EHCP Guide for Parents: Step-by-Step Strategies to Secure the Right Support

Reah Coo
Sep 10
8 min read

Learn how to secure an EHCP for your child with SEND. A parent-focused step-by-step guide with strategies, advocacy tips and support to get the right provision.

Highlights:

What is an EHCP and Why It Matters Read more
Step 1: Recognising When Your Child May Need an EHCP Read more
Step 2: Building Your Evidence Read more
Step 3: Talking to School About an EHCP Read more
Step 4: Submitting a Strong Request Read more
Step 5: What to Do While You Wait Read more
Common Mistakes Parents Can Avoid Read more
Conclusion: You Don’t Have to Do This Alone Read more

EHCP Step-by-Step: How to Secure the Right Support for Your Child

If you’ve ever sat in a school meeting feeling like no one really “gets it”, like you’re repeating the same concerns about your child’s needs without seeing much change… you are not alone. Thousands of parents every year reach the point where they realise that school support alone isn’t enough.

This is often the point where families begin exploring an Education, Health and Care Plan (EHCP). If you’ve Googled EHCPs before, you’ll know the process can feel overwhelming. The jargon, the paperwork, the waiting, it can leave even the most determined parent unsure where to start.

This blog is different. It isn’t a legal manual (that’s coming later in Week 7). Instead, it’s a parent-first guide: step-by-step strategies that focus on what you can do, how to have those tricky conversations with school and how to keep going when the process feels long.

(For tips on working more effectively with your child’s SENCo, see Navigating the Journey: Your Child’s SENCo and You)

What is an EHCP and Why It Matters?

An EHCP is a legally binding document that sets out your child’s needs and the support they require across education, health and care. Unlike SEN Support, an EHCP can unlock:

Additional funding for your child’s education.
Specialist provision (such as speech therapy, occupational therapy or 1:1 support).
Access to specialist or alternative school placements if needed.
Legal accountability- schools and local authorities must deliver the support written in the plan.

Why it matters: many children cope for years at SEN Support level without their needs being fully met. An EHCP ensures that support isn’t just promised… it’s secured.

👉 If this process feels daunting, remember you don’t have to do it alone. My SEND Parent Advocacy Services are here to help you navigate every step with confidence.

Step 1: Recognising When Your Child May Need an EHCP

One of the hardest decisions as a parent is knowing when to push for more. Schools may reassure you that “progress is being made” or that “extra help is in place” but sometimes you know, deep down, that it isn’t enough.

Signs your child may need an EHCP include:

They are not making expected progress despite support already in place.
Their needs go beyond what the school can reasonably provide from its own budget.
They are at risk of exclusion or behaviour issues are linked to unmet needs.
They have medical or social, emotional and mental health difficulties requiring significant adjustments.

If any of these sound familiar, it’s worth exploring an EHCP. Remember, you don’t need to wait for the school to suggest it. Parents have the right to apply directly.

(For tips on spotting learning challenges at home, see 10 Strategies to Help You Navigate Learning Difficulties at Home)

Step 2: Building Your Evidence

The single most powerful tool in the EHCP process is evidence. Local Authorities don’t act on feelings, they act on facts. That means the more you can gather, the stronger your case.

The best way to prepare is to start building evidence early. Even if you’re not ready to submit a request yet, begin keeping logs and filing paperwork now. Create a folder, physical or digital, where you store:

Meeting minutes.
Reports from professionals.
Emails from school.
Your own notes and observations.

If possible, upload documents to a secure online folder and start a chronology- simple timeline of key events, reports and support offered. This not only keeps you organised but shows a clear history of your child’s journey when you present your case.

Parents often underestimate the power of their own voice. A simple log that says, “Monday: refused homework, cried for an hour. Tuesday: meltdown after maths lesson” can be just as valuable as formal reports because it paints a picture of day-to-day reality.

Sources of evidence might include:

School reports: progress data, SEN Support plans, or intervention notes.
Professional assessments: Educational Psychology, Speech and Language, CAMHS, paediatricians.
Your own parent diary: record meltdowns, homework struggles, or the emotional fallout after school.
Letters or emails from school documenting concerns or absences.

(For advice on working with support services, see Maximising the Benefits of Your SENDIAS Service)

Step 3: Talking to School About an EHC

For many parents, this is the most intimidating part, sitting down with the SENCo or headteacher and saying: “I think my child needs an EHCP.”

The response can vary. Some schools are supportive, they understand the process, know how to gather evidence and will work with you to put forward a strong request.

Other schools may be hesitant, unsure, or even resistant. Sometimes this is due to lack of resources, sometimes because of misconceptions about EHCPs.

It’s worth remembering: having school’s support is helpful but it is not essential.

Parents have the right to apply independently. But if you can secure the school’s cooperation, it can strengthen your case by adding provision maps, intervention records and professional input.

Practical ways to approach this conversation:

Arrange a formal meeting with the SENCo.
Ask to see your child’s provision map (this shows the support they’re receiving and whether it’s working).
Use the free SENCo Questions download to guide what you ask.
Keep the focus on your child’s needs, not the school’s limitations.

