Letter to Principal Format, Samples, Topics

Letter to Principal

How to Write a Letter to Principal? Format and Examples

A Letter to Principal is a type of Formal letter written to the Principal of a school or college from students and parents. One can write a formal letter to Principal for various reasons like a request letter seeking leave due to illness, seeking leave due to family function, seeking admission, course details, etc. Here we have covered the Format of a letter to the principal. Students, teachers and parents can see the various templates that can be used to write a letter to principal for various purposes

Introduction
What is a Letter to Principal?
Letter to Principal Marking Scheme
Letter to Principal Format
Letter to Principal Writing Tips
Letter to Principal Examples – Sample Letters to the Principal
Top Mistakes in Writing a Letter to Principal
Letter to Principal Templates
Letter to principal FAQs

Introduction

According to the CBSE curriculum, a Letter to the Principal may appear in the formal letter writing section of the Class 10 and 12 exams. As a formal letter, it is important for students to adhere to the correct format to maximize their score. The letter should be between 120 and 150 words and typically carries a mark allocation of either 5 or 7. To achieve full marks, students must include all essential information and practice with various examples of Letters to the Principal.

What is Letter to Principal?

Letter to Principal Marking scheme

Understanding the marking scheme for a letter to the principal is essential to know how marks are distributed across the various components of the letter. Students must adhere to the requirements when answering the question on writing a letter to the principal so that they can achieve full marks.

FORMAT (Sender’s address, date, Receiver’s address, subject/heading, salutation, complimentary close)	1 mark
CONTENT	2 – 3 marks
ORGANIZATION	1 – 2 marks
ACCURACY	1 marks

NOTE– No marks are awarded if the only format is given.

Format of Letter to Principal Infographic

Students can check this infographic image of Letter to Principal to gain a clearer understanding of the step-by-step process for writing such a letter.

letter-to-the-principal-format

Letter to Principal Format

To thoroughly understand how to write a letter to the principal and what to include in each section, students should follow the guide outlined below

A Letter to Principal has to be written as a formal letter. One has to have a particular reason for which one writes a letter to the Principal or the head of an institution. This reason forms the subject of the letter. While writing a letter to Principal one must follow the following points –

It should be precise and should mention the reason clearly.
The format of a formal letter has to be followed strictly.
Use of abbreviations, slang language and contractions must be avoided while writing a letter to the Principal.
The subject line must clearly mention the purpose for which the letter is being written.
In case one is seeking leave via a leave application, one must clearly mention the dates for which leave is sought.

Now let us have a look at the format of a letter to Principal that should be followed-

Sender’s address: The address and contact details of the sender are written here. Include an email and phone number, if required or if mentioned in the question.
Date: The date is written below the sender’s address after Leaving one space or line.
Receiver’s address: The address of the recipient of the mail (here, the principal).
The subject of the letter: The main purpose of the letter forms the subject. It must be written in one line. It must convey the matter for which the letter is written.
Salutation (Sir / Respected Sir / Madam)
Body: The matter of the letter is written here. It is divided into 3 paragraphs as follows –

Paragraph 1: Introduce yourself and the purpose of writing the letter in brief.
Paragraph 2: Give detail of the matter.
Paragraph 3: Conclude by mentioning what you expect. (For example, grant of leave, acceptance of invitation, etc).

Complimentary Closing
Sender’s name, signature and designation (if any)

Sender’s address

Date

Receiver’s Address

Subject

Salutation

Body of the letter

Complimentary closing

Sender’s Name, signature and designation

Writing Tips for Letter to Principal

Here are some writing tips for composing a letter to the principal:

Use a Formal Tone: Maintain a respectful and formal tone throughout the letter.
Include Your Contact Information: Start with your name, class, and roll number at the top, followed by the date.
Address the Principal Properly: Begin the letter with a formal salutation such as “Dear Principal [Last Name],”.
State Your Purpose Clearly: In the opening paragraph, clearly state the purpose of your letter. Be concise and to the point.
Provide Relevant Details: In the body of the letter, provide all necessary details related to your request or concern. Be specific and factual.
Be Polite and Professional: Use polite language and a professional tone. Avoid informal expressions and ensure your writing is respectful.
Use a Clear Structure: Organize your letter into clear sections: introduction, main content, and conclusion.
Make a Formal Request or Suggestion: Clearly articulate what you are requesting or suggesting. Be specific about what you hope to achieve.
Express Gratitude: In the closing paragraph, thank the principal for their time and consideration.
Close Formally: Use a formal closing such as “Sincerely,” followed by your full name and signature (if submitting a hard copy).
Proofread: Check for any spelling or grammatical errors before submitting your letter.

