At Wrightslaw, we have always recommended creating a paper trail through documentation in letters. Many parents think you should send important letters to the school by certified mail. This could have a negative impact on your relationship with school personnel. It may cause the recipient to feel defensive and mistrustful. So how do you establish that the school received your letter?
If you send a letter to the school by certified mail, you put the recipient on notice that you want “proof of delivery,” probably for legal and evidence purposes.
Hand Deliver Your Letter
A better way to establish that the school received your letter is to hand-deliver your letter to the recipient.
- Take your original letter and one signed copy.
- Note the time you enter the office.
- Observe the office layout.
- Pay attention to the secretary or office manager.
- Note the person’s age, dress, hair color and style, and other distinctive characteristics.
- Ask the person to give your letter to Mr. Chris Rogers, principal.
- Do not ask for a signed receipt.
If you don’t know the secretary’s name, introduce yourself. “Hi. I’m Cate Rice, Evan’s mom. I have a letter for Mr. Rogers. Would you mind giving it to him? I don’t think we’ve met before. Your name is…”
After you leave, note everything you observed on the back of your copy of the letter. Write what you said and what you were told.
If a week passes and you do not receive a response, write a short follow-up letter. Attach a copy of your original letter to the follow-up letter.
When you go to the office, you may have a chance to refresh the secretary’s memory. “Hi…we met last week. Do you know if Mr. Rogers got the letter I gave you? I have another copy in case.” Because you remembered the secretary’s name, she will not forget you. When you leave, write the details of what happened on the back of your follow-up letter.
You Have Proof of Receipt
Your proof includes your testimony and your contemporaneous notes that you wrote when you delivered the letters. You did not create hostility and mistrust. You did not polarize the relationship with the school. You may have even made a new friend.
Remember, when you deal with the school, your goal is to secure a good educational program for your child. If you take actions that cause school personnel to feel defensive or mistrustful, you are less likely to accomplish your goal.
Letter Writing Tips
Letter Writing Tips on p. 229, Chapter 23, “How to Write Good Evidence Letters” - Wrightslaw: From Emotions to Advocacy, 2nd Edition
In Chapter 24, “Writing the ‘Letter to the Stranger’ ” we have a section that begins at page 246 that is titled “Do Not Send Certified Letters” and discusses why this approach is wrong and will backfire on you. Instead, the following section entitled “Strategies: Hand Deliver Letters” on page 247 explains that important letters should be hand delivered and why.
At the end of each chapter are a number of sample letters. http://www.wrightslaw.com/bks/feta2/feta2.htm