Teacher Appointment Letter Templates

A teacher appointment letter is a calling for your attention as a teacher. Its main aim is to bring to your attention a request for a meeting as a teacher. It could be seen as a formal instrument to alert a specific teacher to a situation. And serves a secondary function as documented proof of a meeting between the teacher and another party.


Main Users of this Form

Parents are the common users of these forms. But the School may also use these letters to set up an appointment with a teacher. Its used mainly for catch up sessions, updates on student progress or to address a concern. The idea is to record preliminary steps to what occurs at the meeting. The contents may include items, such as the date, details of the parties, an agenda, meeting time, etc.

Purpose of this Letter

  • Help facilitate better communication between teacher and relevant stakeholders such as parents and the school.
  • To do so in a coherent and documented way.
  • To serve as notification so that appropriate times are scheduled by the parties.
  • To serve as proof that a meeting took place between the parties and the details of such meeting.

What should this letter contain?

It is important to note that this letter should not be overloaded with details. The rule is to keep it simple. That makes the template easy to use and understand. The main idea is to capture the important facts about the proposed meeting and that the meeting occurred.

When drafting a teacher appointment letter, look to include things like:

  1. Date, proposed time, names of parties.
  2. Place where meeting is to be held.
  3.  Documents required at the meeting (only if necessary, like attendance register, progress file, etc).
  4.  Proposed time allocated for meeting (20, 40 or 60 minutes).

It must be remembered that when drafting the appointment letter, that one should avoid:

  • Complicating the contents of the letter, to strict and very formal nature
  • Using difficult wording;
  • Placing too many agenda items;
  • Using fonts that are illegible and incapable of being read.

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Benefits of Teacher Appointment Letters

This teacher appointment letter is proof that both parties engaged one another in a formal respectful way. It allows each party to prepare for the proposed scheduled meeting. It gives enough notification so each party knows exactly the duration of the meeting. In the event of time being a factor, the meeting can be summarized ahead of time about the items on the agenda. 

As can be seen making a teacher appointment letter is important. Having them on hand when there is meeting request saves time and allows each party to engage meaningfully. This also serves as a road map that guides your meeting and that all parties to the meeting can maximize the time allocated for it.