By following these tips, you can ensure your letter is well-structured, respectful, and effective.

Letter to Principal Examples – Sample Letters to the Principal

Here are solved examples of Letter to the Principal to help students understand how to write a Letter to the Principal effectively. By practicing these examples, students can approach similar questions with greater confidence.

Leave letter to Principal seeking leave for attending cousin’s wedding ceremony.
Letter to Principal informing her that you are COVID Positive and are seeking leave on medical grounds.
Sick leave application to the Principal.
Leave application to the Principal for attending cousin sister’s engagement
Leave application by a school teacher who is ill due to Monkey Virus.
Leave letter by college lecturer to the Principal for personal work.
Letter to principal seeking details for admission to school
Letter to Principal seeking re-examination

Solutions –

You are Jane / Jack, a student of Modern school, Mumbai. Write a letter to the Principal seeking leave for attending your cousin’s wedding ceremony in Delhi.

Answer:

Mumbai
June 16, 2024
To
The Principal
Modern School
Mumbai
Subject: Request for leave to attend cousin’s marriage
Respected Sir/Madam
I, Jack, am a student in your prestigious institution. I respectfully beg that you grant me a five-day leave of absence to attend my cousin’s wedding. My cousin’s family resides in Delhi, thus I won’t be able to attend the ceremony until I get leave. The event will take place on June 20. I’d want to take a leave from June 20 to June 25, which is from Monday to Thursday.
I talked about this with my class teacher, who promised me that she would provide me all the notes of the classes that I would be missing. My classmates have volunteered to assist me as well. I humbly request that you grant me leave permission.
Thanking You
Yours Faithfully
Jack.

You are Raman / Ranjana, a student of PPS, Kozikode. Write a letter to Principal informing her that you are COVID Positive and are seeking leave on medical grounds for two weeks.

Kozikode
June 16, 2024
The Principal
PPS, Kozikode
Subject: Request for sick leave
Respected Madam
I am Raman, a student at your esteemed institute. I sincerely request that you grant me two weeks’ leave because I am suffering from COVID-19, for which I have been diagnosed positive. As you may be aware, allowing a COVID patient in the public is not adviseable.
It is dangerous for both me and everyone else. In addition, I am constantly weary, have breathing problems, a deadly cough, and a slew of other issues that make it unthinkable for me to attend school. I am aware that I will be missing two weeks of work, but the doctor as advised me to quarantine myself. As a result, I respectfully beg that you grant me two weeks’ leave to stay in quarantine.
Thanking You
Yours Faithfully
Raman

You are Jina a student of Prarthna Public School, Delhi. You are sick and need leave from school for two days. Write a letter to Principal for the same.

Delhi
June 16, 2024
The Principal
Prarthna Public School
Delhi
Subject: Request for two days sick leave
Respected Sir
It is said with respect that I, Jina, am a student at your institution. I respectfully beg that you allow me two days of sick leave since I am suffering from fever and the doctor has advised me to take rest for two days. For your records, I will enclose a copy of my medical certificate with my application.
As a result, I respectfully request that you pardon my absence from school for the 16th and 17th of June. Kindly grant me leave for these two days.
Thanking you
Yours Sincerely
Jina

Your cousin sister is getting engaged and you have to attend the function at Jodhpur. You are Mohinder, a student of Jain School, Agra. Write a letter to the Principal for a leave of two days.

Agra
June 16, 2024
The Principal
Jain School
Agra
Subject: Request for leave to attend Sister’s engagement
Respected Sir
I would like to introduce myself as Mohinder, a student at your institution. I want to inform you that I am writing to you to request a leave for two days. I have to attend my cousin sister’s engagement function at Jodhpur. The date of the engagement is 22 June. I want leave from June 22nd to June 23rd, 2022. My cousin is very close to me and she would be glad to have me beside her on this important occasion.
Kindly allow me leave for my cousin sister’s engagement. I would be grateful to you.
Thanking You
Yours Faithfully
Mohinder

You are Madhu, a school teacher. You are ill due to Monkey Virus and the doctor has advised quarantine for two weeks. Write a letter to school principal informing her about the same and seeking a leave.

