How to Write School Admissions Information for Parents

Who reads it and what they want

Parents looking for a school usually compare several at once. They want quick answers to four things: when to apply, what is required, how much it costs, and how selection works. Other information, such as the curriculum and extracurricular activities, still matters, but it is usually read after those four are answered.

For state schools, admissions follow rules set by the government and the local education authority. The school's job is to put those rules into plain language and link to the official source. Independent schools set their own process, so making the information clear is entirely the school's responsibility.

Admissions timeline

Write the timeline as a list of dates in order, not as a paragraph. The dates in this example are only illustrations:

Round 1

Applications: 1–31 October

Assessments and interviews: 8–9 November

Results: 15 November

Enrolment confirmation: 16–30 November

Also explain what happens if places fill up before the closing date, and whether there will be another round.

Requirements and documents

List the documents very specifically, including the format and number of copies:

• A copy of the birth certificate (1 copy).
• Proof of address (1 copy).
• Recent colour passport-size photos (2 copies).
• The latest school report, or a letter from the current school.
• Any other relevant documents, such as a health form or certificates of achievement.

If applications are online, state which file formats are accepted and the maximum file size. Many applications are held up simply because a file was too large or in a format the system would not accept.

State the age requirement with a clear reference date, too, for example "aged at least 6 on [date] of the year of entry".

Fee breakdown

Fees often prompt follow-up questions and are a common reason parents phone the school. Break them down into clear components:

• Application or registration fee: paid once; say whether it is refunded if the child is not offered a place.
• Admission or building fee: the amount, whether it can be paid in instalments, and the instalment schedule.
• Monthly or termly tuition: the amount, and what it covers.
• Uniform and books: paid once, or every year.
• Activity fees: school trips, paid clubs, or annual events.

Avoid the phrase "other fees to follow". If some costs are not yet confirmed, give an estimated range and say when the final figure will be announced.

Example fee summary

A fee summary that is easy to read separates one-off costs from regular ones. The figures in this example are only illustrations:

One-off fees

Application form: $[...] (non-refundable)

Admission fee: $[...] (can be paid in 3 instalments by [month])

Uniform (5 sets) and first-year books: $[...]

Regular fees

Tuition: $[...] per month, due by the 10th

Annual activities: $[...] per year, paid at the start of the school year

With this format, parents can work out what they need for the first year and the years after without having to ask.

Entrance assessments and selection

Parents want to know what their child needs to prepare. Explain:

• The type of assessment: an academic test, a psychological assessment, an observation session, or a parent interview.
• How long it takes and where it happens.
• What the child should bring on the day.
• How and when results are announced.

For nursery and the first years of primary school, if the observation is about getting to know the child's readiness rather than testing reading or counting, say so clearly. Parents often worry about this.

Pupils joining mid-year

Admissions for pupils moving schools partway through the year are often missing from admissions information. If your school accepts them, explain:

• Which year groups still have places, or how to ask.
• Any extra documents needed, such as a transfer letter and reports from the previous school.
• Whether there is a placement assessment, and how fees are calculated for a child who joins mid-year.

Refund policy

State clearly what happens if parents withdraw after paying. For example:

Withdrawal before 1 June: 50% of the admission fee is refunded. From 1 June: the admission fee is non-refundable. The application fee is non-refundable in all cases.

A policy that is written clearly from the start prevents disputes that are unpleasant for both sides.

Other common questions

Add a question-and-answer section for things that do not fit the categories above:

• Is there a school bus, and which areas does it cover?
• How many pupils are in each class?
• Are there scholarships or fee reductions?
• What is the school's approach to pupils with special educational needs?
• What time does the school day start and finish?
• Are there after-school activities or childcare?

Short at the front, complete at the back

Parents read admissions information in two ways. Some only want a quick overview to compare schools; others are already serious and want every detail. So prepare two layers:

1. A one-page summary with the timeline, the main requirements, the total first-year cost, and contact details. This works for social media posts, brochures, and WhatsApp messages.
2. A full document with every detail, policy, question, and answer. Link to it from the summary.

Make sure the figures in the summary and the full document always match. If something changes, update both on the same day.

One official source of information

A common problem is information that differs between the brochure, the website, Instagram posts, and what staff say on the phone. Choose one document as the official source, write the date it was last updated, and make sure every other channel points to it.

When something changes, such as an extended application deadline, update the official document first. Then announce the change on the other channels, saying exactly what has changed.