What records should I keep during foster to adopt?

During foster to adopt, your records should provide a dated, factual account of the child’s care, presentation and needs, together with the actions taken and information shared. They help the fostering service, social workers, health professionals and the court understand how the placement is progressing, particularly while decisions about the child’s long-term future remain unresolved.

Keep a daily record. Follow your fostering service’s recording format and include relevant information such as:

• the child’s routines, meals, sleep, emotional state and behaviour;
• how the child responds to comfort, boundaries, transitions and changes in routine;
• new skills, developmental observations and any concerns about progress;
• medication, symptoms, injuries, treatment, appointments and advice received;
• the date, time, purpose and outcome of meetings, visits and telephone calls; and
• anything that may affect the child’s safety, wellbeing or ability to settle.

Record information as soon as practicable while the details are clear. Use specific descriptions rather than labels. For example, describe what the child said or did, how long an incident lasted and what happened afterwards, rather than writing that the child was ‘difficult’ or ‘attention-seeking’. If you need to include an opinion, identify it clearly as your observation or professional information provided by someone else.

Record the child’s own words carefully. Use quotation marks where you can remember the wording accurately, and make clear when you are summarising rather than quoting. Do not question the child repeatedly to obtain more detail, suggest an answer or attempt to investigate an allegation yourself. Write down what was said, who was present, the circumstances in which it was said and who you informed.

Keep a clear record of contact. Note planned and completed contact with parents, relatives or other significant people, including arrangements made, the child’s presentation before and after contact, and any practical issues or concerns. Avoid making judgements about a parent or relative. If contact is missed, changed or causes concern, record the facts and report the matter through the agreed process rather than trying to resolve it independently.

Document important decisions and instructions. Keep notes of guidance from your supervising social worker, the child’s social worker, health professionals and other authorised practitioners. Include who gave the information, when it was given, what was agreed, who is responsible for the next action and any deadline. This is especially important if advice affects medical care, contact, travel, introductions or day-to-day decisions.

Foster to adopt placements can involve uncertainty about the child’s legal future. Do not record assumptions that adoption will definitely proceed, or present a proposed plan as a final decision. Keep factual notes about information shared with you and refer questions about parental responsibility, court directions or changes to the child’s plan to the relevant social worker and your fostering service.

Make incident records separately when required. A daily log may not be enough for an allegation, injury, missing episode, safeguarding concern, significant change in behaviour, restraint or other serious event. Follow the service’s incident and safeguarding procedures, including any requirement to make an immediate verbal report followed by a written account. Do not alter an original entry after submitting it; add a dated correction or additional note in the way your service instructs.

Keep records secure. Store paper documents in the location specified by your fostering service and protect electronic records with appropriate passwords and access controls. Do not keep photographs, screenshots or notes about the child on personal social media accounts or share them through informal messaging. Avoid leaving records visible to visitors or other household members who do not need access. Ask the fostering service before copying, sending or disposing of any record.

Use the child’s name and identifying details only as instructed. Records should be factual, respectful and suitable for later review by authorised people. Children may be able to access information about their care as they grow older, and records can also be considered by professionals or the court. Write with that future audience in mind: avoid sarcasm, speculation, unnecessary personal detail and criticism of the child or their family.

Check what must be retained and how it is transferred. Your fostering service should explain its retention arrangements, approved recording system, confidentiality requirements and the process for sharing information with the child’s social worker. Keep copies only where authorised, and do not create an informal parallel file. At the end of the placement, return or transfer records as directed rather than taking them with you.

If you are unsure whether something needs recording, make a brief factual note and ask your supervising social worker for advice. It is better to clarify the correct process than to omit information that may be relevant to the child’s health, safety, care plan or legal proceedings.