How to email school about SEN concerns
When you are worried about your child's needs at school, putting it in writing helps. An email creates a dated record, gives school time to respond properly, and makes it easier to follow up. These templates keep it short, factual and polite.
Five rules that help
- One topic per email, with a clear subject line that includes your child's name and class.
- Facts with dates, not general complaints: "On 3 and 5 November he refused to go into class after lunch."
- Say what you are asking for and by when: a meeting, an answer, a copy of a plan.
- Send it to the right person, usually the class teacher first, then the SENCO, copying the head only if needed.
- Keep a copy and log it. If you do not get a reply in about 5 school days, follow up.
Template 1: raising a concern
Subject: [Child's name], [class]: concern about [topic]
Dear [name],
I wanted to share a concern about [child's name]. Over the last [number] weeks I have noticed [specific examples with dates]. At home this has led to [effect, for example difficulty sleeping, distress before school].
Could we meet to talk about what you are seeing in school and what support might help? I am free on [days and times].
Many thanks,
[Your name]
Template 2: asking the SENCO for a meeting about SEN Support
Subject: [Child's name], [class]: request for a SEN Support meeting
Dear [SENCO's name],
I believe [child's name] may have special educational needs in [area, for example communication, attention, anxiety]. I would like to meet to discuss whether [he/she/they] should be on SEN Support, and what the plan would be. I have kept dated notes I can bring.
Please could you let me know some times in the next two weeks.
Kind regards,
[Your name]
See SEN Support vs EHCP for how support works in school.
Template 3: follow-up after a meeting
Subject: [Child's name]: summary of our meeting on [date]
Dear [name],
Thank you for meeting me today. To confirm what we agreed:
- [Action] by [who] by [date]
- [Action] by [who] by [date]
- We will review on [date].
Please let me know if I have missed or misunderstood anything.
Best wishes,
[Your name]
This is the single most useful email you can send. It turns a conversation into a dated record. More in our meeting checklist.
Template 4: asking for records
Subject: [Child's name]: request for SEN records
Dear [name],
Please could you send me copies of [child's name]'s SEN Support plans, records of interventions and their outcomes, attendance records and any behaviour or incident records from [date] to now.
Thank you,
[Your name]
Keep it all together
Log each email and reply with its date. The EHCPlog contact log does this in seconds and adds it to your evidence pack. When school support is not enough, read how to request an EHC needs assessment.