Free family care resource
Free Care Incident Record
Use this free Care Incident Record to make a clear record of what happened, who was involved, what was said, who was told and what needs following up.
Free · No account required · Print or fill in digitally
What it records
A clear, structured record of one incident
Five pages — a cover, the incident details, what was said and what happened next, supporting information and follow-up, and a quick recording guide.
- Who the incident concerns, and the date, time and location
- Who was present, and whether you saw it yourself or were told
- What happened, in your own words
- Important words, conversations and what happened immediately afterwards
- Who you informed, and the response you received
- Supporting information, follow-up actions, and what’s still unresolved
This record helps you organise what you already know. It does not decide whether care was appropriate, and it isn’t official or legal evidence — it simply helps you keep a clear account while the details are fresh.
When to use it
Useful whatever the care setting
Something can happen in any care setting — a care home, home care, supported living, a hospital stay, or somewhere else. Whenever it does, this form gives you a consistent place to write down what happened while you can still remember it clearly, so you have your own record whatever you decide to do next.
Recording guidance
A few things that make a record more useful
- Write things down while the details are still fresh — memory fades faster than it feels like it will.
- Keep what you personally saw or heard separate from what someone else told you.
- If you’re not sure about something, record that it’s uncertain rather than filling the gap from memory.
- Note important conversations and the responses you receive, as closely to word-for-word as you can.
- Keep original photos, documents and messages where you can, rather than only a description of them.
- Record any follow-up action agreed, who’s responsible, and when you’ll check back.
For a fuller walkthrough of what’s worth recording before you raise a concern, see our guide: What to Record Before Raising a Care Concern.
Ready to raise it formally? See how to complain about a care home, with a free letter template.
Before you go further
What this form is — and isn’t
This form is for record keeping. It is not an emergency or safeguarding reporting service. If someone is in immediate danger or needs urgent medical help, contact the appropriate emergency service. If you are concerned about abuse, neglect or someone’s safety, use the appropriate safeguarding or reporting route where the person receives care.
When your record starts growing
A practical way to begin
The free Care Incident Record can be used on its own. If a family is managing multiple incidents, conversations, evidence, responses and follow-ups, KinDox gives them one structured place to keep the whole record organised.
Care providers keep their records.
KinDox helps your family keep yours.