Evidence templates
Copy a template, see an example and understand why each detail matters.
Templates, examples and explanations
Read an example, copy a blank template and complete it in your own document or notebook.
There is nothing to fill in or submit on this website. A short, accurate note is usually more useful than a long account. Use only the headings that help, and write “not known” where needed.
All examples below are fictional. They are not accounts of North Cestrian or any child.
Choose a simple way to keep your records
A good default: one private folder for original documents, plus a simple spreadsheet to track dates and follow-ups. Use Word, OneNote or paper for meeting notes — whichever you already find comfortable. You do not need special case-management software, and you do not need to use every template here.
Which tool should I use?
| Option | Useful for | Keep in mind |
|---|---|---|
| Folders on a personal device or secure personal cloud account | Keeping originals, sent messages and replies together. | Use an account you control, check who can access shared folders and keep a secure backup. |
| Excel, Google Sheets or LibreOffice Calc | A date-sorted contact log, actions and follow-up dates. | Keep the summary brief. Avoid putting detailed sensitive information in a shared spreadsheet; use a file reference instead. |
| Word or another document editor | A meeting note, chronology, or letter you can review before sending. | Save a separate copy of the final version you actually sent. |
| OneNote or another notes app | Quick notes and organising thoughts in one place. | It can become hard to find the original email or tell a draft from a final version. Store originals separately and use clear dates and titles. |
| Paper folder or notebook | A low-tech option, especially if writing by hand is easier. | Number pages, date notes, keep copies of letters and store it somewhere private. |
Choose what feels manageable. You can use a paper folder and a simple dated list instead of a spreadsheet. Avoid relying on an account or device you could lose access to.
Copy a folder layout and download starter trackers
Keep it simple at first. Add folders only when you have records to put in them.
MY PRIVATE SCHOOL RECORDS — SIMPLE STARTER SETUP Start with one private folder and these five folders inside it: 00 Timeline and index timeline.csv — dated contacts, actions and follow-ups evidence-index.csv — a short list of files and what each one is 01 Plans and reports Current — the latest EHCP / support plan and reports Older versions — keep earlier versions so you can tell what changed 02 School messages Sent — the exact email or letter you sent Received — the reply and attachments 03 Notes and reviews Meeting and phone-call notes, support reviews and relevant incident notes 04 Complaint (only if needed) Stage 1, Stage 2 and Stage 3 — keep each stage's letters and evidence together You can begin with only a timeline and a School messages folder. Add the other folders when they become useful. FILE-NAMING EXAMPLE YYYY-MM-DD_school_reply_support-review.pdf Use the date first so files sort in order. Keep the original filename if it helps identify a formal document. Avoid putting a child's full name or sensitive details in a filename. WHAT TO PUT IN THE TIMELINE Date | Contact or event | Who | Brief neutral summary | Action / owner | Due date and source | Status | File reference WHAT TO PUT IN THE EVIDENCE INDEX Ref | Date | File name | What it is | Which question it relates to | Where saved Keep original messages and documents unchanged. Save the exact version you sent and the school's reply. Write notes separately; mark a meeting note as your summary unless the school has confirmed it. Use E01, E02 etc. as references in a letter rather than sending every record. PRIVACY CHECK Use a personal device and account you control, a strong unique password and multi-factor authentication if available. Check sharing links before sending. Do not use a school account or a shared work device for your only copy. Keep only relevant information, and avoid unnecessary details about other children. Do not upload case files to this website. Back up the folder somewhere secure that you can still access. This is an optional organising method, not a required school format or legal evidence standard.
The CSV files open in Excel, Google Sheets and LibreOffice Calc. The first row contains headings only; add your own records privately. The timeline tracks what happened and what is due. The index helps you find a document without attaching it to every message.
A quick routine for each new email, call or meeting
- Write the date and a short neutral summary in your timeline.
- Save the original message or document unchanged. Name it with the date first, or keep its original filename.
- If you spoke by phone or met, write a brief note soon afterwards. Mark it as your summary and share the relevant points with school so they can correct or confirm them.
- Add an E01-style reference to the index if you may need to find or cite the document later.
- Record who will do the next action and when. Note where that date came from — an agreed date, policy target or your suggested follow-up.
These are optional organisation ideas, not a required evidence format. Keep your records private and share only the relevant copies with the appropriate person.
An incident note
What to record — and why
Date, time and lesson or place
Why it matters: Helps school find the right record and identify any repeated pattern.
Example: Monday, 10:15, English.
What happened, and how you know
Why it matters: Separates something you witnessed from an account you were given.
Example: School’s email says my child left their seat twice. I did not witness this.
Your child’s account
Why it matters: Records their perspective without treating it as the only established account.
Example: My child told me: “I did not understand the task.”
Relevant need and expected support
Why it matters: Connects the question to a plan or agreement, rather than guessing why it happened.
Example: The support plan dated [date] says instructions will be broken into steps.
School’s explanation and support confirmed
Why it matters: Allows the school’s account and any helpful action to be recorded fairly.
Example: Teacher confirmed a written prompt was used; I have asked whether the first step was checked.
Effect and what helped
Why it matters: Shows the practical impact and approaches worth repeating.
Example: My child reported feeling calmer after a short break.
Question, action and review date
Why it matters: Turns a record into a clear request that can be followed up.
Example: Please confirm what support was used and agree when we will review it.
Evidence reference
Why it matters: Lets you find the original without copying every document into the note.
