Ask in writing
Message asking for written clarification
A polite, neutral message asking the school to confirm details in writing.
Replace the parts in [brackets]. Stick to dates and facts. You are asking questions, not making accusations. Read it over before sending, and send it yourself; this app never sends anything.
Hello [name],
Thank you for letting me know about [my child]'s day on [date]. I want to make sure I understand
what is happening and how we can help [him/her/them] stay in class.
Could you please reply in writing with:
1. The reason [my child] was sent home early on [date(s)].
2. Whether the school is counting these early pickups as removals or suspensions, and how many
school days have been counted so far this school year.
3. What instruction and services [my child] missed, and how they will be made up.
4. What supports are in place, or being considered, to help [my child] stay at school for the
full day.
I would also like to set up a time to talk with the team. I am available [days and times].
Thank you,
[your name]
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Message asking for an independent evaluation
A short message telling the school you disagree with its evaluation and asking for an independent educational evaluation.
Replace the parts in [brackets]. You can say why you disagree, but you don't have to. Keep a copy and note the date you sent it. Send it yourself; this app never sends anything.
[Date]
Dear [special education contact],
I disagree with the evaluation of my child, [child's name], completed on or around [date]. I
am asking for an independent educational evaluation at public expense.
Please send me the school division's criteria for independent evaluations, such as location
and examiner qualifications, and let me know the next step.
Thank you,
[your name]
[phone or email]
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Letter asking for an evaluation
A short, dated letter or email asking the school to evaluate your child for special education.
Replace the parts in [brackets]. Describe what you have seen, with examples and dates if you have them. Keep a copy and note the date you sent it. Send it yourself; this app never sends anything.
[Date]
Dear [principal's name],
I am writing to ask that my child, [child's name], in [grade] at [school], be evaluated for
special education and related services.
I am concerned because:
- [What you have noticed, for example: reading is very hard even with help at home]
- [Another concern, with an example or date if you have one]
- [Anything a teacher, doctor or other professional has told you]
Please let me know in writing what the next step is and who will be my contact. I would also
like a copy of any consent form and of my rights as a parent (the procedural safeguards
notice).
I am available [days and times] and can be reached at [phone or email].
Thank you,
[your name]
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Message asking for a decision in writing
A polite message asking the school to put its evaluation or eligibility decision and reasons in writing.
Replace the parts in [brackets]. Stick to dates and facts. You are asking questions, not making accusations. Send it yourself; this app never sends anything.
Hello [name],
Thank you for meeting with me on [date] about [my child]'s [evaluation request / eligibility].
I understand the decision was [what you were told].
So that I can understand it, could you please send me in writing:
1. The decision and the reasons for it.
2. The information the team used to decide.
3. Any other options the team considered, and why they were not chosen.
4. A copy of any evaluation report, and of my rights as a parent (the procedural safeguards
notice).
Thank you,
[your name]
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Message asking for progress reports and data
A polite, neutral message asking for IEP progress reports and the information behind them.
Replace the parts in [brackets]. Ask only for what you need. You are asking for information, not making accusations. Read it over before sending, and send it yourself; this app never sends anything.
Hello [name],
I am writing about [my child]'s IEP goals. I want to understand how [he/she/they] is doing so I
can support [him/her/them] at home.
Could you please send me:
1. The IEP progress reports for this school year, including any I may not have received.
2. For each goal, the scores, data or work samples the progress reports are based on.
3. The starting point for each goal, if it was measured.
If it would be easier to go over this together, I am available [days and times].
Thank you,
[your name]
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Message asking the team to review progress
A polite, neutral message asking the IEP team to meet about progress and whether the IEP should change.
Replace the parts in [brackets]. Describe what you have seen, with dates if you have them. You are asking for a conversation, not making accusations. Read it over before sending, and send it yourself; this app never sends anything.
Hello [name],
I would like to ask the IEP team to meet to talk about [my child]'s progress on [his/her/their]
IEP goals.
What I have noticed: [for example, the progress reports from [dates] show [what they say] for
the [subject] goal].
At the meeting, I would like to talk about:
1. How progress on each goal is being measured, and what the data shows so far.
2. What has been tried, and what could be done differently.
3. Whether the goals, services or supports in the IEP should be revised.
I am available [days and times]. Please let me know what works for the team.
Thank you,
[your name]
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Message asking about a service
A polite, neutral message asking the school to confirm details about a service in writing.
