How to Prepare for an EHCP or School Meeting: Evidence, Questions and Actions
Updated: Oct 11
Preparation helps families and professionals use limited meeting time well. A structured pack can bring together concerns, strengths, recent evidence, questions and the actions that need clear ownership.
Why this matters
Good preparation separates facts from assumptions and identifies what decision is being requested. It also creates a record that can be checked after the meeting.
Common weaknesses to avoid
Arriving with documents but no clear questions or priorities
Relying on general statements without examples of impact
Leaving without confirmed actions, owners and dates
A practical workflow
Write the main outcomes you want the meeting to address
Gather concise evidence from home, education and relevant professionals
Record the child or young person’s views accessibly
Prepare questions about provision, progress, barriers and review
Take a structured note of decisions and disagreements
Send or confirm an action record after the meeting
Try it: a fictional school-meeting example
Alex finds returning to class after break difficult. This is a fictional illustration of organising information, not a customer case study or a recommendation for a particular child.
Record a dated observation: what happened, who saw it, what support was tried and what changed. Ask for Alex's view in their preferred way of communicating. Keep their account separate from adults' interpretations.
Turn the concern into a question: Which part of the transition is difficult, and what do the observations suggest might help? Agree what will be tried, who will do it, when it will happen and when everyone will review it.
Evidence to keep
Keep evidence proportionate and easy to retrieve. Useful records include chronology and evidence summary, question and contribution sheets, agreed action and follow-up tracker. Record where the source evidence is held, who reviewed it and what action followed. Use the record to explain the child's needs and strengths, agree practical actions and check what changed.
Use the matching resource and training
Looking Glass Care has paired this guide with a practical resource and a concise self-paced course. Adapt the downloadable document for the individual person, organisation, service and local arrangements, then use the course to reinforce roles, decision-making, recording and review.
Put this into practice: explore the relevant collection below and check each listing for its audience, contents, format and current price.
Keep your evidence dated and review it before your next meeting. Record agreed actions, the person responsible and the follow-up date. This guide provides practical information, not legal advice or a guarantee of an EHCP decision.
Prefer help applying this to your own situation? £35 includes one hour of practical EHCP and SEND support plus preparation of agreed documents. Choose video, phone, email or messages by agreement. We agree the focus before work starts.
Useful resources for this topic
If you would like a practical record to use alongside this article, the resources below explain their scope, format and price. Choose only the material that fits your circumstances; a completed template is a starting point for action and review.
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