Monthly Documentation Log
- allison1441
- Aug 13
- 2 min read
Updated: Aug 28
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When it comes to special education, if it’s not written down, it didn’t happen. This one-page monthly log helps you track calls, emails, and meetings—what was discussed, who said what, and what happens next—so nothing slips through the cracks.
Date | Type (Call/Email/Meeting) | Name & Role | Summary of Discussion | Follow-Up Needed | |
09/10/2025 | Call | Mr. Lopez, Classroom Teacher | Reported difficulty during independent reading; trying preferential seating. | Revisit in two weeks; consider noise-reducing headphones if no change. | |
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How to use it (step-by-step)
Capture it the same day. Add a brief summary while details are fresh.
Convert hallway chats to paper. After in-person chats, send a short recap email (see template below) and log it.
Set deadlines. In “Follow-Up Needed,” add a target date so you can nudge the team if it slips.
Attach artifacts. Save related emails/letters in the same folder; name files with dates (e.g., 2025-09-03-teacher-email-reading-support.pdf).
Bring to meetings. Use your log to ask focused questions and verify action items.
Copy-paste follow-up email (use after a call or quick hallway chat)
Subject: Quick recap of today’s conversation about [Student Name]
Hi [Name],
Thanks for speaking with me today about [topic]. My understanding is:
• [Point 1]
• [Point 2]
Next steps we discussed: [who does what by when].
If I missed anything, please reply and I’ll update my notes.
Thank you,
[Your Name]
Next Steps and Resources:
The following websites are incredibly helpful when navigating the Special Education world. · www.wrightslaw.com
About the Author
Allison Rosenberg Meyerson is a special education advocate with 30+ years in the classroom and as a literacy specialist. She is Orton-Gillingham Certified, a COPAA SEAT 1.0 graduate, and a Dyslexia Advocate. Based in Warwick, NY, she supports families across NY, NJ, and virtually nationwide through The IDEA Ally.
Contact:
Website www.TheIDEAAlly.com
Email Allison@theideaally.com
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