The Evaluation-Request Letter Template (Free Printable)

A free printable read against IDEA and Section 504, written to help you walk in prepared. Read against IDEA, 34 CFR 300.301(b) on July 19, 2026. Jump to sources

What is the Evaluation-Request Letter Template?

A written, dated request for an initial special education evaluation creates a clear record of when you asked, which matters because the evaluation clock in most states starts running from your written consent, not from the date of this letter. Federal law lets a parent or the school initiate a request for an initial evaluation. Once you give informed consent the school generally has 60 days to complete it unless your state has set its own timeframe. This template gives you the language to make that request clearly and in writing.

How to use this printable. This is a starting template to help you put your request in writing. Read it over and adjust it to your child's situation before you send it. It is general educational information, not legal advice. It does not guarantee a particular outcome or timeline. Evaluation timeframes can vary by state, so check your state's specific rule and your district's process.

How to use it

What is on the printable

Fields in brackets are yours to fill in. Read the letter over and adjust it to your child's situation before you send it.

Subject: Request for Initial Special Education Evaluation for [Child's Full Name]

Dear [Principal / Special Education Coordinator Name],

I am writing to request an initial evaluation for my child, [Child's Full Name], date of birth [Date of Birth], currently in [Grade] at [School Name], to determine whether they qualify for special education and related services under the Individuals with Disabilities Education Act (IDEA).

I am concerned about the following: [describe 2 to 3 specific concerns in your own words, for example: reading well below grade level despite extra help this year; difficulty staying on task and completing classwork; speech that is hard for unfamiliar listeners to understand]. [Optional: name any outside evaluation, doctor's note, or report card pattern that supports your concern.]

Please treat this letter as my formal written request for an initial evaluation. I understand the school will need my written, informed consent before the evaluation can begin. I am ready to provide that promptly once I receive the consent form and a description of the evaluation the school proposes to conduct.

I would also appreciate a current copy of my procedural safeguards and information about the evaluation timeline that applies in our state.

If the school does not intend to evaluate my child, IDEA requires written notice explaining why, along with a description of the options the team considered and information about my right to challenge that decision. I would appreciate that notice in writing if that is the case.

Please contact me at [phone number] or [email address] to discuss next steps. I am keeping a copy of this letter for my records and would appreciate a written or emailed acknowledgment that you received it.

Thank you for your attention to this.

Sincerely,

[Your Name]

[Your Address]

[Phone Number] / [Email Address]

[Date]

Why this letter says what it says

A parent may initiate a request for an initial evaluation. 34 CFR 300.301(b)	IDEA lets either a parent or the school start the request for an initial evaluation to determine whether a child has a disability and needs special education.
The 60-day evaluation timeline runs from your written consent, not the date of this letter, unless your state sets its own timeframe. 34 CFR 300.301(c)(1)	The federal default requires the evaluation to be completed within 60 days of the school receiving parental consent for the evaluation. Some states set their own timeframe instead of the federal 60-day default, which can run differently. This is a key reason to send your request in writing and to sign the consent form promptly once it's offered.
The school needs your informed, written consent before it can evaluate your child. 34 CFR 300.300(a)(1)(i)	A request alone does not authorize the evaluation to begin. The school must give you notice and get your informed consent first, which is why the letter asks for the consent form promptly.
If the school refuses to evaluate, it must give you written notice explaining why, with information about your right to challenge that decision. 34 CFR 300.503	Prior written notice is required whenever a school proposes or refuses to initiate or change the identification, evaluation, educational placement or the provision of a free appropriate public education. That notice must describe the action, explain the reasoning and describe the options the team considered.
A request for evaluation under Section 504 follows a similar but separate process without the same federal timeline. 34 CFR 104.35	Section 504 also requires an evaluation before an initial placement, drawing from a variety of sources, but the Section 504 regulations do not set a federal day-count deadline the way IDEA does. Ask your district what timeframe it follows for a Section 504 evaluation and check whether your state has set one.

Sending tips

Send the letter in a way that gives you a dated record: email with a read receipt or a follow-up confirming reply, certified mail with return receipt, or hand-delivered with a signed and dated copy for your own file
Keep a copy for yourself, dated the day you send it
If you have outside evaluations, report cards or a provider's letter supporting your concern, offer to share them or attach copies
IDEA does not require a specific format for the request itself, a phone call or a form the school provides can also start the process, but a written, dated letter is the clearest way to create a record of exactly when you asked
If you don't hear back within a reasonable time, follow up in writing and reference the date of your original letter

A preview of the free Evaluation-Request Letter Template, one printable page

Get the free Evaluation-Request Letter Template (PDF)

A ready-to-adapt letter to request an evaluation in writing, with the dates that matter and the language to use.

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Questions parents ask

Does the 60-day clock start the day I send this letter?

Not automatically. Under the federal default, the 60-day evaluation window starts when the school receives your written, informed consent for the evaluation, not the date of your request letter (34 CFR 300.301(c)(1)). Some states set their own timeframe that can work differently, so it's worth asking your district which rule applies once you send the request.

What if the school says my child doesn't need an evaluation?

If the school refuses to evaluate, it must give you written notice explaining why, describing what it considered and telling you how to challenge the decision if you disagree (34 CFR 300.503). Ask for that notice in writing if you're told no.

Do I need to use this exact wording?

No. This is a starting template. Adjust the concerns paragraph to describe your child specifically and add or remove sections to fit your situation. What matters is that the request is clear, dated and in writing.

Is this the same as requesting a 504 evaluation?

The core request language is similar, but Section 504 evaluations follow the district's own procedures under a different regulation (34 CFR Part 104) and don't carry the same federal day-count timeline IDEA sets. If you're specifically requesting a Section 504 evaluation, say so in the letter and ask your district what timeframe it follows.

The letter deliberately tells the parent to check their state and district rather than asserting a specific day count beyond the federal default.

Sources

What the facts on this page come from

IDEA, 34 CFR 300.301(b) (who may request an initial evaluation) sites.ed.gov/idea/regs/b/d/300.301
IDEA, 34 CFR 300.301(c)(1) (60-day timeline from parental consent, or a state-established timeframe) sites.ed.gov/idea/regs/b/d/300.301
IDEA, 34 CFR 300.300(a)(1)(i) (informed parental consent required before an initial evaluation) sites.ed.gov/idea/regs/b/d/300.300
IDEA, 34 CFR 300.503 (prior written notice on a proposal or refusal to evaluate) sites.ed.gov/idea/regs/b/e/300.503
Section 504, 34 CFR 104.35 (evaluation and placement procedures, no federal day-count timeline) www.ecfr.gov/current/title-34/subtitle-B/chapter-I/part-104/subpart-D/section-104.35

This page is general educational information for parents, not legal or educational advice. It does not tell any family what to do. Every example here is a starting point to discuss and adapt with your child's IEP or 504 team, which decides what fits your child from the evaluation. Confirm anything time-sensitive with your school or district. For a genuinely contested situation, a special education advocate or an attorney who works in your state is the right person to ask.