If you have a special needs child, it is important to document every verbal conversation, whether it takes place in person, at a scheduled meeting, or via phone call, with your child’s school. Documenting verbal conversations and meetings that pertain to your child’s education not only creates a paper trail to help keep up with changes and issues but also helps to avoid confusion, misinformation, and mistakes. Find below an email template for documenting each verbal conversation or meeting you have with your child’s school administrators or teachers.
Dear ______,
Thank you for speaking / meeting with me today in the hallway / at the IEP meeting about Name’s educational needs. To summarize our conversation / meeting, we agreed that x, y, z. We disagreed about a, b, c. I look forward to meeting with you in September for Name’s scheduled IEP meeting (or teacher conference, phone conference, 504, etc.) where we can discuss these issues in greater detail. In the meantime, I will be working with my child to improve the following: ___________. Please let me know if there is anything else I can do at home to help support Name’s functioning in the classroom.
Sincerely,
Parent Name
This type of email is respectful, appreciative, and shows a willingness to support the school’s efforts. Creating a timeline of professional emails that prove your commitment at home to improving your child’s school experience can go a long way in establishing a collaborative relationship with your child’s school. Parents should send this type of summary email immediately following every conversation and meeting about their children.
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