Putting Things in Writing is Important

Jessica Camp
Jan 15
4 min read

As parents of children with Individualized Education Plans (IEPs), 504 plans, and disabilities, you're already superheroes! Navigating the world of education, advocating for your child, and ensuring they receive the best possible support is a monumental task. One of the most powerful tools in your superhero utility belt? Clear, consistent, and written communication with your child's school.

Think of written communication as your trusty sidekick. It provides a clear record, prevents misunderstandings, and can be an invaluable asset in ensuring your child's IEP is implemented effectively. Let's explore why putting things in writing is so important and how it can empower you as you help your child.

The Power of the Written Word

A Clear Record for Everyone

Verbal conversations are wonderful for building relationships, but when it comes to important details about your child's education, they can be easily misinterpreted or forgotten. A written record serves as a tangible account of discussions, agreements, and concerns. This means:

No "He Said, She Said": If there's ever a disagreement about what was discussed, a written record provides objective evidence.
Consistency: All parties involved – teachers, administrators, therapists, and you – have access to the same information, ensuring everyone is on the same page.
Tracking Progress and Concerns: You can easily reference past communications to track patterns, identify recurring issues, and demonstrate the history of your advocacy.

Prior Written Notice: Your Legal Right

One of the most crucial aspects of written communication is understanding and utilizing your right to Prior Written Notice (PWN). The Individuals with Disabilities Education Act (IDEA) requires the school to provide you with written notice whenever they propose to initiate or change, or refuse to initiate or change, the identification, evaluation, educational placement, or the provision of a free appropriate public education (FAPE) to your child.

What it includes: A PWN should explain the action the school is proposing or refusing, why they're doing it, what other options they considered and why those options were rejected, and a description of any evaluation procedures, assessment, record, or report the school used as a basis for their decision. It also outlines your rights as a parent.
Your opportunity to respond: The PWN gives you time to understand the school's decision and respond in writing if you disagree. This is your chance to clearly state your concerns and propose alternative solutions.

Scheduling IEP Meetings: Proactive and Documented

IEP meetings are central to your child's educational journey. When you need to schedule a meeting, always do so in writing.

Requesting a Meeting: Send an email or letter clearly stating your request for an IEP meeting. Specify the purpose of the meeting (e.g., to discuss concerns about a specific goal, review progress, address a new behavior).
Confirming Attendance and Agenda: After a meeting is scheduled, confirm the date, time, attendees, and proposed agenda in writing. This helps ensure all relevant team members are present and that your key concerns will be addressed.
Follow-Up After Meetings: Following an IEP meeting, send a brief email summarizing your understanding of the decisions made about parental concerns, action items / major changes, and who is responsible for what. This acts as an additional layer of documentation and allows for correction of any misunderstandings.

Addressing Behaviors: Clear Communication is Key

When your child exhibits challenging behaviors at school, clear and documented communication is essential.

Reporting Concerns: If you are noticing new or escalating behaviors at home, inform the school in writing. Similarly, if the school reports behaviors to you, request the information in writing, including specific incidents, dates, times, and any interventions attempted.
Requesting a Functional Behavioral Assessment (FBA) and Behavior Intervention Plan (BIP): If behaviors are impacting your child's learning or the learning of others, make a written request for an FBA. If an FBA has already been conducted, request a meeting to discuss a new or revised Behavior Intervention Plan (BIP) in writing.
Documenting Interventions and Progress: Keep a record of any behavioral interventions implemented at school and your child's response to them. Share your observations and concerns in writing to ensure the team has a complete picture. Request the same from the school to share with you so you can keep any medical providers up to date as well.

Tips for Effective Written Communication

Be Clear and Concise: Get straight to the point. State your purpose, concerns, or requests clearly and succinctly.
Maintain a Respectful Tone: Even when you're feeling frustrated, always maintain a polite and professional tone. This helps foster a collaborative relationship.
Date Everything: Every email or letter should be dated.
Keep Copies: Always keep copies of all written communications, including emails, letters, and faxes.
Organize Your Records: Create a system for organizing your child's IEP documents and all related correspondence. This will save you time and stress in the long run.
Follow Up: If you don't receive a response within a reasonable timeframe, send a polite follow-up email or letter referencing your original communication.

By consistently putting things in writing, you empower yourself as your child's best advocate. You'll have a clear, objective record of your journey, ensuring that your child receives the appropriate support and that their IEP is a living, breathing document that truly reflects their needs. Keep up the amazing work, superhero parents!