Letter Templates

These templates were designed to support you as you communicate with your child’s school team of professionals. Template #1 introduces your child to the teacher and can be used right before each new school year. Templates #2, # 3, and #4 are for requesting an initial (first) evaluation. Templates #2 and #3 assume you already know your child is deaf/hard of hearing. The last is template #4, which is more appropriate if you suspect a hearing condition, but it is not confirmed. Make an appointment with an audiologist for an official diagnosis. At the same time, keep in mind that a medical diagnosis does not guarantee an evaluation or services with the school. However, including copies of records like medical reports, provider notes, and assessment results can help the school get a more complete picture of your child.

📝 Template #1: Dear Teacher

Download this template in a digital format.

Dear Teacher,

This year, my child [Child’s Name] will be in your class. They are [describe hearing condition]. Because of their deaf/hard of hearing status, my child has specific language and communication needs. I am writing to share those with you so we can work together to support a positive and inclusive school experience.

My child uses [hearing technology, if any] to access spoken language. They also [use or are learning sign language/other communication methods]. Depending on the situation, they may communicate using [voice/signs/augmentative communication device/etc.].

Here are some things that help my child understand and participate more fully in the classroom:

• [Support #1]
• [Support #2]
• [Support #3]
• [Support #4]
• [Support #5]
• [Support #6]
  (Feel free to list or remove items based on your child’s needs)

These supports help my child access learning and connect with others. [Child’s Name] is a [describe personality traits, strengths, and interests—e.g., curious, friendly, loves animals and drawing]. We are excited for them to be part of your class!

Thank you for your support. I would be happy to explain more about their communication needs or technology. Please feel free to contact me at [your phone/email].

Sincerely,
[Your Name]
[Date]

Filled Example of ‘Dear Teacher’ Letter

Dear Teacher,

This year, my child Joseph will be in your class. He has bilateral hearing loss. Because of his deaf/hard of hearing status, Daniel has specific language and communication needs. I am writing to share those with you so we can work together to support a positive and inclusive school experience.

Joseph uses hearing aids and a DM system to access spoken language. He is also learning sign language. Depending on the situation, he may communicate using his voice, signs, or both.

Here are some things that help Joseph understand and participate more fully in the classroom:

• Access to sign language, either visually or tactilely, to support spoken communication
• Preferred seating so he can clearly see and hear
• One person speaking at a time
• Visual access to speaker’s lips whenever possible.
• Consistent use of his DM system microphone (a personal microphone that streams speech directly to his hearing aids).
• If you are wearing the microphone, please summarize what others say, as he may not hear comments made off-mic.
• Reduced background noise when possible.
• The option to work in a quieter space during group activities if multiple conversations are happening.

These supports help Joseph access learning and connect with others. He is a bright, social child who loves cars, balls, music, and dancing. We are excited for him to be part of your class!

Thank you for your support. I would be happy to explain more about Joseph’s communication needs or assistive technology. Please feel free to reach out by phone or email any time.

(Email address)

(Phone Number)

Sincerely,

Michelle Lea

📄 Template #2: Request for Special Education Evaluation (Preschool Transition)

Download this letter template in an accessible digital format.

[Your Name]

[Your Address]

[City, State, Zip Code]

[Phone Number]

[Email Address]

[Date]

To:

[Director of Special Education or Principal’s Name]

[School District Name]

[School/District Address]

[City, State, Zip Code]

Subject: Request for Special Education Evaluation for My Child

Dear [Director/Principal’s Name],

I am writing to request an evaluation for my child, [Child’s Full Name], who will be turning three on [Birthdate]. [Child’s Name] is [brief description of hearing status or diagnosis], and we would like to better understand what support might be helpful as they begin preschool.

We are hopeful that this evaluation will give everyone a clearer picture of how [Child’s Name] is developing and learning and help us work together to support a strong start to school and learning beyond.

Please let me know what the next steps are. I am happy to share more information or take part in any planning conversations.

Thank you for your time.

Sincerely,

[Your Name]

📄 Template #3: Request for Evaluation (Ages 3–21, with confirmed hearing status)

Download letter template.

[Your Name]

[Your Address]

[City, State, Zip Code]

[Phone Number]

[Email Address]

[Date]

To:

[Director of Special Education or Principal’s Name]

[School Name or District Name]

[School Address]

[City, State, Zip Code]

Subject: Request for Special Education Evaluation for My Child

Dear [Director/Principal’s Name],

I am writing to request an evaluation for my child, [Child’s Full Name], who is currently in [Grade/Classroom Teacher’s Name] class at [School Name].

[Child’s Name] is Deaf/hard of hearing and uses [spoken language / sign language / other communication method] to communicate. We want to make sure they have the necessary support in place to fully access learning and communication throughout the school day.

We are hopeful that this evaluation will help us better understand how to support their learning and participation at school.

Please let me know the next steps in the process. I would be glad to provide more information or meet to discuss further.

Thank you for your time and support of my child’s learning journey.

Sincerely,

[Your Name]

📄 Template #4: Request for Special Education Evaluation (Ages 3-21, hearing condition suspected, but not confirmed)

Download a digital format of this template.

[Your Name]
[Your Address]
[City, State, Zip Code]
[Phone Number]
[Email Address]
[Date]

To:

[Director of Special Education or Principal’s Name]

[School Name or District Name]

[School Address]

[City, State, Zip Code]

Subject: Request for Special Education Evaluation for My Child

Dear [Director/Principal’s Name],

I am writing to request an evaluation for my child, [Child’s Full Name], who is currently in [Grade/Classroom Teacher’s Name] class at [School Name].

I have noticed my child is experiencing some challenges at school/home such as [briefly describe concerns: difficulty understanding in noisy settings, staying focused, responding to questions, or participating in group activities]. I believe these may be connected to hearing or communication needs, though we do not yet have a formal diagnosis.

We would like to better understand how to support [Child’s Name] while at school, and ensure they have what they need for an effective education.

Please let me know the next steps or if you need more information from me. I would be happy to connect further.

Thank you for your time and care.

Sincerely,

[Your Name]