Ready-to-Send Letters for Parents
In short: Eleven short, polite letters you can copy, fill in and send: each one names the federal rule behind the request, such as an independent evaluation, school records, a Medicaid fair hearing or SSI reconsideration.
Knowing your rights is one thing. Actually writing them down is another. Each letter here is short, polite, and specific, and each one points to the rule behind it. Fill in the brackets, send it, keep a copy, and write down the date.
A Second Opinion on the School's Evaluation
Send this when you disagree with the school's evaluation.
Subject: Request for an independent educational evaluation for [child's name]
Dear [name],
Thank you for the evaluation completed on [date]. I disagree with it, and I am requesting an independent educational evaluation at public expense under 34 CFR 300.502.
Please send me, in writing, information about where an independent evaluation may be obtained and the criteria that apply. I would appreciate a reply by [date, about two weeks out].
Thank you,
[your name]
[phone and email]
Why you can ask: You can request an independent evaluation at public expense if you disagree with the school's evaluation (34 CFR 300.502). See the school fine print.
Records Before the IEP Meeting
Send this as soon as you know when the meeting is.
Subject: Request for education records for [child's name]
Dear [name],
Under 34 CFR 300.613, I am asking to inspect and review all of [child's name]'s education records. Our IEP meeting is on [date], so I would appreciate access before then. I would also like copies of the evaluations, the current IEP, progress reports, and any behavior records.
Please let me know when and how I can see them. Thank you for your help.
[your name]
[phone and email]
Why you can ask: The school has to let you see your child's education records before any IEP meeting, and within 45 days of when you ask (34 CFR 300.613). See the school fine print.
Who Is Coming to the IEP Meeting, and a Copy of the IEP
Send this if the meeting notice doesn't say who's coming, or if you don't get a copy of the IEP after the meeting.
Subject: IEP meeting on [date] for [child's name]
Dear [name],
Thank you for the meeting invitation. Could you please send me the names and roles of everyone who will attend, and the purpose of the meeting? I would also like to confirm that [time] works for me. I plan to bring [name, role].
After the meeting, please send me a copy of the IEP. Thank you.
[your name]
[phone and email]
Why you can ask: The meeting notice has to say who will attend, and the time and place have to work for you. You get a copy of the IEP at no cost (34 CFR 300.322). See the school fine print.
The Procedural Safeguards Notice
This one is short and easy. Send it any time you haven't been given the notice.
Subject: Request for the Procedural Safeguards Notice
Dear [name],
Could you please send me a copy of the Procedural Safeguards Notice for [child's name]? Thank you.
[your name]
[phone and email]
Why you can ask: The school has to give you the Procedural Safeguards Notice once a school year, at certain points like when you request an evaluation first, and whenever you ask for a copy (34 CFR 300.504). See the school fine print.
Days Out of Class and What Happens Next
Send this if your child with an IEP has been sent home from school more than once.
Subject: Days out of class for [child's name]
Dear [name],
I would like to make sure we are both counting the same days. Could you send me, in writing, the dates [child's name] has been removed from class this school year, including early pick-ups?
If the total is over ten school days, please tell me what services will be provided, who will provide them, and when we can meet to review the behavior plan. Thank you for working with me on this.
[your name]
[phone and email]
Why you can ask: Once removals add up to more than ten school days in a year, whether they're all in a row or in a pattern, it counts as a change of placement, and the school has to provide services (34 CFR 300.530 and 300.536). See the behavior fine print.
The Plan for After School, Starting at 16
Send this before the IEP meeting closest to your child's 16th birthday, or earlier.
Subject: Transition planning for [child's name]
Dear [name],
[Child's name] is [age], and I would like the next IEP meeting to cover postsecondary goals and transition services under 34 CFR 300.320. Please make sure [he/she/they] is invited. With my consent, please also invite [agency, for example vocational rehabilitation].
Could you send me the current transition assessments before the meeting? Thank you.
[your name]
[phone and email]
Why you can ask: The IEP has to include goals and services for life after school, and your child gets invited to the meeting (34 CFR 300.320 and 300.321). See the Turning 18 and 26 fine print.
