How to Prepare for a SEND Meeting

SEND meetings can feel overwhelming, especially when several professionals are present or when you have been trying to secure support for a long time.

Preparing in advance can help you feel more confident, explain your concerns clearly and make sure important points are not missed.

Understand the Purpose of the Meeting

Before the meeting, ask:

• Why has the meeting been arranged?
• Who will be attending?
• What will be discussed?
• Will any decisions be made?
• Can I receive any reports or documents beforehand?

Knowing the purpose of the meeting will help you prepare the right information.

Write Down Your Main Concerns

Make a short list of the issues you want to discuss.

These might include:

• anxiety or distress linked to school
• bullying or isolation
• support not being delivered
• sensory or communication needs
• difficulties with attendance
• progress concerns
• an unsuitable timetable or placement

Try to focus on your most important points so the meeting does not move on before they are addressed.

Use Clear Examples

Rather than simply saying your child is struggling, explain what this looks like.

For example:

“My child appears settled in school, but comes home exhausted and has frequent meltdowns.”

Or:

“The support in the plan is not being delivered consistently, and I have not been told who is responsible for it.”

Specific examples help professionals understand the impact on your child.

Review the Current Support

If your child has a SEN Support plan or EHCP, read it before the meeting.

Check:

• what support should be provided
• how often it should happen
• who should deliver it
• whether it is actually happening
• whether your child’s needs have changed

For EHCP meetings, pay particular attention to whether the provision is clear and specific.

Include Your Child’s Views

Your child’s voice should be part of the discussion.

They may wish to share:

• what they enjoy
• what they find difficult
• what makes them feel safe
• what support helps them
• what they would like to change

Their views can be shared verbally, in writing, through pictures or by a trusted adult.

Decide What You Are Asking For

Think about what outcome you want from the meeting.

This could include:

• more targeted support
• a professional assessment
• changes to the support plan
• a risk assessment
• additional adult support
• an early review
• an EHC needs assessment
• changes to an EHCP

Try to connect each request to your child’s identified needs.

Ask Clear Questions

During the meeting, ask:

• What support is currently being provided?
• How often is it being delivered?
• Who is responsible for it?
• What evidence shows whether it is working?
• What will happen next?
• When will it be reviewed?

Do not be afraid to ask for clarification.

You can say:

“What will that look like in practice?”

Or:

“Can we record that clearly in the action plan?”

Agree Actions and Deadlines

Before the meeting ends, make sure everyone is clear about:

• what has been agreed
• who is responsible
• when each action will happen
• when progress will be reviewed

Avoid leaving with vague promises such as “we will keep an eye on it.”

Follow Up in Writing

After the meeting, send a short email confirming your understanding of what was agreed.

Ask for a copy of the meeting notes and check that they accurately reflect:

• your concerns
• your child’s views
• the decisions made
• the agreed actions
• any deadlines

A written record can be very important if support is delayed or concerns continue.

The NLH View

Parents should not be made to feel difficult for asking questions, requesting evidence or expecting agreed support to be delivered.

You know your child best, and your experiences matter.

Preparing for a SEND meeting can help you feel more confident, stay focused and make sure the discussion leads to clear action.

Neurodiversity Learning Hub
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This article provides general information for families in England and should not be treated as individual legal advice.