sample teacher letter to parents about special education

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100+ Special Ed Letter Templates for Parents

by Bonnie Landau | Sep 4, 2018 | Advocacy , Blog

We all know that in the world of special education, if it isn’t in writing, it may not have happened. As Special Ed Parents, we need to remember that all requests and responses need to be done via email or printed letter. Optimally, multiple people will be copied to help inform the team and to let others be aware of the parent’s perspective.

Every piece of correspondence should then go into your IEP Binder , organized in chronological order. If you do not have an IEP binder with all your paperwork, check out The Ultimate IEP Binder Tool Kit . It’s one of the essential tools for success in this arena.

One of the best resources for learning how to write letters is Wrightslaw: From Emotions to Advocacy. This book should be a cornerstone of your special education library has it has a lot of resources to help you make a case to the schools. It also has great advice on how to write a letter that gets results, as well as many templates for the most commonly needed letters.

Special Ed Letter Template Banks

If you don’t have the book, or it’s missing the template you need, the following websites have over 100 letter templates that you can use when communicating with the school:

• Illinois State Board of Education
• Education Law Advocates
• Michigan Advocacy Service
• Syracuse Parent Advocacy Center

Request an evaluation:

• Understood.org
• Warmline Family Resources
• Center for Parent Information
• Parents Helping Parents

Request IEP meeting:

• LDonline.org

Request an Independent Evaluation (IEE):

• California SpEd Law

Request Prior Written Notice (PWN):

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Sample Letters: Requesting an Initial Evaluation for Special Education Services

When would i request an evaluation for special education services.

If your child has been consistently struggling in school, his or her problems may be due to a disability. If the school thinks your child may have a disability, they will contact you to request your written permission to evaluate your child. Under the IDEA, you also have the right to ask the school to evaluate your child. The purpose of the evaluation is to see if he or she has a disability and needs special education services. This evaluation is free of charge. (For more information on evaluation, see NICHCY’s publication, Your Child’s Evaluation ).

If your child has been identified by your doctor or other professionals as having a disability, you will want to include this information in your letter to the school. You should also provide copies of any reports you have received that explain your child’s condition. If you decide to write the school and ask that your child be evaluated, here’s an example of what you may want to say.

Sample Letter 2: Requesting an Initial Evaluation

Today’s Date (include month, day, and year)

Your Name Street Address City, State, Zip Code Daytime telephone number

Name of Principal or Special Education Administrator Name of School Street Address City, State, Zip Code

Dear (Principal’s or Administrator’s name),

I am writing to request that my son/daughter, (child’s name), be evaluated for special education services. I am worried that (child’s name) is not doing well in school and believe he/she may need special services in order to learn. (Child’s name) is in the ( _ ) grade at (name of school). (Teacher’s name) is his/her teacher.

Specifically, I am worried because (child’s name) does/does not (give a few direct examples of your child’s problems at school).

We have tried the following to help (child’s name): (If you or the school have done anything extra to help your child, briefly state it here).

I understand that I have to give written permission in order for (child’s name) to be evaluated. Before the evaluation begins, I have some questions about the process that I need to have answered (list any questions you may have). I would be happy to talk with you about (child’s name). You can send me information or call me during the day at (daytime telephone number). Thank you for your prompt attention to my request.

cc: your child’s principal (if letter is addressed to an administrator) your child’s teacher(s)

Note: If your child has been identified as having a disability by professionals outside the school system, add the following sentence to the end of the first paragraph above:

(Child’s name) has been identified as having (name of disability) by (name of professional). Enclosed is a copy of the report(s) I have received that explains (child’s name) condition.

This information is copyright free.

Readers are encouraged to copy and share it, but please credit the National Dissemination Center for Children with Disabilities (NICHCY). NICHCY Parent Guides are published in response to questions from individuals and organizations that contact us. We encourage you to share your ideas and feedback with us!

Publication of this document is made possible through a Cooperative Agreement between the Academy for Educational Development and the Office of Special Education Programs of the U.S. Department of Education. The contents of this document do not necessarily reflect the views or policies of the Department of Education, nor does mention of trade names, commercial products, or organizations imply endorsement by the U.S. Government.

