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All you need to know about being a Room Mom (+introduction letter)


Room Mom, classroom coordinator, head mom in charge, room parent or whatever you call it. Maybe you had a grueling battle and came out as the mom on top. Or maybe you were the sole parent volunteer. Whatever the case, here you, so Room Mom, now what?

daily mom parent portal room mom letter introduction

1Creating a class list

Undoubtly one of your first jobs as a room parent will be setting up a class list. Google docs will be your jam. You can share with those who have gmail or easily download as PDFs or .doc file.

Pro Tip: Check with your school on their policy of sharing emails. Most schools give out a media opt-in form at the beginning of the year. This is something that can be included in your letter of introduction.

2Letter Introduction

After you have established your class list and emails, you will want to introduce yourself as Room Mom. Keep the letter short and sweet. Start by saying who you are and who your child is, often we only know parents as “so-and-so’s Mom or Dad.” We’ve included an awesome and detailed letter of introduction for you to use as a template when writing yours that you can download below.

3Create Unanimous Class Surveys

Want to get your class parents opinion? Some prefer commenting unanimously. Making a quick survey can help to get some easy feedback without flooding your inbox. Your class parents can take them within seconds. Google Docs will easily graph the results in a pie chart, letting you know exactly what was the favorite of the class.

  • Sample Questions:
    • Would you like to participate in a class gift?
    • How much would you be willing to contribute?
    • Do you have any specific gift ideas?
    • Would you like to help with any activities?
    • What type of activities would you like to see done this year?

4Keeping Track of Money

It is highly likely one of your tasks as Room Mom will involve receiving and keeping track of money. Luckily with new technology, there are a lot of apps that help with collecting money. Venmo and Paypal being two of the most widely known. They are easily downloadable to your phone or computer and linked to your bank account. For PayPal give out your email address associated with the account. Venmo you will need to either your username or phone number.

Using Google Sheets you can create an excel sheet that allows you to keep track of who gave you what. Use the sum function to add up all the money you have you collected.

5Creating Sign Ups

Another likely task of any room parent is asking for donations or volunteers for the class. Some parents work and can only contribute monetarily, while others prefer to volunteer to give their time. Whatever their preference, SignUp Genius is the best app to organize sign ups. It is also completely free.

6Calendar Collaboration

Are there several parents working together as Room Parents? Or are you splitting up parties? Doodle is an app that helps meeting up with several different parties easy. We’ve all been in that forever long group text with back and forth messages about schedules and more that result in everyone being confused at the end. Doodle takes all the confusion out of scheduling by putting everyone’s availability in one easy-to-read calendar.

7Volunteer/Background Checks

Some schools require parents to have background checks. Make sure to check with your school if you or anyone else working with the students need to get one.

8Class Gifts

It is a well-known fact that teachers do not get the respect they deserve in terms of pay. While the work they do is invaluable, giving them a tangible gift for their birthday, Christmas, or at the end of the year is a must. As the room parent you will be collecting money and organizing class gifts. Use all the tips above for apps and how to organize along with these tips on gifting.

Keep it simple– don’t overdo it with monogram bags, clothing, coffee cups or other knick-knacks. As well as we may think we know our teachers, we still may get their taste wrong. Plus, as much as we think we are being unique with our Pinteresty cuteness- that is not always the case. Cutesy gifts can be overdone when given year after year.

Gift Cards are best– allowing the teacher to pick what they want via a gift card is what teachers really want. This allows the teacher to use the money as he/she sees fit. Maybe you get one to his/her favorite clothing store, restaurant, or fun activity spot around town. If many parents are chipping in a substantial amount can be placed on the gift card making it a really great gift for the (usually underpaid) teacher.

9Creating a Teacher Survey

The best way to ensure your teacher gets what they want, either as a class gift or as needed school supplies or snacks throughout the year, is to create a teacher favorite survey. Here you will ask for their input and use this to help guide you and other parents when purchasing gifts for the teacher personally and for the classroom. You will want to know big and small items. Send it out as PDF or .doc that can be typed on by the teacher and emailed out to your class.

Sample Teacher Survey Questions:

  • Birthday (you don’t need the year)
  • Favorite sports
  • Favorite sports team
  • Favorite places to shop
  • Favorite Resturants- casual and fine dining
  • Favorite Activites
  • Favorite snacks
  • Favorite beverages
  • What do you enjoy doing with your family?
  • What do you enjoy doing just for yourself?
  • Initials for Monogram
  • Wishlist for your classroom

Check out this article on Benefits of Spanish Immersion Programs.


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All You Need To Know About Being A Room Mom (with Introduction Letter)

Photo Credit:  Unsplash, Element5 Digital 

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About admin

I am a father of three and my wife is a registered nurse specialized in children.

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