Use official school or department letterhead for parents of students middle school-aged or older. Print it on white paper if the school does not supply a letterhead. Use colored paper for the parents of students elementary school or younger if the paperwork will not be officially documented. For example, a letter announcing a field trip will not be kept in any of the student's files. A letter discussing the student's behavior or poor grades, however, will be filed and should be on letterhead.
Include the school address, contact information and date at the top of the paper. Format the school address and contact in block format on the left side of the page. Type the date below this, with a space between it and the school information. Insert another space and then type the name of the parent or parents. Use “Mr.” or “Mrs.” or "Ms." and the last name of the parent. Write “Dear Parents” if the letter is not addressed to the parents of individual students, such as a letter containing field trip information.
Use bullet points in lists for easy references. Bold the important information, such as dates and times. Write other paragraphs in either “Left Align,” to present a less formal tone, or “Justified,” to present a formal tone. Keep the letter to one front page when possible and never more than one front-and-back page. Insert a space between each paragraph and do not use indentations. White space between paragraphs makes the letter more readable.
Finish with a one sentence paragraph that sums up the letter. For example, write “I hope to meet you at the open house” or “I'll be looking for Annie's permission slip” if either one of those instances is the reason you wrote the letter. Insert a space after the last paragraph and write “Sincerely.” Insert enough space for you to sign your name, then type your name. Print your title under your name, if the student has more than one teacher or if you are part of the administrative staff. Print and sign.