How do I transfer school records?

Moving with Kids & Pets

Feb 08, 2026

This article was created with AI assistance and reviewed by our editorial team to ensure accuracy and clarity.

How to Transfer School Records

Transferring school records is a key administrative task when moving house, especially for families with children. The process ensures educational continuity and provides the new school with essential information about a pupil’s academic history, health, and any special educational needs.

Initiating the Transfer

The first step involves informing the child’s current school about the upcoming move and the date of their departure. This should be done as soon as the moving date is confirmed, ideally several weeks in advance, to allow sufficient time for administrative processes. It is particularly important to consider school holidays, which can significantly delay transfers.

Notify the current school: Provide the exact leaving date and, if known, the name and address of the new school.
Enrol at the new school: Contact the admissions department of the prospective school to understand their enrolment procedure. They will typically request details of the child’s previous school to facilitate the record transfer.
Parental consent: Most schools require written parental consent to release records to a new institution, aligning with data protection regulations.

Information and Documents Transferred

School records typically encompass a range of information vital for a child's education and welfare. These are usually transferred directly between the educational institutions, rather than being given to parents to hand over.

Academic performance: This includes attainment levels, progress reports, exam results (e.g., SATs, GCSEs), and any other formal assessments.
Attendance records: A full history of attendance and absences.
Behavioural information: Records pertaining to conduct, achievements, or disciplinary actions.
Special Educational Needs and Disabilities (SEND): Any identified needs, support plans, and Education, Health and Care Plans (EHCPs) are crucial for ensuring continued support.
Medical details: Information on allergies, medical conditions, prescribed medications, and emergency contacts. This ensures the new school is fully aware of any health requirements.
Personal details: Updated contact information for parents or guardians. It is worth noting that you'll need to update a great many other organisations with your new address; a helpful guide can be found on who else needs your new address.

Data Protection and Confidentiality

In the UK, the transfer of school records is governed by the General Data Protection Regulation (GDPR) and the Data Protection Act 2018. Schools are legally obliged to handle personal data securely and to ensure that information is only shared with legitimate educational institutions for appropriate purposes.

Parents have the right to request a copy of their child's school records from the current school. This can be a useful step to review the information being transferred and ensure accuracy, though it is not typically a requirement for the transfer itself.

Timing and Common Considerations

Planning for school record transfers should be included in the overall moving preparations. A comprehensive moving checklist will include this administrative task.

Summer holidays: Moves scheduled during school holidays can experience delays in record transfers as administrative staff may be unavailable. It is advisable to initiate the process before the break.
Mid-term moves: While possible, mid-term transfers require careful coordination between both schools to minimise disruption to the child's learning.
International moves: Transferring records to or from schools outside the UK involves additional considerations, such as translation of documents and understanding different educational systems. Specific requirements should be checked with the destination country's educational authorities.
Settling in: Once the transfer is complete, focus can shift to helping children adapt to their new environment. Consideration should be given to preparing the new living space, such as looking at how to childproof the new home if applicable.

By following these steps, parents can ensure a smooth transition of their child's educational journey between schools.