Prior Written Notice: When Schools Must Put Decisions in Writing

When Prior Written Notice applies

• The school proposes to initiate or change identification, evaluation, educational placement, or the provision of FAPE.
• The school refuses to initiate or change identification, evaluation, educational placement, or the provision of FAPE.
• The notice must be provided a reasonable time before the public agency implements the proposal or refusal.

What the notice must explain

• The action the school proposes or refuses.
• Why the school proposes or refuses it.
• The evaluations, assessments, records, or reports used as the basis for the decision.
• The parent's procedural safeguards and sources of help understanding IDEA.
• Other options the team considered and why those options were rejected.
• Other factors relevant to the proposal or refusal.

How to use it

Read the notice against what actually happened in the meeting or communication. Check whether the action, reasons, supporting data, alternatives, and relevant factors are specific enough to understand the decision.

If the notice is incomplete or does not match the decision communicated to you, identify what is missing and request clarification in writing. PWN documents the school's position; it does not automatically mean the decision is correct or that the parent agrees.

What to avoid

• Using “PWN” without clearly identifying the proposal or refusal you want documented.
• Assuming meeting notes, an email summary, and Prior Written Notice always serve the same purpose.
• Treating the notice as proof that you agreed with the decision.
• Assuming every school conversation triggers PWN; the federal rule applies to the specific categories listed above.