How to Write a Formal Complaint Letter About Communication Issues and SEND Support for a 40-Year-Old Student

When writing a formal complaint letter regarding issues such as breakdowns in communication, failure to follow through with promises, and inadequate support for Special Educational Needs and Disabilities (SEND), it's important to be clear, concise, and professional. Here's a step-by-step guide along with a template you can use:

Step-by-Step Guide:

1. Start with your personal details and date. Include your full name, address, contact information, and the date you are writing the letter.
2. Address the letter appropriately. Identify the correct official such as the headteacher, SEND coordinator, or school principal.
3. State the purpose of the letter clearly. For example: "I am writing to formally raise concerns regarding ongoing communication breakdowns and the lack of adherence to the agreed SEND provisions outlined in the personal learning plan for the named student."
4. Provide factual details. Outline specific incidents, dates, and facts such as the absence of fidget tools despite being part of the learning plan, and the lack of records pertaining to SEND support.
5. Explain the impact. Describe how these issues have affected the student’s education and wellbeing.
6. Reference relevant policies or laws, if applicable. For example, mention SEND legislation or school policies that support your position.
7. State the desired outcome. Be clear about what you expect, such as: improved communication, acknowledgment and implementation of the SEND plan, or a formal review.
8. Request a response. Politely ask for a timely reply or a meeting to discuss the matter.
9. Close professionally. Use a formal closing and sign your name.

Sample Formal Complaint Letter

 [Your Name] [Your Address] [City, Postcode] [Email Address] [Phone Number] [Date]  [Name of Headteacher or SEND Coordinator] [School Name] [School Address] [City, Postcode]  Dear [Headteacher/SEND Coordinator],  Subject: Formal Complaint Regarding Communication Breakdown and SEND Support  I am writing to formally express my concern regarding the ongoing breakdown in communication and failure to follow through on agreed support for SEND provision as outlined in the Personal Learning Plan (PLP) for [student’s name].  Despite the PLP clearly specifying the use of fidget tools to assist concentration, these have consistently been unavailable, and staff have informed me that fidgets are not allowed in the classroom. Furthermore, I have requested evidence and records pertaining to the SEND support being provided, but to date there is no documented record available.  This situation has caused significant frustration and negatively impacted [student’s name]’s learning experience.  I kindly request that the school immediately review and ensure compliance with the agreed PLP, provide the necessary resources including permission to use fidget aids, and improve communication regarding SEND provisions. Please provide a written response outlining how these concerns will be addressed within 14 days.  I appreciate your prompt attention to this matter and look forward to your reply.  Yours sincerely,  [Your Full Name]