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Free Printable Parent Contact Log Templates [PDF, Word, Excel]

    Relationships are essential in any organization. School is no different. It’s established that using Parent Communication Logs in your classroom can foster better relationships between teachers and student parents and a trust-building opportunity to enter new students into the school or classroom.

    What is a parent contact log?

    Parent Contact Log
    Parent Contact Log

    A parent contact log is a document that lists all of the phone calls or other interactions you have with a parent. It can be as simple as a list on a sheet of paper, or it can be more elaborate.

    Parent contact logs are a quick and easy way to keep track of your phone calls, emails, and other communications with parents. They’re useful for everything from communicating with parents about their children’s upcoming events to schedule parent-teacher conferences.

    When you use an automated parent contact log, you’ll have a record of all the people you’ve contacted, when you contacted them, what you said, and how many times you tried to contact them before reaching them.

    You can also set up reminders for yourself to know when it’s time to follow up on a specific task or make a phone call.

    Parent Contact Log Templates

    A Parent Contact Log Template is a pre-designed format used to track and document communication between parents or guardians and educational institutions, such as schools or daycare centers. These templates provide a structured framework that allows educators or administrators to record essential details about parent-teacher interactions, discussions, or any other form of communication. Parent Contact Log Templates help in maintaining accurate records, facilitating effective communication, and promoting collaborative relationships between parents and educational institutions.

    Parent Contact Log Templates assist educational institutions and professionals in maintaining accurate and organized records of parent communication. By using these templates, educators or administrators can track the frequency, content, and outcomes of parent interactions, promoting effective communication and collaborative relationships. Parent Contact Log Templates enhance transparency, accountability, and consistency in parent-teacher communication, ultimately benefiting the educational experience and support provided to students. These templates are valuable tools for teachers, administrators, counselors, or anyone involved in parent communication within educational settings.

    Why do you need a parent contact log?

    Every parent you need to contact has a different email address and phone number. When you’re trying to reach them, it can be challenging to remember who you’ve already contacted and who still needs attention.

    A parent contact log lets you track which parents have been contacted and when. This will help avoid double-contacting parents or forgetting someone entirely.

    You can also use the parent contact log as an opportunity to give feedback on the student’s progress or ask for additional information from parents.

    It’s important to remember that parents may sometimes respond slower than we’d like. Some may only receive your message if they check their email regularly or have spam filters set up on their device blocking messages from schools and other organizations they don’t know personally.

    What Contact Info Should Be Included on Your Parent Contact Log?

    The Parent Contact Log is essential to your child’s health file. It’s a place for you to keep track of everything from phone numbers and addresses to insurance information and medical history.

    You can find the forms for this log in our parent handbook, which you can download here. It’s important to update your child’s contact log often as things change — so that when you need it, you’ll have all the information you need at your fingertips.

    To help ensure that we have the correct information on file, here are some common items that should be included in your child’s contact log:

    General contact information

    This includes your name, address, and phone number so we can reach you quickly if necessary.

    Emergency contacts

    If something happens while we’re caring for your child and we can’t get hold of you immediately, who do we call? Be sure to include this person’s name, address, phone number, and relationship to your child (i.e., parent/guardian). If applicable, also include the emergency contact person’s cell phone number because it may be easier for us to reach them than their home number during business hours.*

    Home address

    The home address can be used as a reference point for parents to meet up at school events or for administrators to send out important letters and notices. It also allows parents to conveniently reach out to their children in case of emergencies, such as an illness or an accident.

    Email address

    The email address serves as an alternative way for parents and students to communicate with each other. Different from meeting up in person, emails can be sent anytime and from anywhere, making them convenient for busy parents who may not have time during the day for school activities.

    Essential tips for Communicating with Parents

    Parents are often the first to know when something is wrong in their children’s lives. They’re an important part of the support network for students and can be an important source of information for teachers.

    But parents can also be challenging to communicate with if you need help with how to approach them or what to say. Here are some tips for communicating with parents as a teacher:

    Find out what other teachers have done. It’s okay if you want to try something different from what other teachers have done in the past. But it may be useful to find out what has worked for others before deciding which approach will work best for you and your school community.

    Get permission before contacting parents about their child’s behavior or performance. Parents will appreciate knowing that someone cares enough about their child to make contact, but they’ll feel better if you tell them right away that you’re reaching out because there’s cause for concern — not just because they haven’t heard back from their child lately.

    Be specific about what is happening at home that could affect schoolwork or behavior issues at school. Parents appreciate knowing exactly what they need to do to help resolve problems that are affecting their child’s life outside of school so they can be involved.

    Try to understand where the parent is coming from before directly criticizing them or their child. You might be surprised by what you hear if you approach them with an open mind and allow them to express themselves without jumping in with your own point of view too quickly.

    Don’t be afraid to ask questions about their child’s performance at home or in school so that you can better understand how best to help them succeed academically (and socially). Some parents may not feel comfortable sharing this information with teachers because it could reflect negatively on their parenting skills or on their child’s abilities (or lack thereof). But if you ask them directly about their concerns.

    Find out what other teachers have done. It’s okay if you want to try something different from what other teachers have done in the past. But it may be useful to find out what has worked for others before deciding which approach will work best for you and your school community.

    Final Thoughts

    Using the parent contact log, students and teachers can maintain good communication lines, which will go a long way in providing students effective academic and social development. If more parents are properly informed about the work their children are doing in school, it can be expected that there will be a more relaxed and understanding atmosphere in their homes, too.


    What should be included in a parent communication log?

    A parent communication log should include the date, student’s name, parent’s name, method and topics of communication, notes about action plans/next steps, and the name of the person logging the info.

    What is a parent contact log?

    A parent contact log is a written record of any communications between a teacher and parents regarding a student’s academic progress, behavior, needs, or other school matters. It documents conversations in person, via phone, email, newsletters, etc.

    How would you implement successful communication and involvement between families teachers administration and students?

    Strategies for success are: clear, positive, frequent communication from teachers through multiple channels, engaging orientations and open houses, activities for families to volunteer or observe in the classroom, establishing a parent council, gathering input through surveys, addressing feedback promptly, and inclusive, transparent decision making.

    What is the purpose of a parent communication log?

    The purposes are: documenting conversations for reference, consistency in following student action plans, effective following up on requests or concerns, coordinated efforts in addressing student needs, and accountability in family-school information sharing.

    What is parental snooping?

    Parental snooping refers to parents secretly surveilling, monitoring or checking their child’s devices, online activity, messages, emails and other private information without disclosing their actions. It violates a child’s privacy.

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    Betina Jessen

    Betina Jessen

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