What records do voluntary foster carers need to keep?

Voluntary foster carers are expected to keep clear, accurate and confidential records in the format required by their fostering agency or local authority. These records form part of the child’s care record, help professionals understand what is happening, and provide an accountable account of decisions and events during the placement.

Use the approved recording system

Your supervising social worker or fostering team should explain which forms, online systems or notebooks are authorised. Use those systems rather than creating an alternative record that may not be accessible to the people responsible for the child’s care. Ask for guidance if a form does not provide enough space or if you are unsure where a particular detail belongs.

Record information as soon as reasonably possible while the details are fresh. Entries should be dated and, where required, timed. If you add information later, make it clear that it is a later addition rather than making the original entry appear to have been written at an earlier time.

Keep records factual and balanced

A good entry separates what you directly saw or heard from your interpretation. Use precise, neutral language and avoid labels such as “difficult” or “attention-seeking” without explaining the observable behaviour behind them. For example, describe what the child did, what was said, what action you took and what happened afterwards. If you are recording the child’s own words, identify them as a direct account and avoid changing their meaning.

Records should acknowledge positive progress as well as difficulties. A balanced account gives the child’s social worker and other authorised professionals a more useful picture than a record that only documents problems. It can also help identify patterns, triggers, effective strategies and changes in the child’s presentation.

Record decisions and professional guidance

When advice is given by a social worker, supervising social worker, health professional, school or another authorised person, note the date, the substance of the advice and any action agreed. If you make a significant day-to-day decision within the authority given to you, record the reason for it and its outcome. Where a decision is outside your authority, seek advice before acting unless there is an immediate safeguarding emergency.

Do not use the record to argue with professionals or express personal criticism. Concerns and disagreements should be raised through the appropriate supervision or complaints process. The record should explain the child’s circumstances and the actions taken, not become a private exchange of opinions.

Protect confidentiality

Fostering records often contain sensitive information about the child, their family and other people. Keep paper documents in a secure place and protect electronic records with the security measures required by your agency. Do not leave information visible in a vehicle or shared area, discuss it where unauthorised people may overhear, or copy it to personal apps and social media.

Only share information with people who have a legitimate role in the child’s care, and follow the instructions given by the agency about consent and information sharing. This includes being careful when communicating with schools, relatives, support workers and other carers. If information is sent to the wrong person, lost or accessed without permission, tell the fostering team promptly so it can advise you on the next steps.

Keep the child’s perspective visible

Where appropriate, records should show the child’s views, wishes and feelings, including how they responded to arrangements or decisions. This does not mean asking a child to approve every entry. It means recording their perspective accurately and noting how it was considered. Children may read their records in the future, so write with dignity, respect and an awareness that the wording may affect how they understand their childhood.

Do not alter or destroy records yourself

If you make a mistake, follow the approved correction process. Usually, the original information should remain identifiable, with the correction dated and explained rather than concealed. Do not remove pages, delete messages or dispose of notes because they seem unimportant. The agency will set out how long records must be retained and what should happen when a placement ends or your approval changes.

At the end of a placement, return or transfer records in the way requested by the fostering service. Keep no unofficial copies unless you have been specifically told that doing so is permitted. The same care applies to photographs, email correspondence and handwritten notes connected with the placement.

Ask for help when requirements are unclear

Recording expectations can vary according to the child’s care plan, the fostering service’s procedures and the nature of the placement. Raise questions in supervision rather than guessing, particularly if you are unsure whether information belongs in the child’s record, needs to be shared with a professional, or should be kept separately. Training and supervision should help you develop a consistent approach and maintain records that are useful, respectful and reliable.