School Summer Food Program Newsletter: How Schools Communicate Free Meal Access to Families

For families who depend on school meals during the year, summer represents a real gap in food access. The Summer Food Service Program and similar programs exist to fill that gap, but they only work if families know where to go and understand that no paperwork is required. Schools that communicate this information clearly and early help the families who need it most.

Send the newsletter before school ends

The most important timing decision in summer food program communication is sending the newsletter before the last week of school, not on the last day. Families who receive information about summer meals on June 15 and school ends June 17 have two days to process it. Families who receive it in late May have weeks to make plans.

Send the newsletter to all families. Food insecurity does not present uniformly, and families who would benefit from knowing about summer meals include many who would never self-identify as needing the program.

What families need to know

The newsletter should answer every practical question a family might have before they come to a site for the first time. Site address and parking, meal service times, what age children are eligible, what identification or registration is required if anything, which days the site is closed, and whether caregivers can eat as well.

State the no-paperwork requirement clearly and prominently. This is the most important information families need. Many families who are food insecure avoid programs they believe require income documentation. A clear statement that children simply come and receive a free meal removes that barrier.

Addressing language and access barriers

Translate the newsletter into the languages your school community uses. Include a phone number or contact name for families who have questions in a language other than English. Summer food programs in multilingual communities see significantly lower participation when communication is only available in English.

Include information about how families can find additional sites beyond your school's location. Many school districts post summer meal site maps and families in different neighborhoods may have access to a closer site than the school.

Communicating about site changes or closures

Summer food program sites sometimes close for holidays, staff absences, or weather. If your school operates a meal site, communicate any schedule changes as soon as they are known. Families who travel to a site with children and find it closed lose trust in the program quickly.

Partnering with community resources

Include information about other community resources available during the summer: food pantries, community meal programs, and any district-level resources that complement the school's summer food program. The newsletter is one of the most effective channels for reaching families with this information while they have regular contact with the school.