Case Notes

Writing for Multiple Audiences in Social Work UK

January 2025•10 min read

The Challenge of Multiple Readers

Every piece of social work documentation could potentially be read by multiple audiences: the family themselves, managers, other professionals, lawyers, judges, inspectors, and future workers. Each audience has different needs, different levels of knowledge, and different reasons for reading.

Writing for multiple audiences doesn't mean writing different versions of the truth - it means writing clearly, accurately, and accessibly so that anyone reading can understand what happened, why decisions were made, and what the professional view is.

Who Might Read Your Records?

The Family

  • Parents, carers, and older children have rights to access their records
  • They may read records now or years in the future
  • They need to understand what you've written about them
  • Records can affect their trust and engagement

Other Professionals

  • Colleagues covering your cases
  • New workers taking over cases
  • Multi-agency partners (health, education, police)
  • Professionals in other local authorities

Managers and Supervisors

  • Quality assurance and case oversight
  • Performance management
  • Supervision discussions
  • Sign-off on decisions

Legal Readers

  • Lawyers (local authority and family solicitors)
  • Judges and magistrates
  • CAFCASS officers
  • Children's Guardians

Inspectors and Reviewers

  • Ofsted inspectors
  • Serious Case Review panels
  • Internal audit teams
  • Complaints investigators

Core Principles for All Readers

1. Clarity

Write so that anyone can understand. Avoid jargon, acronyms, and technical terms without explanation. If you must use professional terminology, explain what it means.

Instead of: "Completed C&F with positive indicators. Plan to progress to TAC if CIN not indicated post-assessment."

Write: "Completed the child and family assessment. The findings were positive, and if the assessment concludes that a Child in Need plan is not needed, we will consider referring to a Team Around the Child meeting for early help support instead."

2. Accuracy

Every reader needs to trust that what you've written is true. Be precise about dates, times, who said what, and what actually happened versus what you think happened.

3. Balance

Present a balanced picture that includes strengths as well as concerns. This isn't about softening difficult information - it's about being fair and accurate.

4. Respect

Write about people in a way you would be comfortable with them reading. This doesn't mean avoiding difficult truths - it means stating them respectfully and professionally.

Writing for Families

Under data protection law, individuals have the right to access their records. More importantly, families often do access their records and forming a view of how they've been portrayed. Consider:

  • Use accessible language: Avoid professional jargon
  • Be transparent: Write as if the person will read it - because they might
  • Include their voice: Record what they said, not just your view
  • Explain decisions: Make your reasoning clear
  • Be respectful: Even when recording difficult information

The "Reading Together" Test: Ask yourself: "Could I read this aloud to the family and stand by every word?" If not, reconsider how you've written it.

Difficult Information

Being transparent doesn't mean avoiding hard truths. Families need to understand professional concerns. The key is how you communicate them:

Instead of: "Mother is in denial about the risks posed by her partner and is putting her relationship before her children's safety."

Write: "I explained to Mrs Davies that we have significant concerns about Mr Thomas's history of violence and the risk this poses to the children. Mrs Davies said she believes he has changed and that the children are not at risk. I acknowledged that she sees positive changes in him, but explained that our professional assessment of risk remains high. I outlined what would need to happen for us to be confident the children are safe, including Mr Thomas engaging with a domestic violence programme."

Writing for Other Professionals

Colleagues and multi-agency partners need records that:

  • Are easy to navigate and find key information
  • Distinguish between facts and professional opinion
  • Show clear decision-making and rationale
  • Include actions with owners and timescales
  • Enable them to pick up the case if needed

Think: Duty Worker Test

Could a duty worker pick up this case from your records alone? Would they know the key concerns, who's involved, what the plan is, and what needs to happen next?

Writing for Court

Court records have specific requirements:

  • Evidence-based: Everything must be supported by evidence
  • Chronological clarity: Clear timelines of events
  • Distinguish sources: What you observed vs what you were told
  • Professional opinion clearly labelled: "In my professional view..."
  • Balanced: Include positives as well as concerns
  • Avoid hearsay: Or clearly identify it as such

Remember: Case records can be disclosed in court proceedings. Your everyday case notes may become evidence. Record as if everything you write could be scrutinised by a barrister.

Writing for Inspectors and Reviewers

Ofsted and other reviewers look for:

  • Clear evidence of the child's journey
  • The child's voice and experience
  • Timely action and decision-making
  • Management oversight and supervision
  • Professional curiosity and analysis
  • Impact of intervention

Good everyday recording naturally demonstrates these things. You shouldn't need to write differently for inspectors if your regular practice is sound.

Practical Strategies

Structure Your Writing

Use clear headings, bullet points, and logical organisation. This helps all readers navigate your records:

  • Purpose: Why are you writing this?
  • Key information: What happened? What was said?
  • Analysis: What does it mean?
  • Actions: What happens next?

Label Your Analysis

When moving from facts to interpretation, make it clear:

  • "In my professional view..."
  • "This suggests that..."
  • "My assessment is that..."
  • "The evidence indicates..."

Include Multiple Perspectives

Record what different people said and think, not just your own view:

  • The child's voice and wishes
  • Parents' views and responses
  • Other professionals' input
  • Your professional analysis

Common Pitfalls

Writing Only for One Audience

Case notes written purely for professional colleagues may alienate families. Notes written to reassure families may lack the rigour needed for court.

Inconsistent Tone

Being respectful in meetings but critical in records damages trust and professional credibility.

Jargon Overload

Professional shorthand that colleagues understand may be meaningless or confusing to families and courts.

Missing the Child

Records that focus only on adults miss what inspectors, courts, and families most need to understand - the child's experience.

Checklist: Before You Submit

  • Would the family understand and recognise themselves in this?
  • Could a colleague pick up the case from this record?
  • Is the evidence base clear for any professional opinion?
  • Have I distinguished fact from interpretation?
  • Is the child's voice and experience present?
  • Are actions clear with owners and timescales?
  • Would I be comfortable reading this aloud in court?

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Conclusion

Writing for multiple audiences isn't about creating different versions for different readers - it's about writing with such clarity, accuracy, and professionalism that anyone can understand and trust your records.

The key is to remember that your primary audience is everyone who might need to understand what happened, why decisions were made, and what the plan is. Write clearly, label your analysis, include multiple perspectives, and always keep the child at the centre. Do this, and your records will serve every reader well.