There is a version of this conversation that happens in kitchens across England every week. A parent has just come off the phone with their local authority, frustrated and exhausted, feeling like nothing they say makes any difference. They write an email in a hurry. They get a vague reply...or no reply at all...nothing changes.
The problem is rarely that the parent isn't trying hard enough. The problem is that nobody ever told them how the system responds. Local authorities are large bureaucracies. They respond to evidence, to specificity, and to the knowledge that a parent knows their rights. The good news is that a well-written letter can shift things considerably. This post will show you how to write one.
First: Why Letters (and Emails) Matter So Much
Before we get into the how, it's worth understanding the why. Every time you put something in writing, you are creating a record. That record can be referenced in future correspondence. It can be submitted as evidence at a SEND Tribunal. It can be included in a Subject Access Request. It means that the LA cannot later claim they were unaware of something, or that a conversation never happened.
Phone calls are convenient. They are also invisible. If you speak to someone at the LA on the phone, follow it up in writing the same day:
“Further to our phone call today, I am writing to confirm that...”
This is not paranoia. It is good practice.
Getting the Tone Right
This is where many parents either go too soft or too hard...and both can work against you.
Too soft looks like: “I’m so sorry to bother you, I just wondered if maybe you could possibly look into...” This kind of language signals that you are uncertain of your position. It invites vague, non-committal replies.
Too hard looks like an email written in anger, making accusations, using threatening language before you have exhausted the formal process. This can put people on the defensive and make the LA less willing to work with you informally.
The tone that works is firm, factual, and professional. You are not asking for a favour. You are communicating clearly about your child's needs and the legal duties that apply. You are not angry, you are informed. A good opening sets this up immediately:
“I am writing regarding my child [Name], date of birth [date], who currently attends [school]. I am writing to formally request...”
Note the word formally. It signals that this is not a casual enquiry. It signals that you understand the process and that you expect a response within the required timeframe.
What to Include
A strong letter to a local authority should always contain the following:
Your child's details
Full name, date of birth, school, and any reference number the LA has assigned. This ensures your letter lands in the right place immediately rather than sitting in a general inbox.
A clear statement of what you are requesting or raising
Don't bury the ask. State it in the first paragraph. Are you requesting an EHC needs assessment? Raising a concern about a failure to deliver provision? Asking for an urgent annual review? Say so clearly and early.
The relevant legal basis
You do not need to be a lawyer to reference the law. A sentence like “Under Section 36 of the Children and Families Act 2014, I am formally requesting an EHC needs assessment for my child” tells the LA that you know what you’re talking about. It also makes it harder for them to respond with vague language, because you have named a specific duty.
Your evidence
This is where many letters fall short. Don't just tell the LA your child is struggling, show them. Reference specific reports, assessments, letters from professionals, or records from school. If you have a diagnosis, name it. If a professional has recommended a particular type of support, quote it. The more specific you are, the harder it is to dismiss.
A clear timeline expectation
End your letter by stating when you expect a response. For an EHC assessment request, the LA must respond within 6 weeks - say that you are aware of this. For other correspondence, stating “I would appreciate a response within 14 days” is entirely reasonable.
Your contact details
Always include your phone number and email address, even if they are already on record. Make it easy for the right person to reach you.
Building a Paper Trail
A paper trail is not just a collection of documents. It is a timeline of events that shows what was known, when it was known, and what was done (or not done) about it.
Here is how to build one deliberately:
• Always send letters and emails rather than relying on phone calls. When you do have a phone call, send a follow-up email the same day summarising what was discussed and agreed.
• Keep copies of everything you send and receive. Create a folder (physical or digital) labelled with your child's name and the LA's name. File every letter, email, report, and response in date order.
• When you receive a response, reply to confirm receipt and note any commitments made.
• If the LA misses a deadline, write again, calmly but explicitly, noting that the deadline has passed. Do not let missed deadlines slide without comment. Each unanswered deadline is a piece of evidence that may be relevant later.
A Simple Template to Get You Started
You don't need to start from scratch every time. Here is a basic structure you can adapt:
Dear [Name of SEND Officer / SEND Team],
I am writing formally regarding my child, [Full Name], date of birth [date], currently attending [school name]. [Child’s name] has [briefly describe needs/diagnosis].
I am writing to [state your request clearly - e.g. formally request an EHC needs assessment / raise a concern about the provision outlined in Section F of [child]’s EHC plan / request an urgent annual review].
I am making this request on the following grounds: [set out your reasons, referencing any professional reports, school records, or assessments that support your position].
I understand that [reference any relevant legal duty and timeframe — e.g. under the Children and Families Act 2014, the LA has 6 weeks to respond to a request for an EHC needs assessment].
Please confirm receipt of this letter and advise me of next steps. I look forward to your response by [date].
Yours sincerely,
[Your name]
[Your address]
[Your phone number and email]
If You Don't Get a Response
If the LA does not respond within the stated timeframe, write again. Reference your original letter by date. Ask for an explanation of the delay and a confirmed response date.
If you continue to receive no meaningful response, you can escalate. Options include contacting The SEN Advocate for support, making a formal complaint to the LA, or where an EHC needs assessment refusal is involved - appealing to the SEND Tribunal.
The key is not to go quiet. Silence from a parent is often, regrettably, treated as acceptance.
You Know Your Child Best
No letter will be perfect. What matters is that you write it, send it, and keep the record. Every step you take in writing is a step that the system cannot ignore, overlook, or deny later.
You are your child's most important advocate. A well-written letter is one of the most powerful tools you have.
Use it.
Need help drafting a letter or understanding your rights? Contact us at The SEN Advocate