Framing matters. You’re not criticising the school, you’re highlighting that despite the support in place, your child still isn’t making the progress they deserve.

(For more tips, see 7 Ways to Equip Yourself for a SEN Meeting)

Step 4: Submitting a Strong Request

When you’re ready to apply, you’ll need to write to your Local Authority asking for an Education, Health and Care Needs Assessment.

This step can feel daunting. Parents often tell me they feel like they’re writing a “court case” or that they’ll be judged on how well they phrase things. The key isn’t perfect wording, it’s presenting clear evidence of unmet need.

Think of your request as telling a story:

Who your child is (strengths and difficulties).
What’s been tried already (and why it hasn’t worked).
Why the level of support needed goes beyond what school can provide.
What difference an EHCP could make.

If possible, keep your letter focused and attach supporting evidence. Don’t worry about covering every single detail at this stage, the needs assessment will gather more information. What matters is showing that the threshold for assessment is met.

👉 If this feels overwhelming, my SEND Parent Advocacy Services include support with drafting and reviewing applications so you don’t have to figure it out alone.

Step 5: What to Do While You Wait

The waiting period (up to 20 weeks for the full process) can feel endless. Parents often tell me they feel “in limbo,” worried their child is losing precious time.

Here’s what you can do while you wait:

Keep logging incidents and challenges at home and school.
Follow up with school regularly to ask about progress and adjustments.
Use support services: SENDIAS, advocacy groups, GP, CAMHS.
Stay proactive, don’t let the process pause your advocacy.

This stage is tough but it’s also a time to build even more evidence. Every email, meeting note, or diary entry strengthens your case if you need to appeal later.

(For more on managing overlapping needs, see Navigating Complex: Understanding and Supporting Children with Co-Existing SEND)

Common Mistakes Parents Can Avoid

Through years of working with families, I’ve seen some common pitfalls that can make the process harder than it needs to be. Avoid these if you can:

Waiting too long because you trust school will handle it all.
Not keeping written evidence — verbal conversations can be forgotten.
Getting overly emotional in meetings — stay factual and clear.
Missing deadlines — e.g. not responding to LA letters on time.
Trying to do it all alone — advocacy and support can make a huge difference.

Conclusion: You Don’t Have to Do This Alone

Securing an EHCP can feel like climbing a mountain but it’s a climb worth making. For many children, it is the difference between “getting by” in school and finally having their needs recognised and met.

It’s also a journey that can feel lonely at times. Schools may not always agree, friends and family might not understand and the paperwork can feel never-ending. You are not climbing this mountain in the dark… there are steps, strategies and people ready to support you.

Remember:

You are not being unreasonable by asking for more support.
You don’t have to wait for school to apply, you have the right to act.
Evidence and persistence are your strongest tools.

💡 If you’re starting this journey, take the first small step: download my free SENCo Questions resource to guide your next meeting.

If you’d like someone to walk alongside you through applications, meetings, or appeals, explore my SEND Parent Advocacy Services. You don’t have to climb this mountain on your own.

Frequently Asked Questions About EHCPs

What does an EHCP mean?

An EHCP (Education, Health and Care Plan) is a legal document that sets out your child’s needs and the support they must receive in education, health and social care.

Unlike SEN Support, an EHCP gives your child access to extra funding and provision that schools cannot provide on their own.

How do I know if my child needs an EHCP?

If your child isn’t making progress despite extra support, if their needs go beyond what school can provide, or if they have significant medical, emotional, or behavioural challenges, an EHCP may be needed. Trust your instincts — if you feel school support isn’t enough, it’s worth exploring.

Can I apply for an EHCP myself, or does the school have to do it?

You can apply directly as a parent. While having school support helps, it is not essential. The law gives parents the right to request an Education, Health and Care Needs Assessment without the school’s agreement.

What evidence should I collect for an EHCP?

Start by keeping a log of your child’s difficulties at home, school reports, meeting notes, professional assessments and emails from teachers. A clear timeline showing what support has been tried and why it isn’t enough is very powerful.

How long does it take to get an EHCP?

The full process should take no longer than 20 weeks from the request to a final EHCP being issued. Delays do happen so keeping organised records and following up regularly with the Local Authority is important.

Will applying for an EHCP make the school see me as “difficult”?

No. Asking for an EHCP doesn’t make you a difficult parent… it makes you a proactive advocate. Many parents feel nervous about this but remember: you are simply asking for your child’s needs to be met.

What happens if my EHCP request is refused?

If your Local Authority refuses to assess, you can appeal. Many refusals are overturned when parents provide clear evidence and persistence. Support from advocacy services can make a real difference here.

Do all children with EHCPs get 1:1 support?

Not always. The support depends on your child’s needs. Some may get therapies, others may get specialist teaching or alternative provision. The plan should be tailored to your child, not a “one-size-fits-all.”

Who can help me write or review my EHCP application?

You can ask SENDIAS, independent advocates or parent support groups. I also offer SEND Parent Advocacy Services to help families with applications, meetings and appeals.

Where can I find practical tools to prepare for school meetings?

You can start with my free SENCo Questions download, which gives you a list of key questions to ask in meetings so you walk in feeling prepared and confident.