Parent–School Communication: Email Scripts for Common Scenarios

By: Rachel Nicholson, Advocate

As a former administrator and teacher and currently parent advocate, I’ve learned that clear and respectful communication can change everything when it comes to supporting a child’s needs at school. Many families want to do the right thing but feel unsure of what to say or how to ask for it. Having a few sample emails can make that process much easier and take the stress out of writing from scratch.  Use these with confidence and know that we are here to support you for any questions or concerns you have beyond this!

Below are some practical email examples for common IEP and 504 situations. You can copy and personalize them depending on your child’s needs.

Requesting an Initial Evaluation
Subject: Request for Evaluation for [Child's full name]

Dear [Principal’s Name or Special Education Coordinator],

I am writing to request a comprehensive evaluation for my child, [Child’s Name, date of birth, student ID], who is in [grade, school, classroom teacher]. We have noticed ongoing difficulties with [briefly describe—reading comprehension, attention, written expression, executive functioning, fine motor weakness, speech and language concerns, socio-emotional struggles, etc.], and I believe these challenges are significantly impacting school functioning.
I understand that written consent is required before an evaluation can begin, and I would appreciate next steps and a timeline for this process.  If you are denied these evaluations, please send me a Prior Written Notice.
Thank you for your time and support.

Sincerely,
[Your Name]
[Your Contact Info- provide your phone number AND email address]

Requesting an IEP or 504 Meeting
Subject: Request for IEP/504 Team Meeting for [Child's full name]

Dear [Case Manager or Special Education Teacher],

I’d like to request an IEP or 504 meeting to review [Child’s Name]’s current plan. There are some areas of concern I’d like to discuss, including [briefly list—progress on goals, new academic or emotional needs, recent changes, etc.].
I’m available [list a few possible times/days] and would appreciate an invitation to meet at your soonest availability .
Thank you for helping ensure [Child’s Name] continues to receive the right support.

Warm regards,
[Your Name]
[ Your Contact Info- provide your phone number AND email address]

Requesting Progress Data
Subject: Request for Progress Data for [Child’s Name]

Dear [Case Manager or Special Education Teacher],

I’d like to review the most recent progress monitoring data for [Child’s Name]’s IEP goals, especially in [area—reading fluency, math, social-emotional, occupational therapy, speech and language therapy, counseling,  etc.].
Could you please share the data collected and any notes, work samples, assessments, or observations that go with it? I want to understand how [Child’s Name] is progressing and whether any adjustments might be needed.
Thank you for keeping us informed and for your continued support.

Sincerely
[Your Name]
[Your Contact Info- provide your phone number AND email address]

These templates are meant to help families start conversations that keep the focus where it belongs...on the child.  Keep emails short and focused on one main topic. Always make requests in writing and save your communication in a folder or binder for reference. Make sure to provide the team with your best contact information so that they are able to reach you easily and quickly. End on a positive note whenever possible...you’re all on the same team.  As always, if you need help, please reach out to Education Advocates of America for a free consultation.