Parent

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.

When to use this template

Use to prepare for and record a face-to-face or video meeting with a school, club, or local authority about a safeguarding concern.

Tone guidance

Write down your top three points before the meeting. You will remember one, maybe two.
Ask for clarification when you do not understand a term. "Could you explain what that means in practice?" is a perfect question.
Ask for actions in writing afterwards. "Please could you confirm what we agreed by email?" is enough.
It is fine to say you need to think before agreeing to anything.

Template

Meeting notes

Purpose: [MEETING PURPOSE]
Date and time: [DATE / TIME]
Location or platform: [LOCATION OR PLATFORM]
People present: [PEOPLE PRESENT]

Before the meeting — my prep
- Three key points I want to make:
  [YOUR KEY POINTS]
- Questions I want answered:
  [YOUR QUESTIONS]
- What I would like to leave with:
  [DESIRED OUTCOME]

During the meeting — notes
[MEETING NOTES]

Actions agreed
[ACTIONS AGREED]

For each action, record:
- What:
- Who:
- By when:

Follow-up date: [FOLLOW-UP DATE]

After the meeting — write-up
- Was anything not covered that I wanted to raise?
- Did I get a named contact and clear next steps?
- Is there anything I want to confirm in a short follow-up email?
- How am I feeling and what do I need before the next step?

Fields to replace

Before sending, swap every bracketed placeholder for your own details. If a field does not apply, delete the whole line.

Meeting purpose[MEETING PURPOSE]
Date and time[DATE / TIME]
Location or platform[LOCATION OR PLATFORM]
People present[PEOPLE PRESENT]
Your three key points[YOUR KEY POINTS]
Questions you want answered[YOUR QUESTIONS]
What you would like to leave with[DESIRED OUTCOME]
Notes during the meeting[MEETING NOTES]
Actions agreed[ACTIONS AGREED]
Date for follow-up[FOLLOW-UP DATE]

What to attach

Your incident timeline, if relevant.
Previous email correspondence, in date order.
A short written summary if you find it hard to speak under pressure.

What not to include

Other children's full names where avoidable.
Recordings of the meeting unless all parties have agreed.
Statements made in confidence that other people did not consent to share.

Reporting: report to school Reporting: report to club Reporting: report to children services Guide: safeguarding process

External sources

IPSEA: preparing for meetings about your child — IPSEA

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.