The hardest sentence to write is the one to a parent saying “I think your child might benefit from an OT evaluation.” Word it wrong and the parent goes defensive. Word it too gently and they do not hear you. Word it like a diagnosis and you have crossed a line you did not mean to cross.

Here are five templates I have built and refined over 20 years of supporting teachers through these conversations. Each is short, kind, professional, and focused on collaboration, not labels.

How to use these templates

Read all five before sending one. Lead with strengths. Use the child name. Skip diagnostic words. Offer a next step.

Template 1: Early observation, low-key tone

Subject: A few notes from this week

Hi [Parent name], I wanted to send a quick note about [Child name]. We have had a great week working on [specific positive]. I have been noticing one thing I wanted to mention: [Child name] sometimes seems [specific behavior]. I am watching to see if it is a pattern. I wondered if you have noticed anything similar at home. No need for a formal response. Thanks for being such a great partner in [Child name]’s year. [Your name]

Template 2: Pattern is clear, suggesting strategies

Subject: Something I would like to try with [Child name]

Hi [Parent name], wanted to reach out about something I have been seeing with [Child name] over the past few weeks. I have been noticing a consistent pattern: [Child name] tends to [specific behavior]. I would like to try a few small adjustments: [list 1-2 strategies]. None of these are unusual. I would love to know whether you have seen similar things at home. If we both notice this pattern, it might be worth talking to [Child name]’s doctor at the next visit. Thanks for trusting me with your kid. [Your name]

Template 3: Time to suggest evaluation

Subject: A conversation about [Child name]

Hi [Parent name], I would like to find a time to talk about [Child name]. They are [specific positive]. Over the past [X weeks], I have been noticing some patterns worth a closer look from someone with more specialized training than I have. I have been trying [strategies] and we have seen [some, not enough] improvement. I think it would be helpful for [Child name] to be seen by an occupational therapist. Two paths: request an evaluation through our school district (I can help with paperwork), or pursue an evaluation through your child pediatrician. Could we schedule a 20-minute call in the next week? [Your name]

Template 4: Following up after a conversation

Subject: Following up on our chat about [Child name]

Hi [Parent name], thank you for taking the time to talk with me yesterday. I appreciated how thoughtfully you engaged with what I was seeing. Recap and next steps: 1. [Action item]. 2. [Action item]. 3. [Action item]. If anything comes up before our follow-up, please reach out anytime. Thanks again for being [Child name]’s biggest supporter. [Your name]

Template 5: When the parent has already initiated the conversation

Subject: Re: your question about [Child name]

Hi [Parent name], thanks for reaching out and for trusting me with what you are seeing at home. What you described lines up with what I have been seeing here at school: [specific behaviors that match]. I think it would be really helpful for [Child name] to be evaluated by [an OT]. I can support that process from the school side. Either way, you are not alone in this. Let us find a time to talk. [Your name]

What to never include

Words that imply diagnosis. Comparisons to other children. Speculation about home life. Promises about outcomes. A list of complaints with no path forward. Time pressure on the family.

What to always include

One sincere positive. Specific observable behaviors. An offer to talk in person or by phone. A clear doable next step.

Keriann Wilmot, OTR/L. Free for classroom use. Not for resale.