How to prepare for a SEND consultation

Start with the decision you need help with

It is easy to arrive with a long history and leave without discussing the question that matters most. Write one sentence about what you want to understand: whether to request an assessment, how to respond to a draft plan, or what evidence to organise next.

Separate the current problem from the outcome you hope for. ‘My child is not receiving the support described in their plan’ explains the difficulty. ‘I want to understand what to record and what to ask the school’ gives the discussion a practical focus.

• What is happening now?
• What have you already tried?
• What decision or response are you facing?
• What would make this conversation useful?

Bring the latest documents, not everything

If your question concerns an EHCP, identify the latest final plan or draft and the decision letter relevant to your question. Note their dates. An older plan may help explain the history, but make clear which version is current.

A consultation is not automatically a full paperwork review. Check the service description before booking and ask what, if anything, can be read beforehand. Do not assume that a large bundle can be reviewed during a short introductory call.

Flag urgent dates at the beginning

Keep any meeting date, response deadline or appeal information beside your notes. Say immediately if time is short. Do not wait for a consultation before checking the instructions in a decision letter or seeking appropriate independent advice about an urgent deadline.

This guide is about preparing a conversation, not calculating legal time limits. An introductory discussion does not extend a deadline or guarantee that a particular service is suitable.

Include your child’s perspective

Record what your child says helps, what feels difficult and what they would like adults to understand. They do not need to produce a formal statement. A few words, a drawing or your observations can provide a starting point.

Keep your child’s own words separate from your interpretation. If speaking about the situation is distressing, do not pressure them to repeat difficult experiences just to prepare for a call.

Leave with a short action list

Before the conversation ends, summarise what you have understood and what remains uncertain. Ask which action should come first and whether a more detailed review or another source of advice would be appropriate.

Afterwards, note what you will do, who you need to contact and what you still need to check. Keep your own notes rather than relying on memory. Share sensitive information only through the service’s agreed process.