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Staff posters and templates

Put these up in the office or staff room. They work for care homes, home care, supported living, children’s homes and supported accommodation. Print one, or download a blank template.

Posters

Press “Print this poster” to print it on its own. A4 portrait works best.

Good records in six steps

If it isn’t written down clearly, it is hard to show it happened.

  1. 1Write what you saw and heard, not what you think it means.
  2. 2Use the person’s own words where you can, in quote marks.
  3. 3Say what difference the support made today.
  4. 4Add the time, and enough detail for someone else to follow.
  5. 5Use respectful, everyday language. No labels or jargon.
  6. 6Finish with what happens next and who is doing it.
Write it as soon as you can, while it is fresh.

Worried about someone? Pass it on.

You do not need proof. You do need to tell someone.

  1. 1If someone is in immediate danger, call 999 first.
  2. 2Listen. Stay calm. Do not ask leading questions.
  3. 3Do not promise to keep a secret.
  4. 4Tell your safeguarding lead or manager straight away.
  5. 5Write down what was said and seen, in their words, with the time.
  6. 6If your concern is about your manager, tell the next person up or the local authority.
Safeguarding lead: ______________________ Phone: ______________

AI drafts are a starting point

An AI-assisted draft is for review. It is not a decision.

  1. 1Read every word before you save or send it.
  2. 2Check names, dates, doses and times against the record.
  3. 3Delete anything that is not true or not known. Do not guess.
  4. 4Fill in anything marked “add” yourself.
  5. 5You are responsible for what you approve.
  6. 6If something looks wrong, tell your manager.
A person checks it, a person signs it off.

Using voice notes safely

Speak your note, then check the written version.

  1. 1Ask for consent before recording anyone else’s voice.
  2. 2Find a private space. Do not record in shared areas.
  3. 3The audio is not kept once the text is made.
  4. 4Medicines, allergies, DNACPR and safeguarding are always filled in by a person.
  5. 5Read the draft and correct anything that is wrong.
  6. 6Nothing is saved until you approve it.
If in doubt, type it instead.

Blank templates

Download, then adapt to your own policies and procedures.

Daily note template

A simple structure for a daily or shift note. Works for any service.

Safeguarding concern record

Write down a concern straight after you have passed it on.

AI draft check log

A spreadsheet log to show each AI-assisted draft was checked by a person.

These posters and templates are general guidance. They do not replace your own policies, local safeguarding procedures or professional advice.

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