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  • Teachers Collaborative @ TeachTasticIEP

IEP Meeting Sample Emails To Send to Team Members

Updated: Feb 13, 2022

As the date for your individualized education program (IEP) meeting quickly approaches, you realize that there are still a few things to take care of. You need to get everyone's availability, set an agenda, and make sure that everyone knows what is expected of them. This can be a lot of work, but don't worry - we're here to help! In this blog post, we will provide you with sample emails that you can send to your team members in order to get the meeting started off on the right foot.

Preparing an IEP invite list

During IEP meetings, there are many people involved. You have the IEP team, who includes teachers and administrators from your child's school as well as representatives from other agencies that work with children who may need additional support in order to be successful at school, like speech therapists or occupational therapists. Then you also have the parents of the child being discussed during this meeting: their mother, father (or guardians), grandparents etc., all sitting down together at a table for hours on end trying to come up with a plan for how best to help him achieve his goals this year! It can be overwhelming when you think about it - but don't worry! We're here to help make sure everything goes smoothly so that no one is left feeling overwhelmed.

One of the most important things to remember when preparing for an IEP meeting is that communication is key. This means communicating with your team members as well as your child's teachers and therapists. In order to make sure that everyone is on the same page, it is helpful to send out a few emails leading up to the meeting. We've created some sample emails for you that you can use as a guide.

Sample Email #01: Invitation to IEP Meeting

Dear IEP Team,

As we approach the date of our next IEP meeting for [student name], I wanted to get everyone's availability so that we can start setting an agenda. Would it be possible for everyone to provide me with their availability by the end of this week? I would also like to start putting together some topics for discussion on what we will cover during our IEP meeting. I'll be in touch soon with more details!


[your name]

Sample Email #02: Attachments for IEP Meeting Agenda Items

Dear IEP Team,

Thank you so much for getting back to me about your availability. It looks like Friday at 11 am works best for everyone except Parent 02 and school therapist Susan Smith, who are both unavailable that day due to other commitments outside of work hours (but they can join us via phone or zoom). Let's plan on meeting then unless anyone else needs a different time slot due to extenuating circumstances.

In addition to confirming the date and time of our meeting, I wanted to send along some attachments that I think will be helpful in our discussion. I've included a copy of [student name] most recent IEP, as well as their latest report cards and any testing results from the past few months. If there is anything else you would like me to include, please let me know!

I'm looking forward to meeting with everyone on Friday to discuss their progress and come up with a plan for this school year.