Why This Distinction Matters
One of the most fundamental skills in social work recording is distinguishing between facts and opinions. Getting this wrong can undermine your professional credibility, create legal vulnerabilities, and - most importantly - lead to poor outcomes for the people you work with.
When facts and opinions are mixed together, readers cannot judge the reliability of your conclusions. Courts, managers, and families need to understand what you observed versus what you interpreted.
Key principle: Record what you saw and heard as facts. Record what you think it means as professional analysis - clearly labelled and kept separate.
Understanding the Difference
Facts Are:
- Things you directly observed (saw, heard, smelled)
- Verifiable information from reliable sources
- Documented evidence (records, reports, test results)
- Direct quotes from individuals
- Measurable data (times, dates, numbers)
Opinions Are:
- Your interpretation of what facts mean
- Professional judgements and assessments
- Conclusions drawn from evidence
- Predictions about future behaviour
- Recommendations based on your analysis
Common Recording Mistakes
Stating Opinion as Fact
"The mother was neglectful during the visit."
This presents an opinion (neglectful) as if it were a fact. It's a label that could be challenged and doesn't tell the reader what actually happened.
"During the visit, I observed that the baby's nappy had not been changed and was heavily soiled. The baby had a visible nappy rash. Mother stated she had 'forgotten' to change it that morning. The kitchen sink contained unwashed bottles with dried milk residue."
This records specific observations that the reader can use to form their own view. Your analysis comes separately.
Using Subjective Language
"The house was filthy and the children looked neglected."
"The living room floor was covered with food debris and dog faeces. There was a strong smell of urine. Both children were wearing clothes that appeared unwashed with visible stains. Sarah (aged 4) had matted hair."
Assuming Intent
"Mother deliberately avoided discussing her partner's violence."
"When I asked about her partner's behaviour, mother looked away and changed the subject. She said 'I don't want to talk about that.' When I returned to the topic later, she said she needed to collect the children and ended the conversation."
Where to Put Professional Analysis
Your professional opinion is valuable and necessary - but it must be clearly identified as such. Here's how to structure your records:
Option 1: Separate Sections
Use a format like SOAP where facts (Subjective/Objective) are separated from Analysis:
- Observations: [Record what you saw and heard]
- Analysis: [Your professional interpretation]
- Plan: [What happens next]
Option 2: Signal Phrases
Use clear language to indicate when you're offering opinion:
- "In my professional view..."
- "Based on these observations, I assess that..."
- "This suggests to me that..."
- "My professional judgement is that..."
- "This raises concerns about..."
Practical Examples
Example 1: Home Visit Recording
Observations: Arrived at 10am as arranged. Mr Khan answered the door after approximately 3 minutes. He was wearing pyjamas and appeared to have just woken up. The children (Aisha 5, Mohammed 3) were in the living room watching television. Both were still in nightclothes. Mr Khan stated: "Sorry, we had a late night, the kids were up until midnight." The breakfast dishes were still on the table - two bowls with cereal residue. Mr Khan made the children get dressed while I was there.
Analysis: While the late start to the day is not concerning in isolation, this is the third visit where I have arrived to find the family not ready despite scheduled appointment times. This pattern may indicate difficulties with routine and structure in the home, which could impact on Aisha's school attendance and readiness.
Example 2: Child's Presentation
Observations: Sophie (aged 7) was reluctant to speak when I arrived. She sat close to her mother throughout the visit and did not make eye contact with me. When I asked how she was, Sophie shrugged and did not respond verbally. Mother said: "She's always shy with strangers." When mother left the room to make tea, Sophie remained silent but watched me continuously. She did not respond to my questions about school or friends.
Analysis: Sophie's presentation today is consistent with a child who may be anxious in the presence of unfamiliar adults. However, given the domestic abuse history in this family, her behaviour could also indicate hypervigilance and fear. Further direct work with Sophie is needed to understand her experience.
Words and Phrases to Avoid
These words often signal opinion being presented as fact:
- Labels: Aggressive, neglectful, manipulative, chaotic, dysfunctional
- Assumptions: Obviously, clearly, definitely
- Intent: Deliberately, intentionally, refused to
- Character judgements: Bad parent, uncooperative, dishonest
- Vague assessments: Appropriate, inappropriate, adequate, normal
Test your recording: Could someone challenge this statement in court? If a word is subjective or judgemental, replace it with specific observable behaviour.
Recording Third-Party Information
When recording information from others, be clear about its status:
- Attribution: "Mrs Smith reported that..." / "According to the school..."
- Verification: Note whether information has been verified
- Source reliability: Consider whether to note concerns about reliability
"The neighbour (Mrs Adams, 42 Oak Lane) reported seeing the children playing outside unsupervised 'most evenings until dark.' She stated this has been happening 'for the past few weeks.' This information has not been independently verified."
Why Courts Care About This
In court proceedings, your records may be scrutinised by legal professionals. Judges and barristers will:
- Challenge statements that present opinion as fact
- Ask what evidence supports your conclusions
- Question whether observations support your analysis
- Test whether alternative interpretations were considered
Records that clearly separate fact from opinion are more credible and harder to challenge.
Professional Recording Made Easy
SpeakCase helps you structure your observations and analysis properly. Speak your notes and let AI format them into professional, compliant records.
Try Free for 7 DaysQuick Reference Checklist
Before submitting your record, check:
- Have I described specific behaviours rather than labels?
- Is my professional analysis clearly separated and labelled?
- Have I attributed information to sources?
- Could every factual statement be verified?
- Have I avoided assuming intent?
- Would I be comfortable reading this in court?
Conclusion
Distinguishing fact from opinion is essential for professional, defensible social work recording. By describing what you observed in concrete terms and clearly labelling your professional analysis, you create records that are more useful, more credible, and more fair to the people you work with.
This skill takes practice, but it's one of the most important aspects of professional recording. Get it right, and your records will stand up to scrutiny while genuinely supporting good practice.