Sample Letters and Forms

Over the course of a child’s education we communicate with teachers, administrators, and others. While much of the communication is informal face-to-face, or over the phone conversations, there are times when communications need to be made in writing. Having a paper trail often helps in the even a dispute arises between families and school districts. Here are sample letters and forms often used to communicate with the school about the needs of a student.

Downloadable Examples

COVID-19 Sample Letters

Request Compensatory Education Services (IEP)

Request for Compensatory Education Services May 2022

You can use this letter when your child has an IEP, and you want the school to give them more help because they didn’t get everything in the IEP when schools were closed.

Once you ask for a meeting, the school has 30 days to meet with you. The school does not have to count days during regular school breaks like summer vacation or spring break.


Request for Compensatory Education Services – 504 Plan May 2022

You can use this letter when your child has a Section 504 Plan, and you want the school to give them more help because they didn’t get the help they needed when schools were closed.

Exception to the IEP Sample Letter

An Initial Individualized Education Program (IEP) Evaluation

Request an IEP Meeting for a Student with an IEP

An Initial 504 Plan

An Independent Educational Evaluation (IEE)

All School Records

Request for Educational Records

You can use this letter when you need to get copies of your child’s school records.

Submit the letter to the district’s Special Education Director and to the school Principal.

There are two places records are kept—in the regular (cumulative) file at the school site, and, if your child has an IEP/receives special education services or has been evaluated to see if they qualify for services, in a special education file.

Make sure to keep proof of the letter’s delivery. You can:

  • Email the letter and ask them to confirm receipt by emailing you back
  • Deliver the letter in person and ask that your letter be date stamped, initialed, and a copy of it given to you before you leave the office

A written letter requesting records triggers an important timeline under the Family Educational Rights and Privacy Act (FERPA). In California, from the time the school district receives your letter, the school district has five business days to provide access to, or copies of records. This includes the summer, but it may be hard to find staff available to help, so be sure to follow up if there is any delay.

Schools may charge a reasonable fee for records, but they are not required to. If paying for records will be difficult for you, use the suggested language in the sample letter.

For students in public school, the current school should have records from all previous schools. If these are not included, follow up to request them. Records follow a student from school to school until they exit the public school system.

Students 18 or older must request their own school records unless they are conserved. Colleges and universities do not send records to another institution without the student’s written request and authorization, and may charge a fee to do so.

If a student is in college, even if they are under 18, only they can request their school records from the college or have them sent to another institution.

Additional Assessment (For a student who already has an IEP)

An Assistive Technology (AT) Assessment

An Assistive Technology (AT) and Augmentative Alternative Communication (AAC) Assessment

An IEP Compliance Complaint Investigation (Through the California Department of Education)

A Diagnostic Center Assessment

An Educationally Related Mental Health Services (ERMHS) Assessment

A Functional Behavioral Assessment (FBA)

An Office of Administrative Hearings (OAH) Mediation (no attorneys or advocates are involved)

A Regional Center Assessment

A Transition Assessment (To be completed by 16 years of age)