Parent Meeting Record

Who this is for

One meeting on one page, agreed by both sides. The pupil, who was present and why the meeting was held, then each topic with what was said, the action agreed, who will do it and by when, signed at the bottom by the teacher and the parent or carer.

Teachers, tutors and heads of year holding a planned meeting with parents or carers, and schools that want a shared written account rather than two sets of recollections.

What this helps you track

• Who was at the meeting, the date and what it was for
• Each topic discussed, with what was said by both sides
• The action agreed on each point, who owns it and the date it is due
• A record both parties signed, and the date of the next meeting

How to use it

1. Fill in the pupil, class, date and who is present before the meeting starts, and write the purpose in a line.
2. Take one row per topic as the meeting goes, noting what was said in plain words.
3. Write the agreed action against each topic, with a name and a date; an action with no owner rarely happens.
4. Read the rows back before anyone leaves, so the record is agreed rather than reported.
5. Both sign and date the sheet; give the parent or carer a copy and keep one with the pupil's file.
6. The browser version prints or downloads a completed PDF for the copy that goes home.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The online version keeps what you enter in your own browser and builds the completed PDF on your device.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

How is this different from a parent contact log?

A contact log is a running list of calls, notes and messages over a term. This is one meeting written up in full, with the actions and the signatures on the same page.

Does the parent have to sign?

The signature shows both sides agree the record; whether it is asked for is your school's choice. The lines are there if you use them.

What if we disagree about something?

Write both positions in the what-was-said column. A record that shows a disagreement honestly is more use than one that papers over it.

Can I use it for a phone or video meeting?

Yes. Note how the meeting was held in the purpose line, and send the completed sheet afterwards for the parent to confirm.