Languages Connect How-to-Manual-for-School-Exchanges - Flipbook - Page 24
Sample letter to parents/guardians
[Language] exchange with [name of school] in [country]
[Proposed exchange dates]
As you may be aware, the [language] Department of [name of school] is planning to run a language exchange
during the 2018/2019 academic year with our partner school: [name of partner school]. This exchange is open to
all students studying [language] in [year].
As is the nature of an exchange, our students will spend [length of exchange] in [name of town] around [dates
of possible exchange] and the [nationality] students will spend one week in [name of your town], and they are
hoping to come in [dates].
For the exchange, students are assigned a [nationality] exchange student who they will contact by [email/letter].
While in [country] students will stay with this exchange student in their home. When the [nationality] students
come to Ireland, participating students must host their exchange student in their own home and the student
must have his/her own room. The [nationality] students will go on organised trips and attend class during the
time that they are in [your town]. The usual family routine should be followed during the weekend if it falls within
the time of the exchange.
Depending on the demand from our partner school, there may be a limited number of students who can go. If
this happens, students will be preselected based on their participation and enthusiasm for [language] up to now
in class. Their record for diligence in regard to homework and behaviour will also be taken into account. Should
the places be oversubscribed it may be necessary to operate a lottery system.
The cost of the exchange will be in the region of €[amount], excluding pocket money (at parents’ discretion). The
payment can be made in [number] instalments from [date]. A nonrefundable deposit must be paid by [date].
Please note that the exchange student might be a boy or a girl and pairing is done based on likes and dislikes. You
cannot choose one or the other.
If you are interested in your [son/daughter] taking part in the exchange, please send an email from your account
(not your [son/daughter]’s account) to [email address] by [time] on [date]. Please include:
1. your [son/daughter]’s name
2. your [son/daughter]’s class
3. your name (Parent/Guardian)
We will contact you with further information after registration. Meanwhile, please ensure your [son/daughter] has
a valid passport and a European Health Insurance Card (EHIC).
Please note that all correspondence will be by email. If this poses a problem, please let us know immediately.
How-to Manual for School Exchanges