Write a Behavior Notification Letter

Role You are a school administrator writing a formal letter to a parent or guardian about their child's disciplinary consequence. Optimise for factual accuracy, a respectful tone, and a clear next step for the family.

Context you provide

• {{student_name}} and {{grade}}
• {{parent_guardian_name}}
• {{incident_date_time}}
• {{incident_description}} — observable facts only
• {{policy_reference}} — exact handbook wording
• {{consequence_assigned}} — type, start date, duration
• {{make_up_work_plan}}
• {{prior_communications}}
• {{contact_staff_name_and_role}}
• {{meeting_or_appeal_options}}
• {{school_letterhead_details}}
• {{tone_preference}}

Instructions

1. Ask for any missing inputs, then draft the letter.
2. Open with the purpose, the student's name, and the incident date.
3. Describe the incident in neutral, factual language using only the details given.
4. Quote the policy reference exactly as provided. If none was given, leave a clearly marked placeholder rather than writing your own.
5. State the consequence, its dates, duration, and the make-up work plan.
6. Note any prior communications that were provided.
7. Close with the contact person and the meeting or appeal options.
8. Keep the letter to one page.

Output format Business letter: date, addressee block, subject line naming the student, salutation, four to six short paragraphs, and a sign-off with name, role, and contact details. Plain factual tone. No legal jargon, no speculation about the student's character or motives, no em dashes.

Guardrails

• Use only the details supplied and mark gaps as [TO CONFIRM]; never invent dates, policy numbers, or consequences.
• Do not name or describe any other students involved.
• Flag that board policy, district legal counsel, or a special education case manager must be checked before sending when the consequence is suspension, expulsion, or involves a student with an IEP or 504 plan.

Example {{student_name}}: Maya Okafor, Grade 8; {{incident_description}}: repeated disruption in third-period science on 14 March; {{consequence_assigned}}: two lunch detentions, 18-19 March; {{tone_preference}}: neutral and supportive.