How do foster parents arrange respite care?

Formal respite care is arranged through the fostering agency and must be agreed as part of the child’s care and support arrangements. It is not the same as asking an unapproved friend or relative to look after the child. The proposed carer, length of stay, reason for respite and practical arrangements should all be considered before the care takes place.

The process will usually involve the following steps:

• Explain why respite is being requested. The foster parent should describe the practical circumstances, such as a planned commitment, an important family event, illness, exhaustion or a need to manage other responsibilities. Sharing the situation early gives the agency more opportunity to identify an appropriate arrangement and avoid unnecessary disruption for the child.
• Review the child’s needs and placement plan. The child’s age, communication needs, health, emotional wellbeing, behaviour, routines, education and relationships should be considered. The plan should also identify any risks, triggers, safeguarding concerns or specialist care requirements that a respite carer needs to understand.
• Identify a suitable approved carer. Respite may be provided by another foster carer within the agency or by another approved arrangement, depending on local procedures. The carer’s approval, experience, household composition, skills, available space and ability to meet the child’s needs should be checked. A suitable match is more important than simply finding someone who is free.
• Confirm the arrangement with the relevant professionals. The agency, social workers and other responsible professionals may need to agree the proposed dates and conditions. The child’s care plan, placement agreement and any local authority requirements should be followed. Foster parents should ask who has authority to approve the arrangement and whether written confirmation is required.
• Share essential information securely. The respite carer should receive information needed to care safely for the child, including medication instructions, dietary requirements, school details, bedtime routines, contact arrangements, behaviour support strategies, allergies, emergency contacts and relevant safeguarding information. Only appropriate information should be shared, but important details must not be withheld.
• Plan introductions and handover arrangements. The child may benefit from meeting the respite carer beforehand, visiting the home or having a shorter introductory stay. The handover should cover what helps the child feel settled, what may cause distress and how the child prefers to communicate. The foster parent should provide clothing, medication, comfort items, school equipment and any documents required for the stay.
• Record dates, responsibilities and contact arrangements. Everyone should know when responsibility starts and ends, who will transport the child, how the foster parent can be contacted, what to do in an emergency and who should be notified about illness or an incident. Arrangements involving school, health appointments, family time or other commitments should be confirmed rather than assumed.

Respite can be planned in advance or requested because circumstances have changed. Planned respite generally allows more time for matching, introductions and preparation. An urgent request still needs proper safeguarding checks and professional agreement; it should not be treated as permission to make an informal childcare arrangement. If the request relates to a crisis, the foster parent should explain the urgency clearly and ask what immediate, approved options are available.

Before agreeing to the stay, foster parents should check whether respite affects the child’s placement records, delegated authority, transport arrangements or financial allowance. They should also clarify whether the respite carer is expected to administer medication, attend appointments, manage school routines or support contact with family members. These details should be recorded in writing where possible.

After the stay, the agency should be told about anything significant, including changes in the child’s behaviour, health, sleep, relationships or emotional presentation. A short review can identify what worked, what should be changed and whether the arrangement remains suitable for future use. If the child was distressed or the respite carer encountered a difficulty, this should be discussed openly rather than treated as a reason to avoid seeking support in the future.

Foster parents should ask for clear guidance before making arrangements, particularly if the proposed respite carer is a family member, someone from the foster family’s personal network or a carer known through another service. Approval requirements can differ, and an arrangement that seems suitable informally may not meet fostering, safeguarding or insurance requirements.