This document provides standardized templates for common communications between boarding tutors and various stakeholders. These templates can be customized to suit your specific situation and institutional requirements.
How to use: Copy the template text and replace the placeholder text (highlighted in gray) with your specific information. Adjust the tone and content as needed while maintaining the professional structure.
Subject: Introduction - [Your Name], Boarding Tutor for [House Name]
Dear [Parent/Guardian Name],
I hope this email finds you well. My name is [Your Name], and I am the boarding tutor for [House Name] at [School Name]. I will be working closely with [Student Name] throughout this academic year, providing support, guidance, and supervision during their time in boarding.
A little about myself: [Brief professional background and experience]. I am passionate about [your educational philosophy or approach] and look forward to supporting [Student Name]'s academic and personal development.
As a boarding tutor, my responsibilities include:
I believe that open communication between school and home is essential for student success. Please feel free to contact me with any questions, concerns, or updates regarding [Student Name]. The best way to reach me is [preferred contact method and details].
I will be providing regular updates on [Student Name]'s progress and activities through [communication method - e.g., monthly emails, termly reports, etc.]. Our first parent-tutor meeting is scheduled for [date/time], which will be an excellent opportunity to discuss [Student Name]'s goals and any specific support they might need.
Thank you for entrusting us with [Student Name]'s education and care. I look forward to working together to ensure they have a successful and enriching boarding experience.
Warm regards,
[Your Name]
Boarding Tutor, [House Name]
[School Name]
[Contact Information]
Subject: [Month/Period] Update - [Student Name]
Dear [Parent/Guardian Name],
I hope this email finds you well. I'm writing to provide you with an update on [Student Name]'s progress and activities over the past [time period].
Academic Progress:
[Student Name] has been [describe academic performance, effort, and engagement]. During evening study sessions, I've observed [specific observations about study habits]. [He/She/They] has shown particular strength in [subjects/areas] and has been working to improve in [subjects/areas].
Social Integration and Wellbeing:
In the boarding house, [Student Name] has been [describe social integration, friendships, and general wellbeing]. [He/She/They] has participated in [house activities/events] and has shown [positive social behaviors or developments].
Extracurricular Involvement:
[Student Name] has been involved in [extracurricular activities]. [He/She/They] has particularly enjoyed [specific activity] and has [achievements or progress in this area].
Areas of Celebration:
I'd like to highlight [specific achievements, improvements, or positive behaviors]. These demonstrate [Student Name]'s growth in [relevant areas].
Areas for Development:
Moving forward, we will be focusing on helping [Student Name] develop [specific skills or areas for improvement]. We plan to support this through [specific strategies or support mechanisms].
Upcoming Events:
The boarding house has several activities planned for the coming weeks, including [list of upcoming events]. [Student Name] has expressed interest in [specific events].
If you have any questions or would like to discuss any aspect of [Student Name]'s boarding experience, please don't hesitate to contact me. I'm also interested in hearing any insights or updates from home that might help us better support [Student Name].
Thank you for your continued support and partnership.
Best regards,
[Your Name]
Boarding Tutor, [House Name]
[Contact Information]
Subject: Discussion Regarding [Brief Description of Concern] - [Student Name]
Dear [Parent/Guardian Name],
I hope this email finds you well. I am writing to discuss a matter concerning [Student Name] that I believe warrants your attention and input.
Recently, I have observed [specific behavior, issue, or concern]. Specifically, [provide factual details about what has occurred, when, and any relevant context].
This is of concern because [explain why this is important and how it impacts the student's wellbeing, academic progress, or boarding experience].
So far, I have [describe any steps you have already taken to address the issue]. [Student Name] has responded by [describe student's response or reaction].
Moving forward, I would like to suggest [proposed plan or strategies]. I believe this approach will help [expected positive outcome].
I would value your insights on this matter, as your perspective and knowledge of [Student Name] would be helpful in addressing this effectively. Would you be available for a phone call or video meeting on [suggest dates/times] to discuss this further?
Please be assured that our goal is to support [Student Name]'s overall development and wellbeing. I am confident that by working together, we can help [him/her/them] navigate this challenge successfully.
Thank you for your partnership in [Student Name]'s education.
Regards,
[Your Name]
Boarding Tutor, [House Name]
[Contact Information]
Subject: Permission Request: [Event Name] - [Date]
Dear [Parent/Guardian Name],
I am writing to request your permission for [Student Name] to participate in an upcoming [type of event] that has been organized for our boarding students.
Event Details:
Purpose and Activities:
This event will provide students with the opportunity to [describe educational or developmental benefits]. Activities will include [list main activities].
Requirements:
Students will need to bring [list any required items, clothing, etc.].
Safety Measures:
We have conducted a thorough risk assessment for this event. Safety measures include [list key safety protocols]. All activities will be supervised by qualified staff, and we will maintain our standard supervision ratios.
To grant permission for [Student Name] to participate, please complete the attached permission form and return it by [deadline date]. Alternatively, you can reply to this email with your explicit permission.
If you have any questions or concerns about this event, please don't hesitate to contact me at [your contact information].
Thank you for your support of our boarding program activities.
Best regards,
[Your Name]
Boarding Tutor, [House Name]
[Contact Information]
Subject: Welcome to [House Name] Boarding House!
Hello [Student Name],
My name is [Your Name], and I will be your boarding tutor at [House Name] this year. I'm really looking forward to meeting you and welcoming you to our boarding community!
Starting at a new boarding house can be both exciting and a little nerve-wracking, so I wanted to reach out and introduce myself before you arrive. I've been a boarding tutor at [School Name] for [number of years], and I'm here to help make your transition as smooth as possible.
A bit about our house:
[House Name] is home to [number] students from [ages/grades and backgrounds]. We're known for our [house characteristics, traditions, or values]. Some of our regular activities include [house activities].
