Elementary and middle school teachers
Give participants a clear set of questions and keep the information together, making it easier to prepare, respond and follow up. Review “Grade / Year” in particular and adapt it to the detail you need.
Field Trip Permission Form Template
Ditch the crumpled paper slip and collect field trip permission digitally. This template captures everything schools need before a group excursion: student details, parent contact and emergency information, destination and trip date, medical conditions, medication authorization, and photo consent — all in a single organized form that arrives in your inbox the moment it's submitted.
Free for non-commercial projects, with unlimited forms and responses.
Last updated
About this template
A field trip permission form is one of the most critical documents a school collects before any off-campus excursion. It simultaneously secures parental consent for participation, surfaces medical information that staff must know in an emergency, establishes emergency contact details, and records photo permissions — all in one document. Paper-based permission slips are easily lost, illegible, or returned too late to plan accordingly.
More about this template
This digital template eliminates those friction points. Parents receive a link — via email, class app, or school newsletter — and submit their response from any device. Teachers and administrators see responses populate in real time in their formformform dashboard, and get an instant notification each time a form is submitted. At a glance, coordinators can see who has and hasn't responded, and follow up with non-respondents before the deadline.
formformform stores all submissions securely and lets you export the full response set as a spreadsheet — making it easy to create a roster of participating students, their medical notes, and emergency contacts in one printable document to bring on the day of the trip.
13 fields to make your own13 required in this starting form
Make it fit your workflow.
Use your own copy to change labels, remove questions and add the details you need. Try the preview alongside this guide to see what respondents will be asked.
The questions, explained
Fields in this template
Review the starting questions and choices. You can change them in your own copy.
Student Full Name
Alex Johnson
Grade / Year
e.g. 5th Grade
School Name
e.g. Lincoln Elementary School
Parent / Guardian Full Name
Jordan Johnson
Email Address
parent@example.com
Phone Number
(555) 987-6543
Emergency Contact Name & Phone
e.g. Aunt Sarah — (555) 111-2222
Destination
e.g. Natural History Museum
Trip Date
Medical Conditions or Allergies
List any medical conditions, allergies, or dietary restrictions staff should be aware of. Write 'None' if not applicable.
Medication Administration
2 choices
- Yes, staff may administer prescribed medication if needed
- No, staff should not administer any medication
Permission to Participate
2 choices
- Yes, I give permission for my child to attend this field trip
- No, my child will not attend this field trip
Photo Permission
2 choices
- Yes, photos/videos of my child may be taken and shared by the school
- No, my child should not be photographed or filmed
Where it fits
Who uses this template
Suggested uses, and why this starting point can help. Adapt the questions to your own process.
High school trip coordinators
Give participants a clear set of questions and keep the information together, making it easier to prepare, respond and follow up. Review “Destination” in particular and adapt it to the detail you need.
School administrators
Give participants a clear set of questions and keep the information together, making it easier to prepare, respond and follow up. Review “Trip Date” in particular and adapt it to the detail you need.
After-school program directors
Give participants a clear set of questions and keep the information together, making it easier to prepare, respond and follow up. Review “Medical Conditions or Allergies” in particular and adapt it to the detail you need.
Childcare and daycare centers
Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Medication Administration” in particular and adapt it to the detail you need.
Youth organization leaders
Gather the details needed before making arrangements. Consistent answers help you spot special requirements and prepare the next step. Review “Permission to Participate” in particular and adapt it to the detail you need.
Museum and cultural institution education departments
Give participants a clear set of questions and keep the information together, making it easier to prepare, respond and follow up. Review “Photo Permission” in particular and adapt it to the detail you need.
Homeschool co-ops and co-op coordinators
Give participants a clear set of questions and keep the information together, making it easier to prepare, respond and follow up. Review “Grade / Year” in particular and adapt it to the detail you need.
What's included
Student name, grade, and school fields
Parent/guardian name, email, and phone
Emergency contact name and phone in a single field
Destination and trip date fields for record-keeping
Medical conditions and allergy disclosure text area
Medication administration authorization
Explicit permission granted/denied radio
Photo and video permission radio
How to create a field trip permission form
- 1
Click 'Use this template' to create your free formformform account and open this permission form pre-built.
