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May 28, 2024, 07:48:57 PM

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Request for Records Letter (Version 1)

This is our standard letter requesting access to your child's medical or educational records.
This letter has a formal, no-nonsense tone, and should be used if you expect the school or doctor to be non-compliant or uncooperative with your legal request for records. Copy the text into your word-processor and change the information in [brackets] to fit your particular circumstances.


[Your name]
[Your address]
[Your City, State, Zip]
[Your phone number]
[Your e-mail]


[Principal's name]
[School or Doctor's address]
[City, State, Zip]


REQUEST FOR RECORDS

Month, Day, 20XX
Office of (school name) Elementary/Secondary School
Address
City, State, Zip

To Whom It May Concern:

Please accept this letter as a formal request for any and all school information regarding my biological [son/daughter], [child's name]. I would like this letter to be entered into [child's name]’s permanent school record. As there is no court order barring me from contact with my [son/daughter] and I have always tried to be an involved [father/mother], I am exercising my rights under State law and FERPA to have full, unhindered access to my [son/daughter]’s school information.

I have attempted to get this information through his [father/mother], but due to our inability to communicate, I am requesting this information directly from the school. Information to be released includes, but is not limited to, the following:


  • Photocopies of all report cards, achievement tests, permission slips, school newsletters, school picture notification, and any other paperwork that is sent to [child's name]s primary residence.

  • Make sure that my name is in the [Father/Mother] spot on any and all school records, make sure that my name, address, home & work telephone numbers, and my [wife/husband's] work number are included in the school records as emergency contacts (this information is provided below).

  • To be able to contact teachers, aides, counselors, principals, and other school personnel to discuss [child's name]s progress in school, any behavioral or disciplinary concerns, and general social well-being of [child's name] in school, via telephone, email, fax, or in person.

  • I want to be notified of and have the opportunity to participate by telephone (or in person if possible) in ANY and ALL meetings, conferences, disciplinary discussions, and any other meetings which require parent participation.

  • Copies of any standardized testing results along with opportunities to speak with school personnel if any help is needed interpreting the results.

  • Copies of school calendars and notification of special events (winter/spring concerts, plays, school carnival, etc).

  • ANY and ALL disciplinary actions (suspension from school or school bus, detentions, etc.) on a timely basis so that [child's name]s [father/mother] and I may discuss [his/her] behavioral concerns when they happen.


I would also like to be able to volunteer to help out in [child's name]’s classroom whenever possible. I am open to reading to students, doing one-on-one work with any student that needs help, discussing career choice(s), and many other activities that would be beneficial, not only to [child's name], but to [his/her] entire class as well.

I realize that completing a mailing daily is unreasonable. I would be satisfied that non-timely documents can wait and be mailed in bulk. However, any materials or notifications of meetings that are highly time-sensitive need to be mailed in time for me to be an active participant in [child's name]’s schooling. If the time frame is too small for mailing, please call me at one of the telephone numbers listed below to inform me. You may also fax me any information as well.

I understand that there may be copying or postage costs involved in obtaining material for me. This is not a problem, and I am more than willing to pay for them. Just send a statement whenever such costs are incurred. If you prefer, I will be glad to provide pre-stamped and pre-addressed envelopes in order to make it easier for you to mail me [child's name]’s school information.

In closing, I would like to be notified (immediately upon the receipt of this letter) of the name of [child's name]’s teacher and the times during the day that I would be most likely able to telephone and speak with him or her. If you have any question as to whether a piece of information should be sent to me, send it.

Thank you in advance for your cooperation. If you have any questions, please do not hesitate to contact me.

Sincerely,

Name
Address
City, State, Zip
Phone and FAX Number(s)

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