Parent Letter Templates (Policy-Aligned & Safe)
These letters use calm, factual, policy-aligned wording suitable for requests, clarifications, escalation, and responding to disciplinary decisions. Schools and the Department recognise this style as “procedurally correct”.
1. Request for SSG Meeting
Dear [Principal/Teacher], I am requesting a Student Support Group (SSG) meeting to review my child’s learning needs, adjustments and wellbeing supports. DET policy states that an SSG can be requested by a parent at any time, and the school should respond within a reasonable timeframe. Could you please provide some available dates and times for this meeting? Thank you, [Your Name]
2. Request for Reasonable Adjustments
Dear [Teacher/Assistant Principal], I’m writing to request a review of my child's reasonable adjustments, in line with the Students With Disability Policy. Based on recent events, it appears some supports may need updating. I would appreciate a meeting to review their Behaviour Support Plan, regulation supports, and environmental adjustments. Could you please confirm a suitable time to discuss this? Kind regards, [Your Name]
3. Responding to an Incident or Behaviour Report
Dear [Teacher/Principal], Thank you for the information about the recent incident. Before any conclusions are reached, I would like to ensure the following have been considered: • all relevant reasonable adjustments • communication supports • environmental triggers • my child’s disability-related needs • the current Behaviour Support Plan Could we please schedule a time to review the incident collaboratively? Warm regards, [Your Name]
4. Requesting Clarification Before a Suspension Decision
Dear [Principal], Before any suspension decision is finalised, I would like to understand: • which adjustments were reviewed • whether the Behaviour Support Plan was updated • what investigation steps have been taken • what factors were considered under Ministerial Order 1125 Could you please provide this information in writing so I can understand how the process is being followed? Sincerely, [Your Name]
5. Challenging an Incorrect or Incomplete Suspension Letter
Dear [Principal], I have received the suspension letter dated [date]. I would like to request clarification, as some required elements appear to be missing or unclear, including: • the investigation steps • a review of reasonable adjustments • consideration of disability-related factors (as required by MO1125) • the rationale for the decision Could you please provide an updated letter with all required information so that I can fully understand the decision? Kind regards, [Your Name]
6. Escalation to SEIL (After School Pathway Exhausted)
Dear [SEIL Name], I have followed all school-level processes, including meeting with the teacher, assistant principal and principal. My concerns remain unresolved. Specifically, I am seeking support to ensure that DET policy requirements have been met regarding reasonable adjustments, behaviour planning and procedural fairness. Could you please advise on next steps or arrange a time to discuss this matter? Sincerely, [Your Name]
7. Escalation to Regional Office
Dear Regional Office Team, I have worked with the school and SEIL, but my concerns remain unresolved. My concern relates to potential breaches of DET policy in the areas of: • adjustments and inclusion • procedural fairness • suspension/behaviour processes • safety planning I am requesting a regional review and guidance on a resolution pathway. Thank you, [Your Name]
8. Formal Complaint to the Department (DET Complaints)
Dear Department of Education Complaints Team, This is a formal complaint. I have completed all school and regional processes. I believe there may have been failures to follow required procedures under Ministerial Order 1125, the Students with Disability Policy, or the Student Engagement Policy. I am requesting an independent review and appropriate corrective actions. Documentation is attached. Regards, [Your Name] Lodge a complaint →
9. Ombudsman Victoria (After DET Investigation)
Dear Ombudsman Victoria, I have completed all internal steps: school → SEIL → regional office → formal DET complaint. I am requesting an Ombudsman investigation into administrative fairness, the adequacy of decision-making processes, and whether the Department acted in accordance with its policy and legislative obligations. Documentation is attached as required. Sincerely, [Your Name] Visit Ombudsman Victoria →