Sample Motivation Letter for Exemption of School Fees in South Africa

On this page, we guide South African parents on how to write a motivation letter for exemption of school fees, by presenting some of the most important facts regarding school fees. You will also find a sample motivation letter for the exemption of school fees.

Sample Motivation Letter for Exemption of School Fees in South Africa

Below is an example of a motivation letter for the exemption of school fees in South Africa. This is a letter of a parent who can’t afford to pay for the school fees for a child, due to a changed financial status.

Here is a downloadable Word Doc Template Letter for Exemption of School Fees:

Who Qualifies for School Fees Exemption in South Africa?

As a parent of primary or secondary school learners in South Africa, you will qualify for school fees exemption if your income is too low to afford the school fees.

If school fees make up 10% or more of a parent’s total income, they will qualify for full school fees exemption. If school fees are between 2.5% and 10%, they may get a partial exemption, depending on how many children they have in public school.

Also, there might be some change of circumstances regarding a financial position, making you unable to afford the set school fees, such as: being a single parent, divorced, and retrenched. On the other hand, there might be situations which directly affect the learner’s financial position, which automatically make them exempted from paying school fees such as: being an orphan and living in foster homes.

In general, below is a list of who qualifies for school fees exemption in South Africa:

• Single Parents – If the single parent’s income is too low to cover school fees, they can apply for full or partial exemption.
• Divorced or Separated Parents – If one parent cannot afford school fees after a divorce or separation, they can apply for exemption (unless the divorce order states otherwise).
• Retrenched or Unemployed Parents – Parents who have lost their jobs or were retrenched can apply for full exemption by providing proof of retrenchment or UIF benefits.
• Orphans – Learners who have lost both parents are automatically exempt from paying school fees.
• Foster Children – Children living in foster care or under legal guardianship do not have to pay school fees.
• Parents with Disabilities – If a parent is permanently disabled and unable to work, they may qualify for exemption based on their financial situation.
• Parents Receiving Social Grants – If a parent is dependent on social grants (such as a disability grant or child support grant), they may qualify for full exemption.
• Low-Income Households – Parents whose total household income is below the exemption threshold (calculated based on school fees and income ratio) qualify for full or partial exemption.
• Parents with Multiple Children in School – If a parent has several children in school, and the school fees exceed a certain percentage of their income, they can apply for partial or full exemption.
• Parents Facing Financial Hardship – Any parent who experiences a sudden financial crisis (e.g. medical bills, loss of income, or business failure) may qualify for conditional exemption.

Step-by-Step Guide on How to Apply for School Fees Exemption

If a parent cannot afford to pay school fees, they can apply for school fee exemption at their child’s public school. Below is a step-by-step process on how to apply for exemption of school fees:

Step 1: Collect the Application Form

• Visit the school office and request a school fee exemption application form from the School Governing Body (SGB) or the principal.
• Schools are required to inform parents about the exemption process and assist them in applying.

Step 2: Complete the Application Form

• Fill in all required details about your financial situation.
• Ensure that the form is accurate and complete, but note that an incomplete form cannot be rejected—the school must assist in correcting it.

Step 3: Submit the Application to the SGB

• Submit the completed exemption application form to the SGB via the school office.
• Keep a copy of the application for your records.

Step 4: Wait for the SGB’s Decision

• The SGB reviews the application and assesses whether the parent qualifies for:
  • Full exemption (no school fees required)
  • Partial exemption (a reduced amount is payable)
  • Conditional exemption (special cases where fees may be waived under certain conditions)
• The SGB must notify the parent in writing within 7 days of the decision.

Step 5: If Exempted, No Further Action is Needed

• If the application is approved, the parent does not need to pay the exempted amount.

Step 6: Appeal If the Application is Declined

• If the SGB declines the exemption, the parent has the right to appeal to the Head of Department (HOD) within 30 days.
• To appeal, the parent must submit:
  • A written appeal explaining why they should be exempt.
  • Relevant supporting documents (e.g. proof of income, expenses).

Step 7: The HOD Reviews the Appeal

• The Head of Department (HOD) will request documents from the SGB within 14 days.
• The SGB must provide:
  • Minutes of the meeting where the decision was made.
  • Any comments or supporting evidence for their decision.

Step 8: Final Decision from the HOD

• The HOD must notify the SGB within 14 days that an appeal has been lodged.
• The HOD must inform the parent and the SGB of the final decision within 7 days after making a ruling.
• Until the appeal process is finalised, the school cannot take legal action against the parent.

Step 9: If Approved, No Fees Are Payable

• If the HOD grants the exemption, the parent does not need to pay the fees.
• If the appeal is unsuccessful, the parent must make payment arrangements with the school.

Important Notes:

• Orphans are automatically exempt from paying school fees.
• Parents can still make voluntary contributions, even if exempted.
• Schools cannot refuse a learner’s report or exclude them from school activities due to unpaid fees.