- 2
Update the destination and trip date fields with your specific excursion details, or leave them as fillable fields for parents to confirm.
- 3
Adjust the medical and allergy field placeholder text to reflect the specific information your school requires.
- 4
Set up your notification email so each submitted form lands in your teacher or admin inbox immediately.
- 5
Share the form link via your school's communication channels — class email, parent portal, messaging app, or QR code on a class handout.
- 6
Export all responses to a spreadsheet before the trip to create a complete participant roster with medical notes and emergency contacts.
Best practices for your field trip permission form
Send the form link at least two weeks before the trip
parents need time to respond, and late forms create last-minute chaos.
Require the emergency contact field
this is non-negotiable for any off-campus activity. A name and phone number for someone other than the submitting parent is essential.
Don't make medical info optional
even if most students have no conditions, requiring all parents to respond ('None' is a valid answer) ensures you have complete information.
Include trip-specific details
embed the destination, date, and departure time directly in the form so parents can confirm the specifics in writing.
Follow up with non-respondents
monitor submissions daily after sending and contact parents who haven't responded a few days before your deadline.
Keep records after the trip
store all permission forms for at least one academic year in case a post-trip incident raises questions about who authorized participation.
15 form ideas you can build with this template
Museum Day Trip Permission Slip
Collects parent consent and medical details for a single-day excursion to a science, art, or natural history museum.
Overnight Camping Trip Consent
Gathers extended permission including dietary needs, medication instructions, and cabin assignment preferences for multi-day outdoor trips.
State Capital or Civic Field Trip Form
Documents permission for government building tours requiring security screening, including any access accommodation needs.
Sports Tournament Travel Consent
Captures permission for student athletes to travel to away competitions, including transport, accommodation, and medical authorization.
Theater or Performing Arts Excursion Form
Collects consent for evening or weekend performances, including late return time acknowledgment and drop-off arrangements.
Aquarium or Zoo Visit Permission Form
Gathers parental approval and allergy disclosures for half-day educational excursions to wildlife or marine life facilities.
High School College Campus Tour Consent
Documents permission for juniors and seniors to travel to university campuses for official admissions tours.
Planetarium and Science Center Trip Form
Collects consent and medical details for STEM-focused day trips to planetariums, observatories, or science discovery centers.
Historical Site or Battlefield Visit Form
Gathers permission for outdoor walking-intensive excursions to national parks, monuments, or heritage sites.
Cooking Class or Culinary Workshop Trip Form
Captures food allergies and parental consent for field trips to commercial kitchens or culinary education facilities.
Choir or Band Competition Travel Form
Documents permission for performing arts groups traveling to regional or state music competitions, including instrument transport.
Kindergarten Farm Visit Permission Slip
Collects parent consent and animal allergy disclosures for early childhood farm excursions with animal interactions.
Library or Bookstore Field Trip Form
Gathers simple permission for short neighborhood excursions to public libraries or local bookstores.
Community Service Day Consent Form
Documents parent approval for service-learning days where students work at food banks, community gardens, or similar sites.
Ski or Winter Sports Field Trip Consent
Captures equipment size, skiing ability level, and full medical and liability consent for school ski trips.
Frequently asked questions
Can this form replace a printed permission slip?
For most schools, yes. Digital consent is widely accepted when there is a clear record of who submitted it and when. However, some districts may require physical signatures — check your school's policy before going fully paperless.
How do I track who has and hasn't submitted the form?
You can view all submissions in your formformform dashboard. If you export to a spreadsheet and cross-reference with your class roster, it's easy to identify which families still need to respond.
Can parents update their response if information changes?
Parents would need to submit the form again with the updated information. You'd then have two responses from the same family — the newer one would take precedence. Consider adding a note in the form about how to handle updates.
Is there a way to set a deadline for submissions?
formformform allows you to close a form at any time, which effectively enforces a deadline. Close the form on the cutoff date and parents who attempt to submit will see the form is no longer accepting responses.
Can I add my school's logo or branding to the form?
Yes. formformform lets you customize your form's appearance including colors and branding. You can also add a paragraph field at the top with your school's name, letter content, and teacher contact information.
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