Srinagar
June 16, 2024
The Principal
PQR School
Srinagar
Subject: Request for two weeks leave
Respected Sir
I am Madhu, and am a teacher at your respected school. I respectfully beg that you allow me two weeks’ absence because I am suffering from Monkey Virus. It would be extremely risky if I move in crowds because it is highly contagious.
It is perilous for both me and the rest of the group. In addition, I have a persistent temperature, muscle aches, weariness, and a variety of other issues. I am aware that I will be out of work for two weeks, but I feel forced to isolate myself. As a result, I humbly request two weeks’ leave from work to be in quarantine.
Thanking You
Yours Faithfully
Madhu

You are Paras, a lecturer at the Government College, Ludhiana. Write a letter to Principal informing her that you have 6 earned leaves due and want a week off to attend the Surajkund Mela where your brother has set up a handicrafts’ stall.

Ludhiana
June 16, 2024
The Principal
Government College
Ludhiana
Subject: Request for a week off
Respected Sir
I am Paras, a lecturer at your prestigious college. I sincerely request that you give me a week off to attend the Surajkund Mela. My brother has set up a handicrafts’ stall, so I will have to accompany him and assist him. I will not be able to make it to the event until I have some time off. The event will be from June 20th – 25th, 2022. I’d like to take a leave from Monday to Sunday, June 20 to June 26, 2022.
I would like to inform you that I have six earned leaves due, and I have requested colleagues to take extra classes during my class. Kindly allow me permission for the same.
Thanking You
Yours Faithfully
Paras

Letter to Principal from Parents Examples/Samples

You are Sakshi / Saksham, you want to admit your child to class IX in New Modern School, Dehradun. Write a letter to the Principal seeking details about the admission procedure, fees required, hostel facility, any fee waiver, etc.

101 / 3, Modi Colony
Dehradun.
Date: 5 July 2024
The Principal
New Modern School
Dehradun.
Subject – Admission of my ward to class IX
Sir / Madam
Herein I respectfully state that my ward, Sheenam is a student of Class VIII at Bal Vikas School. I want to shift her to your esteemed institution in class IX and so, I am writing to you for some information on the same.
My ward is a bright student and excels in academics. She is also good in sports and participates in all co-curricular activities as well. I want to provide her a better standard of education and as your esteemed institution is deemed to be the best, I want her to benefit from the skills imparted here.
For the purpose of her admission I want to know about the detailed admission procedure, additional subjects offered, fees details, any concessions available (she is my single girl child) and any other important information that you deem necessary.
Kindly respond at the earliest so that I can take the required action.
Thanking You
Yours Sincerely
Sakshi / Shubham

You are Prerna / Pratham parent of Akshay, a student of class VI of Global School, Ranchi. Write a letter to Principal of the school seeking re-examination as your ward was ill with COVID.

Manas Appt.
Ranchi.
6 July 2024
The Principal
Global School
Ranchi.
Subject – Request for re-examination
Sir / Madam
Herein, I want to inform you that my ward Akshay is a student of class VI in your school. In the recently concluded examinations, he could not appear in the last examination of Mathematics held on 28 June as he was on leave.
My ward was ill due to COVID and was on medical leave for a week from 26 June to 4 July. Now he is fine and has resumed classes. However, he was unable to appear in the Mathematics exam held on 28 June. As the school has announced that any unwell child must not attend school and that re-examination will be done when the child resumes school, please fix a date for re-examination of my ward too.
Please reply at the earliest so that we can prepare for the examination.
Thanking you
Yours Sincerely
Prerna / Pratham

Top Mistakes in Writing a Letter to Principal

Scoring full marks in a letter to the Principal can help improve the total score in board exams. Students must avoid the popular mistakes done while writing an application to the principal so that they get full marks. Here we have listed the top errors found in letter to the principal-

Failure to include details like dates for which leave is sought
Failure to use polite tone and formal language.
Not adding any details like student name, class, roll number.
In case of a request for late admission, student must give a reason for the delay..
Students miss out on following all details as per the format of a letter to the principal.

Letter to Principal Templates

Here are three different templates for writing a letter to the principal which can be used and filled in to write the desired Letter to the Principal.

Request for Leave of Absence
[Your Name]
[Your Class and Roll Number]
[School Name]
[Date]

To
The Principal
[School Name]
[School Address]

Subject: Request for Leave of Absence

Dear Principal [Last Name],

I hope this letter finds you well. I am writing to request a leave of absence from school due to [reason – e.g., a family event, medical reasons, personal reasons, etc.].

I would like to request leave from [start date] to [end date]. During this period, I will ensure that I catch up on any missed assignments and stay up-to-date with my coursework.

Thank you for considering my request. I would be grateful for your approval.