NICHCY P.O. Box 1492 Washington, DC 20013 v/tty: (800) 695-0285 Fax: (202) 884-8441 e-mail: [email protected] web: www.nichcy.org

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Communicating with Your Child’s School Through Letter Writing

Letter writing can be a very effective method of communication and advocacy for parents of children with disabilities. This guide teaches parents how to clearly and effectively express concerns, ideas, or suggestions to the professionals involved in their child's special education. The letter writing information, tips, and examples will assist parents with the challenge of securing special education resources for their child.

The following is reproduced from the Center for Parent Information and Resources (CPIR) .

Introduction

Throughout your child’s school years, there is always a need to communicate with the school’s teachers, administrators, and others concerned with your child’s education. There are also times when the school needs to communicate with you. This is particularly true when your child has a disability and is receiving special education services. Some of this communication is informal, such as phone calls, comments in your child’s notebook, a chat when picking your child up from school, or at a school function. Other forms of communication are more formal and need to be written down.

Letters (including emails) provide both you and the school with a record of ideas, concerns, and suggestions. Putting your thoughts in writing gives you the opportunity to take as long as you need to:

• State your concerns
• Think over what you’ve written
• Make changes
• Have someone else read over the letter and make suggestions

Letters also give people the opportunity to go over what’s been suggested or discussed. A lot of confusion and misunderstanding can be avoided by writing down thoughts and ideas.

However, writing letters is a skill. Each letter you write will differ according to the situation, the person to whom you are writing, and the issues you are discussing. This Parent’s Guide will help you in writing to the professionals involved in your child’s special education.

Note | The term “parent” is used throughout this Parent’s Guide to include natural or adoptive parents, foster parents, surrogate parents, legal guardians, or any primary caregiver who is acting in the role of a parent.

Background Information

The Individuals with Disabilities Education Act (IDEA) is our nation’s federal special education law. Under the IDEA , children and youth with disabilities are entitled to a free appropriate public education , also called FAPE.

Using the IDEA as a guideline, each state develops rules on how special education services will be provided to children with disabilities. Each local public school district in every state develops its own policies based on the federal and state regulations. Some states give parents more rights and protections than are in the federal law, so it’s important for you to know about your state’s special education regulations.

Under IDEA , each child receiving special education services must have an Individualized Education Program (IEP) . The IEP is a written document that the school and parents develop together. Among other things, the IEP :

• Describes the child’s needs
• Lists the services that he or she will receive

CPIR ’s 10 Basic Steps in Special Education shows how the special education process works, beginning with “I think my child may have a problem” and ending with the services that are provided to your child. If your child is receiving special education services, there will be times you will need to write to your child’s school. This Parent’s Guide provides examples of letters you may want to write.

Letter Writing: General Suggestions

As was said above, each state and school district has its own guidelines for special education. These guidelines tell you about the different steps, rights, and responsibilities in the special education process. Call the main office at your child’s school and ask for a copy of your district’s written guidelines. Also:

• Put all your requests in writing, even if it’s not required by your school district. A letter or email avoids confusion and provides everyone with a record of your request.
• Always, always, always keep a copy of each letter or email you send. It’s useful to have a folder just to store copies of these letters or emails.

How long will it take to get an answer to my letter or email?

Some special education guidelines give the amount of time a school has to respond to a parent’s request, some don’t. The IDEA says that schools must respond in a “timely manner” or within a “reasonable” period of time. Some states and districts actually define this period by a certain number of days. To find out what is true in your area, check your state and local regulations.

If you have not heard from the school within 10 working days of sending your letter or email, phone the office to make sure the school received your communication. Ask when you can expect an answer. If you have asked for a meeting or other services that require coordinating with several other people, it may take some time to do this. However, it is reasonable for the school to let you know that your request is being worked on.

If you need a letter answered in less than 10 working days (for instance, if you are moving or have other urgent reasons), let the school know that you have sent—or are delivering—a letter and need a response as soon as possible (or by a specific date). That way, the staff can try to get you a quick response.

To whom do I send my letter?

Many letters will go to your child’s teacher. You will send others to the school principal. In some instances, the letter may need to go to the local Director of Special Education or other administrator. Call the person’s office to make sure of the spelling of his or her name and the correct mailing address.