Replace the parts in [brackets]. Stick to dates and facts. You are asking questions, not making accusations. Read it over before sending, and send it yourself; this app never sends anything.
Hello [name],
I'm writing about [my child]'s [service], which is listed in [his/her/their] [IEP or 504 plan].
I want to make sure I understand how it is going.
Could you please reply in writing with:
1. Who provides this service, and on what days and times.
2. The dates sessions have happened since [date], if you have them.
3. If sessions were missed, the reason, and how the missed time will be handled.
4. When the service will continue as written, if it is not happening now.
5. Whether [my child]'s plan has been changed, and if so, a copy of the current version.
I'd be glad to talk with the team. I am available [days and times].
Thank you,
[your name]
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Message asking for the suspension details in writing
A polite, neutral message asking the school to put the decision, the day count and the next steps in writing.
Replace the parts in [brackets] and delete any line that does not fit. Stick to dates and facts. You are asking questions, not making accusations. Read it over before sending, and send it yourself; this app never sends anything.
Hello [name],
Thank you for letting me know about [my child]'s [suspension / recommended expulsion] following
the incident on [date]. I want to make sure I understand the decision and the next steps.
Could you please reply in writing with:
1. What happened, and what rule or policy the school is applying.
2. How many school days the decision covers, and the date [my child] can return.
3. How many school days of removal the school has counted for [my child] this school year.
4. What schoolwork [my child] can get and turn in while out of school.
5. A copy of the school division's discipline policy, including how to appeal and by what date.
6. [If your child has an IEP] Which special education services [my child] will receive during
the removal, and whether a manifestation determination meeting will be held, and when.
I would like to take part in any meeting or hearing about this. I am available [days and times].
Thank you,
[your name]
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Follow-up recap after a call or meeting
A short, friendly email that confirms what you understood and invites corrections.
Replace the parts in [brackets]. Write what you understood, not what you think it means. Inviting corrections keeps it friendly. Read it over before sending, and send it yourself; this app never sends anything.
Hello [name],
Thank you for talking with me on [date] about [my child]. I want to make sure I understood
everything correctly. Here is what I took away:
1. [what was discussed or decided]
2. [what will happen next, and by whom]
3. [anything still open]
If I misunderstood anything, please let me know so we're on the same page.
Thank you,
[your name]
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Written notice that you plan to audio record a meeting (Virginia)
For a Virginia eligibility, IEP or discipline review meeting only. Send it before the meeting.
Use this only for a formal eligibility, IEP or discipline review meeting in Virginia. Replace the parts in [brackets] and send it before the meeting. It is not for informal calls or other conversations. Send it yourself; this app never sends anything.
Hello [name],
I plan to audio record the [eligibility / IEP / discipline review] meeting for [my child] on
[date]. I will bring my own recording device.
Please let me know if you have any questions.
Thank you,
[your name]
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Message asking for a decision in writing
A polite message asking the school to put a decision and its reasons in writing.
Replace the parts in [brackets]. Stick to dates and what you were told. You are asking a question, not making an accusation. Read it over before sending, and send it yourself; this app never sends anything.
Hello [name],
On [date], I understood from [who] that [the decision, in a few words]. So that I can
understand it fully, could you please reply in writing with:
1. What was decided.
2. The reasons for the decision.
3. Who I can contact with questions.
If this is a decision that calls for prior written notice under special education rules, I would
also appreciate a copy of that notice.
Thank you,
[your name]
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Prepare for a meeting
Meeting preparation sheet
A one-page sheet to bring to a meeting with your child's team.
Bring your pickup log. Write down answers as you hear them, and ask for anything important to be confirmed in writing afterward.
MEETING PREPARATION SHEET
Meeting date and time: ______________________
Who will be there: __________________________
What I want the team to understand
______________________________________________
______________________________________________
My questions
1. How is the school counting the early pickups this school year?
2. What instruction and services were missed, and how will they be made up?
3. What is the plan to help my child stay at school for the full day?
4. Would a functional behavioral assessment (FBA) or a behavior plan (BIP) help, or does the
current one need to change?
5. Who should I contact if this happens again, and how will I be told in writing?
What I want to leave with
______________________________________________
Answers and next steps (fill in during the meeting)
______________________________________________
______________________________________________
Follow-up: I will send a short email recap of what we agreed by ____________.
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Questions to ask before signing a consent form
A list of questions to ask about a proposed evaluation before you sign.
Write down the answers as you hear them, and ask for anything important to be confirmed in writing.
