Choose the evidence that fits the refusal
Start with why this school refused the place. Read the decision alongside the admission arrangements for the correct entry year. A bundle of certificates is less useful than a few documents that support the actual issue in dispute.
- Your child did not meet the academic standard
- Collect relevant school reports and academic information. Explain what they demonstrate about grammar-school suitability. Keep any selection-review decision: a prior review may change what the appeal panel must consider first.
- Your child qualified, but the school could not offer
- Read the oversubscription rule that applied. Identify your child’s reasons for attending this school and the supporting evidence. Passing the test alone does not establish that an additional place should be offered.
- You believe the application was processed incorrectly
- Identify the exact rule and the disputed fact. Match the CAF receipt, address or priority evidence and correspondence to the entry-year policy. Explain whether correcting the error would have resulted in an offer.
The DfE parent guidance explains the panel’s task. For an unsuccessful local review, read the review rules in the appeals overview before preparing a fresh academic case.
Organise your written case
A useful order is the point, the supporting document, then why it matters. Use headings and page numbers so the panel can follow your explanation. This is a suggested structure, not a compulsory form: complete the administrator’s actual appeal form too.
- The decision you are appealingName the school, entry year and refusal date. Briefly identify whether the issue is qualification, the application of the rules, or admission despite the school’s capacity case.
- Your reasons for this schoolExplain the provision or circumstances relevant to your child. Describe the effect of not attending, rather than relying only on the school’s reputation or exam results.
- Evidence for each pointAttach relevant dated records, school reports or professional evidence. Where academic suitability is at issue, explain what the academic records show. A report should support the point you are making; avoid including unrelated sensitive information.
- A short document indexNumber the pages and use the same references in your statement. Keep the refusal, policy, test result and any earlier review decision together. Retain the exact version you submit and its acknowledgement.
Your point
What your child needs
Your evidence
The record and page number
The connection
Why this school meets that need
“My child needs this provision” leaves an important gap. Identify the need, the relevant provision at the school and the document supporting the connection. This makes the argument understandable; it does not guarantee that the panel will accept it.
A primary-school letter is not always required. For example, Southend’s guidance says parents do not need one and can use school reports as evidence of academic ability in selective appeals. Follow the rules for your own school and process.
Before the hearing
Record the deadline for lodging the appeal, the separate evidence deadline and the hearing date. The Appeals Code requires at least 10 school days’ notice of the hearing, unless you agree to shorter notice. School days exclude weekends and school holidays.
Your preparation checklist
Before you send the appeal
Ask the clerk promptly about missing papers, an interpreter, a support person or adjustments needed to take part. If evidence will be late, explain why and ask how to submit it. Do not assume the panel will accept new material on the day.
At the hearing
Read the admission authority’s case before the hearing and note any questions, with page references. Some schools hold a shared first stage before individual family hearings.
- 01The school’s case
The school explains its refusal. You can ask relevant questions.
- 02Your child’s case
Explain your reasons and answer the panel’s and presenting officer’s questions.
- 03The decision
The panel deliberates privately. Its decision and reasons follow in writing.
- Prepare a short opening: identify the main reasons for admission and where the evidence can be found.
- Ask specific questions: refer to the rule, figure or statement you want explained.
- Answer directly: say if you do not know an answer rather than guessing.
- Check the arrangements: confirm location or joining details, timings and how to contact the clerk if a problem occurs.
The clerk supports the procedure but does not decide the appeal. The panel deliberates privately. Its decision and reasons are normally sent within five school days, unless there is a good reason for delay. Keep the offered place and follow waiting-list instructions while the appeal runs.
Common questions
A few things parents ask
Do I need a letter from my child’s primary school?
Follow the named school’s appeal guidance. Reports or teacher evidence may help with academic suitability, but a letter is not a universal requirement. Southend specifically says parents do not need a primary-school letter and may use school reports for a selective appeal.
Can I submit evidence after the deadline?
Ask the clerk immediately. The panel decides whether late evidence can be considered, taking account of its importance and whether an adjournment is needed. Do not assume a document brought on the day will be accepted.
Should I explain illness or difficult circumstances on test day?
Where relevant, explain what happened, when it happened and how it affected the test, supported by appropriate records. In a non-qualification appeal, an explanation for a low score does not by itself establish the required academic standard.
Do I need a solicitor to speak at the hearing?
You can present your own case and bring support, or choose a representative. Ask the clerk about the procedure, interpreters and accessibility adjustments. Clear, relevant information matters more than legal language.
Official sources
Reviewed 28 Sept 2026