An EHCP Annual Review is an opportunity to reflect meaningfully on a child or young person’s progress, needs and provision. At its best, the process supports informed discussion with parents and professionals and ensures the plan remains relevant and effective. At its worst, it can become a paperwork exercise that lacks clarity or consistency.
One of the key factors that determines the quality of an Annual Review is the evidence used to inform it. Clear, purposeful evidence helps local authorities understand the child’s needs, supports productive conversations with families, and ensures decisions are grounded in lived experience rather than assumptions.
Evidence should show how needs present day to day
The most useful evidence is not generic or overly technical. Instead, it clearly explains how a child’s needs present in everyday school life. This includes what the child finds easy, what they find difficult, and how these difficulties affect access to learning, independence, and wellbeing.
Evidence should reflect what staff see consistently over time rather than isolated incidents. Observations drawn from classroom practice, unstructured times, transitions, and interactions with peers and adults all help to build a realistic picture of need.
Strengths are just as important as difficulties
Annual Reviews should never focus solely on what a child cannot do. Strong evidence highlights strengths, interests and emerging skills, as these are essential when considering outcomes and provision. Understanding what motivates a child, how they engage best, and where they show confidence allows support to be built around what already works.
When strengths are clearly articulated, parents often feel better represented in the process, and professionals are more able to plan provision that is both supportive and aspirational.
Information should be structured around the areas of need
Evidence is most effective when it is organised in a way that aligns with statutory SEND frameworks. Structuring information around the four areas of need helps ensure nothing is overlooked and makes it easier for local authorities to review information efficiently.
Clear organisation also supports SENDCOs during meetings, enabling them to guide discussions confidently and ensure that conversations remain focused on need, provision and impact rather than becoming fragmented.
Input from multiple staff adds credibility
Children often present differently across contexts. Evidence that reflects input from class teachers, support staff and key adults is more robust than a single perspective. When this information is collated clearly, it avoids repetition while still showing consistency in how needs are understood across the school.
However, gathering and organising this input can be time-consuming, particularly during busy periods when multiple Annual Reviews are due.
Evidence should support discussion, not overwhelm it
More evidence is not always better. What matters is clarity, relevance and purpose. Effective Annual Review evidence supports discussion with parents, helps professionals reflect on what is working, and provides local authorities with a clear rationale for any recommended changes.
Well-written summaries that explain strengths, difficulties and current support in plain language are often more impactful than large volumes of unstructured data.
Supporting SENDCOs with structured Annual Review reports
To support schools with this process, SEND Vision offers EHCP Annual Review Reports that collate staff input into a clear, professional document. Staff complete a structured form outlining a child’s strengths and difficulties across each area of need, and this information is then organised into a report that SENDCOs can use during Annual Review meetings.
The report can be shared with parents to support transparent discussion and attached as evidence when Annual Review information is submitted, reducing administrative burden while improving clarity and consistency.
You can request an EHCP Annual Review Report here:
https://sendvision.co.uk/teacher-support-profile-request/
