Some states have form letters for principals to report a weapon on campus

What is the procedure for the Escambia County School District to inform parents about a gun incident on a school campus? The Booker T. Washington High principal used a robocall to tell parents about an “illegal item” not a semi-automatic handgun with a full clip.

The message was approved by School Superintendent Malcolm Thomas.

Other states recommend crisis response templates. The Kentucky Center for School Safety recommends this form letter:


Dear Parents,

(State purpose of letter)
This letter is to inform you that one of our students brought a hunting knife to school today. Our school is committed to the safety and education of all our students. We also want to clearly communicate with parents about safety issues when they arise.

(Describe the situation)
The office received this information this morning. The student was immediately questioned. At no time was the knife brought out at school or used to threaten other students.

(Describe what was done.)
The superintendent’s office and local law enforcement we notified. This was a violation of law; criminal charges will be brought in addition to school imposed disciplinary measures. The student involved will be subject to school board policy and appropriate laws that govern weapons on school grounds.

(Describe what parents can do.)
Please discuss this incident with your children and emphasize that it is against the law to bring weapons of any type to school. Also, please emphasize the importance of telling you or a staff member if there is a weapon at school. In this way, we are all working together to keep our school safe.

(Close letter)
Please feel free to call me at 555-5555 or email me at if you have any questions or concerns.