This is a sample letter used to request a copy of your child’s school records or to review your child’s school records in person.  Send this letter to the Special Education Director by certified mail with a return receipt. Keep a copy for your records.
                                                                      (Date)

(Insert name of Special Education Director)
(Insert name of county) County 
(Insert address)

(Insert your name)
(Insert your address)

RE:  Request to (review or obtain) (insert child’s name) school records

Dear Mr. or Ms. (Insert Special Education Director’s last name),

     I am the parent of (insert child’s full name) a student at (insert name of school child attends).  I am writing to (request a copy of my child’s entire educational records kept by the county OR schedule a time to come and review all my child’s educational records).  (If reviewing records ADD- I may need copies of some or all of these records.)

If you are planning to review the records in person use-
I will be available on (insert dates and times that you would be available to review the records in the next week at the school).  Please notify me by phone at (insert your day time phone number) or by mail at the address listed above, as to when and where I can review the records.

If you are requesting the records to be sent to you use- 
    Please send these records within ten (10) business days or contact me to let me know when I can expect to receive the records.  I can be reached during the day at (insert a day time phone number).
  
    Please call if you have any questions. Thank you.

                                                                   Sincerely,

                                                                  (Sign your name)

                                                                 (Type your name)

Note:  The full requirements can be found in WV State Board of Education Policy 4350: Collection, Maintenance and Disclosure of Student Data. The policy states a county shall comply with a request for access to records within a reasonable period of time, but not more than 45 days after it has received the request. An educational agency or institution may charge a fee for copies of educational records, which are made for the parent or eligible student, provided that the fee does not effectively prevent the parent and/or eligible student from exercising the right to inspect and review those records. An educational agency or institution may not charge a fee to search for or retrieve the education records of a student.