Early Intervention: Dates for the Evaluation and First Plan
Send this right after you make the referral.
Subject: Referral for [child's name], made on [date]
Dear [name],
I referred [child's name] to Early Intervention on [date]. Under 34 CFR 303.310 the evaluation, assessments, and first plan meeting are due within 45 days. Could you tell me the dates that are scheduled, and let me know if you need anything from me?
Thank you for your help.
[your name]
[phone and email]
Why you can ask: The program has 45 days from your referral to finish the evaluation, do assessments, and hold the first meeting (34 CFR 303.310). See the Early Intervention fine print.
Medicaid Said No: Ask for the Reasons
Send this right away. It also starts a deadline that protects you.
Subject: Request for the reasons for the decision on [case number]
Dear [name],
I received your notice dated [date] about [child's name]. Could you please send me a clear statement of the specific reasons for the decision and the specific regulations that support it? Please also tell me how to request a fair hearing.
Thank you,
[your name]
[phone and email]
Why you can ask: A denial notice has to say exactly why and cite the rules behind the decision (42 CFR 431.210). See the Medicaid fine print.
Request a Fair Hearing
Don't wait for the reasons letter if the deadline is close. Send this in writing and keep a copy.
Subject: Request for a fair hearing, [case number]
Dear [name],
I am requesting a fair hearing on the decision in your notice dated [date] about [child's name]. I would also like to know whether an expedited hearing is available. Please confirm receipt of this request in writing and send me the next steps.
[your name]
[phone and email]
Why you can ask: You have the right to a fair hearing. The state gives you no more than 90 days from when the notice was mailed to request one (42 CFR 431.221). Your state may give you less time, so check the notice. See the Medicaid fine print.
SSI Said No: Ask for Reconsideration
Send this within 60 days of getting the notice. Keep the envelope and write down when you received it.
Subject: Request for reconsideration, [name and last four of Social Security number]
To Social Security,
I received a notice dated [date] about [child's name]'s SSI application, and I disagree with the decision. I am requesting reconsideration. Please confirm in writing that you received this request, and the date.
[your name]
[phone and email]
Why you can ask: You can request reconsideration in writing within 60 days after you get the notice (20 CFR 416.1409). See the SSI fine print.
Health Plan Coverage at 26
Send this several months before the 26th birthday.
Subject: Dependent coverage for [adult child's name], member [ID]
Dear [name],
[Name] turns 26 on [date]. Could you tell me in writing whether this plan, or any state provision that applies to it, continues coverage beyond age 26 for an adult child with a disability, what documents you need, and the deadline to send them? Please also tell me the last day of coverage under the normal rule.
Thank you for your help.
[your name]
[phone and email]
Why you can ask: A plan with dependent coverage keeps it until 26. The rule also allows for state laws that might keep coverage going for some adults with disabilities (45 CFR 147.120). See the Turning 18 and 26 fine print.
Before You Send Any of These
A few habits make every letter work better.
- Send it by email or another way that leaves a date stamp, and keep a copy.
- Fill in the blanks and cut anything that doesn't apply. Shorter is better.
- Ask for the answer in writing, and put a date on your calendar to follow up.
- Be kind. The person reading it is probably carrying a full load, and a clear, friendly note is easy to say yes to.
These are starting points, not legal advice. Your state has its own forms and deadlines. Your state's parent center will look a letter over for free. If the answer is no, the disagree-in-writing guide shows what to do next.
See also: fine-print-school, ask-this, How to Disagree, Printable Checklists, All Explainers.
Sources: www.ecfr.gov, www.ecfr.gov.
Last checked: October 2026. Each rule named in these letters was checked against the text of the federal regulation it cites (34 CFR 300.320, 300.321, 300.322, 300.502, 300.504, 300.530, 300.536, 300.613 and 303.310; 42 CFR 431.206, 431.210 and 431.221; 20 CFR 416.1409; 45 CFR 147.120) at ecfr.gov. These letters are starting points, not legal advice. This is not legal advice; see the full disclaimer.