How to Request an IEP Evaluation (Without Getting Stonewalled)
An email sent today starts a federal clock the school cannot ignore. This letter is step one. Everything else—the meeting, the services, the accountability—flows from this.
Why This Letter Matters
Under IDEA, a parent's written request for evaluation triggers a legal obligation. The school must respond—they cannot just "lose" the email. Depending on your state, they typically have 15–30 days to either agree to evaluate or provide a Prior Written Notice (PWN) explaining why they are refusing.
The key word is written. A conversation in the hallway ("I'm worried about my son") does not start the clock. This email does.
⚠️ The Verbal Request Trap
Many parents mention concerns to the teacher or counselor and assume "the process has started." It hasn't. If it's not in writing, it didn't happen. Send the email. Send it today.
📧 The Evaluation Request Letter
Copy this template. Fill in the brackets. Send it to both the Principal and the Director of Special Education (belt and suspenders).
Copy/Paste This Email
Subject: Written Request for Special Education Evaluation — [Child's Full Name], Grade [X]
Dear [Principal's Name] and [Director of Special Education's Name],
I am writing to formally request a comprehensive evaluation of my child, [Child's Full Name] (DOB: [Date of Birth]), currently enrolled in [Grade] at [School Name], under the Individuals with Disabilities Education Act (IDEA).
I am requesting this evaluation because I have concerns in the following areas:
- [Area of Concern #1]: [Brief description. Example: "Executive function — he cannot independently begin assignments without multiple verbal prompts, often taking 15–20 minutes to start a 10-minute task."]
- [Area of Concern #2]: [Brief description. Example: "Emotional regulation — she holds it together at school but has daily 30–45 minute meltdowns immediately upon arriving home, suggesting she is masking significant stress."]
- [Area of Concern #3]: [Brief description. Example: "Written expression — his verbal ability is advanced, but he produces less than half the written output of his peers, and his handwriting is often illegible."]
I understand that [Child's Name] may be performing at or above grade level in some academic areas. However, educational performance under IDEA encompasses more than grades—it includes functional, social-emotional, and behavioral performance. I believe a comprehensive evaluation will reveal areas of need that are not reflected in his/her current grades.
I am requesting that the evaluation include, at minimum, assessments in the following domains:
- Cognitive/Intellectual ability
- Academic achievement (reading, writing, math)
- Social-Emotional functioning
- Executive functioning
- Behavioral assessment (including a Functional Behavior Assessment if applicable)
- [Any additional area: Sensory processing, Speech/Language, Occupational Therapy, Assistive Technology]
Please provide me with the necessary consent forms to begin the evaluation process. I understand the district must respond to this request within the timeline required by [your state's regulation — e.g., "15 days per California Education Code" or "a reasonable time under IDEA"].
If the district intends to refuse this evaluation request, I am requesting a Prior Written Notice (PWN) that includes: (1) a description of the action refused, (2) an explanation of why the district is refusing, and (3) a description of the data used to support the decision.
Thank you for your attention to this matter. I look forward to working collaboratively with the team to ensure [Child's Name] receives the support he/she needs to thrive.
Sincerely,
[Your Full Name]
[Your Phone Number]
[Your Email Address]
[Date]
Why this works: It names specific concerns (not vague worry), preemptively addresses the "good grades" defense, requests specific evaluation domains (so they can't do a partial assessment), and demands the PWN if they refuse—which forces them to put their reasoning in writing.
The "Potential vs. Output" Argument
For 2e children, the single most important phrase in your letter is: "educational performance under IDEA encompasses more than grades."
If your child has a tested IQ of 130 but produces work at the 50th percentile, the gap between their cognitive ability and their output is the adverse effect. Grades alone don't tell the story. The evaluation should reveal the discrepancy the report card hides.
If you have a private neuropsych evaluation, mention it: "A private evaluation conducted on [date] by [provider] identified deficits in [area]. I am requesting the school conduct its own comprehensive assessment."
What Happens After You Hit Send
- Screenshot and Save: Take a screenshot showing the date and time the email was sent. Save it in your IEP binder. This is your proof of the request date.
- The Clock Starts: Your state has a specific response deadline. Check your state's timeline here.
- They Must Respond in Writing: They will either send you consent forms to sign (which means they agree to evaluate) or a Prior Written Notice explaining why they won't. If they just call you to discuss it, follow up: "Thank you for the call. Please send me the district's written response to my evaluation request."
- Don't Sign Anything at the School Building: Take the consent forms home. Read every domain they've checked (and notice the ones they haven't). If they've skipped a domain you requested, write it in before you sign.
If They Say No
📧 The "Refusal Response" Email
Dear [Case Manager],
Thank you for your Prior Written Notice dated [date] declining my request for evaluation of [Child's Name].
I respectfully disagree with this decision. I would like to note the following:
- The PWN states [their reason]. However, [your counter-argument, e.g., "educational performance under IDEA is not limited to grades, and the home data I have documented demonstrates significant functional impairment."]
I am requesting that the district reconsider this refusal. If the district maintains its position, please advise me on the process for requesting an Independent Educational Evaluation (IEE) at public expense, as is my right under 34 CFR §300.502.
Sincerely,
[Your Name]
Why this works: It references the specific regulation that gives you the right to an Independent Educational Evaluation when you disagree with the school's decision. Many districts reverse their refusal at this point because an IEE costs them $3,000–$5,000.