What paperwork is needed when transferring fostering agencies?

The paperwork for transferring fostering agencies is mainly used to confirm your identity, current approval, household circumstances, training, health and safeguarding history. You will normally complete a written request to transfer, provide consent for relevant records to be shared, and help the prospective agency check that its information is complete and up to date.

Your written transfer request and consent

Your current agency will usually need written confirmation that you want to transfer. This may include your name, address, approval details, the name of the agency you are joining and the proposed transfer date. You may also be asked to sign consent forms allowing information to be released to the prospective agency. Read these carefully, particularly where consent covers health information, criminal record information or records relating to other household members.

The prospective agency should explain how your information will be used, who will receive it and how long it will be retained. You can ask which documents are essential for the transfer and which are being requested simply to bring its records up to date.

Documents confirming your approval

The new agency will need to understand the basis on which you were approved. This can include:

• the original fostering assessment and any updated assessment documents;
• the fostering panel recommendation and agency decision-maker decision;
• your current approval terms, including the age range, number of children and types of fostering for which you are approved;
• records of later reviews, changes to approval or additional assessments; and
• any written agreements setting out expectations between you and the current agency.

These records help the prospective agency establish whether your existing approval remains suitable. A transfer is not simply an administrative change of address: the new agency must be satisfied that it can approve and support you under its own procedures. It may therefore ask questions about information that appears incomplete, outdated or unclear.

Identity and household documents

You may need to provide evidence of identity and address for yourself and, where relevant, your partner or other adult household members. The agency may also request details about people who regularly stay in or visit the household, depending on its safeguarding assessment. If your circumstances have changed since your last assessment, supporting documents may include evidence of a change of address, relationship status, employment or living arrangements.

Tell the prospective agency about changes before the transfer is completed rather than assuming that the existing file will show them. A new adult in the household, a move, a significant change in work pattern or a change in health can all affect the assessment of your fostering arrangements.

Checks and declarations

Existing checks may be reviewed, verified or repeated where necessary. This can include Disclosure and Barring Service information, local authority checks, references and declarations about criminal convictions or relevant incidents. Whether a check can be relied upon depends on its age, the circumstances in which it was completed and the receiving agency’s requirements.

Do not assume that a previous check automatically transfers in every case. The agency should tell you whether it needs fresh consent or a new check. You should also disclose relevant changes, even if you believe they are already recorded by your current agency.

Health information

Health information is normally handled with particular care. The new agency may ask you to complete a health declaration or provide consent for occupational health or medical information to be reviewed. It may need confirmation that you remain medically able to foster and whether any reasonable adjustments or additional support should be considered.

Medical information should only be shared through the appropriate confidential process. You should not be expected to circulate detailed medical records unnecessarily. Ask who will see the information and whether the agency needs a summary, a professional opinion or a specific form.

Training and professional development records

Training records show what you have completed and help the new agency identify any learning that needs to be refreshed or added. These can include induction training, safeguarding, first aid, behaviour management, safer caring, attachment, allegations and other courses relevant to the children you care for.

You may also be asked for evidence of attendance, certificates, learning logs, supervision records or your latest training and development plan. Keep copies of certificates and reflective work where possible, particularly if courses were completed through more than one organisation.

Placement and safeguarding information

If you are caring for a child when the transfer is being considered, the agencies will need to coordinate carefully. Relevant documents may include the placement agreement, delegated authority arrangements, safer caring plan, risk assessments, contact arrangements and records of significant meetings. Information should be shared on a need-to-know basis and in line with data protection requirements.

Records about incidents, allegations, complaints, missing episodes or safeguarding concerns must be dealt with accurately and transparently. This does not mean that a concern automatically prevents a transfer. It means the receiving agency needs enough information to assess risk, plan support and protect everyone involved. The child’s placing authority may also hold important records, so not every document will come solely from your current fostering agency.

Financial and practical information

The transfer paperwork may include details needed to administer fostering payments, agreed allowances, outstanding expenses or equipment arrangements. Check which organisation is responsible for payments and costs during the transition, especially where a child remains placed with you.

You may also need to confirm arrangements for equipment, records, vehicles used for fostering, pets, home safety measures or other practical matters. These details are not always part of the formal transfer file, but recording them prevents misunderstandings between agencies.

What happens if paperwork is missing?

Missing documents do not necessarily stop a transfer. The prospective agency can usually identify gaps, ask you for copies and request information from the current agency or another relevant professional. Delays are more likely where consent has not been signed, dates conflict, a key decision is unavailable or a recent change has not been explained.

Before signing the transfer paperwork, check that your name, address, approval terms and household details are correct. Keep a copy of everything you submit, make a note of documents still outstanding and ask for an explanation if you are asked to sign a statement you do not understand.

How the agencies protect the information

Fostering records contain sensitive personal and safeguarding information. Agencies should use secure methods to transfer them, limit access to people who need the information for their role and follow applicable data protection requirements. You can ask about the lawful basis for sharing, how corrections are made and what happens to the original file after the transfer.

Become A Foster Family can explain the usual paperwork and help you understand what information the agencies may need during a transfer. The precise documents depend on your circumstances, your current approval and whether you have a child placed with you, so the current and prospective agencies should confirm the final checklist before the move is completed.