Permission slips are a non-negotiable part of scout activities. They are both a safety requirement and often a legal necessity. But they do not have to be a paperwork nightmare.
This template is designed for clarity (parents understand what is being asked) and completeness (leaders have what they need for safety and liability).
Download the Template
- Download PDF: print-ready, single-page format
- Download Word Doc: editable for your unit’s specific needs
What Is Included
Essential Information
- Activity name, date, time, and location
- Transportation details (who is driving, vehicle info)
- Cost and payment instructions
- Emergency contact information
- Medical notes/allergies
- Insurance acknowledgment
- Digital signature option (for online forms)
Legal and Informed Consent Language
- Activity description and risks acknowledgment
- Photo/media release (optional section)
- Liability release
- Cancellation/refund policy
The Digital Upgrade
While printable forms work, digital permission slips offer:
- Submitted automatically - No chasing paper
- Centralized records - All permissions in one place
- Reminder automation - Automatic nudges for missing forms
- Mobile-friendly - Parents can complete on their phone
How Woggle Handles Permission Slips
Our digital permission system:
- Links permission to the specific event (no orphaned forms)
- Shows real-time completion status (who is submitted, who is missing)
- Sends automated reminders to incomplete families
- Stores signed forms securely for record-keeping
Best Practices for Leaders
When to Send Permission Slips
- 2-3 weeks before routine outings
- 4+ weeks before high-cost or travel events
- Immediate follow-up after verbal “we are in” confirmations
How to Follow Up (Without Being Annoying)
- Week 1: Initial request
- Week 2: First reminder (only to non-responders)
- Week 3: Final reminder with consequence (“Cannot attend without signed form”)
- Never: Individual texts to every family (use automation)
What to Do With Completed Forms
- Digital: Export to PDF for record retention
- Physical: File by date, retain for 3 years (check local regulations)
- Key info: Extract emergency contacts into an accessible format for event day
Template Customization Tips
Make this template your own:
- Add your unit number and contact info to the header
- Include your council’s specific requirements (some councils have additional fields)
- Adjust the risk language for your activity level (day hike vs high adventure)
- Brand with your colors - Professional appearance increases response rates
