Family communication
Parent notification letter template
An editable family letter that explains class assignments without sharing information about other students.
DOCX letter
Download the parent letter
Download the blank, editable Word file without submitting an email address. Read the completed example on this page, then add your school details and save a working copy.
Download DOCXFile: shibutz-parent-notification-letter.docx
Blank template structure
Completed example
Fictional completed example: Example School is notifying a family about Grade 3 for 2026-27. Student 01 and Family 01 are synthetic labels, not actual student or family names.
Send each real letter only to the intended family through your approved channel. Include the assignment and contact route, not another student’s name, peer-conflict history, diagnoses, or staff review notes.
The download remains a blank, editable DOCX. This completed example is shown here for reference; it is not prefilled into the file.
Completed family letter
20 August 2026. Dear Family 01,
We are writing to share Student 01’s class placement for the 2026-27 school year at Example School. Student 01 has been assigned to Class B. We will share teacher information when staffing is finalized.
Our placement team reviewed the grade’s class lists before approving assignments. Staff considered the information needed for placement, including learning and support needs and peer relationships, alongside the size and mix of each class. We checked the draft lists together before confirming them.
We cannot discuss other students’ placements or individual family requests. If there is important information about your child’s safety or support that we may have missed, please contact the school office through the family portal by 27 August 2026. The office will route that information to the placement team for review.
We look forward to welcoming Student 01 to Class B. Warmly, Example School principal.
School-specific edits before sending
In this example, the teacher-not-announced paragraph is used because staffing is still being finalized. Delete that sentence if you are ready to name the teacher. Confirm the class label against the approved roster, use your own contact route and response date, and follow your school’s actual review policy.
Remove the DOCX’s staff-only guidance page and unused optional paragraphs before sending. Send a test copy to the office to check that no bracketed fields, synthetic labels, or internal placement notes remain.
Confirm the approved version before sending notices; the staff report and family letter serve different audiences. Check the signed-off assignment report.
- Best for
Principals and school offices
Families are about to receive class assignments. You want consistent wording across a grade or school. Staff need language that explains the process without naming other students.
- Inside
What the file includes
Editable family-facing language, Placement-process explanation, Optional contact instructions, Privacy-conscious wording
- Shibutz fit
How it connects to placement software
Review the class lists with staff in Shibutz, then adapt this letter when your school is ready to notify families.
How to use it
- Download the template and make a school copy.
- Use the fictional example as a reference, then fill in the blank fields with only the details your team needs.
- Keep student notes objective and limited to placement needs.
- Use Shibutz for the class lists, constraints, and final results.
Related resources
Follow the class placement guide
Read the related guide or open the tool.
Handle parent requests
Read the related guide or open the tool.
Review results before sharing
Read the related guide or open the tool.
Read privacy notes
Read the related guide or open the tool.
Class assignment report template
An editable staff report for recording final class assignments, balance checks, and review decisions.
Ready to build the class lists?
Use these files to collect staff input and record sign-off. In Shibutz, generate draft class lists and review their statistics. Pro adds Excel export for staff handoff.
Common questions
Should the letter mention placement software?
Only if that fits your school voice. The template focuses on the placement process and staff review, which is usually what families need to know.
Can I edit the parent notification letter?
Yes. The file is DOCX, so you can change the tone, add school letterhead, and adjust the next steps.