How to gather evidence for an EHCP
An Education, Health and Care Plan (EHCP) is a legal document in England for children and young people with special educational needs who need more support than their school can normally provide. Here is a plain-English guide to the evidence that usually helps, and how to keep it organised.
This guide is general information, not legal advice. Rules and practice vary between councils. For advice on your rights, contact IPSEA or your local SENDIASS service. Both are free and independent.
1. Know who can ask for an assessment
Parents can ask the council directly for an EHC needs assessment. You do not need the school's permission, although schools can ask too. The council usually has 6 weeks from receiving the request to decide whether to carry out the assessment. Use the deadline calculator to see your dates.
2. Keep a daily diary
Dated notes show patterns that are hard to remember later. Each entry can be short. Useful things to record:
- What happened, where, and roughly how long it lasted
- What seemed to set it off, if you know
- What support was given and whether it helped
- How hard the day was, on a simple 1 to 5 scale
- Sleep, meals, school refusal or lateness
Stick to what you saw or were told. Avoid guessing at causes or diagnoses. You can use our free printable template, or log online with EHCPlog. For examples of useful entries, see what to write in an EHCP diary, and if your child is autistic or has ADHD, evidence that helps for autism and ADHD.
3. Collect reports from professionals
Reports from people who know your child can carry weight. Depending on your child's needs, this may include:
- Educational psychologist
- Speech and language therapist
- Occupational therapist
- Paediatrician, GP or CAMHS letters
- Any private assessments you have paid for
Keep the original reports with their dates. If the council does not list a report you sent, ask for it to be included.
4. Gather what the school holds
Ask the school for records of the support it has already tried. This commonly includes:
- SEN support plans and reviews (often described as assess, plan, do, review cycles)
- Details of extra help the school provides and how often
- Attendance records and any exclusions or part-time timetables
- Samples of work and teacher comments on progress
5. Add your own views
Write a short statement about your child's strengths, difficulties and what helps, in your own words. Include your child's views if they can give them. A dated diary summary can support what you say.
6. Keep a chronology of every contact
Keep a running list of emails, letters, calls and meetings: the date, who was involved and what was agreed. Save emails and letters in one folder, in date order. This helps if you need to chase a late decision or explain what happened later.
7. If the council refuses
If the council refuses to assess, or you disagree with a later decision, you usually have 2 months from the date on the decision letter to appeal to the SEND Tribunal. If you have a mediation certificate, you may have 1 month from receiving it if that is later. Check your letters and get advice quickly, because time limits are strict. The calculator can show the usual date.
Quick checklist
- Daily diary started, with dates
- Professional reports gathered
- School support records requested
- Your own statement written
- Emails and letters saved in date order
- Deadlines written down