Sincerely,

[Your Full Name]
[Your Class and Roll Number]

Letter to Principal from a Teacher

[Your Name]
[Your Position]
[Department/Subject]
[School Name]
[Date]

To
The Principal
[School Name]
[School Address]

Subject: [State the Purpose of the Letter]

Dear Principal [Last Name],

I hope this message finds you well. I am writing to [state the purpose of your letter – e.g., request additional resources, discuss a student’s progress, propose a new initiative, etc.].

[In the following paragraphs, provide detailed information related to your request or concern. For example, if requesting resources, describe what is needed and how it will benefit the students. If discussing a student’s progress, provide relevant details and any observations. If proposing an initiative, outline the idea and its potential impact.]

I would appreciate your support and consideration regarding this matter. [Mention any specific actions or decisions you are hoping for and how they can be implemented.]

Thank you for your attention to this matter. I look forward to your response and am available to discuss this further if needed.

Sincerely,

[Your Full Name]
[Your Position]

Letter to Principal from a Parent

[Your Name(s)]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]

To
The Principal
[School Name]
[School Address]

Subject: [State the Purpose of the Letter]

Dear Principal [Last Name],

I hope this letter finds you well. We are writing to [state the purpose of your letter – e.g., discuss our child’s progress, request a meeting, express a concern, etc.].

Our child, [Child’s Full Name], who is in [Grade/Class], has [provide relevant details about your request or concern. For example, if discussing progress, mention specific issues or achievements; if requesting a meeting, state the preferred dates and times].

We would appreciate your attention to this matter and kindly request [mention any specific actions you are hoping for or the desired outcome]. We are eager to work together to [briefly describe any potential solutions or next steps].

Thank you for your time and understanding. We look forward to your response and are available for a meeting or discussion at your convenience.

Sincerely,

[Your Full Name(s)]
[Your Signature (if sending a hard copy)]

Feel free to customize these templates according to your needs and the specific details of your situation.

Letter to principal FAQs

Students can resolve any questions about writing a Letter to the Principal by reviewing the following FAQs.

1. How should I write a letter to the principal?
Ans. You should write a letter to the Principal according to the proper format. The format is given below:
Sender’s address
Date
Receiver’s address
Subject
Salutation
Body
Complimentary closing
Sender’s details (Nmae, class)

2. What should I write in a letter to the principal for leave?
Ans. In a letter to the Principal for leave, you should mention the following points:

The reason why you are taking a leave
The duration of the leave
Medical documents are attached in case of sick leave
Copy of the wedding card is attached in case of leave to attend wedding function.

3. Give 5 sample topics for letter to the principal.
Ans. 5 sample topics for a letter to the Principal are as follows:

Write a leave application to the Principal of your child’s school as he/she is suffering from illness.
Write an application for leave to the school principal seeking leave for attending a wedding function. You are Garima, the mother of Aashima, a student of class 5 in DAV School, Lucknow.
Your child cannot attend school because she has to attend a chess competition. Write a leave application to the school principal for the same.
You are a student of class 11 in Shishu Niketan School, Delhi. You want to change stream / subjects. Write a letter for the same to the principal.
You are a teacher at Vidya Mandir, Jhansi. Write a leave application for school leave to the school principal as you are getting married.

4. Is the letter to the principal an informal letter?
Ans. No, a letter to the principal is a formal letter.

5. Who can write a letter to the principal?
Ans. Students, parents, guardians and teachers can write a letter to the Principal.

6. What complimentary closing can be used in a letter to the principal?
Ans. ‘Yours sincerely’ and ‘Yours truly’ are the most commonly used and appropriate complimentary closing phrases for the letter to the Principal.

7. Define a letter to the principal.
Ans. The letter to the Principal is a formal letter writing piece which, as the name suggests, is written to the Principal, Headmaster or Dean of a school, college or institution.

8. What should I mention in the conclusion of a letter to the principal?
Ans. In conclusion, we can put more stress on the urgency of the issue and that we want the reply to come as early as possible.

9. What is the format of writing the date in a letter to the principal?
Ans. The month in the date is written without any abbreviations. The month is written first, then the date in numbers, which is followed by a comma and the year. For example – October 31, 2023.

10. What are the different reasons for writing a letter to the principal?
Ans. Some reasons to write a letter to the Principal are as follows:

Application for school leave by student or student’s parents or guardian due to illness.
Application for school leave by student or student’s parents or guardian due to function.
Letter of exemption from examination by student or student’s parents or guardian due to a competition.
Request authorisation of change of stream or subjects
Application for school leave by teacher due to his or her marriage.

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