How to leave a helpful and succinct substitute teacher note.

It’s the end of the school day and the last student has left your class. It’s time to leave a substitute teacher note that summarizes the day and shares student progress. 

The day flew by and you couldn’t jot down your thoughts in real time. Here’s a handy checklist to help you share what’s most important with the teacher. Your goal is to professionally balance detail while also being concise. 

Formatting substitute teacher notes.

Before leaving a note, ask the administration about its preferred format and specific requirements. Some schools may request handwritten notes, while others prefer an email or submission through a system. 

Once that’s squared away, you can get started.  

Absent students. 

While the teacher can retrieve absence information, why make them look it up? Share who was missing, so the teacher knows who needs makeup work when they return. 

Lesson plan progress.

Did everyone finish early? Or were students unable to reach the halfway mark? Explain how far the class got through the lesson plan, so the teacher can pick up where you left off. This is the perfect time to mention any confusing topics or challenging areas the students encountered. 

Sometimes emergencies happen and a lesson plan may not be available. You’ll have to adjust in these cases. Whether you asked an administrator, got help from a teacher next door, or brought a backup lesson plan, always explain this in your notes. That way, the teacher knows what you covered and can tailor their plans for the following day. 

Changes to the schedule.

Every day as a substitute teacher comes with some unpredictability. Maybe the teacher forgot about an assembly during the 6th period. Maybe there was a fire drill. Be sure to notify them about any changes to class schedules that may have affected progress. 

Classroom behavior.

Reporting on the classroom’s general behavior helps teachers manage dynamics when they return. Positive and negative incidents are equally warranted. This could include helpful students or any major disruptions.  

When detailing challenges, be sure to remain neutral. Explain what happened, how you tried to address the situation, and the outcome. While calling out a specific student doesn’t feel good, the teacher will be grateful. You’ll provide an opportunity for them to follow up with the student and ensure their needs are properly managed. 

Anything else you think the teacher should know.

From an exceptional classroom setup to the friendly teacher next door, include anything relevant that contributed to the day’s success.  

It may be as simple as whether a student asked that you call them something other than what was listed on the seating chart. 

Express gratitude.

Always close your notes with appreciation. Thank the teacher for the opportunity and express how you’d enjoy returning to their classroom. Gratitude leaves a positive impression on the teacher and the school. 

What to leave out.

While you’ll want to explain how the day went, there are certain topics you can skip.  

• Minor disruptions. Maybe some students were a bit chatty before starting their work, or someone was tapping their pencil. You can omit small interruptions, like those which only momentarily disrupt the learning environment. If nothing major happened, you likely won’t need to note it. 

• Avoid expressing personal opinions about students, criticizing the class or school, or making jokes or unpleasant comments. Even if you have had a rough day, explain what happened, but try not to focus solely on the negative. 

• Steer clear of excessive personal details. Your note should contain relevant, constructive information about the students and the lesson. So, if you add any personal observations, focus on appropriate topics. This ensures your note remains professional and useful. 

The ideal tone. 

A positive, professional, factual tone is a must with substitute teacher notes, especially if you want to return. Leaving a note in the right tone doesn’t just keep the regular teacher up to speed. It also showcases your efforts and proves your dedication to supporting a positive learning environment.  

It can demonstrate your adaptability and leave an impression on the teacher, increasing your likelihood of being invited back as a preferred substitute teacher or even landing a long-term assignment.  

• Use formal language. Avoid slang or casual phrases. 

• Prioritize respectful and constructive language when mentioning successes and challenges. 

• Offer relevant and direct information. Explanations should be brief, but thorough. 

• Don’t forget to proofread! Grammatical errors can weaken the professionalism of your note. 

What about different grade levels? 

What you share may also vary by grade level. While you’ll still want to include the essential elements mentioned above, some are more applicable depending on the students’ age and lesson complexity. 

For example, older students may require you to share about academic progress and task completion. Younger students might need more attention on behavior management. 

It’s best to tailor your observations to the specific needs of the students. Consider what the regular teacher would find most significant to continue effective learning in the classroom. 

A substitute teacher note example.

Let’s say you have a substitute teacher assignment for a 9th-grade English class. The teacher left a detailed lesson plan, and today, the students are finishing up their persuasive essays. Classes go pretty smoothly until the last period, where you struggle to keep one student on task. 

Dear Mrs. Patterson, 

I hope this note finds you well. Here is a quick summary of the day.  

• Timmy was absent.  

• We started with a short overview of a persuasive essay’s key elements. Most students were generally on task, and everyone finished their essays. We even had time to share a few.  

• Thomas was helpful with passing out and collecting assignments. 

I experienced a challenge keeping Shelly engaged. Even with redirection and reminders, she was still distracting the rest of the class. Mr. Martin from next door came by to help her stay focused, and she was cooperative.  

All in all, the day went well, and I would be happy to return any time you need. It was a pleasure to substitute teach in your class today. 

Best regards, 

[Your name] 

Grow as a substitute teacher with Kelly Education. 

Want more helpful tips? We have an entire library of helpful articles for substitute teachers. Here are a few more favorite titles: 

• Classroom management for substitute teachers 

• What not to do as a substitute teacher 

• How to become a substitute teacher in your state 

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