in one term

From Headteacher – to be sent on the day of the suspension following telephone or face-to-face notification to the parent by the headteacher. Copy to be sent to the E&R Team together with Form XI (page 16 above) via email to exclusions@buckinghamshire.gov.uk. Copy of letter to be sent to the VSH and/or social worker if applicable.

LETTER 4 – Where cumulative suspensions in the same term are 15½ days or more

From Headteacher – to be sent on the day of the suspension following telephone or face-to-face notification to the parent by the headteacher. Copy to be sent to the E&R Team together with Form XI (page 16 above) to exclusions@buckinghamshire.gov.uk. Copy of letter to be sent to the VSH and/or social worker if applicable.

LETTER 5 - For a Permanent Exclusion

From Headteacher – to be sent on the day of the exclusion following telephone or face-to-face notification to the parent by the headteacher. Copy to be sent to the E&R Team together with Form XI (page 16 above) to exclusions@buckinghamshire.gov.uk. Copy of letter to be sent to the VSH and/or social worker if applicable.

LETTER 6 – Parents’ invitation to the governing board meeting for suspension/suspensions of 5½ days upwards

FROM CLERK TO THE GOVERNING BOARD (In practise, this letter is very often sent by the school. Ensure you know who is sending it.) Copy of letter to be sent to the VSH and/or social worker if applicable.

LETTER 7 – Parents’ invitation to the governing board Permanent Exclusion Hearing

LETTER FROM CLERK (or sent by school) Copy of letter to be sent to the VSH and/or social worker if applicable.

LETTER 8 – To parents informing them of the outcome of the governing board hearing for a suspension of 5 ½ days or more.  A copy of this should also be sent to the child’s social worker, if applicable.

LETTER 9 – To parent informing them of the governing board’s decision not to reinstate the pupil. A copy of this should also be sent to the child’s social worker, if applicable.

 LETTER FROM CLERK  Please note: it is important that the reasons given for deciding not to reinstate a pupil are given in sufficient detail that the governing board’s reasoning is clear. It must also refer to both of the required elements (serious breach or persistent breaches AND where allowing the pupil to remain would seriously harm the education or welfare of the pupil or others). Failure to do so may result in an IRP, if requested, quashing the governing board’s decision.

LETTER 10 – To the parent of a permanently excluded pupil informing them of the governing board’s decision to direct reinstatement.  A copy of this should also be sent to the child’s social worker, if applicable.

LETTER 11 – To the parent of a permanently excluded pupil informing them of the governing board’s decision to offer reinstatement following reconsideration after the direction or recommendation of an Independent Review Panel. A copy of this should also be sent to the child’s social worker, if applicable.

LETTER 12 – To the parent of a permanently excluded pupil informing them of the governing board’s decision not to offer reinstatement following reconsideration after the direction or recommendation of an Independent Review Panel. A copy of this should also be sent to the child’s social worker, if applicable.