Use these words. Sample Letters & Templates.

Four ready-to-send letter templates, for special-education evaluations, 504 plans, dual enrollment, and aid appeals. Fill in the brackets, sign, send.

Published ByDC State Board of Education

Sample Letters & TemplatesWords that get a response

Templates & tips

Words that get a response.

Send formal requests in writing, email and certified mail when possible. Keep copies of everything. The right wording starts the clock on a school's legal obligation to respond.

Send both ways Always send by email and certified mail. Keep your copy. Note the date sent, it starts the school's response clock.

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Letter 1 · Special-ed evaluation requestIDEA · 120-day clock

Letter 1

Special-education evaluation.

Send via email AND certified mail. Under IDEA, the school must respond. The 120-day evaluation clock starts the day you send this.

[Today's Date][Principal's Name][School Name][School Address]

Dear [Principal's Name] and Special Education Team,

I am writing to formally request a comprehensive special-education evaluation for my child:

Student Name

Date of Birth

Grade

Teacher

I am requesting this evaluation because I have concerns about my child's progress in (reading, attention, behavior, speech & language, math, social interactions, etc.):

Under the Individuals with Disabilities Education Act (IDEA), please evaluate in all areas of suspected disability:

Please send me Prior Written Notice regarding the school's decision, my Procedural Safeguards (Parent Rights), and consent forms if you agree to evaluate.

Sincerely,

Parent Name

Signature

Phone

Email

cc: Special Education Coordinator · School Counselor

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Letter 2 · 504 plan evaluationSection 504 · accommodations

Letter 2

504 plan evaluation.

504 plans provide accommodations (no specialized instruction). Common for ADHD, anxiety, diabetes, asthma, food allergies.

[Today's Date][Principal's Name], 504 Coordinator[School Name][School Address]

Dear [Principal's Name] and 504 Team,

I am writing to formally request an evaluation under Section 504 of the Rehabilitation Act for my child:

Student Name

Date of Birth

Grade

Diagnosis

My child has a documented disability that substantially limits one or more major life activities. Please evaluate for a 504 Plan and identify reasonable accommodations.

Specific concerns and how they affect learning:

Accommodations I believe would help:

Extended time on tests Preferential seating Breaks during instruction Modified homework load Use of technology Separate testing location Copies of class notes Check-ins with counselor

Please respond within a reasonable time frame and provide my Parent Rights under Section 504.

Sincerely,

Parent Name

Signature

Phone

Email

cc: 504 Coordinator · School Counselor

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Letter 3 · Dual-enrollment requestFree for DC students

Letter 3

Dual-enrollment request.

Dual Enrollment is free for DC students; DCPS pays the tuition. Available grades 9–11. Earn both high-school and college credit.

[Today's Date][Counselor's Name][School Name][School Address]

Dear [Counselor's Name],

I am writing to express my child's strong interest in the Dual Enrollment program for the upcoming term:

Student Name

Grade

Current GPA

Preferred Subjects

My child has demonstrated readiness for college-level coursework through:

Strong academic performance in current classes Successful completion of advanced coursework Active participation in school and community activities Demonstrated interest in the chosen field of study

Areas of academic interest for college coursework:

Please contact me to schedule a meeting to review eligibility and discuss next steps.

Sincerely,

Parent Name

Signature

Phone

Email

cc: Principal · Department Chair

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Letter 4 · Appeal letterReconsider with new info

Letter 4

Appeal letter.

Use to appeal a financial-aid offer, an enrollment decision, an IEP determination, or any school action that should be reconsidered. Be specific. Include documentation.

[Today's Date][Recipient's Name & Title][Office · School · Institution][Address]

Dear [Recipient's Name],

I am writing to formally appeal the decision regarding:

Student Name

Date of Decision

Summary of the decision I am appealing:

Reasons for my appeal:

New information has become available Family circumstances have changed Procedural error during original review Documentation was not properly considered

Supporting documentation attached:

Requested resolution:

Thank you for reconsidering. I am available to discuss this appeal at your earliest convenience.

Sincerely,

Parent Name

Signature

Phone

Email

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