SEND meetings, whether they are annual reviews, school meetings, or planning discussions, are important opportunities to ensure your child’s needs are understood and supported. Preparation can make a significant difference in how the meeting goes and in the outcomes for your child.
Before the Meeting
Write down your key concerns. Before the meeting, take time to think about what you want to discuss. Write down your main concerns, questions, and any points you want to raise. Having a written list means you are less likely to forget something important during the meeting.
Gather evidence and documents. Bring any relevant reports, assessments, letters, or examples that support your concerns. This might include educational psychologist reports, speech and language assessments, medical reports, examples of your child’s work, or a diary of incidents or difficulties. Having evidence to hand strengthens your position and helps professionals understand your perspective.
Clarify your desired outcome. Think about what you want to happen as a result of the meeting. Are you requesting a specific type of support? Do you want a referral to a particular service? Are you asking for a review of current provision? Having a clear outcome in mind helps you steer the conversation and ensures the meeting is focused and productive.
Know who will be there. Ask in advance who will be attending the meeting. Knowing who will be in the room helps you prepare mentally and ensures you can direct questions to the right people.
What to Bring
A list of your key concerns and questions. Any relevant reports, letters, or assessments. Notes on your child’s progress, difficulties, or changes since the last meeting. A pen and paper or a device to take notes during the meeting. The name and contact details of anyone you would like to follow up with afterwards.
During the Meeting
Refer to your notes. There is no need to feel embarrassed about reading from a prepared list. It shows that you have thought carefully about your child’s needs and are prepared to contribute meaningfully.
Ask for clarification. If something is unclear, ask for it to be explained in plain language. Professionals sometimes use jargon or acronyms without realising it. You have the right to fully understand what is being discussed and decided.
Take your time. You do not have to respond to everything immediately. If you need a moment to think, take it. If a decision feels rushed, you can ask for more time before agreeing.
Take notes. Write down key points, decisions, and any actions that are agreed during the meeting. This creates a personal record that you can refer back to later.
After the Meeting
Follow up in writing. After the meeting, send a brief email or letter to the main contact summarising what was discussed and agreed. This creates a written record and ensures everyone is clear on next steps.
Review your notes. Go through your notes while the meeting is still fresh in your mind. Note any actions you need to take and any follow-up questions that have come up.
Request the minutes. Ask for a copy of the official meeting notes or minutes. Check them against your own notes and raise any discrepancies.
Seek support if needed. If the meeting did not go as you hoped, or if you are unsure about the next steps, seek advice. NLH can help you understand what happened and plan your next move.
Remember
Your voice matters. You know your child better than anyone, and your input is essential to ensuring they receive the right support. Preparation is a powerful tool that can help you feel more confident, more focused, and more in control of the process.