Accommodation Request Letter and Email Template for NL Schools

Verbal conversations with teachers and principals are easy to forget, misremember, or deny. If you're requesting accommodations for your child — whether for an assessment, a medical condition, a learning need, or to support an existing IEP — putting it in writing creates a record that matters if the accommodation isn't provided.

Here are templates you can adapt for the most common situations in NL schools. Adjust the specifics for your child's situation.

Template 1: Formal Letter Requesting Accommodations (No IEP Yet)

Use this when your child has documented needs (medical, psychological, or otherwise) but does not yet have a formal IEP, and you're requesting the school implement specific accommodations while the formal process proceeds.

[Your name] [Your address] [Date]

[Principal's Name] [School Name] [School Address]

Re: Accommodation Request for [Child's Full Name], Grade [X]

Dear [Principal's Name],

I am writing to formally request accommodations for my child, [Child's Name], who is in Grade [X] at [School Name].

[Child's Name] has been [diagnosed with / assessed as having / documented needs relating to] [condition/need — e.g., attention deficit hyperactivity disorder, a speech-language disorder, Type 1 diabetes]. I have attached [documentation — e.g., a report from our family physician, a recent psychoeducational assessment, a letter from our occupational therapist] supporting this.

Based on this documentation and my observations of [his/her/their] learning needs, I am requesting the following accommodations be put in place as soon as possible:

1. [Specific accommodation — e.g., extended time (time and a half) for all written assessments]
2. [Specific accommodation — e.g., access to a computer/word processor for written work]
3. [Specific accommodation — e.g., preferential seating near the front of the classroom]
4. [Specific accommodation — e.g., instructions provided in writing as well as verbally]
5. [Add or remove as appropriate]

I understand that formal IEP development requires the PPT process. I am requesting these accommodations be provided informally in the meantime, and I am also requesting that the SDT consider referring [Child's Name] for a formal PPT review to establish an IEP.

I would appreciate a written response confirming which accommodations will be implemented and the timeline for the PPT referral. I am available to meet at your convenience.

Thank you for your attention to this matter.

Sincerely, [Your name] [Phone number] [Email address]

Template 2: Email Requesting an IEP Review to Add Accommodations

Use this when your child already has an IEP but circumstances have changed — a new diagnosis, a new assessment, or a gap in what the IEP currently provides.

Subject: Request for PPT Review — [Child's Name], Grade [X]

Dear [IRT or Principal Name],

I am writing to request a PPT meeting to review [Child's Name]'s current IEP.

Since the last review, [Child's Name] has [received a new assessment / been diagnosed with X / experienced significant changes in their learning profile]. I have attached [the assessment report / physician's letter] for the team's review.

Specifically, I am requesting that the PPT consider adding the following to [Child's Name]'s IEP:

• [Accommodation 1]
• [Accommodation 2]
• [Support/resource — e.g., additional IRT time, SA hours, speech-language therapy through the ISSP]

I would like to receive all relevant assessment documentation at least one week before the meeting so I can prepare.

Please let me know your availability for a PPT meeting in the next [two to three weeks].

Thank you, [Your name] [Phone number]

Template 3: Follow-Up Email When an Accommodation Is Not Being Provided

Use this when the IEP or an agreed accommodation exists, but it isn't consistently happening in practice.

Subject: Follow-Up: IEP Accommodations for [Child's Name]

Dear [Teacher/IRT/Principal Name],

I am following up on the accommodations in [Child's Name]'s current IEP, specifically [name the accommodation — e.g., extended time for written assessments].

On [date(s)], I observed/was informed that [describe what happened or didn't happen — e.g., [Child's Name] was not given extended time on the unit test / the SA was not present during the morning literacy block].

The IEP specifies [quote the specific language from the IEP if possible]. I want to make sure we're aligned on what "consistent implementation" looks like for this accommodation.

Could you please confirm in writing:

1. How this accommodation is currently being implemented day-to-day?
2. Whether there are any barriers preventing consistent implementation?
3. What steps will be taken to ensure the accommodation is in place for [Child's Name]'s upcoming [assessment/activity/class period]?

I want to resolve this collaboratively and I appreciate your time. If a brief meeting would be helpful, I'm available [times].

Thank you, [Your name] [Phone number]

Template 4: Requesting Documentation of the IEP in Writing After a PPT Meeting

Use this after a PPT meeting when you want confirmation of what was agreed.

Subject: Follow-Up Documentation — PPT Meeting [Date]

Dear [IRT or Principal Name],

Thank you for the PPT meeting on [date]. I want to confirm my understanding of the decisions made:

• [Exceptionality designation, if determined]
• [Programming pathway]
• [Accommodations agreed upon]
• [SA hours, if discussed]
• [Any services to be added to the ISSP]
• [Next review date]

Could you please send me a copy of the signed IEP/ISSP once it is finalized, as well as the meeting notes?

I also want to note for the record that I [agreed with / had concerns about — describe any areas of disagreement]. I would appreciate those concerns being documented in the formal record.

Thank you, [Your name]

Why Written Requests Matter in NL

NL's Schools Act is notably vague on enforcement mechanisms for special education rights. The policy framework exists, but when schools don't follow it, the most effective path to change runs through documentation. A written record of what was requested, what was promised, and what didn't happen is the foundation for any formal complaint, Section 22 appeal, or Human Rights Commission filing.

Verbal conversations are useful for building relationships. Written communication is what creates accountability.

The NL IEP & Support Plan Blueprint includes additional letter and email templates, a documentation tracking system, and guidance on which escalation pathway to pursue when written communication doesn't produce results.

See more Canada guides →