What records should foster carers keep during a voluntary foster care placement?

During a voluntary foster care placement, records should provide a clear, dated account of the child’s care, presentation, experiences, and any decisions made on their behalf. They should be accurate enough for the child’s social worker, the fostering service, the child’s parents and other authorised professionals to understand what happened without having to rely on memory or assumptions.

Start with the placement information. Keep the documents provided by the fostering service together, including the placement agreement, care plan, delegated authority arrangements, contact plan, relevant consent information and details of people who may be involved in decisions. These documents should make clear what carers can agree to themselves and what must be referred to the child’s social worker, parents or another professional. If information changes, record when the change was received, who provided it and what action followed.

Maintain a dated daily record. A daily log should record matters such as:

• the child’s general presentation, mood and behaviour;
• sleep, meals, routines and activities where these are relevant to the child’s care;
• appointments, journeys, visits and important events;
• any injuries, illness, medication or changes in health;
• school or college attendance, participation and information shared by education staff;
• telephone calls, messages, meetings and face-to-face contact with parents or other significant people; and
• questions, worries or requests raised by the child.

Not every ordinary detail needs a lengthy entry. The record should be proportionate, but it should contain enough information to show how the child was cared for and to identify changes that may require attention. Follow the fostering service’s templates and guidance where these are provided.

Separate observation from interpretation. Write what was seen, heard or reported rather than presenting an assumption as fact. For example, “the child remained in their bedroom and said they did not want dinner” is more useful than “the child was being difficult”. If an opinion is relevant, identify it as an opinion and explain the observations that led to it. When recording something told to you by another person, make clear who said it and, where possible, use their words accurately.

Record significant conversations and decisions. A useful entry should normally identify the date, time, people involved, subject discussed, information shared, decision reached and any action required. This includes conversations with the child, parents, social workers, teachers, health professionals and the fostering service. If a proposed activity or arrangement is changed, record the reason, who authorised the change and whether anyone else needs to be informed.

Where the child is able to express a view, record what they said and how their view was considered. The child may not agree with the decision made, and their view does not have to be presented as approval. Recording both the child’s wishes and the explanation given to them helps demonstrate that they were listened to.

Give incidents their own clear record. Any accident, injury, allegation, missing episode, serious argument, concerning disclosure, damage, unauthorised contact or other event that may affect the child’s safety should be reported through the fostering service’s procedure as well as entered in the appropriate record. Include the sequence of events, who was present, what was said or done, immediate action taken and who was notified. Do not investigate an allegation yourself, question a child repeatedly or add a conclusion that has not been established. Contact the supervising social worker or the relevant service without delay when the policy requires this.

Health records should include appointments attended, symptoms reported, treatment advised, medication given and any missed or refused dose, using the service’s medication recording system where applicable. Record the source of medical advice and any follow-up required. Do not alter a medical record or rely on a general daily note where a separate medication or health form is required.

Keep education and contact information factual. Note attendance, significant information from school or college, meetings, homework or support arrangements where they affect the placement. For family contact, record the agreed arrangement, whether it took place, any changes or cancellations, the child’s presentation before and afterwards, and any concerns raised. Avoid criticising parents or other professionals in the record; describe the effect on the child and refer concerns through the agreed process.

Make corrections properly. Records should be completed promptly while events are still fresh, with the date and time of the entry and the name or initials of the person making it, in line with the fostering service’s system. If a mistake is found, do not delete or obscure the original entry. Use the approved method for correcting it so that the original wording, correction and date remain clear. Late entries should be identified as late entries and should not be made to appear contemporaneous.

Store information securely. Paper records should be kept in the location and container specified by the fostering service. Digital notes should be made only in approved systems or on devices protected in accordance with the service’s instructions. Do not leave records visible, discuss the child’s information on social media or send it through personal messaging accounts. Photographs, screenshots and informal notes can also contain confidential information and should only be created, retained or shared when this is authorised.

Information should be shared on a need-to-know basis with authorised people involved in the child’s care. If you are unsure whether a record can be shared, ask the supervising social worker before sending it. If information is lost, accessed by the wrong person or sent to the wrong recipient, report it promptly under the fostering service’s data protection procedure.

At reviews, supervision meetings and handovers, use the records to identify patterns rather than relying on isolated incidents. Bring forward recurring worries, changes in behaviour, contact-related reactions, health concerns, progress and any action that remains outstanding. Records should support professional discussions, but they should not replace speaking to the relevant worker when a matter is urgent or a safeguarding concern arises.

Keep records for the period and in the manner required by the fostering service. At the end of the placement, do not give the file to another person, dispose of it or retain copies unless instructed to do so. Ask the fostering service how the completed records should be returned, stored or securely destroyed. Clear, respectful recording protects the child’s information, supports sound decisions and gives foster carers an accountable record of the care they provided.