Accepted, Waitlisted,Rejected

How to Plan a Seamless Transfer to a New Private School

Transferring to a new private school can open doors to stronger academic alignment, specialized programs, and a learning environment that better suits a student’s needs. A smooth transition, however, requires early planning, accurate information, and thoughtful communication with both the current and prospective schools. This 2025 guide outlines what families should know when navigating a private school transfer at the elementary, middle, or high school level.

Target keyword: private school transfer (used naturally throughout)

1. Start Early: Why the First Semester Matters

Families often wait until midyear or even late spring to begin the transfer process. By that time, many private schools have already completed assessments, filled key grade-level seats, or closed priority financial aid windows. Beginning early in the academic year gives you time to assess options without sacrificing academic continuity.

Early planning supports:

• Identifying appropriate target schools and understanding their admissions timelines

• Gaining clarity on each school’s curriculum sequence and placement expectations

• Allowing teachers and administrators adequate time to prepare recommendations and records

Most private schools finalize enrollment decisions months ahead of a new school year, and competitive grades can fill even earlier. In 2025, many independent schools are also refining rolling-admission models to accommodate midyear moves, but families still benefit from having a full semester to gather documents, schedule

Editor's note: In the following conversation, the parent is fictitious but her questions and my answers are real.

Parent: I am thinking about sending my teenage daughter to a private school for grades 9-12. How do I find the best school for her?

Rob K: Let me answer your question with another question. I know that I sound like an attorney by doing this, but I need to understand why you are thinking about sending your daughter to private school. Once you have told me your reasons, I will explain how to accomplish your goal.

Parent: My daughter's current school is OK. It's a public school which sends a large percentage of its graduates on to further education. So, that's OK. She's been with some of her classmates since kindergarten. Now I feel that she should be with other students who really want to learn. I also want her to be in smaller classes. She's one of 25 students right now. The other thing which concerns me is that the high school curriculum seems a bit thin, and is mostly focused on SATs and AP examination preparation.

Rob K: Now, you are giving me something to work with. Small class sizes are one of the main reasons most parents decide to send their children to private school. Most schools have 12-15 students per class. Your child will not just be a number in a small class. She will know everybody and everybody will know her. She will not

Before you spend $5,000, $15,000, $25,000 or more annually for your child's education in a private school, do your own due diligence. Merriam-Webster's dictionary defines due diligence as "research and analysis of a company or organization done in preparation for a business transaction. In a normal business transaction such as buying a house, you would probably concern yourself with the title search and a house inspection in the first instance. When evaluating private schools for your child, your due diligence will focus on the fit. You want to find the private school which offers the best fit for your needs and requirements. You want to identify a school at which your child will be happy. The due diligence steps which you take in a business transaction inspect and review tangibles. Due diligence for parents evaluating private schools includes tangibles such as the academics, sports, and extracurriculars as well as that all-important intangible which is how the school fits in with your requirements.

Avoid common mistakes.

When you visit schools, please don't make the following common mistakes:

• Being late
• Being dressed inappropriately
• Being unprepared
• Being over-prepared
• Being rude and disinterested

A little thought and preparation will help you make the best impression possible.

Visit schools.

Visiting schools is an essential part of evaluating the schools on your short list. There are several ways schools will arrange those visits.
This part of your due diligence can be great fun. You will set foot on the campus and explore the facilities of a school

If you are thinking of applying to an American private school and English is not your first language, you will be required to take a test known as The Test of English as a Foreign Language. Known more commonly as TOEFL which is pronounced TOE-full, this is an important part of the private school admissions process.

TOEFL used to be a paper-based test which is known as TOEFL PBT. This older method of taking the TOEFL test is being phased out. The newer form of TOEFL is TOEFL iBT. This is the test that is administered online in test centers worldwide.

This video gives you an overview of what TOEFL is.

TOEFL is administered in most countries. You take the computer-based test at an examination center under supervised testing conditions. Watch this short video to see how the test is administered.

So let us examine what is involved and how to prepare for the test.

What is TOEFL?

TOEFL is a standardized test administered by the world-famous Educational Testing Service. ETS is based in Princeton, New Jersey, and has been around since 1947. It is an old, very established, highly regarded testing service. ETS is a not-for-profit organization. ETS administers all kinds of tests which are given at over 9,000 locations in 180 countries. The tests with which we are probably most familiar are the SAT and AP tests which high school students typically take

The final step in the process of choosing a private school is dealing with the acceptance letter. These letters are typically mailed in mid-March for schools which have a January 31 (or thereabouts) deadline for applications. If the school has rolling admissions, you will receive your acceptance letter or an offer of a place at the school once your admissions file is completed and a decision has been made.

What to do if you have been accepted by your first choice school

First of all, congratulations! You did it! Next step: read the letter carefully and reply before the deadline. If you don't accept the offer of a place by the deadline, the school will give your place to one of the applicants on their waitlist. If you have questions or need more information, contact the school without delay. Schools will give you a date by which you must accept or refuse the offer of admission. Acceptance requires the return of the acceptance forms together with payment of a deposit for next year's tuition. That usually amounts to 10% of the fees. So, for example, if next year's tuition is $25,000, you will need to return the acceptance forms with a payment of $2,500. If you applied for financial aid, you will also receive a letter detailing the terms of your financial aid package.

Educational consultant Ann Dolin explains how admissions works.

If you have