Some school districts handle special education requests at the local school level. Other districts assign this job to different administrative people who don’t work right in your child’s school building. If you are not sure to whom to send your letter, or cannot get good information on who to write, you can always send your letter to the principal. If the principal is not the one directly responsible for answering your request, he or she still is responsible for giving your request to the right person.

Also, send a copy of your letter to your child’s teacher, so that he or she will be aware of what is going on and know of your concerns.

In general, what do I say in my letter?

When writing any business letter, it is important to keep it short and to the point. First, start by asking yourself the following questions and state the answers in your letter:

• Why am I writing?
• What are my specific concerns?
• What are my questions?
• What would I like the person to do about this situation?
• What sort of response do I want: a letter, a meeting, a phone call, or something else?

Each letter you write should include the following basic information:

• Put the date on your letter.
• Give your child’s full name and the name of your child’s main teacher or current class placement.
• Say what you want, rather than what you don’t want. Keep it simple.
• Give your address and a daytime phone number where you can be reached.
• Always end your letter with a “thank you.”

What are some other tips to keep in mind?

You want to make a good impression so that the person reading your letter will understand your request and say “yes.” Remember, this person may not know you, your child, or your child’s situation. Keep the tone of your letter pleasant and businesslike. Give the facts without letting anger, frustration, blame, or other negative emotions creep in. Some letter-writing tips include:

• After you write your first draft, put the letter aside for a day or two. Then look at it again and revise it with fresh eyes.
• Read your letter as though you are the person receiving it. Is your request clear? Have you included the important facts? Does your letter ramble on and on? Is it likely to offend, or is the tone businesslike?
• Have someone else read your letter for you. Is your reason for writing clear? Can the reader tell what you are asking for? Would the reader say “yes” if he or she received this letter? Can your letter be improved?
• Use spell check and grammar check on the computer. Or ask someone reliable to edit your letter before you send it.
• Keep a copy for your records.

Who can help me with this?

There are many people who can help you with letter writing and other tasks related to your child’s special needs. There are disability and parent organizations in every state that can help.

Local chapters | Local chapters of state, regional, and national disability advocacy organizations can work with you. Most disability organizations are concerned with issues related to a specific disability as well as broader issues of raising a child with a disability. Their membership often includes both parents and professionals.

Your state’s PTI | Each state has a federally-funded Parent Training and Information Center (PTI). PTI staff can help explain the laws, policies, and procedures for special education in your state. They can also help with problem-solving ideas. Find your state’s PTI here, at CPIR : https://www.parentcenterhub.org/find-your-center/

CPRC | Community Parent Resource Centers (CPRCs) also serve families of children and young adults with disabilities. They provide information and training to help families obtain an appropriate education and services for their children with disabilities. They help families connect with community resources. Not every state has a CPRC , however. Find out if your state does by visiting: https://www.parentcenterhub.org/find-your-center/

State agencies | State agencies, like the Developmental Disability (DD) Council, Protection and Advocacy Agency (P&A), or state Department of Education, can also help explain procedures and make suggestions. Your PTI or CPRC will be able to tell you where to write such agencies.

Local parent resource center | Many states now fund parent resource centers in local school districts. Ask your Director of Special Education if there’s a local parent resource center in your area.

Links to the Individual Letters

This ends the general introduction to the technique of writing letters to your child’s school. From here on, we’re going to present the letters individually so that you can choose to read the letter or letters most relevant to your situation.

Which letter would you like to read?

• Discussing a Problem : https://www.parentcenterhub.org/problem/
• Requesting Your Child’s Records: https://www.parentcenterhub.org/records-2/
• Requesting an Initial Evaluation for Special Education Services: https://www.parentcenterhub.org/evaluation-2/
• Requesting an Independent Evaluation of Your Child: https://www.parentcenterhub.org/iee-3/
• Requesting a Meeting to Review Your Child’s IEP : https://www.parentcenterhub.org/iep-2/
• Requesting a Change in Your Child’s Placement: https://www.parentcenterhub.org/placement-2/
• Informing the School of Your Intention to Enroll Your Child in a Private School at Public Expense: https://www.parentcenterhub.org/private/
• Requesting Prior Written Notice: https://www.parentcenterhub.org/notice/
• Requesting Mediation: https://www.parentcenterhub.org/mediation-2/
• Requesting a Due Process Hearing: https://www.parentcenterhub.org/hearing/
• Filing a Complaint with the State Education Agency: https://www.parentcenterhub.org/statecomplaint-2/

Resource Type: Article

Last Updated: January 19, 2024

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Sample Family Request Letter for Special Education Evaluation from a School

Families can send letters or emails to their child’s teacher or principal to request a special education evaluation. Here is a sample letter you can use.

