Case Notes

How to Write Effective Case Summaries in Social Work UK

January 2025•10 min read

What is a Case Summary?

A case summary is a concise overview of a case that brings together key information, the current situation, and the direction of work. Unlike detailed case notes that capture individual events, a summary synthesises the bigger picture - allowing readers to quickly understand the essential facts without reading the entire file.

Good case summaries are essential for handovers, case transfers, supervision discussions, court reports, and multi-agency meetings where professionals need to understand a case quickly.

When You Need a Case Summary

  • Case transfer: When a case moves to a new worker or team
  • Supervision: Presenting cases for discussion
  • Court proceedings: Providing an overview within statements
  • Multi-agency meetings: Briefing professionals unfamiliar with the case
  • Reviews: CIN reviews, CP conferences, LAC reviews
  • Case closure: Summarising the work completed
  • Re-referrals: Providing historical context
  • Cover arrangements: Briefing colleagues covering your cases

Key Components of a Case Summary

An effective case summary typically includes:

  1. Basic information: Family composition, key dates, current status
  2. Reason for involvement: Why did social work become involved?
  3. Key history: Relevant background (not everything - what matters)
  4. Current situation: What's happening now?
  5. Risks and concerns: What are we worried about?
  6. Strengths and protective factors: What's working well?
  7. Current plan: What are we doing about it?
  8. Next steps: What needs to happen next?

Case Summary Template

CASE SUMMARY Date of Summary: [DD/MM/YYYY] Prepared by: [Name, Role] Case Reference: [Reference number] FAMILY COMPOSITION [List household members with names, DOB, relationship] CURRENT STATUS [CIN/CP/LAC/Assessment/Closed] Category (if CP): [Category] Legal status (if LAC): [Order type] ALLOCATED WORKER: [Name] TEAM: [Team name] REASON FOR INVOLVEMENT [Brief summary of what led to social work involvement - original referral and any subsequent referrals] KEY HISTORY [Chronological summary of significant events, previous involvement, and relevant background. Keep concise - only what's essential for understanding the current situation] CURRENT SITUATION [What is the family's current situation? What's been happening recently? Include the family's perspective] RISKS AND CONCERNS [Clearly articulate current risks and ongoing concerns] STRENGTHS AND PROTECTIVE FACTORS [What's working well? What are the family's strengths? What protects the children?] CURRENT PLAN [Summary of current plan and who is involved] PROGRESS [Brief assessment of progress against the plan] OUTSTANDING ACTIONS [Key actions that need to be completed] NEXT STEPS / RECOMMENDATIONS [What needs to happen next? Any decisions needed?]

