Service delivery logs: how a district shows the IEP minutes happened
Service logs are the district’s own record of which sessions happened, and this letter asks for them one date at a time. Nothing needs proving first: the logs are education records the district already keeps about your child. You can send it today: paste it into an email, replace what sits in brackets, and write down the day the school received it; the table below says which day starts each clock.
What the rule says
“The projected date for the beginning of the services … and the anticipated frequency, location, and duration of those services and modifications.”
34 CFR 300.320(a)(7)
The minutes on the service page are a promise with a number attached, and a log is how you count it.
When to send it
- The progress report says forty-five minutes a week and your child mentions seeing the therapist twice.
- A provider left in October and nobody has said who picked up the sessions since.
- You asked at the meeting how many sessions were delivered and what came back was an estimate.
What happens after you send it
| What is being counted | By when | How it is counted |
|---|---|---|
| The state’s shorter count | Set by your state | Many states answer a records request faster than IDEA’s outer edge; the state count is what binds.34 CFR 300.613(a) |
| Session notes reach you | 45 days | Counted from your written request, and sooner where an IEP meeting comes first.34 CFR 300.613(a) |
| A complaint decision | 60 days | A complaint about missed minutes draws a written decision inside that count.34 CFR 300.152(a) |
What the letter has to contain
The service page itself
A request without the grid invites a summary, and a summary is the thing you already have.
The plan sets how often, how long, and where the service happens. 34 CFR 300.320(a)(7)
One date range
An open-ended ask takes months. A named window comes back as something somebody can actually pull.
The agency answers a records request without unnecessary delay. 34 CFR 300.613(a)
Dates, minutes and provider
A monthly total hides a canceled week, and the canceled weeks are the whole question here.
You may have an explanation of the records you are reading. 34 CFR 300.613(b)(1)
What a gap would trigger
Naming the next step keeps a missing month from closing quietly as a clerical error.
A written complaint draws a state decision addressing each allegation in it. 34 CFR 300.152(a)(5)
The letter
Replace everything in brackets. The rest sends as it stands.
- To
- The service provider, copied to the special education director
- Subject
- Service delivery logs for [Child’s full name], [Start date] to [End date]
Dear [Special education director], I would like the service delivery logs for [Child’s full name] covering [Start date] through [End date]. On the IEP signed [IEP date], the service page shows: • [Service] — [minutes] per [week or month], delivered by [role] • [Service] — [minutes] per [week or month], delivered by [role] For each of those, please send the date of every session, how long it ran, who delivered it, and whether it was held, shortened or canceled. Where a session was made up later, please mark the make-up date beside it. Should any part of this be declined, please record the refusal in writing under 34 CFR 300.503. If the district keeps this information under some other name, please send whatever it does keep and tell me what that record is called. Thank you, [Your name] [Daytime phone] · [Email] [Today’s date]
If no answer comes back
Wait out whatever window your state gives for records, then send a one-paragraph follow-up.
- Copy the district’s records officer, so the request sits in the office that pulls files.
- Ask which office holds the logs, and address the next message there.
- Note in the thread which dates are still missing, one line each.
A no owes you prior written notice: the decision, the reason for it, and the records behind it (34 CFR 300.503).
This is a template, not legal advice: it does not replace your state’s procedures, or advice from someone qualified to read your file.
Have the pages you are writing about read back to you, free.
The review reads every page you upload, names the wording that is vague or missing, and gives you its page number.
Review my IEP — freeFree, no card. It reads your pages and contacts no one.
Where this comes from
- Content of the IEP (34 CFR 300.320)Where the quotation sits.
- Access rights (34 CFR 300.613)The records right itself.
- Minimum state complaint procedures (34 CFR 300.152)Where a gap goes next.
- Prior written notice (34 CFR 300.503)What a no owes you.
Response deadlines are set state by state, and the state pages carry each number with its rule.