How to Write an Advocacy Email That Actually Gets Read

Because “per my last email” just isn’t cutting it anymore…

If you've ever sat down to write an email to your child's school, therapist, or support coordinator and thought, “How do I say this nicely, but also make it clear I’m not messing around?” - this one’s for you.

As a neurodivergent mum of three neurodivergent kids, I’ve written more advocacy emails than I can count. Some got results. Some got ghosted. And some just caused confusion, despite my best intentions.

So today, I want to help you skip the email spiral and craft a message that’s calm, clear, and actually gets attention.

Step 1: Know What You Want

Before you write, ask yourself:
What do I actually want to happen?
Be specific. Do you want a meeting? A policy reviewed? Your child moved to a quieter classroom? The clearer your request, the easier it is for someone to action it.

Example: “I’d like to request a Student Support Group meeting to review my child’s Individual Learning Plan and discuss possible adjustments to reduce anxiety triggers during transition times.”

Step 2: Use a Clear Subject Line

Don’t be vague. They’re busy. Be direct.

DO - “Request for SSG Meeting – [Your Child’s Name] – Term 1”

DO - “Follow-Up on Sensory Accommodations for [Name]”

DON’T -“Quick Question” or “Just Checking In…”

Step 3: Keep It Brief (But Not Cold)

You don’t need to tell your whole life story, but a little warmth goes a long way.

Acknowledge something good (if you can genuinely find something).

State your concern.

Share how it’s impacting your child.

Make your request.

End with appreciation.

Example:
"Thanks so much for the care you've shown this term - I know [child's name] can be a bit of a sensory rollercoaster! That said, we’ve noticed a big spike in meltdowns after school. I’m wondering if we can look at quieter afternoon/lunch options or structured calming activities. Would love to chat about some solutions.”

Step 4: Attach Documentation (If Helpful)

If you’ve got a psychologist report, sensory profile, or behaviour log, attach it. Don’t expect them to remember every detail. Give them what they need to advocate internally, too.

Pro tip: Highlight key parts in your email so they don’t have to guess why you sent it.

Step 5: Be Professional (But Still You)

Yes, advocacy is serious - but you don’t have to write like a robot.

You can be firm and kind. You can say what you mean without sounding aggressive. And you’re allowed to show emotion - you’re a parent, not a lawyer.

What you don’t want is to let frustration derail your clarity.

Instead of:

“This school never listens and I’m sick of being ignored!!!”

Try:

“I’m feeling really disheartened that these concerns haven’t been addressed yet, and I’m hoping we can work together to find a plan that supports [child’s name].”

Bonus Tips

Bullet points make it easier to skim.

Bold key sentences so they don’t get missed.

Be persistent, not pestering - if you don’t get a reply in 5-7 business days, follow up politely.

Example Email Template

Subject: Request for SSG Meeting – [Your Child’s Name]

Hi [Name],

Thanks again for all the support you've provided [Child] this term. We’ve noticed a few challenges that are impacting their wellbeing at school, particularly around [brief issue].

I’d love to request a meeting to revisit their current supports and brainstorm some options that better align with their needs. Would [suggest a couple of times] work?

I’ve attached [any documentation] for context. Please let me know if you need anything else.

I look forward to hearing from you.

Warm regards,
[Your Name]
[Phone Number if relevant]

Final Thoughts

Advocacy emails don’t have to be scary. They don’t have to be perfect. They just need to be clear, respectful, and rooted in your knowledge of your child.

You know them best. You are their voice right now. And you’ve got every right to speak up.

So hit send - and know that you’re doing an amazing job, even when it feels hard.

With love, solidarity, and full inboxes,
Jody x
Neurodivergent Mum of Three | Sensory Advocate | Founder of Sensory Oasis for Kids