School Meetings & Communication Pack: 5 UK Parent Templates for Working With School (DOCX + PDF)

School meetings are where everything is promised. This pack is how you make sure it actually happens.

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.

This pack covers the whole cycle of working with school: preparing before you go, taking notes on the day, confirming what was agreed in writing, keeping a running record when things aren't followed through, knowing your options when school says no, and making sure new staff actually know your child.

What's in the pack:



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, a space for 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.

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.

Concerns Log — A running dated record of incidents, conversations at pickup, missed support sessions, and school responses. Distinct from the EHCP Evidence Tracker — 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.

When School Says No — A reference guide, not a template. Immediate steps, 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.

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. Pairs naturally with the Sensory Profile & Communication Passport if you have it.

Format: Every document comes as an editable DOCX (Word, Google Docs, or LibreOffice) and a blank-field PDF for printing and filling in by hand. The DOCX has guidance and examples built in; the PDF is clean for practical use.

Who it's for: Parents and carers of children with autism, ADHD, sensory processing differences, or any SEN — at any stage of the process, with or without an EHCP.

These are templates, not legal advice. For complex cases, IPSEA (ipsea.org.uk) and your local SENDIASS are both free and far better placed than any template to advise on your specific situation.

Instant download. No subscription.

— Sarah M., Sensory Sorted