Free letter templates for school
Quick answer. You can ask your child's school in writing for a special education evaluation, an IEP meeting, or a look at your child's records. Copy a template below, fill in the brackets, and email or hand it in. Keep a dated copy. These are free, cite federal IDEA rules, and are not legal advice.
Updated
Copy, fill in the [brackets], and send. Print this page to keep a paper copy.
- Send it by email or keep a dated copy. Writing creates a record.
- Keep every reply in one folder.
- If you're stuck, your Parent Training and Information Center can help for free.
Find your free Parent Center: Parent Center Hub: Find your Parent Center.
Request a school evaluation
Use this when you think your child may need special education and want the school to evaluate. You can ask even before any diagnosis.
[Date]
To: [Principal or Director of Special Education], [School / District]
Re: Request for a full and individual initial evaluation for [Child's full name], date of birth [DOB], grade [Grade]
I am writing to request a full and individual evaluation of my child under the Individuals with Disabilities Education Act (IDEA) to find out whether [he/she/they] has a disability and needs special education and related services.
My concerns are: [describe what you see at home and at school, with examples and dates].
Please send me the consent form and a written notice describing the evaluation you propose. I understand the evaluation begins after I give written consent.
Please also tell me in writing the date by which the evaluation will be completed under our state's timeline.
Thank you. I can be reached at [phone] or [email].
Sincerely, [Your name]
What the law says
- Parents may ask the school to evaluate their child by calling, emailing or writing to the teacher, principal or Director of Special Education. If the school agrees, it evaluates at no cost to parents. Source: Parent Center Hub: Evaluating school-aged children
- Under IDEA, the initial evaluation must be done within 60 days of the school receiving parental consent, or within the state's own timeframe if it sets one. Source: Parent Center Hub: Evaluating school-aged children
Request an IEP meeting
Use this when your child already has an IEP and you want to talk about progress, a problem, or a change.
[Date]
To: [Case manager or special education teacher], [School]
Re: Request for an IEP team meeting for [Child's full name], grade [Grade]
I am requesting an IEP team meeting to discuss [progress on goals / a new concern / a change in services or placement].
My main concerns are: [list 1–3 concerns, with examples].
Please let me know some dates and times that work for the team. I would like to receive any new reports or data at least [number] days before the meeting so I can read them first.
[Optional] I will bring [name/role, e.g. a relative or advocate], who knows my child.
Thank you. I can be reached at [phone] or [email].
Sincerely, [Your name]
What the law says
- Parents are members of the IEP team, and the school must tell parents when and where the meeting will be held so they can attend. Source: Parent Center Hub: When the IEP team meets
- The U.S. Department of Education has said a parent can request an additional IEP team meeting at any time. The IEP must be reviewed at least once a year. Source: Parent Center Hub: When the IEP team meets
Request your child's school records
Use this before an IEP meeting or any time you want to see what the school has on file.
[Date]
To: [Principal or Records office], [School / District]
Re: Request to inspect and review the education records of [Child's full name], date of birth [DOB]
I am requesting to inspect and review all education records related to my child, including evaluations, IEPs, progress reports, discipline records, and emails or notes kept in [his/her/their] file.
[If you have an upcoming meeting:] We have an IEP meeting on [date], so please let me review the records before that meeting.
Please also send me copies of [list the documents you need].
Thank you. I can be reached at [phone] or [email].
Sincerely, [Your name]
What the law says
- Under federal special education regulations, schools must let parents inspect and review their child's education records without unnecessary delay, before any IEP meeting or hearing, and in no case more than 45 days after the request. Source: 34 CFR §300.613 (eCFR): Access rights
- The same rule says parents can ask for explanations of the records, and can ask for copies when not having copies would effectively prevent them from reviewing the records. Source: 34 CFR §300.613 (eCFR): Access rights
General information for parents, not legal advice. Laws and timelines differ by state and change. Check your state's rules or ask your Parent Training and Information Center or an attorney.
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