Emails can be stressful but they are stressful for good reason. They are very important. They are a key tool to your advocacy.
Here is a collection of information that I have either learned from other people who have been advocating in the system for a long time, have learned through research, or from life experience.
Q: How long is it reasonable to wait for an email response?
A: 5 days from someone from the district
3 days from your child’s teacher or Principal
** If it’s time sensitive and you want a faster response – put that in the email
Q: What are some writing tips?
A: Here are some tips:
- Use shorter sentences.
- Don’t write them a novel if you don’t have to. You want to be concise but still have the details that are needed. After you write it all out, edit it. See what you can remove and reduce. (AI can be helpful for this)
- Think of emails as a tool. Quality over quantity. Sending massive amounts of emails are not going to help you. If you overwhelm them with the high volume of emails, they may limit your communication.
- Use simple words. Don’t put in fancy language thinking that they will respect you more and are more likely to respond. The goal is clear communication that cannot be misunderstood or misinterpreted
- Putting a request for a response date is very important as it allows you to advance up the hierarchy if they don’t respond.
- Emails are not private. They can be shown to 30 different people and may end up in a tribunal hearing. Follow the expression, “Dance like no one is watching, email like it will show up in court.
- Follow the format for writing an email. (see below)
- Make sure you have a clear request in your email.
Q: Is there a format to follow for explaining my thoughts?
A: Yes.
I would suggest you follow this format outlined by the Family Support Institute
https://familysupportbc.com/toolkits/school-meetings-how-to-write-an-email-to-call-a-meeting/
If you are not calling a meeting, just leave that paragraph out.
To add to this format: If you are using rights-based advocacy you will want to make sure you do the following.
- Clearly identify your child’s disability-related need (Their disability and their unmet need related to their disability)
- Explain the harm that you are witnessing or are aware of
- Tell them your child is struggling and explain how
- Ask them for help
Why? Because of meaningful inquiry. Human rights protection.
Q: I get overwhelmed with emails, how should I handle this?
A: You can have a separate email address just for school communication. That way, you will only read the emails when you are ready and can have a support person with you when you go into your inbox. It also helps with organization. You can have folders for each of the people you talk to, and divide them by years. KEEP EVERYTHING. Even the positive emails can be helpful as you have evidence of what works.
Q: What should my tone be?
A: I don’t want to tone police people, but I can tell you that making accusations, assumptions into their intent, allegations not backed up with evidence, are all ways to make this more adversarial than what may benefit you. I wouldn’t recommend you send emails when you are mad. You can write them out, and then let them sit for a few hours or next day. Sleep on it. Or send it to a friend for feedback. Get an extra pair of eyes on it.
Q: Is it better to email or meet in person?
A: Emails are a very powerful form of documentation and evidence. If you are meeting in person, I highly suggest you summarize the email and send it to them. Ask them if your summary is correct and if you misunderstood anything to respond to the email. You will need email to gather your evidence.
