In the prototype
Support reviews
Support plan review software that brings learner feedback, delivery records and a clear keep, change or stop decision into one short, human conversation.
Template
Support plan review letter template (plain English)
A free plain-English letter template to invite a learner to a support plan review or confirm the outcome, with example wording and data protection notes.
Template at a glance
- Print or copy into your own documents
- Free to adapt for your setting
- Written with the learner, not about them
- 7 sections
In short
A support plan review letter invites a learner to a review or confirms what was decided, in plain English and an accessible format. This free template can be sent as a letter, email or message.
A good review letter is short, kind and clear about what happens next. This template has two versions: an invitation before the review and a confirmation afterwards. Use it with the support review meeting template.
When should you use a support plan review letter template?
Send the invitation one to two weeks before the review date, and the outcome letter within a few working days afterwards. If a learner would rather have a text, message or conversation, adapt the wording. For learners with an EHCP, the annual review has its own statutory notices and timescales (see EHCP annual reviews post-16).
How do you word it well?
Say why you are writing, what the learner can do and what choices they have.
| Weak wording (fictional example) | Stronger wording (fictional example) |
|---|---|
| “You are required to attend your support review.” | “We would like to hear how your support is going. You can come in person, join by phone or send us your thoughts instead.” |
| “Your plan has been amended.” | “We agreed to change three things. The first is that your notes will now arrive the day before.” |
| “Please contact us.” | “If you want to change the time or bring someone with you, tell Priya Shah (a fictional name) on 01234 567890 (a fictional number).” |
The template: invitation
[Date]
Dear [preferred name],
We would like to talk with you about how your support is going.
- When: [date and time]
- Where: [room or online link]
- Who will be there: [names or roles]
- How long: about [30] minutes
You can:
- bring someone you trust
- ask for a different time or place
- tell us what you think another way, such as writing or a call
- ask for this letter in another format
It would help to think about: What has helped? What has not? What would you like to change?
If you do not want to come, we will still use your views. Tell us by [date].
Yours sincerely, [Name, role, contact details]
The template: outcome
[Date]
Dear [preferred name],
Thank you for your review on [date]. Here is what we agreed.
| Support | Decision | What happens next | By when |
|---|---|---|---|
| [ ] Keep [ ] Change [ ] Stop | |||
| [ ] Keep [ ] Change [ ] Stop | |||
| [ ] Keep [ ] Change [ ] Stop |
Things you told us you disagree with, and what we will do about them:
Your next review is on [date].
If you think we have got something wrong, please tell [name] by [date]. If you want to raise a concern, you can use [name of your process, with a link or contact].
Yours sincerely, [Name, role, contact details]
How do you involve the learner?
Ask how they want to hear from you and record it. Offer choices and let them be involved in any rewrite. Use their preferred name. Read the letter aloud to yourself: if it sounds formal or cold, rewrite it.
What are the data protection notes?
Check the address, email or number before sending, as misdirected letters about support are a personal data breach risk. Do not put health or diagnostic detail in the letter or the email subject line. Copy others only with the learner’s agreement, and tell the learner who has received it. The ICO expects personal data to be adequate, relevant and limited to what is necessary.
What does Inclusion Studio add?
Inclusion Studio is pre-pilot and in development. Its reviews feature is designed to capture the learner’s response and the keep, change or stop decision, which could feed outcome letters. You can prepare now with the review meeting agenda tool. This template is guidance, not legal advice.
Frequently asked questions
Do we have to send a letter?
No. Email, a message or a conversation can work if that suits the learner. A written record helps the learner remember what was agreed and gives you evidence of what you told them.
Who should receive the letter?
The learner, unless they have asked for communications to go elsewhere. Copy a parent, carer or employer only with the learner's agreement, and share the minimum needed.
Should the letter include details of the support?
Keep it short and clear. The letter can summarise the decisions, but avoid sensitive details in the body, especially by email, and refer to the plan instead.
What about learners who find letters hard to read?
Offer another format such as large print, audio, easy read, translation or a phone call, and ask the learner which they prefer.
Sources and further reading
- SEND Code of Practice 0 to 25 years (GOV.UK)
- Equality Act 2010, section 20 (legislation.gov.uk)
- Data minimisation (ICO)
Official guidance changes. Check the source before relying on any detail, and take professional advice for individual cases.
Help shape the pilot
We are working with a small number of England FE colleges and apprenticeship providers first. Tell us about your learner support and we will be in touch.