Dear (Teacher or Principal’s name),

I would like to request comprehensive educational testing for my child ________________ who is in _____ grade at __________________school.

I would like a full evaluation with testing for learning disabilities. I request my child be tested in all suspected areas of disability, including the areas of auditory processing, executive function, OT, speech and language and a reading disability.  (add any specific disability here)

I understand I need to sign a consent form so the school can conduct the evaluation.  If I do not hear from you in three business days I will call to set up a time to sign the consent form.

I request I have a chance to review the result and ask any questions I have with the evaluator prior to the meeting.

I understand the school system has 60 days to complete testing and hold a meeting to discuss eligibility. I look forward to meeting with you on this date.

(your name)

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Using Sample Letters and Forms

PIC on Special Education has developed these templates to help parents and others write letters to the IEP Team and document conversations in the special education process. You should customize the letter to fit your child’s specific situation. Educational Specialists are available to talk with you over the phone to help you understand when and how to use these letters.

A note about email: PIC on Special Education’s favorite phrase is “If it’s not in writing, it didn’t happen!”. Email is a quick and easy way to get things in writing. However, we all get a lot of emails each day. We encourage families to think about when an email is best (such as quick communications or clarifications on homework assignments) and when sending a letter via mail is more appropriate. If sending a letter via email (even if it is as an attachment), families may wish to consider adding the line “please place a copy of this email and all attachments in my child’s educational records” to both the email and letter.

Sample Letters

Referral request, reevaluation request, sample request for an independent educational evaluation, sample request to review record s, sample letter to amend iep team meeting minutes, sample request for an iep team meeting, sample request for a functional behavioral assessment, sample request to use alternative method of obtaining evaluation reports prior to an iep meeting, sample for providing parent input to the team, sample letter agreeing to receive iep meeting notice by e-mail, sample certification/endorsement request, sample student authorization letter for students age 18+, sample forms, covid learning tracking sheet, basic elements of written prior notice (wpn), evaluation data summary sheet, discipline & behavioral incident tracking sheet, state complaint checklist, complaint worksheet to use with state or federal complaints.

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Sample Letter – Referral for Special Education

From: Special Education Rights and Responsibilities, Ninth Edition by Protection and Advocacy, Inc. and Community Alliance for Special Education. Full text available at www.pai-ca.org

Ms. Bev Blue Address City, State, Zip Code Telephone Number Date

Mr. Gary Green Director of Special Education Local Unified School District Address City, State, Zip Code

Dear Mr. Green:

I am the parent of John Blue, who is currently enrolled at the Regular Elementary School in the fifth grade. My child has not been doing well in school and I am concerned about his educational progress.

I look forward to receiving an assessment plan within 15 days. If you have any questions, please feel free to contact me. Thank you for your cooperation and assistance.

Sincerely, Bev Blue

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Full SPED Ahead

June 27, 2022 ·

A Parent Letter to Special Education Teachers

Guest Blogger · Helpful Tips · Parents · Teacher Tips

I had a parent write a letter to their special education teachers to share what it is really like and how we can work together as a team. Here are a few things to think about:

“To My Child’s Teacher,

I have been my child’s protector his whole life.  As his mom I knew there was more going on that just a delay with his development.  I sat in doctors offices and with specialists who brushed me off and made me feel like I was a crazy overreacting mommy.  I’ve sat in meetings where I was asked not to bring my son back because they couldn’t meet his needs (they were all polite but still…gut punch).  The thing was I felt like I also wasn’t meeting his needs and I had no direction.  I didn’t sleep much…thank you doctor google…

It is very hard for me to trust others with my child because of past experience.  Please be patient with me, I’ll come around.  My hope is to work with you to create the best opportunity for my child to succeed.  At the beginning of each school year I wonder about the worst and most of the time by the end of the school year I’m tearing up at the thought of not working with you as closely anymore.  

