Your agency or local authority will determine the records you are required to keep. Within that framework, a consistent diary can help retain details that might otherwise be forgotten and make later discussions easier to prepare for.
Everyday life and routines
Routine information can show stability, change and the child’s experience of daily life. Relevant notes might include sleep, meals, personal care, activities, time at home and transitions between parts of the day.
There is no need to describe every ordinary detail. Focus on information that helps explain how the day went, highlights a change or records something that may matter later.
Key areas of care
Education
Attendance, homework, school communication, achievements, concerns and support provided.
Health
Appointments, relevant symptoms, medication records where required, advice received and follow-up.
Family time
Arrangements, the child’s presentation before and after, significant comments and any agreed action.
Emotional wellbeing
Observable mood, regulation, communication, support offered and changes from the child’s usual presentation.
When information has come from someone else, say who reported it rather than presenting it as something you witnessed yourself.
Progress, achievements and positive moments
A balanced record includes strengths as well as difficulties. Capture developing skills, enjoyable activities, successful routines, kind interactions, personal milestones and moments when a support strategy worked well.
Small details can become meaningful over time. They may help show progress that is difficult to see when attention is focused only on significant events.
Significant events, decisions and actions
For an incident, concern or unexpected event, record the sequence clearly:
- the date, time, setting and people present;
- what you directly observed or what was reported to you;
- the child’s words where the exact wording is important;
- the immediate response and support provided;
- who was informed, when and by what approved method; and
- the outcome, advice received and follow-up required.
A diary entry is not a substitute for safeguarding action. Follow your approved reporting procedure immediately whenever the situation requires it.
Keep entries relevant and proportionate
Avoid unnecessary sensitive detail, speculation, judgemental language and information about other people that is not relevant to the child’s care. Do not copy private messages or documents into another system unless that is permitted and necessary.
End-of-day prompts
- What gave the clearest picture of the child’s day?
- Was there a change, achievement or concern worth retaining?
- What support was offered and how did the child respond?
- Was anyone informed or is follow-up still required?
- Does the entry comply with the recording policy I must follow?
Designed for everyday recording
Keep different areas of care in one organised diary.
FosterLog includes categories for everyday notes, education, health, family time, observations, incidents and positive moments.