These template letters are designed for parents, guardians and carers who wish to ask a school to confirm how pupil toilet and changing facilities are provided and how the school is meeting its legal, equality and safeguarding responsibilities.
The letters ask the school to provide clear information about its current arrangements, policies, statutory provision, equality considerations and safeguarding measures. They can be adapted to reflect your particular circumstances and the age and needs of your child.
Separate versions are provided for England, Scotland, Wales and Northern Ireland. The legal and regulatory frameworks differ between the four nations, so it is important to use the version appropriate to the location of the school.
The templates address matters including:
- provision of separate facilities for boys and girls;
- any additional or single-user facilities;
- access to toilet and changing facilities;
- privacy, dignity and safeguarding;
- changing rooms and showers;
- menstrual and other biological needs;
- equality considerations and relevant assessments;
- residential and overnight accommodation; and
- any external advice or guidance relied upon by the school.
The purpose of the letter is to ask the school to explain its current arrangements and demonstrate how it considers those arrangements to comply with the applicable legal and safeguarding requirements. It does not assume that a school has acted unlawfully or seek information about individual pupils.
Before sending your letter
Please:
- Use the correct national version; England, Scotland, Wales or Northern Ireland. Education law, school premises requirements and equality law are not identical across the UK. England, Scotland, Wales and Northern Ireland have different statutory frameworks and guidance governing schools. Each template has therefore been prepared separately to reflect the framework applicable in that nation.
- Check the date of the template and the legislation and guidance referred to, particularly if you are using the letter some time after publication.
- Adapt the letter to your circumstances, including your child’s year group and any particular concern you wish the school to address.
- Do not ask the school to disclose confidential or identifying information about another pupil. The school can be asked about its policies, provision, assessments and decision-making processes without requesting another child’s personal information.
- Keep a copy of the letter and any response you receive for your records.
- If the school does not provide a substantive response, or you remain concerned about its arrangements, you may wish to use the school’s formal complaints procedure or seek appropriate independent advice.
Please note: these templates are provided as a practical starting point for parents, guardians and carers. They are not a substitute for individual legal advice. The law and statutory guidance can change, so the legislation and guidance referenced in each template should be checked if the letter is used at a later date.