When it comes to writing letters of any sort, there’s always a way to format it appropriately. Depending on whether its an informal or formal letter, the sender must bear in mind certain factors that come into play.
While school is regarded as a time that a student must without a doubt attend all classes, there comes a time when he/she cannot help but skip either a class or an entire day or more. Since school-going students are young and cannot be expected to handle a letter about missing class, parents need to take responsibility instead.
Some students no doubt, forge their parents’ signatures, often skipping class for reasons that aren’t morally accepted or supported otherwise. In such cases, schools must make it a point to call the concerned parent/guardian of the student and verify the authenticity of the letter and signature. Older students can, of course, write these letters on their own, but getting a guardian or parent’s signature is in most cases an absolute need.
Excuse letters are required when you need to explain the cause of a past or future absence from a university or school. On the other hand, for students who have not attained maturity or are minors, providing a written application (a format provided by the school) becomes necessary. Usually the excuse letter is prepared by either parent, or guardian but in the case of medical emergencies, medical certificates/notes will need to be produced.
Beginning: Begin by writing the date on the top right or left corner. A handwritten LOA note is always better for the chances of it being a forged one is lower. Eight times out of ten, a teacher with an experienced eye is in a position to differentiate between an authentic note sent by a guardian and a forged one on the basis of the handwriting. Of course, that doesn’t always mean that it’s foolproof.
Subject: In between the date and the salutation (Dear Madam/Sir,), write the subject line after a little space. In some cases, it is placed under the salutation and the body of the letter. It generally begins with “Re:” (meaning “In regards to”) or just “Subject:“.
Addressing: Depending on where you place your subject line, write the name of the person to whom the letter is being addressed after a line’s gap. Such letters are generally addressed to the class teacher, principal, or professor.
Body: Here you have to put down the subject matter in detail. The who, when, and why type of questions need to be answered. The content should be to the point, crisp, clear, and must state the reason and duration of absence along with the concerned dates (whether past or future). What’s more, any additional information like bringing to their notice assignments that the child has missed should be addressed.
Conclusion: Finish writing the letter with a ‘Thank you’, followed by an apt salutation like ‘Yours sincerely‘ or ‘Yours truly‘. Be sure to sign the letter followed by your name written in block letters right after, since the letter will not hold any legitimacy if you don’t provide the former. If the absence will be prolonged to some illness, it is advisable to attach a medical certificate as previously mentioned.
|25th September, 2012 (Present day)
Subject: Leave of absence due to illness
This is to inform you that my son/daughter, (name of student) will not be able to attend class from September 26, 2012 to September 28, 2012 (mention the dates that he/she will be absent) since he/she has come down with the flu (state the reason of absence). The doctor has advised complete bed rest until a full recovery has been made. It is also in our best interest to make sure that the flu doesn’t go viral within the classroom or otherwise.
P.S.: Please find attached the medical note provided by our family doctor. (Mention this if necessary)
Mr/s. (Name in block letters)