What to expect on arrival day:
When you arrive on [date], you'll be greeted by our house team. We'll help you get settled in your room, which you'll be sharing with [roommate information if applicable]. We have a special welcome event planned for [time], where you'll meet the other students and staff.
What to bring:
In addition to the school's official packing list, here are a few extra items that students in our house find useful:
A typical day:
Our daily routine generally includes [brief description of daily schedule]. On weekends, we [weekend activities].
If you have any questions before you arrive, please don't hesitate to email me at [your email]. I'm here to help!
I've also attached our house handbook, which contains more detailed information about life in [House Name].
Looking forward to meeting you soon and helping you make [School Name] your home away from home!
Best wishes,
[Your Name]
Boarding Tutor, [House Name]
[Contact Information]
Hi [Student Name],
I hope you're having a good week. I'd like to schedule a short check-in meeting to discuss how your academic work is going and see if there's any additional support I can provide.
I've noticed [specific observation about their academic work, study habits, or recent performance], and I'd like to talk about [specific aspect to discuss].
Could we meet [suggest day/time] in [location]? The meeting will take about [duration], and we'll cover:
Please let me know if this time works for you, or suggest an alternative. Remember, these check-ins are to support you, not to add pressure. I'm here to help you succeed and make the most of your academic potential.
Looking forward to our chat,
[Your Name]
Hi [Student Name],
I hope this message finds you well. I wanted to reach out and see how you're doing. Being away from home and balancing school responsibilities can sometimes be challenging, and I'm here to support you.
I've noticed [neutral observation, if applicable], and I wanted to check if everything is okay or if there's anything you'd like to talk about.
Would you be comfortable having a chat [suggest day/time]? We could [suggest casual activity - e.g., "grab a hot chocolate in the common room" or "take a walk around campus"]. This isn't formal or anything to worry about - just a chance to check in.
Remember that as your boarding tutor, I'm here to listen and help with any challenges you might be facing - whether they're related to academics, friendships, homesickness, or anything else. Sometimes just talking things through can make a big difference.
If you'd prefer to speak with someone else, that's absolutely fine too. [School counselor/nurse/other staff member] is also available to chat.
Looking forward to hearing from you,
[Your Name]
Subject: Student Concern Referral - [Student Name]
Dear [Colleague Name],
I am writing to bring your attention to some concerns regarding [Student Name], a [year/grade] student in [House Name] boarding house.
Nature of Concern:
I have observed [specific behaviors, changes, or issues] over the past [time period]. Specifically, [provide detailed, factual observations with dates where possible].
Context:
These observations are notable because [explain why these behaviors are concerning or represent a change]. For context, [Student Name] typically [describe normal behavior or relevant background].
Actions Taken So Far:
To date, I have [describe any steps you've already taken]. The student's response has been [describe student's reaction or engagement with your interventions].
Reason for Referral:
I am referring this to you because [explain why this requires their specific expertise or authority]. I believe [Student Name] would benefit from [suggested support or intervention].
Requested Action:
Would you be able to [specific request - e.g., "meet with the student," "advise on next steps," "join me in a meeting with the student"]? I am available to discuss this further at your convenience.
Urgency Level:
I consider this matter to be [urgent/semi-urgent/routine but important].
Thank you for your support with this matter. I appreciate your expertise and collaboration in ensuring our students receive the appropriate support.
Best regards,
[Your Name]
Boarding Tutor, [House Name]
[Contact Information]
Subject: Boarding Duty Handover Notes - [Date]
Dear [Colleague Name],
Please find below my handover notes from today's duty in [House Name]:
General House Status:
Overall, the house is [general status - e.g., "calm," "settled," etc.]. [Any notable atmosphere or group dynamics].
Student Concerns/Monitoring:
Medical/Health:
[Any medical issues, medication administered, or students in the health center]
Absences/Late Returns:
[Any students who are absent or expected to return late, with reasons and expected return times]
Facilities/Maintenance:
[Any facilities issues or maintenance requirements]
Upcoming Events/Reminders:
[Any events or important reminders for the next duty period]
Actions Required:
Additional Notes:
[Any other relevant information]
I can be reached at [contact information] if you need any clarification or if anything arises related to these handover notes.
Thank you,
[Your Name]
Subject: Incident Report - [Brief Description] - [Date]
Dear [Administrator Name/Position],
I am writing to report an incident that occurred in [House Name] boarding house. A formal incident report form has been completed and is attached to this email.
Incident Summary:
Description of Incident:
[Detailed, factual account of what happened, in chronological order]
Immediate Actions Taken:
[Actions taken at the time of the incident]
Current Status:
[Current situation, including student wellbeing and any ongoing concerns]
Parent/Guardian Notification:
[Whether parents/guardians have been notified, by whom, when, and their response]
Recommended Follow-up:
[Your recommendations for next steps or further action]
Please let me know if you require any additional information. I am available to discuss this incident further at your convenience.
Regards,
[Your Name]
Boarding Tutor, [House Name]
[Contact Information]
Subject: Resource Request - [Brief Description]
Dear [Administrator Name/Position],
I am writing to request [specific resource or support] for [House Name] boarding house.
Request Details:
Justification:
This request is important because [explain the need and benefits]. It aligns with our boarding program goals of [relevant goals or objectives].
Impact on Students:
Approximately [number] students would benefit from this resource/support. The specific benefits include [list benefits].
Alternatives Considered:
I have considered [alternative options], but believe this request represents the most [effective/cost-efficient/appropriate] solution because [reasons].
I would be happy to provide any additional information or clarification needed to support this request. Thank you for your consideration.
Best regards,
[Your Name]
Boarding Tutor, [House Name]
[Contact Information]