📞 Phone Call Toolkit

Whenever possible, communicate in writing.

Try saying:

“Please send that to me in writing so I can review it.”

If a phone call happens:

• Take notes during the call.
• Consider recording if permitted by law.
• Write down the date, time, and who participated.

After the call, send a follow-up email:

“This email is to document our phone conversation on [date]. We discussed…”

✔ Converts verbal conversations into a written record.

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📧 Email Toolkit

Email is one of the most effective documentation tools available to parents.

Best Practices

• Be clear, factual, and concise.
• Stick to one topic whenever possible.
• Restate important decisions, requests, or agreements.
• Save important emails and attachments.

Organize Your Records

Create folders such as:

• IEP
• Section 504
• Evaluations
• Incidents
• Attendance
• Medical Documentation
• Communications

Save Important Emails

Save emails as PDFs:

Print → Save as PDF

Store copies in your documentation folders so they remain accessible even if accounts change or emails are deleted.

✔ Good documentation today can become important evidence tomorrow.

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PAU Tip

You do not need to document everything.

Document the things that matter:

• Requests
• Decisions
• Services
• Accommodations
• Concerns
• Incidents
• Meetings
• Follow-up actions

The goal is not to create more work. The goal is to create a reliable record.