LC Exchange Guide+School Toolkit - Flipbook - Page 26
Sample offer letter/email
[Date]
[Name and dates of exchange]
Dear Parent/Guardian,
We are delighted to offer your [son/daughter] a place on the [name and dates of exchange]. We expect this to be an enriching
experience for your [son/daughter].
The total cost of the trip will be €[amount].
It is essential that you communicate promptly with me if there is any issue regarding payment. You can use any of the contact
details at the bottom of this letter.
The cost includes:
[List the included costs here. This could include accommodation, flights, transport, meals, insurance, visa applications,
equipment or activities]. This cost does not include: [List the excluded costs here].
Travel documents
Please [send/email] a copy of your [son/daughter]’s passport and European Health Insurance Card to [staff name/email] as soon
as possible. This will be used for booking transport. All details will be stored securely.
Pre-exchange meetings
The following meetings will provide information for students and parents about the exchange. We strongly advise you to attend all
these meetings. If you are unable to make a meeting please contact [staff member] to ensure you have all the relevant information.
[List meeting details – date; location; is it for parents and/or students? where information will be available: website; Twitter;
platform; email, etc.]
The basic itinerary for the exchange is:
[List the basic itinerary for each day of the exchange]
Project work: this will include such things as:
[If your trip includes project work e.g. for an eTwinning project, list some of the key activities/learning objectives of the project].
Payment
First instalment – non‑refundable deposit of €[number] as soon as possible, but by [deadline date] at the latest. This payment can
be made via [school payment system/cash at the school office/cheque to school]
Second instalment – €[number] by [deadline date]
Final instalment – €[number] by [deadline date]
Monthly payment breakdown – €[number] per month [give breakdown of total cost of trip over a monthly period – this might
be a more affordable option for many parents/guardians].
If at any point you think that you are unable to come on the exchange before handing in your deposit, please discuss this as soon
as possible with me as we may be able to offer financial support.
Safety
Safety on the trip will be given top priority.
I look forward to your response and to welcoming you to the information meeting where we will give you more details about your
[son/daughter]’s exchange. If you are not able to attend please let us know as soon as possible.
Yours sincerely,
[Staff name]
[Job title]
[Contact details]
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How-to Manual for School Exchanges
How-to Manual for School Exchanges
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