EHCP Letter Templates: What to Write and When to Write It
Most SEND disputes are decided on paper. The parent who keeps written records, sends formal letters at the right moments, and builds a documented trail of requests and responses is in a fundamentally different legal position to the parent who relies on verbal conversations and goodwill. These are the letters you will likely need and what each one should contain.
1. The EHC Needs Assessment Request Letter
When to send it: When you want to formally trigger the statutory 20-week process.
Who to address it to: The Director of Children's Services (or the named SEND team lead) at your local authority.
What it must include:
- Your child's full name, date of birth, and current school
- A brief description of your child's special educational needs and how those needs are affecting their education
- A summary of the SEN Support already provided and its outcomes
- A clear statement requesting an EHC needs assessment under Section 36(8) of the Children and Families Act 2014
- A reference to the legal threshold: that your child "may have" SEN and it "may be necessary" to issue an EHCP
What it does not need:
- Professional reports (helpful but not required to make the request)
- A diagnosis
- Evidence of a minimum number of APDR cycles
- School agreement or endorsement
Send the letter recorded delivery or by email with read receipt. Keep a copy. The six-week decision clock starts from the date the LA receives the request, so proof of receipt matters.
IPSEA publishes a free Template Letter 1 specifically for ECHNA requests, which you can use as a starting point and adapt with your child's specific information.
2. The Provision Map Request Letter
When to send it: Whenever the school is unclear about what SEN Support your child is actually receiving.
Who to address it to: The SENCO, with a copy to the headteacher.
What it must include:
- A clear request for a copy of your child's current provision map
- A request for it to include: the specific interventions in place, frequency and duration, the staff delivering them, baseline data, targets, and recent review outcomes
- A reasonable response deadline (two weeks is appropriate)
This is not a formal legal letter, but it should be in writing so there is a record. If the school fails to respond or says no provision map exists, that is evidence worth keeping.
3. The Draft EHCP Amendment Request
When to send it: Within the 15-day window after receiving a draft EHCP.
Who to address it to: The named SEND caseworker at the local authority.
What it must include:
- For each Section F provision you want to change: the current wording (quoted directly from the draft) and the specific amended wording you are requesting
- For each Section B need that has no corresponding Section F provision: the identified need and the provision you are requesting be added
- For any Section E outcomes you want revised: the current text and the proposed replacement
- Your named school preference for Section I
- A reference to paragraph 9.69 of the SEND Code of Practice for any Section F specificity challenges
- A reference to L v Clarke and Somerset CC if you want to invoke the legal standard for Section F wording
Keep the tone formal and specific. You are making legal representations, not expressing frustration.
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4. The Non-Delivery Complaint Letter
When to send it: When provision specified in Section F is not being delivered.
Who to address it to: The local authority's complaints team or SEND casework team, with a copy to the Director of Children's Services.
What it must include:
- The specific provision in Section F that is not being delivered (quote it directly)
- The period over which it has not been delivered (specific dates)
- The evidence supporting your claim (attendance records, TA logs, correspondence, or your own documented observations)
- A reference to Section 42 of the CFA 2014 — the absolute, non-delegable duty on the LA to secure Section F provision
- A specific request for the LA to confirm in writing what steps they are taking to immediately secure the missing provision and by what date
If the complaint process does not resolve the issue, the next step is the Local Government and Social Care Ombudsman. In serious or protracted cases, judicial review is available.
5. The Ceasing Notice Challenge Letter
When to send it: When the LA has issued or is proposing to cease an EHCP.
What it must include:
- Your formal objection to the proposed cessation
- Evidence that the child still requires the provision specified in the EHCP to make adequate progress
- A reference to Regulation 31 of the SEND Regulations 2014 — the LA can only cease if the child no longer requires the special educational provision, not simply because they have made progress
Progress is not a legal basis for ceasing a plan. The LA must demonstrate the provision itself is no longer needed — not that targets have been met.
Where to Find Legal-Grade Templates
IPSEA (ipsea.org.uk) is the most authoritative free source of template letters for the English SEND system. Their suite covers requests for assessment, complaints about missing provision, responses to ceasing notices, and Tribunal-related correspondence. Their templates are updated as case law and statutory guidance evolve.
SOS!SEN also provides templates and practical guidance, particularly useful for parents preparing for the Tribunal stage.
The England EHCP & SEN Blueprint includes adapted versions of the most frequently used letters — including the ECHNA request, draft EHCP amendment response, and non-delivery complaint — with guidance on personalising them for your child's specific situation and the specific LA you are dealing with.
Get Your Free England EHCP & SEN Support Meeting Prep Checklist
Download the England EHCP & SEN Support Meeting Prep Checklist — a printable guide with checklists, scripts, and action plans you can start using today.