In that regard, we are never too busy to talk to parents about their children. If you had called me to explain Hillary's concerns, I might have been able to get her an exemption from detention under the circumstances. Even if I could not have done that, I could at least have assured Hillary (and you) that detention would have, essentially, allowed her to do exactly what you allowed her to do at home: she would have been asked to sit in the classroom under the supervision of a teacher and to read her book during that period or to do any other schoolwork she wished to do. Had we been able to discuss the matter in advance, Hillary might have received an exemption from detention, or at least an explanation to allay her fears about what it was. However, it would have been much more beneficial to Hillary to attend all of her classes instead of reading her book at home. I would like to extend an open invitation to both you and Hillary to contact me anytime with concerns or questions...

Please assure Hillary that detention is not a serious matter and that she should never have to be afraid of any decision or policy implemented by this school. I regret that the tone of the warning letter had the unintended effect of scaring Hillary and I will propose that students receiving a detention warning for the first time receive a gentler letter in the future to avoid such a recurrence.
Please contact me at your convenience in my office and extend the same invitation Hillary as well. I am always available to address both of your concerns and to help you and Hillary anytime there is anything that may cause Hillary difficulty completing her assignments or fulfilling any of her academic obligations. Under the circumstances, I do not believe that a formal meeting about this matter is necessary, although I am always available to you as needed.

Sincerely,