Complete Communication Guide: Phrases & Vocabulary for English Learner Parents

Essential Phrases for All School Communications

Starting Conversations

• “Hello, I’m [name], [child’s name]’s mother/father.”
• “Thank you for meeting with me today.”
• “I wanted to discuss my child’s…”
• “I have some questions about…”
• “I’m concerned about…”
• “Can you help me understand…”
• “I received a call/email about…”
• “I’d like to schedule a meeting to discuss…”

Asking for Clarification

• “Could you please explain that again?”
• “I don’t understand what [term] means.”
• “Can you give me an example?”
• “What exactly does this mean for my child?”
• “Is this normal for students my child’s age?”
• “Can you show me what you mean?”
• “Could you write that down for me?”
• “What should I do if this happens again?”

Expressing Concerns Politely

• “I’m worried that my child…”
• “I’ve noticed at home that…”
• “My child tells me that…”
• “I’m not sure if this is normal, but…”
• “I want to make sure my child is…”
• “I’m concerned because…”
• “Something seems different about…”
• “I think there might be a problem with…”

Asking for Help and Support

• “How can I help my child at home?”
• “What can I do to support their learning?”
• “Are there resources available for…”
• “What would you recommend?”
• “Is there extra help available?”
• “Can you suggest ways to…”
• “What should I do when…”
• “Who else can help with this?”

Requesting Information

• “Can you tell me about my child’s progress?”
• “How is my child doing compared to other students?”
• “What are my child’s strengths?”
• “Where does my child need improvement?”
• “What should I expect next?”
• “What are the next steps?”
• “When will we know more about…”
• “How often should we check on this?”

Showing Cooperation

• “I want to work with you to help my child.”
• “What can we do together?”
• “I’m willing to…”
• “Please let me know if you need anything from me.”
• “I appreciate your help with this.”
• “Thank you for your patience.”
• “I want to support what you’re doing at school.”
• “We’ll work on this at home too.”

Ending Conversations

• “Thank you for your time.”
• “I appreciate all your help.”
• “Please contact me if you need anything.”
• “When should we meet again?”
• “I’ll follow up with you about…”
• “Please keep me informed.”
• “I look forward to hearing from you.”
• “Thank you for everything you do for my child.”

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Vocabulary by School Professional Type

For Teachers (Classroom Learning)

Academic Terms:

• Assignment – work given to students
• Homework – work to do at home
• Quiz/Test – ways to check learning
• Grade – score on work (A, B, C, D, F)
• Report card – official grades sent home
• Parent-teacher conference – meeting about student progress
• Curriculum – what students learn in each grade
• Standards – learning goals for each grade level

Useful Phrases:

• “How is my child doing in [subject]?”
• “What can I do to help with homework?”
• “Is my child keeping up with the class?”
• “What should my child read at home?”
• “Are there any missing assignments?”
• “What materials does my child need?”
• “Can you send work home if my child is absent?”

For School Counselors (Social-Emotional Support)

Counseling Terms:

• Counselor – person who helps with problems and feelings
• Anxiety – feeling worried or nervous
• Stress – feeling overwhelmed
• Bullying – when someone is mean to others repeatedly
• Conflict resolution – solving problems peacefully
• Social skills – how to get along with others
• Coping strategies – ways to handle difficult situations
• Mental health – emotional well-being

Useful Phrases:

• “My child seems sad/anxious lately.”
• “I’m worried about my child’s behavior.”
• “My child is having trouble making friends.”
• “Can you help my child with…”
• “What resources are available for…”
• “Is this behavior normal for this age?”
• “How can I support my child’s emotional needs?”

For School Administrators (Policies & Serious Issues)

Administrative Terms:

• Principal – head of the school
• Policy – official school rules
• Suspension – temporary removal from school
• Discipline – consequences for breaking rules
• Emergency procedures – plans for keeping students safe
• Enrollment – registering for school
• Appeal – asking for a decision to be reconsidered
• Complaint – formal report of a problem

Useful Phrases:

• “I want to understand the school’s policy on…”
• “Can you explain what happened?”
• “What are the consequences for…”
• “I’d like to file a complaint about…”
• “What are my rights as a parent?”
• “Can this decision be appealed?”
• “What documentation do I need?”

For College Counselors (Future Planning)

College Preparation Terms:

• College application – form to request admission to college
• SAT/ACT – tests for college admission
• Transcript – official record of high school grades
• Scholarship – money awarded for college
• Financial aid – help paying for college
• FAFSA – form for financial aid
• Major – main subject to study in college
• Community college – two-year college option

Useful Phrases:

• “What does my child need for college?”
• “How can we make college affordable?”
• “What scholarships are available?”
• “When should we start preparing for college?”
• “What careers match my child’s interests?”
• “Should my child take the SAT or ACT?”
• “How do we apply for financial aid?”

