What a re-registration pack needs
- A short cover letter that thanks parents and states the deadlines.
- An attend or not-attend choice for each child, so you know where you stand.
- A check of each child’s details: name, nickname, date of birth, allergies and medical notes, and the class for next year.
- Fee terms: the re-registration fee, any rates for second and third children, the payment date and what happens if it is not paid.
- Contact and emergency details to confirm or update.
- Renewed consent for information and photos.
- A signature and date.
Decide these first
- The fee and its tiers. Many schools charge less for a second and third child. Decide the amounts before you write the letter.
- Two deadlines. One for returning the form and a later one for payment. Give parents a few days between them.
- What “confirmed” means. A common rule is that a place is confirmed only when the fee is paid. Say so clearly.
- What happens after the deadline. State that unconfirmed places may be offered to your waiting list.
- Your calendar. Include the date you close for the year and the date you open again.
Copy-and-paste letter
Re-registration for YEAR
Dear parents and guardians,
Thank you for choosing SCHOOL NAME as your child’s second home this year. We would love to welcome your child back in YEAR.
Please complete one form for each child by FORM DEADLINE. The re-registration fee is AMOUNT (second child AMOUNT, third child AMOUNT) and must be paid by PAYMENT DEADLINE to confirm your child’s place. Places that are not confirmed may be offered to families on our waiting list.
SCHOOL NAME closes for the year on DATE and opens again on DATE.
If anything has changed, such as allergies or contact numbers, please tell us on the form. We value your feedback and would love to hear how we can improve in YEAR.
Warm regards,
NAME, SCHOOL NAME
Copy-and-paste form fields
☐ My child WILL attend SCHOOL NAME in YEAR
☐ My child WILL NOT attend in YEAR. Reason (optional): ________
Child’s full name: ________ Nickname: ________ Date of birth: ________
Class next year (office use): ________
Allergies or medical conditions: ________
Parent or guardian name: ________ Cell number: ________ Email: ________
Emergency contact and number: ________
☐ I consent to my child’s information being processed for enrolment, care and billing.
☐ Photos may be shared with parents of children in my child’s class.
☐ Photos may be used in newsletters or on the school’s social media.
Signed: ________ Date: ________
A simple Q4 timeline
- Early October: send the pack and open the fee payment details.
- Mid October: first reminder to families who have not replied.
- Form deadline: end of October, then a final reminder.
- Payment deadline: a few days later. Confirm paid places.
- November: offer open places to your waiting list and plan class sizes for next year.
Common mistakes
- One form for several children, so nothing can be tracked per child.
- No “not attending” option, so silence has to be chased.
- A fee that is unclear for second and third children.
- No record of who has replied, so the office keeps asking the same parents.
- Collecting more information than you need. Only ask for what you will use.
Or run it on phones
HiDay sends parents a pre-filled form for each child, collects the fee by your rules, captures a drawn signature and shows you replies, leavers and open seats by class. See how re-registration works in HiDay.