Templates Library
Calm, factual starting points for the emails, messages, and notes parents most often need to write.
When something goes wrong — or you simply want to set things up well — writing the first message is often the hardest part. These templates are a starting point. They are written in a calm, factual style suited to schools, clubs, platforms, police non-emergency lines, and other parents in the UK.
How to use them safely.Open the template you need, read the "When to use this template" note, and copy the body into your own email or message. Replace the bracketed placeholders (for example [YOUR CHILD'S NAME] or [DATE/TIME]) with your own details. Read it back once before sending. If a section does not apply, delete it rather than leaving the placeholder in.
What to adapt. The tone and structure work in most situations, but the specifics are yours. Adjust formal vs. informal language to match how you usually communicate with the recipient. If you already have a relationship with a teacher, coach, or co-parent, you can soften the opening. If this is your first contact, keep it more formal.
What to redact.Avoid including other children's full names where you can. Do not share medical or sensitive information unless it is directly relevant. If you are sharing a template by email and it includes screenshots, crop out unrelated content and other usernames. Keep copies of what you sent and when, in a secure folder.
What not to include. Never attach or forward sexual or indecent images of a child, even to evidence a concern — report to CEOP and the Internet Watch Foundation instead. Avoid threats of legal action, public exposure, or going to the press in a first contact. Avoid speculation about other children's home lives. Keep emotion short and lead with facts.
If your child is in immediate danger, call 999.For non-emergency police reports, use 101. For safeguarding emergencies during school hours, go through the school's Designated Safeguarding Lead (DSL).
These are starting points. Adapt them to your situation. They are not legal documents and they are not a substitute for advice from safeguarding professionals, the police, or a solicitor.
Parent to school
Email to school DSL about an online safety concern
Calm, factual email to your child's school Designated Safeguarding Lead (DSL) raising an online safety concern.
Email to school about bullying
Email to your child's school flagging bullying (online, offline, or both) and asking what the school will do.
Email to school about an image-sharing incident
Calm, non-graphic email about an image of your child or another pupil being shared between children.
Follow-up email after a safeguarding report
Polite follow-up when you have not had a substantive reply to an earlier safeguarding email.
Message to another parent about an online incident
Non-accusatory message to a parent of another child involved in an online incident with your own child.
Parent to child
Parent to platform or police
Message to a platform's support team
Generic reporting message to send to a social media, gaming, or messaging platform when their in-app report has not been enough.
Structured summary for a 101 police report
Structured incident summary to read from or send when contacting the police on 101 about a non-emergency online incident.
Co-parent to co-parent
Parent to club, coach, or group leader
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.
Message to a youth group leader
Polite message to a youth group leader (Scouts, Guides, faith group, cadets) about a concern or change you want them to know about.
Message to a private tutor or coach
Polite, clear message to a private tutor, music teacher, language coach, or one-to-one instructor about expectations and safeguards.
Records and notes
Internal notes: contacting children's services
Internal notes to keep for yourself when contacting your local authority children's services or MASH about a safeguarding concern.
Incident timeline template
Chronological log for keeping a clean record of an unfolding incident — what happened, when, what you did, and who you contacted.
Parent meeting notes template
Note-taking template for a meeting with a school, club, or safeguarding professional — to use during the meeting and write up afterwards.
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.