How to record a safeguarding concern

Act straight away

Keeping children safe in education 2026 (KCSIE) says that if staff have any concern about a child’s welfare, they should act on it immediately (Part one, paragraph 58). They should follow their school’s child protection policy and speak to the designated safeguarding lead (DSL) or a deputy (paragraph 59).

That applies to anything that worries you, not only a disclosure. It could be something you noticed, something another child said, or a change in behaviour. KCSIE’s Part five notes that children often don’t tell anyone directly. They may show signs or behave in ways that signal distress, hoping an adult will notice.

If a child tells you something

KCSIE gives clear advice on the first conversation (Part one, paragraphs 14 and 15, and Part five, paragraph 558):

Listen carefully. Reflect back what the child has said and use their language.
Ask only open questions, such as what, where and when. Avoid leading questions, though you can ask whether they have been harmed and what the harm was.
Reassure them. They are being taken seriously, and they are not creating a problem by telling you.
Never promise to keep it secret. Explain who you will need to tell and what will happen next.
Don’t take over. Your job is to listen, write it down and pass it on. The DSL decides what happens next, which may include a referral to children’s social care or the police (Part one, paragraphs 60 and 65).

When to write it down

KCSIE says that, ideally, you should wait until the end of the conversation to write a detailed summary, so you can give the child your full attention. If notes are taken during it, take care to stay engaged. “It is essential a written record is made” (Part five, paragraph 558).

Write your record as soon as you can afterwards, while it is fresh. The NSPCC’s guidance says all relevant details should be recorded, whether or not the concern is passed on to the police or children’s social care.

What to include

The NSPCC’s records guidance lists what an accurate record should cover:

the date and time of the incident or disclosure
the date and time you made the record
your name and role
who the concern was first reported to, if not you
the names of everyone involved, including any witnesses
the child’s name, age and any other relevant information, such as their parents, carers and brothers or sisters
what was said or done, and by whom
any action taken, such as telling the DSL or a referral, and who you told

The NSPCC’s guidance on responding to abuse adds:

Use the child’s exact words. If a child tells you something, write down exactly what they said. Don’t tidy it up or translate it into adult language.
Note what the child said about the person they say harmed them.

If there is a visible injury, describe what you saw and where it is on the body. Follow your school’s procedure for this, which may include marking it on a body map.

Facts, not opinions

KCSIE says safeguarding records should be clear, factual, and distinguish between observed concerns, professional opinion and historic information (Annex B). The NSPCC says to make the record as factual as possible. Any interpretation or inference should be clearly reported as such.

In practice:

Write “She had a bruise about 3cm across on her left cheek”, not “She’d been hit”.
Write “He said, ‘Dad gets angry when he drinks’”, not “He’s scared of his dad”.
If you add a view, say it’s yours: “In my opinion she seemed frightened, because she kept looking at the door.”

Write in plain English and avoid judgement. KCSIE notes that these notes may be used in statutory assessments or criminal investigations (Part five, paragraph 558).

Sign and date it

The NSPCC says the record should always be signed and dated by the person making it. If your school uses an electronic system, it may record who wrote the entry and when. The NSPCC notes that electronic records are more secure than paper, and that a standard form helps make sure the same details are collected each time.

Pass it on straight away

Give your record to the DSL or a deputy straight away, following your school’s policy. KCSIE says:

the DSL or a deputy should always be available to discuss safeguarding concerns
if they aren’t available in exceptional circumstances, that must not delay action. Speak to a member of the senior leadership team or take advice from children’s social care, and tell the DSL as soon as you can (paragraph 61)
if a child is suffering or likely to suffer harm, a referral to children’s social care, and the police if appropriate, should be made immediately (paragraph 65)
don’t assume a colleague will act. Share the information yourself (paragraph 62)

Keep the record confidential. Only share it with people who need to know, such as the DSL (paragraph 14).

What the DSL records next

KCSIE says all concerns, discussions and decisions, and the reasons for them, should be recorded in writing (paragraph 74). It’s good practice to keep them in a separate child protection file for each child. The record should include:

a clear and comprehensive summary of the concern
how it was followed up and resolved
any action taken, decisions reached and the outcome

If you’re unsure what to record, ask the DSL (paragraph 75).

Common questions

What should be included when recording a safeguarding concern?

Include the date and time of what happened and of your record, the child's name, what you saw or heard, the child's exact words, who else was involved or present, what you did next and who you told. Sign and date the record. NSPCC guidance lists these details, and Keeping children safe in education says records should be clear and factual.

Should I write notes while a child is telling me something?

Keeping children safe in education says that, ideally, staff should wait until the end of the conversation to write a detailed summary, so they can give the child their full attention. If you do take notes during it, stay engaged. Either way, a written record must be made.

Can I promise a child I won't tell anyone?

No. Keeping children safe in education says staff should never promise a child they will not tell anyone about a report of abuse, because that may not be in the child's best interests. Explain who you will need to tell and what happens next.

Who do I pass a safeguarding concern to?

To your designated safeguarding lead or a deputy, straight away, following your school's child protection policy. If they aren't available, that must not delay action. Speak to a member of the senior leadership team or take advice from children's social care, and tell the DSL as soon as you can.

Should I ask the child questions?

Only open questions, such as what, where and when, to understand what you need to pass on. Keeping children safe in education says leading questions should be avoided, though you can ask whether the child has been harmed and what the harm was. Finding out more is for the DSL and other agencies.

Sources

Keeping children safe in education 2026 (DfE, statutory guidance): Part one, paragraphs 14, 58 to 61, 65 and 74 to 75; Part five, paragraph 558; Annex B. Last checked 20 October 2026.
NSPCC Learning: Recognising and responding to abuse (updated 6 November 2025). Last checked 20 October 2026.
NSPCC Learning: Child protection records retention and storage guidelines. Last checked 20 October 2026.

This guide explains the official guidance in plain words. It isn’t legal advice. Your local safeguarding partnership’s procedures and your own policies also apply. If anything here is wrong or out of date, email support@pupilprotect.co.uk.

How do you record a safeguarding concern in a school?