How to Write a Parent Concerns Letter Before an IEP Meeting

Your concerns belong in writing before the meeting — not raised for the first time in a room full of school staff while everyone waits.

A parent concerns letter is a simple document: a written summary of your priorities, questions, and requests, sent to the case manager before the IEP meeting. It is not legally required. But it is one of the most effective advocacy tools available to parents.

Why Write a Parent Concerns Letter?

It creates a legal record of your input

Under IDEA, IEP teams must consider parent input. A letter sent before the meeting — and the school’s documented response or acknowledgment — creates a paper trail showing your concerns were raised and whether they were addressed.

It sets the agenda

IEP meetings tend to follow the school’s prepared agenda: present levels, goals, services, signatures. A concerns letter ensures your priorities are part of that agenda, not an afterthought raised in the final five minutes.

It reduces the emotional pressure of the meeting

When you’ve already written your concerns, you don’t have to remember them under the social pressure of the meeting room. You can refer to your letter and ensure nothing is missed.

It signals that you are prepared

Schools respond differently to parents who arrive with documentation than to those who don’t. A thoughtful concerns letter signals that you’re engaged, informed, and expect substantive responses.

What to Include in a Parent Concerns Letter

Keep the letter focused and specific. Aim for one to two pages. Include:

1. Your opening and context

Brief, professional: who you are, which child you’re writing about, and the purpose of the letter.

“I am writing to share my concerns and priorities in advance of [Child’s Name]’s IEP meeting scheduled for [date]. I want to ensure that the team has the opportunity to consider this input before the meeting.”

2. What’s working

Start with what’s going well. This sets a collaborative tone and demonstrates that your concerns are measured, not adversarial.

“I want to acknowledge that [child’s name] has made meaningful progress in [area] this year, and I appreciate the work of [teacher/therapist]. The preferential seating accommodation has been particularly effective.”

3. Your specific concerns — one per paragraph

Be concrete. What specifically is happening? What do you observe at home? What does your child report? What does the data show?

Weak: “I’m concerned about my child’s reading.”

Strong: “I am concerned that [child’s] reading goal has not been met for two consecutive years. At home, [child] continues to struggle with multi-syllable words and avoids reading independently. I would like to discuss why the current approach has not produced the expected progress and what the team proposes to do differently.”

4. Your specific requests

Don’t just raise problems — bring proposed solutions.

“Based on [child’s] private evaluation by Dr. [Name], I am requesting that the following be added to the IEP: [specific accommodations or services]. I have attached the relevant section of the evaluation report for the team’s review.”

5. Questions you want answered at the meeting

Listing specific questions ensures the team comes prepared and prevents “we’ll have to look into that” as a way of deferring issues.

6. Your closing

“I look forward to working with the team on [Child’s Name]’s behalf. Please confirm receipt of this letter and let me know if you need any additional information from me before the meeting.”

When to Send It

Send the letter at least five school days before the meeting — ideally one to two weeks ahead. This gives the team time to review your concerns, pull relevant data, and come prepared to address your questions.

Send by email (so you have a timestamp and confirmation of receipt) and keep a copy.

A Sample Parent Concerns Letter

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[Your name]
[Date]

[Case Manager Name]
[School and District]

Re: Parent Concerns for [Child’s Name]’s IEP Meeting — [Date]

Dear [Name],

I am writing in advance of [Child’s Name]’s annual IEP meeting to share my observations and priorities for the upcoming year. I hope this letter helps the team prepare for a productive discussion.

What Is Going Well

[Child] has shown meaningful growth in [area] this year, and I appreciate the consistency of [teacher/therapist]’s approach. The extended time accommodation has helped [child] feel less rushed during tests.

My Concerns for the Upcoming Year

Reading progress: [Child’s] reading goal for the past two years has been to read at [X] level. According to the progress reports, [child] is currently reading at [Y] level — still below the goal. I would like to discuss what is driving this gap and what changes the team will make to the approach this year.

OT services: [Child’s] occupational therapist has recommended services twice per week based on her most recent evaluation (attached). The current IEP provides once per week. I would like to discuss increasing OT to twice per week.

My Requests

1. A clear explanation of why the reading goal has not been met and a revised approach for the coming year.
2. Consideration of increasing OT services to twice per week based on the attached evaluation recommendation.
3. Addition of the following accommodations, which the private evaluator recommended and which are not currently in the IEP: [list].

Questions I Would Like Answered at the Meeting

1. What data is the present levels section based on, and how recent is it?
2. How will progress on each goal be measured and how often will I receive reports?
3. If a goal is not being met at mid-year, what is the process for adjusting the approach?

Thank you for your time and commitment to [Child’s Name]’s education. I look forward to a productive meeting.

Sincerely,
[Your name]
[Phone / Email]

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