Meeting Templates · Digital Download
School Meetings & Communication Pack
Five templates for the ongoing relationship with school. Not just the assessment. Meeting notes, follow-up emails, a concerns log, an escalation guide, and a handover sheet.
📄 5 documents · 9 files
📝 Editable DOCX + printable PDF
🇬🇧 UK SEN system
📥 Instant download
I built these templates because I kept seeing the same pattern: parents leaving meetings with a verbal "we'll look into it", no written record, no agreed date, and nothing to point to three months later when nothing had changed. Not because school didn't care, but because nobody captured it.
The SEN Letter Bundle covers what to ask for. This pack covers what to do after the asking starts. It's the ongoing relationship: the meetings, the follow-ups, the running log of what was said and what happened, the escalation path when things don't move.
You don't need an EHCP for these to be useful. You don't need to be in the middle of an assessment or a crisis. These are the documents I wish I'd had from the start. Before I knew what I was dealing with, when I was just trying to make sure the right things happened.
What's included
Five documents. Nine files in total: DOCX for editing, PDF for printing or typing into directly.
1
Meeting Prep & Notes Sheet
A structured Before / During / After worksheet for any school meeting: SEN review, annual review, TAF, or one you've called yourself. Includes a priorities section, space for your questions, and an action points table with What / Who / By When columns. The "by when" column is the one schools rely on parents not writing down.
DOCX + PDF
2
Follow-Up Email Templates
Three ready-to-adapt email templates: after a positive meeting, after a meeting where things weren't resolved, and chasing an overdue action. Warm in tone because you're building a working relationship, firm because it creates a paper trail. Each template is on its own page so you can go straight to the one you need.
DOCX only
3
Concerns Log
A running dated record of incidents, conversations at pickup, missed support sessions, and school responses. Distinct from the EHCP Evidence Tracker in the EHCP Preparation Pack — this is for the ongoing relationship, not the initial assessment. When a pattern needs proving six months later, this is the document that does it.
DOCX + PDF
4
When School Says No
A reference guide, not a template. Immediate steps when school refuses a request, a six-step escalation path from SENCO to First-tier Tribunal, and a quick-reference table of the most common refusals and what to know about each. Around 95% of SEND Tribunal cases decided in 2023–24 went in the parent's favour. Knowing the path makes a difference.
DOCX + PDF
5
New SENCO / New School Handover Sheet
A one-page handover for September, a school move, or a SENCO change. Child details, current support, what works, what to avoid, emergency contacts. The kind of document that stops new staff starting from zero. Pairs naturally with the Sensory Profile & Communication Passport.
DOCX + PDF
What you get
Format
Editable DOCX (Word, Google Docs, LibreOffice) and printable PDF. Five documents, nine files in total.
PDF
Blank fields throughout. Type directly using any PDF reader, or print and fill by hand. The Follow-Up Email Templates are DOCX only — email templates are for digital use, not printing.
Who it's for
Any parent navigating the school relationship — whether your child is on SEN Support, working through an assessment, or has an EHCP. Relevant in England across all school types.
Delivery
Instant download from Payhip after checkout. No subscription, no ongoing anything. Yours to keep.
⚠️
These are templates, not legal advice. For complex SEND disputes, IPSEA and your local SENDIASS are both free and far better placed to advise on your specific situation.
Common questions
Do I need an EHCP to use these templates?
No. These documents are for any parent navigating the school relationship, whether your child is on SEN Support, working through an assessment, has an EHCP, or none of the above. The Meeting Prep sheet works for any school meeting. The Concerns Log is useful from the moment you start having concerns. You don't need to be at a particular stage of the process.
What's the difference between the DOCX and the PDF?
The DOCX is the editable version — open it in Microsoft Word, Google Docs (free), or LibreOffice (free), fill in your details, and save. It has guidance text and examples built in. The PDF has blank fields throughout: type directly using any PDF reader, or print and fill by hand. Page 1 of each PDF is a how-to-use reference that you don't need to print or share.
Why is there no PDF for the Follow-Up Email Templates?
Email templates are designed to be used digitally. You open the DOCX, copy the relevant template into your email client, fill in the details, and send. A printed version wouldn't serve any purpose, so the DOCX is the right format for this one.
Is this the same as the EHCP Preparation Pack?
No. They cover different stages. The
EHCP Preparation Pack is for the assessment process: building evidence, writing your parent views, understanding Section F. This pack is for the ongoing school relationship: the meetings, the follow-ups, the day-to-day record-keeping. They're complementary rather than overlapping.
Can I use these for any school?
Yes. The templates are written for the English SEN system and are relevant regardless of school type: mainstream, specialist, independent, free school, or academy. The legal framework (Children and Families Act 2014, Equality Act 2010, SEND Code of Practice) applies across all of them.
How do I get the files after purchase?
After completing your purchase through Payhip, you'll receive an email with a download link. You can download the files immediately. Payhip also gives you a download page you can return to later. No account required to buy. If you have any trouble, email me at hello@sensorysorted.co.uk and I'll sort it out.