What records are needed for a foster to foster transfer?

The key evidence for a foster-to-foster transfer is the complete fostering file held by your current agency, together with information needed to safeguard any child placed with you. The exact list depends on the agencies involved, the child’s placing authority and your household circumstances, so the receiving agency will check what is required rather than relying on an incomplete file.

Records about your approval

• your original fostering assessment, including the reasons for approval and the types of placements you are approved to offer;
• your approval status, terms, conditions and any agreed exemptions or limitations;
• panel recommendations and the agency decision about your approval;
• records of subsequent changes to your approval, including reviews, amendments or additional assessment work;
• annual review reports and records of actions agreed during those reviews; and
• records of significant decisions, concerns, complaints, allegations or investigations that are relevant to your fostering role.

These documents help the proposed agency understand the basis of your approval and whether your current approval remains suitable for the placements you are considering. A transfer is not simply an administrative change: the new agency must be satisfied that it can safely support and supervise your fostering work.

Checks and household information

The file may include identity and address evidence, criminal-record checks, references and information about other adults or children in the household. Where checks have become out of date, or where household circumstances have changed, the proposed agency may need to repeat or update them. This can apply if someone has moved into or out of the household, your health has changed, or there has been a material change in your family circumstances.

Health information is normally handled carefully and shared only for relevant fostering purposes. A medical assessment or updated health information may be requested where this is needed to consider your ability to continue fostering or to meet a child’s needs. You should be told what information is being requested and why.

Training and development records

Your training record should show the preparation you have completed, refresher learning, specialist courses and any development needs identified through supervision or review. It may also include evidence of learning about safeguarding, first aid, safer caring, attachment, managing behaviour and caring for children with specific needs.

The new agency uses this information to identify any learning that should be completed before, or during, the transfer. Previous training will not always need to be repeated, but the receiving agency may have its own mandatory requirements or may want to confirm that particular knowledge remains current.

Records relating to a child currently in placement

If a child is placed with you, information about that placement is likely to be central to the transfer. Relevant records can include:

• the placement agreement and the child’s care or placement plan;
• details of delegated authority and arrangements for day-to-day decision-making;
• risk assessments, safer-care arrangements and known safeguarding concerns;
• health, education, contact and therapeutic information relevant to the placement;
• progress notes, significant-event records and records of incidents;
• details of meetings, reviews and communication with the child’s social worker; and
• the financial and practical arrangements connected with the placement.

Child-specific records are not transferred for the foster carer’s convenience alone. The child’s placing authority remains involved and must ensure that information is shared lawfully and that the proposed arrangements continue to meet the child’s needs. Some records may therefore be provided by, or confirmed with, the local authority rather than sent solely from one fostering agency to another.

How the records are shared

Your current agency, proposed agency and the placing authority should agree what information is required, who is responsible for supplying it and how it will be protected. You may be asked to sign consent or information-sharing documents, although consent is not the only lawful basis for sharing safeguarding or statutory information. Confidential records should be sent through secure systems, with access limited to people who need the information for the transfer, assessment or support of the placement.

You should not forward confidential child records through personal email, messaging applications or unsecured storage. Keep any documents you hold safely and ask the relevant social worker or agency where they should be returned, retained or securely destroyed when they are no longer needed.

What you can do before the transfer

• Ask your current supervising social worker for a clear list of the records that will be shared.
• Check that your contact details, household information, training history and placement information are accurate.
• Tell the agencies about any material changes since your last review, including changes to health, household members or your availability for particular placements.
• Keep copies of documents you are entitled to retain, such as your approval decision and training certificates, but do not copy or distribute confidential child information without permission.
• Raise any missing, inaccurate or disputed information before the transfer progresses.

A missing document does not necessarily prevent a transfer, but it can lead to further checks, additional assessment or delays while information is verified. Your proposed agency should explain which records it needs, how they will be used and what further information it requires from you. If you are unsure whether a document is relevant, ask your supervising social worker or the transfer lead before sending it.