QUESTIONS BEFORE SIGNING A CONSENT FORM
Date: ____________ Who I asked: ______________________
1. Which areas will the evaluation look at? Does it cover every area I am worried about?
2. Which tests or assessments are planned, and who will give them?
3. Will someone observe my child in class?
4. About how long will testing take, and will my child miss class for it?
5. When and how will I see the results?
6. Who should I contact with questions while testing is going on?
7. Can I share information from outside providers, such as a doctor or therapist?
Answers
______________________________________________
______________________________________________
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Eligibility meeting preparation sheet
A one-page sheet to bring to the meeting where eligibility is decided.
Bring your record log and any outside reports. Write down answers as you hear them, and ask for anything important to be confirmed in writing afterward.
ELIGIBILITY MEETING PREPARATION SHEET
Meeting date and time: ______________________
Who will be there: __________________________
Did I get to read the evaluation report beforehand? Yes / No
What I see at home that I want the team to know
______________________________________________
______________________________________________
My questions
1. What did each part of the evaluation find, in plain words?
2. How do the results compare with what I see at home?
3. Which eligibility category is being considered, and why?
4. If my child is found eligible, what happens next, and when?
5. If my child is not found eligible, what other support is available?
6. When will I get a written copy of the report and the decision?
What I want to leave with
______________________________________________
Answers and next steps (fill in during the meeting)
______________________________________________
______________________________________________
Follow-up: I will send a short email recap of what we discussed by ____________.
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Meeting preparation sheet for IEP progress
A one-page sheet to bring to a meeting about your child's progress on IEP goals.
Bring your goal progress tracker and any reports. Write down answers as you hear them, and ask for anything important to be confirmed in writing afterward.
MEETING PREPARATION SHEET: PROGRESS ON IEP GOALS
Meeting date and time: ______________________
Who will be there: __________________________
The goals I want to talk about
______________________________________________
______________________________________________
My questions
1. How is progress on each goal being measured, and how often?
2. What do the data or work samples show since the start of the year?
3. What has been tried so far, and what could be done differently?
4. Should any goals, services or supports in the IEP be revised?
5. How will I know whether the changes are working, and when will I get the next report?
What I want to leave with
______________________________________________
Answers and next steps (fill in during the meeting)
______________________________________________
______________________________________________
Follow-up: I will send a short email recap of what we agreed by ____________.
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Meeting preparation sheet
A one-page sheet to bring to a meeting about a service that isn't happening as planned.
Bring your service log and a copy of the plan. Write down answers as you hear them, and ask for anything important to be confirmed in writing afterward.
MEETING PREPARATION SHEET
Meeting date and time: ______________________
Who will be there: __________________________
The service I want to talk about
What the plan says (how often, how long, where): ______________________
What has been happening: ______________________________________________
My questions
1. Who provides this service, and what is the schedule?
2. Which sessions were missed, and why?
3. How will the missed sessions be handled?
4. What is the plan if the provider is out again?
5. Has my child's plan changed? If so, may I have a copy of the current plan?
6. Who should I contact if this happens again?
What I want to leave with
______________________________________________
Answers and next steps (fill in during the meeting)
______________________________________________
______________________________________________
Follow-up: I will send a short email recap of what we agreed by ____________.
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Manifestation meeting preparation sheet
A one-page sheet to bring to a meeting about whether the behavior is connected to your child's disability.
Bring your discipline log and any notices. Write down answers as you hear them, and ask for the team's decision in writing afterward.
MANIFESTATION MEETING PREPARATION SHEET
Meeting date and time: ______________________
Who will be there: __________________________
The two questions the team answers
1. Was the behavior caused by, or directly and substantially related to, my child's disability?
2. Was the behavior the direct result of the school not following the IEP?
What I will bring
- The IEP and any behavior plan
- Notices and letters about this incident
- My discipline log
- Anything else the team should see (teacher notes, reports, my own notes)
What I want the team to understand about my child
______________________________________________
______________________________________________
My questions
1. What information from my child's file is the team looking at?
2. Were all parts of the IEP being followed before the incident?
3. Has a functional behavioral assessment (FBA) been done, or will one be done?
4. Is there a behavior plan (BIP), and does it need to change?
5. What services will my child get while out of school?
The team's answers (fill in during the meeting)
Question 1: ___________________________________
Question 2: ___________________________________
Follow-up: I will ask for the decision in writing by ____________.
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