Children: documenting concerns
How to keep useful, safeguarding-grade documentation of concerns about a child in a high-control environment, in a form that holds up if a referral becomes necessary.
Introduction
Documentation that holds up in a safeguarding investigation or family-court case is not difficult to produce — but it has to follow a few specific patterns to be useful. What to record, what not to record, and how to keep the record in a form professionals can use is the same across most jurisdictions.
What to record
- Date and time of each incident.
- Where it happened and who was present.
- What was said and done — observable detail rather than interpretation.
- The child's own words verbatim where you have them.
- Any visible physical signs, with date and any photographs taken.
- Names and roles of relevant adults.
What not to do
- Do not interpret in the notes — record what you observed, not what you concluded.
- Do not obtain communications you do not have a legitimate right to.
- Do not pressure the child for statements; record what they say spontaneously.
- Do not edit earlier notes after the fact — add new entries with new dates.
How to store records
Dated plain-text or PDF notes in secure cloud storage with two-factor authentication, or printed copies in a locked location. Not on a device the family inside the group can access. /tools/evidence-documentation-checklist produces a printable structured checklist from your inputs.
When to share
Share with safeguarding professionals (designated safeguarding lead at a school, GP, child-protection helpline, social worker, solicitor) when they ask. Do not share with anyone inside the group, including the child's parents in the early stages, unless directed to by a safeguarding professional.
Related on CLCI Hub
Practical guides
Continue in CLCI Hub
- Children: how to report a safeguarding concernThe practical 'how to' of making a safeguarding referral involving a child in a high-control-group context — what to expect, what to document, and what not to expect.
- Families: documentation and safetyWhat family members can usefully document during the involvement — for safeguarding, for the loved one's later recall, and for any legal route that might be relevant — without compromising the relationship.
This page is educational and not legal, medical, or clinical advice. See the Legal Disclaimer. Found something wrong? Submit a correction.