I’m sad to hear how difficult teaching has become these past two years with all the pandemic changes and uncertainty.  I wish I knew what I could do to support you better.  I may not say it enough but I appreciate everything you do for my child (and lets be honest…to support me).  

I am my sons biggest advocate, I can also be your’s too…

One Special Needs Mom

I hope this parent letter gives you some perspective about what happens outside of the school walls.

Here is another parent letter to continue this thought process.

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Life Skills Idea List

Thinking about life skills for special ed students is one of the most important parts of our job as special education teachers.

Functional life skills activities are especially important at this age because our students are getting older and we want them to be valuable and independent members of society when they are finished with school.

Want a life skills idea guide done for you for free? Put in your info below and I’ll send it to you!

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15 Brilliant Examples of Teacher Introduction Letters to Parents

Get ready for the new school year!

A new school year is about to begin. Are you ready? One of the best ways to get back into the groove is to write your teacher introduction letter to parents. This is a great time to reflect on previous years while setting an intention for the year ahead. Take time to curate the message you want to send, but don’t stress over it. We’ve put together some tips and examples to help you get started.

Tips for Writing a Teacher Introduction Letter to Parents

Make a friendly introduction.

Set the tone for your letter (and the school year!) by using a warm and friendly voice to introduce yourself to parents and students. Personalize this section by including the student’s name and class information. This is also helpful for parents who may have more than one child at the school.

Give them your background

Take a moment to highlight your education, experience, and skills to give them a better idea of your professional background and qualifications. Be sure to share any special training or certifications you’ve received as well as any goals you’ve set for the year.

Tell them why you are a teacher

There are many reasons why parents might find it harder and harder to leave their children in a classroom. Showcase your passion, teaching philosophy , and love for being a teacher, and let them know you are open and available to discuss any of their concerns during the school year.

Teacher Introduction Letter to Parents Examples

1. put preschoolers at ease.

Starting school for the first time can be intimidating. Welcoming preschoolers to an adventure can help reframe the experience and make it more exciting.

2. Build relationships with parents

Use your teacher introduction letter to parents to let them know that you want to be a team. Build a rapport and encourage them to share all of the things they love about their child.

3. Show them who you are

It’s important to give parents important information about your educational and professional background, but you can also use this space to share some personal details to help them get to know you better.

4. Ask parents for an introduction letter

While it’s essential to send out teacher introduction letters, why not ask for one in return? Invite parents to share anything and everything they want you to know at the beginning of the school year so you can get on the same page.

5. Make it a family affair

Let parents know that they are part of an extended family based in your classroom. Welcome them to be involved, set “family rules,” and make it clear that they have a seat at the table.

6. Provide class information

With your teacher introduction letter, consider including a one-sheet reference of important information about things like classroom rules, communication, volunteering, and the class website.

7. Share your family

Consider including a personal image of your family in your letter at the beginning of the year. Whether it’s you and your partner, your kids, or fur babies, this can help you make an immediate connection with parents.

8. Make a checklist

After the long summer break, back to school can be a stressful time. Help students and their families stay on track by including a helpful checklist with your teacher introduction letter.

9. Go high-tech

Want to take your efforts to the next level? Add a QR code that parents can scan. This will open a recording of you reading the letter to your students!

10. Keep it simple

Don’t want to get overly personal or technical? That’s OK! You can still write a great teacher introduction letter that gives students and parents the information they need while respecting your privacy.

11. Speak in code

Here’s another example of a customizable letter using technology to offer additional information without having to overstuff your letter or print out unnecessary pages. The QR code keeps things sleek and simple.

12. Stick to basics

In some situations, less is more. If you want to keep your teacher introduction letter to parents short, this customizable minimalist design might be perfect for you.

13. Space out

This fun teacher introduction letter template is easy to personalize and has just enough space (no pun intended) for the essentials. You can easily add more information or keep it short and sweet.

14. Go retro

This groovy design has a retro feel and a clean design. The bullets are a great way to share a lot of information without cluttering up your letter.

15. Block it off

We love the blocks used in this editable teacher introduction letter to parents. It looks clean and tidy, but the colors keep it fun and fresh.

Do you have more great teacher introduction letter examples? Share in the comments below!

Plus, check out these end-of-year letter examples ., want more articles like this be sure to subscribe to our newsletters .

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