What to do before you send this letter
A strong letter is short because the record does the heavy lifting. Pull the right page, ask one answerable question, and save proof of delivery.
Find the record
Current IEP and prior evaluation pages.
Name one answer you need
Ask for one concrete action instead of arguing every concern in the same message.
Use the template below
Customize the letter with dates, the specific IEP section, and the narrow request before adding extra background.
Check the written record before you send this
Use the free IEP review to identify the page, weak wording, missing record, or school decision worth naming in this letter.
"I've sat at over 500 IEP tables."
I'm Mary, a former special education teacher and administrator, a Special Education Advocate, and co-founder of The Advocate Ally with my son, Graham. I left the system to help families directly. I created this special education resource because too many parents feel pressured to accept generic, "cookie-cutter" IEPs.
The guidance below is grounded in the same practical, document-based questions I raise in IEP meetings every day. Use it to ask for clearer, more individualized support for your child.
Mary
Co-founder, The Advocate Ally
Before you send anything: Ground the request in the written record. If you have time, check the written record first. If this is urgent, send the narrow written request and save proof of delivery.
Use the letter as a clear request, not a legal threat
Copy the template, replace bracketed details, send it to the teacher, case manager, principal, special education contact, or district office that handles the issue, and save a copy. If the school responds, misses the point, or does not respond, keep that reply with your records before choosing the next step.
Important guardrail
This template is educational information, not legal advice. do not imply a diagnosis automatically requires an IEP, service, or school-funded outside evaluation. State rules, forms, timelines, and dispute procedures can vary, so verify current local procedures for urgent or high-stakes decisions.
- Step 1Copy the letter below.
- Step 2Replace bracketed details.
- Step 3Send it to the right school contact.
- Step 4Save the sent copy and attachments.
- Step 5Follow up in writing if needed.
Check the written record before you send this
Use the free IEP review to identify the page, weak wording, missing record, or school decision worth naming in this letter.
Open the IEP red flags checkerLegal Basis
Occupational therapy may be considered as a related service when school-based functional needs affect access to education.
Before You Send This Letter
The strongest parent letters are calm, specific, and easy to answer. Use the template, but attach only the records that support this request.
Open the current IEP, most recent progress report, and any school email tied to suspected school-based OT need.
Mark the exact page, date, service, goal, behavior incident, or decision the letter is about.
Decide whether the next step you need is records, an IEP meeting, a written explanation, or a narrow team review.
Evidence to Attach
- Current IEP and prior evaluation pages.
- Handwriting/work samples and teacher notes.
- Provider recommendations or sensory/medical information you want reviewed.
Keep It Narrow
- Ask for one concrete action instead of arguing every concern in the same message.
- Use the parent-safe sentence below so the school can answer the request without defensiveness.
- Ask for a written response or Prior Written Notice if the team refuses a covered request.
What Not to Say
Avoid: Accusations about why the school made the decision.
Try: Ask what data, records, or team discussion supports the decision.
Avoid: A request that tries to solve every school concern at once.
Try: Separate unrelated issues into short numbered requests or separate emails.
Avoid: The school is violating the law and needs to fix everything immediately.
Try: Please review the specific record and confirm the team's decision or next step in writing.
Use This Letter When
school tasks like handwriting, cutting, organization, sensory regulation, transitions, or self-care may require OT-related evaluation
Use the right letter
- Use this template when the parent needs evaluation data, suspected areas, or outside recommendations reviewed.
- Use a dispute guide first if you still need to decide whether to request records, a meeting, PWN, complaint, or local help.
- Use an IEP audit/checker first if you cannot yet identify the weak IEP page, missing data, or unclear wording.
- Keep the letter narrow: state the suspected areas or evaluation disagreement and ask for consent forms, review, or a written refusal.
What to Check
- Current evaluations and whether fine motor, sensory, visual motor, or school routines were assessed.
- Work samples showing handwriting, output, fatigue, or task completion.
- Teacher notes, behavior data, attendance, or health records tied to school participation.
Red Flags
- The IEP notes fine motor or sensory needs but has no OT data or support plan.
- The child avoids work or melts down during tasks that may have sensory or motor demands.
- Accommodations exist but do not name the school task, support, or staff role.
Documents to Gather
- Current IEP and prior evaluation pages.
- Handwriting/work samples and teacher notes.
- Provider recommendations or sensory/medical information you want reviewed.
Sample Finding
My child is struggling with [school task], and I do not see current OT-related data explaining whether motor, sensory, or access needs are contributing.
Parent-Safe Sentence
"Please evaluate whether occupational therapy supports are needed for my child to access school tasks and routines."
The Letter Template
Copy & Customize
Dear [Special Education Director/IEP Case Manager], I am writing about school tasks like handwriting, cutting, organization, sensory regulation, transitions, or self-care may require OT-related evaluation. Please treat this as my written request to evaluate school-based occupational therapy needs in the areas listed below. Before the team responds, please review the following records: - Current evaluations and whether fine motor, sensory, visual motor, or school routines were assessed. - Work samples showing handwriting, output, fatigue, or task completion. - Teacher notes, behavior data, attendance, or health records tied to school participation. The specific concern I want the team to clarify is: My child is struggling with [school task], and I do not see current OT-related data explaining whether motor, sensory, or access needs are contributing. Please also provide or confirm the following records if they exist: - Current IEP and prior evaluation pages. - Handwriting/work samples and teacher notes. - Provider recommendations or sensory/medical information you want reviewed. My request is: 1. Please confirm in writing how the team will review this concern. 2. Please identify the IEP page, data, report, or school record the team is relying on. 3. If a meeting is needed, please send several date options and include the staff who can answer this question. 4. If the school refuses this request or proposes a different action, please provide Prior Written Notice when that requirement applies. The sentence I want included in the record is: "Please evaluate whether occupational therapy supports are needed for my child to access school tasks and routines." Thank you for confirming receipt of this request. Sincerely, [Your Name] [Date]
Pro Tips for Using This Letter
Send the letter by email so you have a timestamp, then save the sent message and attachments.
Copy the case manager or special education director if the issue crosses classrooms or service providers.
If the response is verbal, send a short follow-up email summarizing what you understood.
Keep state-specific timelines separate from the letter unless you have checked the current rule.
What Happens After You Send This Letter
Save a copy of the letter and the delivery confirmation (email receipt or certified mail tracking). This is your evidence trail.
Mark your calendar for the response timeline that applies to this request in your state. If you do not hear back, send a written follow-up referencing the original date.
If they schedule a meeting in response, prepare just like you would for any IEP meeting. Bring a support person and ask for time to review anything you do not understand.
If they refuse or propose a change covered by Prior Written Notice, ask for the notice in writing so the decision and reasons are documented.
Upload your IEP for a free audit before the meeting. The review can flag written gaps and weak language worth discussing.
Not Sure What to Ask For?
A letter is stronger when it points to the written record. Upload your IEP to flag document sections worth referencing and questions worth raising.
Frequently Asked Questions
Can I send this suspected school-based OT need letter by email?
Who should I send a request occupational therapy evaluation IEP letter to?
What should I attach to this suspected school-based OT need request?
What if the school does not respond?
Do I need a lawyer to send this letter?
Audit your IEP before sending this letter
Find documented concerns first, then reference the relevant sections in your letter.
Review My IEP