Message to a sports club safeguarding officer

Calm message to a sports club's safeguarding officer or welfare lead about a concern affecting your child.

When to use this templateUse when something has happened at a sports club, on the way to or from training, or in a club chat group, and you want the club's welfare or safeguarding officer to be aware.

Tone guidance

Use the word "welfare" or "safeguarding" in the subject line so it is logged correctly.
Stick to the club setting — what happened on club time, club channels, or with club adults.
Be specific about the squad, age group, and coach if relevant.
Acknowledge the club's policy. Most NGBs in the UK require one.

Template

Subject: Welfare concern — [CLUB NAME] — [YOUR CHILD'S NAME]

Dear [OFFICER NAME or "Welfare Officer"],

I am writing about a welfare concern involving my child, [YOUR CHILD'S NAME], who is in [SQUAD / TEAM] at [CLUB NAME].

What has happened: [WHAT HAS HAPPENED]

When and where: [WHEN / WHERE]

I would like the club to be aware of this, and would be grateful if you could:
[WHAT YOU ARE ASKING]

I understand the club has a safeguarding policy and a designated welfare officer. Please could you let me know:
- Who will be the point of contact for this concern.
- What steps the club plans to take.
- When I can expect an update.

If this is more appropriately handled by the national governing body, please point me in the right direction.

Kind regards,
[YOUR NAME]
[YOUR PHONE / EMAIL]

Fields to replace

[OFFICER NAME or "Welfare Officer"] — Officer's name (if known)
[CLUB NAME] — Club name
[YOUR CHILD'S NAME] — Your child's name
[SQUAD / TEAM] — Squad / age group / team
[WHAT HAS HAPPENED] — What has happened (brief, factual)
[WHEN / WHERE] — When and where
[WHAT YOU ARE ASKING] — What you are asking the club to do
[YOUR NAME] — Your name
[YOUR PHONE / EMAIL] — Contact details

What to attach

•A short timeline of events.
•Screenshots of any chat messages relevant to the concern.
•Any earlier correspondence with coaches or volunteers.

What not to include

Other children's surnames where avoidable.
Personal opinions about coaches' competence beyond what is needed for the concern.
Threats to leave the club or post publicly. State your concern; let the process work.

Sources

NSPCC Child Protection in Sport Unit — NSPCC CPSU

Last reviewed: 2026-05-20Next review: 2026-08-20

This is practical educational content to support families. For case-specific concerns about a child's safety, contact the NSPCC helpline on 0808 800 5000 or your local safeguarding team.