📝 Meeting Preparation Checklist

Being prepared can make a big difference to how effective a school or Local Authority meeting is. Use this checklist to make sure you have everything you need:

✅ Before the Meeting

• Gather key documents:
  • Latest EHCP (or draft if still in process)
  • Any professional reports (EP, SALT, OT, medical, etc.)
  • School reports or progress data
  • Copies of any previous correspondence (emails or letters)
• Organise paperwork: Put everything in a folder or digital file so it’s easy to access.
• Write down your concerns: Note the key issues you want to raise and prioritise the top 3–4 points so nothing gets missed.
• Prepare questions:
  • “What support is currently in place?”
  • “How is provision being measured?”
  • “What outcomes are we working towards?”
• Decide who will attend with you: A partner, family member, or friend can take notes and give support.

🗣️ During the Meeting

• Take notes: Write down key points, agreements, and deadlines.
• Check clarity: If something is vague, ask for specifics (how often, by whom, in what setting).
• Refer to the EHCP: Ensure discussions link back to needs, outcomes, and provision.
• Ask for timescales: Confirm when actions will be completed.
• Stay calm but firm: Focus on what your child or young person needs, not on personalities.

📧 After the Meeting

• Review your notes: Make sure you understand what was agreed.
• Send a follow-up email: Summarise what was discussed and confirm next steps in writing.
• Track deadlines: Add review dates or promised actions to your calendar.
• File everything: Keep the meeting notes, agenda, and follow-up emails together for reference at the next meeting.