What records must family placement foster carers keep?

Family placement foster carers are expected to keep accurate records that show what care has been provided, what decisions have been made and how the child’s needs and progress are being supported. The exact forms, recording system and timescales are set by the fostering service and the child’s placing local authority, so carers should follow their fostering handbook and the instructions from their supervising social worker.

These records form part of the information used to understand the child’s circumstances and review whether the placement remains safe and suitable. They may also be important when professionals need to understand a change in the child’s presentation, a disagreement about care, or an event that requires safeguarding action.

Records should normally include:

• Routine observations: relevant information about the child’s behaviour, mood, relationships, routines, sleep, eating and general presentation. This does not mean writing down every ordinary activity. Focus on information that helps professionals understand the child’s wellbeing, development or support needs.
• Decisions and permissions: details of decisions made under delegated authority, including who gave permission, what was agreed and any limits or conditions. This can be particularly important where a family member is also involved in the child’s wider support network.
• Education and development: significant information from school or other education providers, including concerns, achievements, attendance issues, meetings and actions agreed with professionals.
• Health matters: information about treatment, advice received, changes in symptoms, missed appointments and instructions that affect the child’s care. Medication records should be completed in the format required by the fostering service, including any missed or refused doses.
• Family relationships and contact: what was arranged, whether it took place, how the child appeared before and afterwards, and any practical or emotional concerns. Records should remain factual rather than criticising the child’s parents or other relatives.
• Incidents and safeguarding concerns: a clear account of what happened, who was present, what action was taken and which professionals were informed. Serious incidents must be reported through the service’s procedure rather than relying only on a written entry.
• The child’s views: the child’s wishes, feelings and explanations should be recorded as accurately as possible, using their own words where appropriate. A child’s view may not determine the decision, but it should not be replaced by an adult’s interpretation.
• Placement arrangements: relevant changes to household circumstances, visitors, sleeping arrangements, routines or relationships that could affect the placement. Family placements can involve complex loyalties, so changes in family dynamics should be discussed with the supervising social worker and recorded when they affect the child.

Good recording is factual and analytical. Write what was seen, heard or done, rather than presenting assumptions as facts. For example, “Sam remained in their room and said they did not want to attend contact” is more useful than “Sam was being difficult”. If an opinion is necessary, identify it as an opinion and explain the observations on which it is based. Entries should be dated, made as soon as reasonably possible, and signed or attributable to the person who wrote them.

Records should distinguish between an event, the child’s account and the carer’s response. If information is provided by a parent, teacher or another professional, identify the source rather than presenting it as something personally witnessed. If an entry is incorrect, do not delete or obscure it. Follow the fostering service’s process for correcting records so that the original information and the amendment remain clear.

Confidentiality is essential. Store paper records in the secure place specified by the fostering service and protect electronic records with the required passwords and security controls. Do not leave information where household members, visitors or other children can read it. Avoid discussing the child’s circumstances in public or on social media, and do not share photographs, messages or documents without proper permission. Personal phones, notebooks and messaging applications should only be used for recording or sharing information where the fostering service has expressly approved that method.

Information should be shared with the people who need it for the child’s care and protection, using the agreed channels. Foster carers should not withhold a safeguarding concern because they are unsure whether it is confidential. Instead, they should contact the supervising social worker, the child’s social worker or the relevant emergency safeguarding route in line with their procedures. The concern and the action taken should then be recorded promptly.

It is also important to keep a record of significant conversations with professionals. Note the date, attendees, key information, decisions, agreed actions and who is responsible for each action. After a telephone discussion, a short written summary can prevent misunderstandings. If a family placement carer disagrees with professional advice, the record should explain the concern respectfully and factually, while the matter is raised through the appropriate discussion or review process.

Foster carers should ask their supervising social worker:

• which recording system or forms must be used;
• which events require an immediate telephone report as well as a written record;
• how medication, money, mileage or other placement-related records should be completed;
• who may see each type of record;
• how long records should be kept and how they must be returned or securely destroyed when requested; and
• how the child can contribute to, read or comment on information held about them.

Foster carers should never create a separate unofficial case file or keep duplicate copies longer than the service permits. At the end of a placement, records must be handled in accordance with the fostering service’s retention and data-protection procedures. Keeping entries organised and up to date makes reviews more accurate and gives professionals a reliable account of the child’s experience.

Become A Foster Family can explain the recording expectations during the fostering assessment, preparation training and ongoing supervision. Our teams support family placement foster carers across Birmingham, Worcestershire, Staffordshire, Dudley, Sandwell, Herefordshire, Telford, Wolverhampton, Shropshire, Walsall, Warwickshire, Stoke, Solihull, Coventry and Gloucestershire, with offices in Droitwich and Stoke and staff located throughout the region.