Most parents wait too long because they think the system will “notice” and step in.
It often won’t.
Here’s the truth: a written evaluation request is leverage. It turns hallway conversations and vague concerns into a documented, time-stamped next step—and IDEA allows a parent (or the school) to initiate a request for an initial evaluation. ecfr.gov+2Legal Information Institute+2
This is the complete playbook: what to write, who to send it to, what to attach, how to follow up, and what to do if they stall.
Quick note: I’m sharing general education info. State rules can add details (like different timelines), so you’ll still follow your district/state procedures.
Why writing it down works
If you want results, stop trying to be convincing and start being clear.
A written request does 3 things:
Creates a record (date + request + what you asked for)
Forces a yes/no decision (and a reason)
Starts the evaluation timeline once consent is received (federal rule: 60 days from parental consent, unless your state sets a different timeline). ecfr.gov+2Legal Information Institute+2
And schools have “Child Find” duties to identify/locate/evaluate students who may have disabilities. ecfr.gov+2Legal Information Institute+2
The outcome you actually want
You’re not asking for a label.
You’re asking for clarity:
What’s going on?
What does your child need?
What supports will change outcomes?
That’s what evaluation is for (and IDEA requires an evaluation before special education services can be provided). Parent Information Center
The 7 things your written request must include
Keep it short. This is not a memoir. This is a trigger.
1) Student basics
Child’s full name, DOB (optional), grade, school, teacher.
2) One-sentence concern
Example: “I’m concerned about reading fluency and comprehension.”
3) Impact statement (the money line)
How it affects access to learning:
grades, work completion, behavior, attendance, stamina, anxiety, peer conflict, etc.
4) 2–4 concrete examples
Not feelings. Observables.
“Takes 2–3 hours to complete 30 minutes of homework.”
“Meltdowns 3–4 nights/week when writing is required.”
“Teacher reports incomplete work 4/5 days.”
5) Your clear request
Use this phrase (it’s clean and standard):
“I am requesting an evaluation in all suspected areas of disability.” parentsreachingout.org+1
6) Areas you want considered (pick what fits)
You don’t need to diagnose—just name domains:
academics (reading/writing/math)
attention/executive functioning
speech-language
social-emotional/behavior
OT/sensory/fine motor
7) Ask for next steps + consent
Because timelines typically run from parental consent, you want them to respond with the consent/plan. ecfr.gov+1
Who to send it to (so it doesn’t vanish)
Send to 2–4 people, not one:
Principal
Special education coordinator/case manager
School psychologist / evaluation coordinator (if you know who that is)
Teacher (optional)
Subject line: “Request for Initial Evaluation – [Student Name]”
Copy/Paste Email Script (the one that works)
Use this exactly as-is, then customize the brackets.
Subject: Request for Initial Evaluation (All Suspected Areas) — [Student Name]
Hi [Principal/Team],
I’m writing to request an initial special education evaluation for my child, [Student Name] (Grade [#], [School]). I’m concerned that [Student Name] may have a disability impacting school performance, and I’m requesting an evaluation in all suspected areas of disability. ecfr.gov+1
Here’s what I’m noticing:
Concern: [1 sentence: what’s happening]
Impact: This is affecting [learning / behavior / attendance / work completion].
Examples (recent):
[Example 1: what/when/how often]
[Example 2]
[Example 3]
Areas I’m requesting be considered include:
[academics / attention-executive functioning / speech-language / social-emotional / OT / other].
Please let me know the next steps to provide written consent and begin the evaluation process. I understand IDEA requires initial evaluations to be completed within 60 days of receiving parental consent, unless the state has established a different timeline. ecfr.gov+2Legal Information Institute+2
Thank you for your support and collaboration,
[Your Name]
[Phone] | [Email]
What to attach (optional, but powerful)
Attach 1–3 items only:
recent report/progress note that shows the problem
work samples (one “typical,” one “hard day”)
any outside report (speech/OT/therapist) if you want
Goal: supporting evidence, not a data dump.
The pushback playbook (calm, firm, effective)
If they say: “Let’s wait and see.”
Reply:
Thanks—I’m open to monitoring, and I’d like a clear timeline. If we’re still seeing this concern in [2–3 weeks / 30 days], I’d like to move forward with the evaluation request. Can we confirm the date we’ll revisit this and what data we’ll review?
(Translation: “I’m cooperative, but I’m not disappearing.”)
If they say: “They’re passing / advancing grade to grade.”
Child Find applies even when students are advancing; it’s not only about grades. Arizona Department of Education+1
Reply:
Thank you. My concern is the disability-related impact on access and functioning (not only grades). I’d still like the team to consider evaluation in suspected areas.
If they refuse to evaluate
Ask for Prior Written Notice. Federal regs require prior written notice when the agency refuses to initiate/change identification/evaluation (and it must include what they refused and why). ecfr.gov+1
Copy/paste:
Thank you for letting me know. Please provide Prior Written Notice documenting the refusal to evaluate and the reasons for that decision, including the data used as the basis for refusal. ecfr.gov+1
(That sentence alone tends to change the tone.)
The “make it impossible to ignore” checklist
Before you hit send, check these boxes:
✅ One clear ask: initial evaluation
✅ Concrete examples (2–4)
✅ Impact statement (why it matters in school)
✅ “All suspected areas” language ecfr.gov+1
✅ Ask for consent/next steps + reference the evaluation timeline ecfr.gov+1
What to do after you send it (this is where parents win)
Day 0: send the email (as above)
Day 3 school days: forward the same email: “Bumping this—thank you.”
Day 7 school days: request a quick call/meeting to confirm consent + evaluation plan
After consent is signed: mark the date—this is when the evaluation clock matters under IDEA (60 days unless state rule differs). ecfr.gov+1
If you want the fastest “yes,” do this one thing
Make your request about access, not blame.
Bad: “Nobody is helping.”
Good: “Here’s the barrier, here’s the impact, I’m requesting an evaluation.”
That’s not just nicer—it’s strategically smarter.
