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How to use SEN Letters UK

A guide to getting the most from every letter type, the other tools available to you, what to do if things go wrong, and answers to the most common questions.

Quick start

1

Click "Write a Letter" in the navigation above

2

Choose the letter type that matches your situation

3

Answer the questions, be as specific as possible about dates, names, and what has happened

4

Read the letter before you send it. Add any specific details we may have missed

5

Copy the letter and send by email or post. Keep a copy for yourself

Letter type guide

📅

Requesting a meeting with school

WHEN TO USE THIS

Use this when the school has not responded to your verbal requests, when you want a formal record that a conversation happened, or when you need to escalate concerns about your child's support.

TIPS

  • ✓Be specific about what support is missing and since when
  • ✓Name the SENCO or headteacher if you know who is responsible
  • ✓Ask for a written response confirming the meeting date
  • ✓Keep a copy of the letter and note the date you sent it

⚖️ The law

Schools have a duty under Section 19 of the Children and Families Act 2014 to take account of the views, wishes and feelings of parents. They must engage with you.

⚠️

Escalating an ignored request

WHEN TO USE THIS

Use this when you have already sent a letter or raised concerns verbally and received no response, or when promises made in meetings have not been followed through.

TIPS

  • ✓Reference your previous communication and its date
  • ✓Keep the tone professional even if you are frustrated, the letter will be taken more seriously
  • ✓Set a shorter deadline than usual (5 working days)
  • ✓State clearly that you will escalate to the Local Authority if unresolved

⚖️ The law

Under Section 66 of the Children and Families Act 2014, schools must use their best endeavours to meet your child's SEN. Persistent failure to engage may constitute a breach of this duty.

⚖️

Appealing a council decision

WHEN TO USE THIS

Use this when the local authority has refused an EHC needs assessment, refused to issue an EHC plan, or issued a plan you believe does not accurately reflect your child's needs.

TIPS

  • ✓Be clear about which decision you are challenging and the date it was issued
  • ✓State your grounds of appeal factually, not emotionally
  • ✓Reference any professional reports that support your position
  • ✓Note that you have 2 months to appeal to the First-tier Tribunal (SEND) from the date of the decision

⚖️ The law

Section 51 of the Children and Families Act 2014 gives parents the right to appeal to the First-tier Tribunal. This letter starts the formal challenge process before tribunal if needed.

📋

Requesting an EHC assessment

WHEN TO USE THIS

Use this when you believe your child's needs cannot be met through standard SEN support, or when the school has suggested an EHCP might be appropriate but has not initiated the process.

TIPS

  • ✓Include evidence of the support already tried and why it has not been sufficient
  • ✓Mention any professional assessments, reports, or diagnoses you have
  • ✓You do not need the school's agreement to request an assessment, you can apply directly to the local authority
  • ✓The local authority must respond within 6 weeks

⚖️ The law

Section 36(1) of the Children and Families Act 2014 gives parents the right to request an EHC needs assessment directly from the local authority. They cannot refuse to consider your request.

📣

Making a formal complaint

WHEN TO USE THIS

Use this when all other approaches have failed, when there has been a significant failure of duty, or when you need to create an official record before escalating to the Local Authority or Ombudsman.

TIPS

  • ✓Set out the facts chronologically with dates
  • ✓State clearly what you want to happen as a result of the complaint
  • ✓Send to the headteacher and copy in the chair of governors if serious
  • ✓Keep copies of everything, this letter creates your paper trail

⚖️ The law

All schools must have a statutory complaints procedure. If the school does not resolve your complaint, you can escalate to the local authority and ultimately to the Local Government and Social Care Ombudsman.

Frequently asked questions

What can I do besides writing letters?

Three more things. Paste a letter you received and the Explain a Letter tool tells you what it means and drafts a reply. Upload your draft EHC plan and the EHCP Draft Review checks each need against its provision and drafts the amendments to request. And two free tools, the EHCP timeline calculator and the jargon buster, need no credits at all.

How much does it cost?

You get one free preview to start. After that, credits unlock full letters and tools: 3 credits for £4.99 or 10 for £9.99, and they never expire. A letter or a letter explanation costs 1 credit, and an EHCP Draft Review costs 2. If you are in an active case, the £9 a month subscription gives you 20 credits every month.

Do I need a diagnosis before I can write these letters?

No. A diagnosis helps but is not required. Children can receive SEN support and even an EHC plan without a formal diagnosis. Focus on describing how your child's difficulties affect their ability to learn.

What if the school ignores my letter?

If there is no response within your stated deadline, send the escalation letter. If that is also ignored, contact your Local Authority's SEND team and your local SENDIASS service (free, independent advice for SEN parents).

Can I send the letter by email?

Yes. Email is fine and creates a timestamp. Send to the SENCO and headteacher. Follow up with a phone call if you do not receive an acknowledgement within 2 working days.

Should I edit the letter before sending?

Always read it through. You know your child's situation better than anyone. Add specific dates, names, or details that strengthen the letter. The legal language is handled, the specific facts are yours.

What is SENDIASS?

The Special Educational Needs and Disabilities Information Advice and Support Service. Every local authority has one. It is free, independent, and can support you with advice, letters, and sometimes attending meetings. Search for your area's SENDIASS online.

What is the difference between SEN Support and an EHC plan?

SEN Support is provision made by the school from its own budget. An EHC plan is a legally binding document issued by the local authority that specifies exactly what support must be provided and is funded separately. EHC plans are for children with more complex needs.

If nothing is working

If the school or council continues to ignore you, here is the escalation path:

1

School SENCO

Your first point of contact for all SEN matters

2

Headteacher

Escalate if the SENCO is unresponsive or dismissive

3

Local Authority SEND team

Contact your council's SEND department directly

4

SENDIASS

Free independent advice, find yours at iassnetwork.org.uk

5

First-tier Tribunal (SEND)

For appeals about EHC plans, register at gov.uk/appeal-ehc-plan-decision

6

Local Government Ombudsman

For complaints about council failures, lgo.org.uk

Ready to write your letter?

Questions? Email us at apps@marvanova.com