Example: Children's Services Case Summary

CASE SUMMARY Date of Summary: 15/01/2025 Prepared by: Sarah Johnson, Social Worker Case Reference: CS2024/5678 FAMILY COMPOSITION • Lisa Thompson (Mother) - DOB: 15/03/1990 • Jake Thompson - DOB: 22/08/2015 (aged 9) • Mia Thompson - DOB: 10/11/2018 (aged 6) • Father: Mark Thompson - non-resident, limited contact CURRENT STATUS: Child in Need ALLOCATED WORKER: Sarah Johnson TEAM: Safeguarding Team West REASON FOR INVOLVEMENT Referral received 01/09/2024 from Greenfield Primary School regarding Jake's declining attendance (68%), presentation (appearing tired, hungry), and disclosure to class teacher that "mum sleeps all day sometimes and forgets to make dinner." KEY HISTORY • 2019: Previous referral for domestic abuse when children were young. Father left family home. NFA at the time. • 2022: Early Help involvement for 6 months - housing issues. Case closed with improved situation. • 2024: Mother diagnosed with depression in June. Father has supervised contact fortnightly at contact centre. CURRENT SITUATION Initial assessment completed October 2024. CIN plan commenced 15/10/2024. Lisa is engaging with mental health services and has been prescribed medication. She describes feeling "much better than before" but acknowledges she still has "bad days." Jake's attendance has improved to 85% since CIN began. Mia's nursery reports no concerns. Lisa's mother provides regular support, having the children alternate weekends. Lisa feels the plan is helping and appreciates the structure. She has asked for support with routines and managing mornings. RISKS AND CONCERNS • Lisa's mental health fluctuates - risk of decline without continued support • Children's basic needs were not consistently met during Lisa's low periods • Jake has taken on caring responsibilities inappropriate for his age • Limited support network beyond maternal grandmother • Father's contact is inconsistent - has cancelled 3 of last 6 sessions STRENGTHS AND PROTECTIVE FACTORS • Lisa is engaging well with all services and is insightful about her difficulties • Strong maternal bond - children are clearly loved and wanted • Grandmother is reliable and provides regular respite • Jake and Mia are articulate and able to express their needs • School is vigilant and communicates concerns promptly • Lisa is taking medication consistently and attending GP appointments CURRENT PLAN 1. Fortnightly SW visits (alternating home/school) 2. Lisa attending mental health review monthly 3. Family Support Worker visiting weekly - focusing on routines 4. School monitoring attendance and presentation 5. Children seeing grandmother regularly 6. Father to maintain contact - being monitored PROGRESS Good progress in first 3 months. Attendance significantly improved. Lisa reports the FSW support has been "really helpful" for establishing routines. Children are presenting well at school. Lisa has not had a significant low period since medication stabilised. OUTSTANDING ACTIONS • CIN review due 29/01/2025 • Direct work with Jake re: caring role - to commence this month • Contact with father to be reviewed - pattern of cancellation concerning NEXT STEPS / RECOMMENDATIONS Continue CIN plan for further 3 months with review in January. If progress maintained, consider step-down to Early Help. Need to address Jake's caring behaviours and father's contact pattern at next review.

Tips for Writing Effective Summaries

Be Selective

A summary is not a complete history. Include only information essential for understanding the current situation. Ask yourself: "Does the reader need to know this to understand where we are now?"

Use Clear Structure

A consistent structure helps readers find information quickly. Use headings and bullet points to make the summary scannable.

Keep it Current

The summary should reflect the current situation. Update summaries regularly, especially before handovers, reviews, or court proceedings.

Balance Concerns and Strengths

Avoid creating a list of problems. Include protective factors and what's working well - this gives a balanced picture for decision-making.

Tip: Write your summary as if a duty worker needs to pick up the case tomorrow. What would they need to know to respond appropriately?

Different Types of Summaries

Handover Summary

Focus on: current situation, active risks, outstanding tasks, key relationships, family's current view, and immediate priorities.

Supervision Summary

Focus on: what you want to discuss, dilemmas or decisions needed, your analysis, and what you need from supervision.

Court Summary

Focus on: factual chronology, evidence base, current risks and concerns, attempts to work with family, rationale for application.

Closure Summary

Focus on: reason for involvement, work completed, outcomes achieved, any remaining concerns, and arrangements at closure.

Common Mistakes to Avoid

  • Too long: If your summary is several pages, it's not a summary
  • Too detailed: Don't include every contact or minor event
  • Missing analysis: Don't just list facts - include your professional view
  • Outdated information: Ensure the summary reflects the current position
  • All negative: Include strengths and protective factors
  • Missing family voice: Include the family's perspective
  • No clear next steps: Always end with what needs to happen

The Art of Summarising

Writing a good summary is a skill that develops with practice. It requires you to:

  • Identify what's most important from a large amount of information
  • Synthesise rather than just list
  • Write clearly and concisely
  • Maintain objectivity while including analysis
  • Keep the purpose and audience in mind

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Conclusion

A well-written case summary enables others to quickly understand a complex case. By focusing on essential information, maintaining a clear structure, and balancing concerns with strengths, you create a document that supports good decision-making and continuity of care.

Remember: the goal is not to document everything, but to capture what matters. A summary that takes less time to read than the original file is a summary that works.