Case Recording Best Practices for UK Social Workers

Why Good Recording Matters

Case recording is fundamental to social work practice. Good records protect the people you work with, support professional accountability, and provide evidence of your practice. Poor recording can lead to missed concerns, failed interventions, and serious consequences in court proceedings.

As Ofsted notes, a well-crafted record "should show what's happening for a child at any given time" - meaning any professional can pick it up and immediately understand what the child needs.

SCIE's PARTNERSHIP Framework

The Social Care Institute for Excellence (SCIE) recommends using the PARTNERSHIP acronym as a checklist for good recording:

• Person-centred - Written with the individual in mind
• Accurate - Factually correct and precise
• Relevant - Only necessary information included
• Timely - Recorded promptly after events
• Non-judgmental - Free from bias and stereotypes
• Evidence-based - Supported by facts and observations
• Respectful - Written with dignity and sensitivity
• Secure - Properly stored and protected
• Honest - Truthful and transparent
• Inclusive - Reflects diverse perspectives
• Proportionate - Appropriate level of detail

Essential Recording Principles

1. Separate Fact from Opinion

One of the most important skills in recording is distinguishing between factual observations and your professional analysis:

• Facts: What you directly observed, heard, or verified
• Reported information: What others told you (attributed to source)
• Professional opinion: Your analysis and judgement (clearly labelled)

2. Be Specific and Concrete

Vague language undermines the value of your records. Replace general terms with specific descriptions:

• Instead of: "The home was dirty" → Write: "There were unwashed dishes in the sink, food debris on the kitchen floor, and a strong smell of urine in the hallway"
• Instead of: "The child seemed happy" → Write: "Amelia smiled when she saw me, showed me her new toy, and spoke enthusiastically about her birthday party"
• Instead of: "Appropriate parenting observed" → Write: "Mrs Jones responded to Ben's crying by picking him up, speaking softly, and offering comfort"

3. Include the Voice of the Child/Adult

Records should reflect the perspectives of those you work with:

• Use direct quotes wherever possible
• Record wishes and feelings accurately
• Note non-verbal communication and behaviour
• Explain how you obtained their views (drawing, talking, observation)
• Record when someone declined to share their views

4. Record Promptly

Timeliness is crucial for accurate recording:

• Ideal: Same day as the contact
• Maximum: Within 24-48 hours for routine contacts
• Immediately: For safeguarding concerns or significant events

The longer you wait, the more details you'll forget and the less reliable your record becomes.

5. Use Clear, Professional Language

Your records should be accessible to multiple readers:

• Avoid jargon and acronyms (or explain them)
• Write in plain English
• Use professional but not overly formal language
• Check spelling and grammar
• Avoid colloquialisms and slang

What to Include in Every Record

Essential Information

• Date, time, and duration of contact
• Type of contact (home visit, telephone, office meeting)
• Who was present
• Purpose of the contact
• What was discussed or observed
• Any decisions made
• Actions agreed and by whom
• Date of next contact
• Your name and role

For Safeguarding Cases

• Exact words used by the child/adult when disclosing
• Your exact questions and responses
• Physical observations (injuries, marks, presentation)
• Environmental factors
• Risk factors identified
• Protective factors present
• Immediate actions taken
• Who was informed and when

Common Recording Mistakes

Mistakes to Avoid

• Copy and paste: Ofsted specifically criticises repetitive recording where text is copied between documents without adding new analysis
• Missing analysis: Recording what happened without explaining what it means
• Unsupported conclusions: Making judgements without documented evidence
• Delayed recording: Waiting days or weeks to write up contacts
• Missing attribution: Not clarifying who said what
• Labelling: Using terms like "aggressive parent" without describing specific behaviours
• Abbreviations: Using acronyms that others may not understand

Recording for Court

If your records may be used in court proceedings, additional standards apply:

• Contemporaneous: Made at the time or as soon as possible after
• Original: Not altered after the event
• Factual: Based on direct observation or clearly attributed information
• Complete: Including both supportive and concerning observations
• Balanced: Acknowledging strengths as well as concerns

Digital Recording Tips

Most UK local authorities now use electronic case management systems. Here are tips for digital recording:

• Don't let the system dictate your practice - add narrative where tick-boxes are insufficient
• Check your entry before submitting - corrections are auditable
• Use the correct record type for each entry
• Link records appropriately (e.g., to assessments, plans)
• Remember that digital records can be accessed under GDPR

Quick Reference Checklist

Before submitting any record, check that you have:

• Included date, time, duration, and who was present
• Separated facts from opinions clearly
• Attributed all reported information to sources
• Used specific, concrete language
• Included the voice of the child/adult
• Documented any concerns and actions taken
• Recorded decisions and who made them
• Noted next steps with timescales
• Written respectfully and professionally
• Proofread for accuracy

Conclusion

Good case recording is a skill that develops with practice and reflection. The time invested in quality recording pays dividends in terms of better outcomes for the people you work with, clearer communication with colleagues, and stronger professional accountability.

By following these best practices - separating fact from opinion, being specific, recording promptly, and always keeping the reader in mind - you'll create records that truly support your practice and protect everyone involved.