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Common School Situations and Phrases

Academic Performance Discussions

When grades are good:

• “I’m proud of my child’s progress.”
• “What can we do to maintain this success?”
• “Are there opportunities for my child to be challenged more?”

When grades need improvement:

• “I’m concerned about my child’s grades in [subject].”
• “What specific areas need work?”
• “Is my child missing important concepts?”
• “Should we consider tutoring?”
• “How can I help with studying at home?”

For homework issues:

• “My child is struggling with homework.”
• “How long should homework take each night?”
• “What should I do if I can’t help with the work?”
• “My child says they don’t have homework – is this true?”
• “Can you send home a homework schedule?”

Behavior and Social Issues

Positive behavior:

• “I’m glad to hear my child is well-behaved.”
• “Thank you for helping my child develop good habits.”
• “What social skills is my child developing?”

Behavior concerns:

• “I’ve noticed changes in my child’s behavior at home.”
• “My child seems upset after school lately.”
• “Is my child getting along well with classmates?”
• “Has my child been following school rules?”
• “What consequences are there for misbehavior?”

Bullying situations:

• “I think my child is being bullied.”
• “My child is afraid to come to school.”
• “Other students are making fun of my child’s accent.”
• “What is the school’s anti-bullying policy?”
• “How will you keep my child safe?”

Special Services and Support

English Language Learning:

• “My child is still learning English.”
• “What support is available for English language learners?”
• “Should I speak English or my home language at home?”
• “How can I help if my English isn’t perfect?”
• “Are there translation services available?”

Special Education:

• “I think my child might need extra help with learning.”
• “What is an IEP?” (Individualized Education Program)
• “How do I request testing for learning disabilities?”
• “What accommodations are available?”
• “Can my child get extra time on tests?”

Gifted Programs:

• “My child seems bored in class.”
• “Are there programs for advanced students?”
• “How do I know if my child is gifted?”
• “What enrichment activities are available?”

School Logistics and Procedures

Attendance:

• “My child will be absent because…”
• “What is the policy for excused absences?”
• “How do I report my child’s absence?”
• “Can my child make up missed work?”
• “What happens if my child is late?”

Health and Safety:

• “My child has a medical condition you should know about.”
• “What are the school’s safety procedures?”
• “How do you handle medical emergencies?”
• “What should I do if my child gets sick at school?”
• “Is there a school nurse available?”

Communication:

• “What’s the best way to contact you?”
• “How often will you update me on my child’s progress?”
• “Can you send information in my home language?”
• “Will you let me know if there are problems?”
• “How can I stay involved in my child’s education?”

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Essential School Vocabulary by Category

People at School

• Teacher – person who teaches classes
• Principal – leader of the school
• Assistant Principal – helps the principal
• Counselor – helps with personal and academic problems
• School Nurse – takes care of health needs
• Librarian – manages the school library
• Secretary – works in the main office
• Bus Driver – drives the school bus
• Custodian – keeps the school clean
• Substitute Teacher – temporary teacher

School Subjects

• Math/Mathematics – numbers and calculations
• English/Language Arts – reading, writing, grammar
• Science – study of the natural world
• Social Studies – history, geography, civics
• Art – drawing, painting, creative activities
• Music – singing, playing instruments
• Physical Education (PE) – exercise and sports
• Foreign Language – learning other languages
• Computer Science/Technology – using computers

School Supplies and Materials

• Textbook – main book for learning
• Notebook – book with blank pages for writing
• Pencil/Pen – tools for writing
• Backpack – bag for carrying school items
• Calculator – tool for math problems
• Ruler – tool for measuring
• Glue/Tape – for sticking things together
• Folder – for organizing papers
• Binder – for organizing materials by subject

Assessment and Grading

• Quiz – short test
• Exam/Test – longer assessment
• Project – extended assignment
• Essay – written composition
• Report – presentation of information
• Grade – score or evaluation (A, B, C, D, F or percentages)
• GPA – Grade Point Average (overall grade average)
• Progress Report – update on student performance
• Report Card – official record of grades

Time and Schedule

• Semester – half of the school year
• Quarter – one-fourth of the school year
• Period – time block for one subject
• Recess – break time for playing
• Lunch – meal time at school
• Dismissal – end of the school day
• Early Release – shorter school day
• Field Trip – educational trip outside school
• Holiday/Break – time when school is closed
• Summer Vacation – long break during summer

School Events and Activities

• Open House – event for families to visit school
• Parent-Teacher Conference – meeting about student progress
• School Play/Concert – performance by students
• Sports Game – athletic competition
• Assembly – gathering of all students
• Graduation – ceremony for completing school level
• Fundraiser – event to raise money for school
• Volunteer Opportunity – ways for parents to help

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Phrases for Different Communication Methods

Phone Conversations

Starting the call:

• “Hello, this is [name], [child’s name]’s parent.”
• “I’m calling about my child, [name].”
• “I received a message that you called.”

