Field Trip Permission Slip Template

One of the things you should prioritize when organizing a school field trip is obtaining permission from the parents or guardians. The most effective way to do this is through a field trip permission slip or form which obtains the parents’ written consent. By signing the slip, parents communicate that they approve of the trip and activities to be carried out. It clarifies that you as a school or teacher are responsible for the safety of the children from this day forward. It also informs parents of the field trip’s details like the destination, date of travel and return, and how much it will cost. Additionally, it identifies the student by name and grade, mentions the address of where the student will stay, means of transport, points worth noting like the child’s medical needs, the parents’ and emergency contact details. 

This template is comprehensive and as such can be used for any type of field trip from educational to entertainment outings. Also, with slight changes, you can create unique permission slips that are informative to parents and obtain consent that allows you to take on the role of custodian or guardian during the duration of the trip. 

Components That Feature in this Field Trip Permission Slip

This field trip permission slip template has been formatted as a letter to notify the parents of the outing. Each component contributes to the overall purpose of the document. Here is a discussion of how each component had to be included in this template. 

Field trip details

A description of the trip and activities to be carried out is needed to make sure the parent understands what their children will be involved in so that they can be aware of the associated risks. 

For planning and scheduling purposes, you need to let parents know details like when the trip will be, departure time, and when they are expected to return. Also, it should be clear where the students will go, and the address of where the students will stay. This information gives parents a sense of security as they know where their children will be during the entire trip and have a way to contact the establishment.  

You need to fill each part under this section accurately as this information helps plan for their children’s absence. You can hype the destination by mentioning exciting details like its effect on child’s education. In the ‘transportation’ section, clarify if the movement will be through school bus, train, air, or cruise. In the ‘itinerary’ field, specify the series of stop points in the order in which they will be visited from the first to the last day.  

Student and teacher information

The student must be identified by their name and grade. This information is needed to make sure there is an accurate record of which students have been issued with the field trip permission slips. Also, the teacher’s name should be included to identify who will be taking up the responsibility to look after the child during the trip. 

When filling this section, write down the student’s and teacher’s full names as they appear on official documents. If you are the teacher in charge, this should be your name. Accurate details are needed to avoid a mismatch of details should the field trip permission slip be referenced in the future. 

Medical information

This section has been added to accommodate students with medical needs and make sure their needs are attended while they are away from home. You can mention allergies and medications the child is taking. This information is meant to make sure the student receives the best medical care in case of injury or illness. 

In the respective fields, you should outline the foods, items, or medications the child is allergic to. Details like phobias can also be outlined here. In the ‘medical needs’ section, state any special health conditions like asthma, disability, etc. Finalise this section by specifying any medications that should be administered to the child during the trip, also indicate the dosage and schedule.   

Authorization statement 

An authorization statement is written as an acknowledgment that the parent understands the risks involved with the trip and absolves the school and associated staff members of liability should accidents, injury, or illness. An emergency contact is also needed to make sure there is someone who can be called should an urgent situation happen and the parents are not available. 

This section has been prewritten for you, all you are required to do is make sure the parent fills in the blank fields with the student’s full name and event/trip name. The authorization statement has been written in legal language to make sure the permission slip can be referenced in legal proceedings if needed. In the table beneath, indicate the emergency contact’s name, how they are related to the student, and their phone numbers.

Sign the permission slip into effect

The guardian or parent’s signature must be included in the field trip permission slip for it to hold weight and be enforced. Signing off is an attestation that consent has been given. To fill this section, the parent must provide their official name, sign, and indicate the date of signing. Do not miss any segment as they are all equally important – the name verifies the identity of the parent/guardian, the signature validates the consent, and the date provides a chronological record of events. 

Digital or Physical/Paper Field Trip Permission Slips

You can decide to use traditional or digital permission slips depending on how either is convenient for your situation. Parents are very familiar with paper permission slips and they are easy to use as all one has to do is sign the document and return it. However, paper slips can easily get lost and result in a lot of paperwork. On the other hand, digital slips are easy to share and track.

A Quick Word

The permission slip serves three primary purposes – it obtains the parent/guardian’s consent to the field trip, it assures parents of the children’s safety, and waive the school and its staff of liability in case of injuries, harm, and illness. Also, it is meant for sharing information and serves as a record of obtained consent. For it to fulfil these purposes effectively, you as the chaperone/teacher or school need give the right information and ask for it too. Planning field trips with an assembly of children can be fun but equally stressful and the last thing you need is to end up with a child who is allergic to pollen grain or dust at a ranch excursion.

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