Parent to club / group
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 template
Use 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
Before sending, swap every bracketed placeholder for your own details. If a field does not apply, delete the whole line.
- Officer's name (if known)
[OFFICER NAME or "Welfare Officer"] - Club name
[CLUB NAME] - Your child's name
[YOUR CHILD'S NAME] - Squad / age group / team
[SQUAD / TEAM] - What has happened (brief, factual)
[WHAT HAS HAPPENED] - When and where
[WHEN / WHERE] - What you are asking the club to do
[WHAT YOU ARE ASKING] - Your name
[YOUR NAME] - Contact details
[YOUR PHONE / EMAIL]
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.
Related
External sources
- NSPCC Child Protection in Sport Unit — NSPCC CPSU
Last reviewed: 2026-05-20Next review: 2026-08-20Reviewed against: UK safeguarding practice
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.