Example: E01: school email saved privately, [date].
Blank template to copy
AN INCIDENT NOTE — PRIVATE COPY Date, time and lesson or place: [Your note] What happened, and how you know: [Your note] Your child’s account: [Your note] Relevant need and expected support: [Your note] School’s explanation and support confirmed: [Your note] Effect and what helped: [Your note] Question, action and review date: [Your note] Evidence reference: [Your note]
A support check
What to record — and why
Support and exact wording
Why it matters: Establishes what is actually promised, including frequency and duration.
Example: Section F, page [number]: [copy the wording].
Plan title, date and section
Why it matters: Avoids relying on an old or superseded version.
Example: Final EHCP dated [date], Section F.
Period you are checking
Why it matters: Makes a focused question easier to answer.
Example: The week beginning [date].
What delivery is confirmed, and by whom
Why it matters: Distinguishes evidence of delivery from assumptions.
Example: School confirmed two sessions in its email dated [date].
What remains uncertain
Why it matters: A missing confirmation is not proof that support was missed.
Example: I have not yet received confirmation of the third session.
Effect or progress, with source
Why it matters: Helps review whether the support is helping, without assuming the cause of a change.
Example: My child says starting work felt easier this week.
Question, agreed action and review date
Why it matters: Makes the next step specific and reviewable.
Example: Please confirm the remaining session and the arrangements for next week.
Evidence reference
Why it matters: Makes the relevant plan and reply easy to locate.
Example: P01: final plan; E02: school reply, saved privately.
Blank template to copy
A SUPPORT CHECK — PRIVATE COPY Support and exact wording: [Your note] Plan title, date and section: [Your note] Period you are checking: [Your note] What delivery is confirmed, and by whom: [Your note] What remains uncertain: [Your note] Effect or progress, with source: [Your note] Question, agreed action and review date: [Your note] Evidence reference: [Your note]
A meeting or phone-call note
What to record — and why
Date, time, type of contact and participants
Why it matters: Helps everyone identify the conversation and their role in it.
Example: [Date], 2pm phone call with [role].
When you wrote the note
Why it matters: Makes clear whether it was made during the discussion or reconstructed later.
Example: Written shortly after the call; this is my summary, not a transcript.
Purpose and your child’s views
Why it matters: Keeps the discussion centred on the child and the question to resolve.
Example: Discuss starting written tasks; my child says they need the first step explained.
What school explained and what is going well
Why it matters: Records the response fairly and identifies useful support to continue.
Example: Teacher described the prompts used and said the morning check-in is helping.
Actions: what, who and by when
Why it matters: Prevents different understandings of who is doing what.
Example: SENCO to circulate the agreed prompts by [date].
Unanswered or disputed points
Why it matters: Avoids recording a proposal or disagreement as a settled decision.
Example: We did not agree whether a further assessment is needed.
Review date and how progress will be checked
Why it matters: Creates a point to check whether the change helped.
Example: Review on [date], using work samples and my child’s feedback.
Summary shared, corrections and follow-up
Why it matters: Shows which parts were confirmed or corrected and preserves both accounts.
Example: Summary emailed on [date]; correction received on [date] and saved with the original.
Blank template to copy
A MEETING OR PHONE-CALL NOTE — PRIVATE COPY Date, time, type of contact and participants: [Your note] When you wrote the note: [Your note] Purpose and your child’s views: [Your note] What school explained and what is going well: [Your note] Actions: what, who and by when: [Your note] Unanswered or disputed points: [Your note] Review date and how progress will be checked: [Your note] Summary shared, corrections and follow-up: [Your note]
A contact tracker
What to record — and why
Date, method and people involved
Why it matters: Creates a clear sequence of events.
Example: [Date], email to SENCO.
Main question or request
Why it matters: Helps identify what still needs an answer.
Example: Asked for the current support plan.
Reply and school’s explanation
Why it matters: Shows what was answered and avoids overlooking action already taken.
Example: Plan supplied on [date]; review date still to be confirmed.
Agreed action and responsible person
Why it matters: Makes it clear who will do the next step.
Example: SENCO to suggest review dates.
Due date and where it came from
Why it matters: Distinguishes an agreed or policy deadline from your preferred date.
Example: Reply by [date], as agreed in the email; not a statutory deadline.
Status and next follow-up
Why it matters: Avoids repeated messages about points already resolved.
Example: Partly answered; follow up on the review date after [date].
Evidence reference and location
Why it matters: Keeps originals traceable and reduces unnecessary copying of sensitive information.
Example: E03: email and attachment saved in my private folder.
Blank template to copy
A CONTACT TRACKER — PRIVATE COPY Date, method and people involved: [Your note] Main question or request: [Your note] Reply and school’s explanation: [Your note] Agreed action and responsible person: [Your note] Due date and where it came from: [Your note] Status and next follow-up: [Your note] Evidence reference and location: [Your note]
A follow-up message you can copy
Subject: My summary of our [meeting / call] on [date] Hello [name], Thank you for speaking with me. This is my understanding of the discussion; please correct anything I have misunderstood or missed. We discussed: [brief points, including school’s explanation]. Agreed actions: [what, who and by when]. Still to be clarified: [questions or points not agreed]. Review date / next contact: [date, if agreed]. Please confirm the actions and let me know any corrections. [If helpful: could you reply by [suggested date], or let me know when to expect a response?] Thank you, [Name]