Creating a Letter of Intent for Special Needs Beneficiaries

Planning for the long-term care of a loved one with special needs can feel overwhelming. There are a lot of moving parts, and it’s easy to get caught up in legal documents and benefits forms. But some of the most meaningful instructions for your loved one’s future aren’t about finances or court approvals. They’re about personal details—day-to-day habits, preferences, routines, and care instructions—that only you might know. This is where a letter of intent can be incredibly helpful.

A letter of intent is a written document that covers the important, but informal, information a future caregiver or trustee might need. It’s not legally binding, but it carries weight because it comes directly from the person who knows the beneficiary best. If you’re putting together a special needs plan, adding a letter of intent helps make sure your loved one continues to receive the same care and consideration, even if you’re no longer around to provide it.

What Is a Letter of Intent?

A letter of intent is a personal document written by a parent, guardian, or caregiver that outlines how a special needs beneficiary should be cared for in everyday life. Think of it as a user manual for your loved one. It’s where you capture things that legal paperwork might overlook, like how they like to start their morning or which foods they avoid at dinner. It’s also where you talk about the activities that bring them joy and the routines that help them feel safe.

It’s not a contract or an official legal document. But it can still shape how future caregivers, teachers, or trustees support your loved one. Because every person is different, especially when disabilities are involved, it’s helpful to give detailed guidance. A letter of intent can provide peace of mind for you and clear direction for others.

Let’s say your child thrives on structure and does best when their day starts with music and a visual calendar. That kind of detail might never show up in legal forms or healthcare documents, but it could make someone’s job easier and help support your child’s emotional well-being. Without it, a caregiver might accidentally change a helpful routine and cause confusion or distress.

Key Elements to Include in Your Letter of Intent

As you begin drafting a letter of intent, it’s helpful to organize the content into key areas. This keeps the document easy to read and update.

Here are the main sections to cover:

Personal details and contact information

- The beneficiary’s full name, birth date, Social Security number, and diagnosis

- Guardian’s name and relationship

- Contact info for family members, caregivers, caseworkers, and doctors

Daily care and routines

- A sample day, including wake-up time, meals, breaks, and bedtime

- Preferences for food, clothing, hygiene, and social activities

- Methods used to communicate (verbal, gestures, assistive devices)

Medical and healthcare information

- Current health conditions and any past medical history

- Medications, dosages, and how they’re taken

- Preferred doctors, dentists, therapists, and hospitals

- Known allergies or sensitivities

Educational progress and goals

- Types of learning environments that work well

- Specific supports received at school or day programs

- Hobbies and personal interests that help build confidence

Having all of this in one place makes it easier for future caretakers to maintain consistency in care and support. Even if someone new steps in, they’ll have guidance on how to meet the beneficiary’s needs in a respectful, informed way. When you personalize this kind of planning, it can make a big difference in overall quality of life.

Tips For Writing An Effective Letter Of Intent

Writing a letter of intent doesn’t have to feel complicated. What matters most is clarity and honesty. Keep the language simple, direct, and free from technical terms. You want anyone reading it, whether it’s a professional caregiver or a close family member, to understand exactly what your loved one needs and prefers.

Try to use short sentences. Break long paragraphs into smaller chunks so the letter is easier to follow. Use bullet points when listing routines or medications. Clarity makes it easier for future caretakers to do the right thing.

It’s also a good idea to go back and update the letter as needed. A child’s routine may change. Medical conditions, school programs, or care providers can shift over time. Checking the document once or twice a year could help keep it current and useful.

You don’t have to create the letter by yourself either. Other family members or teachers might have helpful input. A therapist might suggest language that describes certain sensory needs. A sibling may remember a routine that brings comfort on stressful days. Pulling from different viewpoints can make the letter stronger.

Here’s a quick list to keep the letter useful and easy to follow:

- Write in a conversational tone

- Avoid technical or legal jargon

- Use bullet points to organize routines, schedules, and care tips

- Make updates when changes happen

- Ask trusted family, teachers, or providers to review and contribute

Think of this document as a way to speak directly to someone who may someday step into your shoes. The more clearly you communicate your thoughts, the easier it’ll be for them to provide thoughtful support.

Why A Lawyer Should Review It

Although a letter of intent isn’t a formal legal document, it still plays a meaningful role in special needs planning. When used alongside a will, trust, or care directive, it adds a detailed layer of day-to-day guidance. That’s why it’s often smart to review it with someone who understands the broader planning process.

A legal review helps spot any gaps or conflicts with the official documents in your estate plan. For example, the letter of intent might mention goals for housing, but those goals should make sense when compared with the terms of a special needs trust. If there’s a mismatch, it could confuse caregivers or trustees down the road.

An estate planning lawyer can also help suggest things you might not have thought about, based on experience with other families. They won’t write the content for you, but they can alert you to anything missing or advise you on how this informal letter interacts with formal plans.

Finally, having another set of eyes on the letter can help make sure your voice is clear. The emotional tone of the letter matters. It gives context and comfort, even if it’s not a legal document. A lawyer may not rewrite it, but they can guide you toward making it easier for others to interpret.

Peace of Mind Starts with Your Words

A letter of intent can’t prevent all uncertainty, but it does give your family a clearer path forward. Knowing that your loved one’s routines, needs, and preferences are documented in your own words can make all the difference. When the time comes for someone else to step in, they’ll have more than just paperwork. They’ll have your voice and direction.

Starting is usually the hardest part. But once you sit down and begin describing the person you love—their likes, routines, and challenges—it gets easier. What matters most is sharing what you know in a way that others can use. And that simple step says a lot about how deeply you care.

Planning for the unique needs of your loved one ensures their well-being and your peace of mind. At Colorado Estate Planner, our team is ready to support you with special needs planning. Let us help protect what matters so you can feel confident about the future.