Book Fair Newsletter Template for Schools
The book fair is one of the few events in the school year where families participate by choice and students associate school with something exciting and self-directed. A clear newsletter sets families up to make the most of it.
Template: Book fair announcement
Subject: [School Name] Book Fair: [Dates] - Family Shopping Night [Date]
Dear Families,
Our [annual / fall / spring] Book Fair runs from [start date] through [end date] in [location]. Students will browse during scheduled classroom visits. Families are welcome to shop during school hours [time range] and during Family Shopping Night on [date] from [start time] to [end time].
How to prepare your child: If you would like your child to purchase books at the fair, send cash or set up an eWallet at [link]. eWallet allows you to load funds online that your child can spend at the fair without carrying cash. Books are priced from [price range].
Wish lists: Students will visit the fair before the family shopping night and can create a wish list of books they would like. Wish lists will be sent home [day] so families know what their child is interested in.
Teacher wish lists: Our teachers have identified books for their classrooms. If you would like to donate a book to a classroom library, the teacher wish lists are available at [link].
Addressing economic accessibility in the newsletter
Include this section in every book fair newsletter:
Every student who visits the fair will have access to books regardless of their family's budget. We have a classroom book fund supported by [PTA/school/donations] for students who would like a book but do not have funds available. If you would like to contribute to this fund, you can do so at [link] or by sending a donation to the school office labeled "Book Fair Fund." Donations of any size are welcome.
No student should feel left out during the book fair. If you have any concerns, contact [name] at [contact].
What book fair proceeds support
Tell families where the money goes. Most Scholastic book fairs return a percentage to the school as Scholastic Dollars for classroom book purchases. Name the amount earned last year if you have it. Families who know their purchase supports the school library or classroom books are more motivated to participate.
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Frequently asked questions
What should the book fair newsletter include?
The dates and hours of the book fair, whether there is a family shopping night or evening hours, how the wish list system works, payment methods accepted, whether eWallet or online payment is available, any school support for students who cannot afford to purchase, and what happens with book fair proceeds.
How should book fair newsletters address economic accessibility?
Acknowledge it directly. Many schools have a Scholastic Dollars or classroom fund for students who cannot afford purchases. If your school does this, name it. Tell families how they can donate to the fund to support classmates. This reduces the stigma for students who need support and gives generous families a clear way to contribute.
Should the book fair newsletter explain what teachers want?
Yes. Many book fairs include a classroom wish list where teachers identify books they need for the classroom. Sharing teacher wish lists in the newsletter allows families who want to donate classroom books to do so efficiently. Families who buy off a teacher's list feel their purchase has direct impact.
How many book fair newsletters should a school send?
Two: an announcement one to two weeks before the fair opens with all the details, and a reminder midway through the fair if it runs more than one day. The reminder is especially useful for families who missed the announcement or who need the evening hours reminder to arrange a visit.
How does Daystage help with book fair communication?
Daystage lets librarians and teachers who organize the book fair send targeted newsletters to classroom or grade-level lists with event-specific information, including links to online wish lists and the eWallet setup.
Adi Ackerman
Author
Adi Ackerman is a former classroom teacher and curriculum writer with 8 years in K-8 schools. She writes about school communication, parent engagement, and what actually works in real classrooms.
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