Every year, thousands of parents get hit with attendance fines — and most of them could have been avoided with one simple change: the way the request was worded.
Schools don’t like to admit it, but the Education (Pupil Registration) Regulations 2006 give headteachers discretion to authorise absences in “exceptional circumstances.” The problem is, most requests are written in a way that leaves no room for discretion.
The Mistake Most Parents Make
Most parents simply write:
“We’d like to request a family holiday during term time.”
That’s the fastest way to get an automatic “unauthorised” response.
To a headteacher, that reads as optional travel — not an exceptional reason.
But if you understand how the system works, you can word it in a way that aligns with what the law actually allows.
How to Frame It the Right Way
Instead of focusing on where you’re going, explain why this time away supports your child’s development, wellbeing, or learning.
For example:
“This trip supports my child’s emotional wellbeing and family connection, which are essential to their personal development and learning. It also provides cultural and educational experiences that complement the curriculum.”
If your child has SEND or an EHCP, you can go one step further:
“This short break will support sensory regulation, emotional recovery, and family bonding — all linked to outcomes within my child’s EHCP.”
This wording gives the headteacher a lawful, defensible reason to authorise the absence — especially where mental health, family stability, or regulated rest is a key factor.
What Counts as “Exceptional Circumstances” in 2025?
While there’s no fixed list, schools are advised to consider:
- Family wellbeing or mental health recovery
- Unavoidable work commitments or deployments
- Educational value or cultural benefit
- SEND-related regulation or therapeutic benefit
In fact, recent DfE guidance acknowledges that “attendance policies should take account of pupils with complex needs, including those with anxiety, medical conditions or EHCPs.”
How to Strengthen Your Request
- Keep it short, factual, and polite.
- Avoid words like holiday or trip — use family time or educational experience.
- Link it to wellbeing, family connection, or curriculum value.
- If relevant, attach EHCP extracts that mention emotional or sensory regulation.
- Submit the request in writing (keep a copy).
When Fines Are Unfair
If the headteacher refuses and you later receive a penalty notice, remember: fines are discretionary, not automatic.
If your child has medical, SEND, or emotional needs, or if the LA has failed to provide suitable education, you can challenge the fine.
We’ve created a free downloadable template you can use to word your request properly — or to appeal a fine that’s been unfairly issued.
📄 Get it here: AskEllie.co.uk/resources/term-time-request-template
Final Thought
Parents shouldn’t have to choose between family time and fines.
A few well-chosen words can make all the difference — not because you’re gaming the system, but because you’re helping schools see the bigger picture: that education is about more than attendance; it’s about growth, balance, and belonging.
Leave a Reply