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About this tool
Build a school trip permission slip with supervision ratio, adults needed, per-student cost, medical notes and emergency contacts.
A field trip permission slip is the signed record that a parent knows where their child is going, agrees to the activity, and has told the school every medical fact staff need on the day. This generator writes that slip and does the planning arithmetic behind it: adults required = students divided by the pupils-per-adult figure for the age band (rounded up), the per-student charge from a shared transport cost plus per-head charges and contingency, and the reply-by date counted back from departure. It is aimed at class teachers, trip leaders and school office staff putting a visit together.
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The slip states the supervision ratio and flags the exact number of adults you are short by.
Shared and per-head costs are combined, contingency added, and the total rounded up to a whole amount a child can hand in.
Conditions, allergies, medication and dose, inhaler or auto-injector, dietary needs, doctor's contact and emergency treatment consent.
The planning figures used in published school-visit guidance are roughly 1 adult to 4 children in nursery and reception, 1:6 for ages 5-8, 1:10 for ages 8-11, 1:15 for ages 11-14 and 1:20 for ages 14-18, tightened to about 1:8 for water, height or adventure activities. In England these are guidance rather than a statutory ratio for trips - the legal duty is to risk-assess the specific visit and staff it accordingly, so your assessment can raise the number but should not lower it.
Where the trip goes and when, how the group travels, who leads it and a number reachable on the day, the activities, the cost and the reply-by date, plus a parent section covering emergency contacts, medical conditions, allergies, medication and dose, dietary needs and consent for emergency medical treatment if the parent cannot be reached.
Send them at least two to four weeks ahead and set the reply-by date about ten days before departure. That leaves working days to chase non-returns, confirm final numbers with the coach company, and brief staff on any medical need that turns up on a slip.
No. A permission slip records informed agreement and medical information; it does not sign away the school's duty of care or override negligence. Keep the risk assessment, the staffing plan and the first-aid arrangements as the real safeguards, and take advice from your local authority or trust on your own policy wording.