During the call:

• “Could you please speak more slowly?”
• “Can you repeat that information?”
• “Let me write that down.”
• “I understand that…”
• “What should I do next?”

Ending the call:

• “Thank you for calling me.”
• “I’ll take care of that right away.”
• “Please call me if anything else happens.”
• “When should I call you back?”

Email Communication

Subject lines:

• “Question about [child’s name]”
• “Concern about [child’s name] in [class/situation]”
• “Request for meeting – [child’s name]”

Email openings:

• “Dear [Mr./Mrs./Ms. Name],”
• “I hope this email finds you well.”
• “I am writing regarding my child, [name].”

Email closings:

• “Thank you for your time and assistance.”
• “I look forward to hearing from you.”
• “Please let me know if you need any additional information.”
• “Best regards,” or “Sincerely,”

Written Notes

Excuse notes:

• “[Child’s name] was absent on [date] due to illness.”
• “Please excuse [child’s name] from school on [date] for a family emergency.”
• “[Child’s name] was late this morning because of a medical appointment.”

Permission notes:

• “I give permission for [child’s name] to participate in [activity].”
• “[Child’s name] has my permission to walk home after school.”
• “I authorize [child’s name] to ride the bus with [friend’s name].”

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Cultural Bridge Phrases

Explaining Your Background

• “In my country, the school system works differently.”
• “I’m still learning about how schools work here.”
• “This is new for our family.”
• “We want to understand the American school system.”
• “Can you help me learn what’s expected?”

Asking for Cultural Understanding

• “In our culture, we…”
• “Our family values…”
• “This is important to our family because…”
• “Can you help me balance our traditions with school expectations?”
• “How can we respect both our culture and school rules?”

Language Considerations

• “My English is still improving.”
• “Can you provide information in [language]?”
• “I might need help understanding some words.”
• “My child speaks [language] at home.”
• “Should I speak English or our home language when helping with homework?”

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Emergency and Urgent Situation Phrases

Immediate Safety Concerns

• “This is an emergency.”
• “My child is in danger.”
• “Someone is threatening my child.”
• “I need to speak to the principal immediately.”
• “This cannot wait.”

Health Emergencies

• “My child is seriously ill.”
• “My child had an accident.”
• “My child needs medical attention right away.”
• “Please call 911.”
• “I’m coming to pick up my child immediately.”

Urgent Academic Issues

• “There’s been a serious misunderstanding.”
• “I need to clarify something important.”
• “This is affecting my child’s ability to learn.”
• “We need to resolve this quickly.”

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Numbers and Time Expressions

Numbers for Grades and Scores

• Percentages: “My child got 85 percent” (85%)
• Letter Grades: A (excellent), B (good), C (satisfactory), D (below average), F (failing)
• Test Scores: “The SAT score was 1200” or “The ACT score was 28”

Time Expressions

• Daily: “every day,” “Monday through Friday”
• Weekly: “once a week,” “twice a week,” “every Tuesday”
• Monthly: “once a month,” “every month”
• Yearly: “once a year,” “annually”
• Academic year: “fall semester,” “spring semester,” “school year”

Meeting Times

• “Can we meet this week?”
• “I’m available in the morning/afternoon.”
• “What time works best for you?”
• “How long will the meeting take?”
• “I need to arrange childcare/transportation.”

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Tips for Successful Communication

Before Meetings

1. Prepare questions in advance – Write down what you want to ask
2. Bring important documents – Report cards, medical information, previous communications
3. Arrange interpretation if needed – Many schools provide translators
4. Plan your transportation and timing – Arrive a few minutes early

During Meetings

1. Take notes – Write down important information
2. Ask for clarification – Don’t pretend to understand if you don’t
3. Request written summaries – Ask for important information in writing
4. Share your perspective – Your insights about your child are valuable

After Meetings

1. Review your notes – Make sure you understand what was discussed
2. Follow up on agreements – Do what you promised to do
3. Contact school if you have questions – Don’t wait if you need clarification
4. Share information with your child – Help them understand plans and expectations

General Communication Tips

• Be patient with yourself – Learning to communicate in a new language takes time
• Don’t be embarrassed – School staff want to help you and your child succeed
• Ask questions – There are no “stupid” questions when it comes to your child’s education
• Stay positive – Focus on working together for your child’s benefit
• Keep records – Save emails, notes, and important documents
• Know your rights – You have the right to be involved in your child’s education

Remember: School professionals want to work with you to help your child succeed. Your involvement and advocacy are crucial for your child’s educational success. Don’t hesitate to reach out when you have questions or concerns!