Report writing
Table of Contents
Report writing......................................................................................................................................................................... 1
Preparing the report.......................................................................................................................................................... 1
Who will read the report?................................................................................................................................................. 1
Report guidelines............................................................................................................................................................... 1
Report format.................................................................................................................................................................... 2
Examples of reports........................................................................................................................................................... 3
Case profile.................................................................................................................................................................. 3
Report from kindergarten teacher................................................................................................................................ 3
Report from school....................................................................................................................................................... 4
Report from family support agency.............................................................................................................................. 5
This article was written and reproduced with permission of the Victorian Department of Human Services
Preparing the report
When you are asked to write a report for court, you should be told the nature of the court proceedings. If in doubt, contact
the protective worker.
Be aware of any internal agency procedures or protocol between your agency and the Department for preparing reports
for the Children's Court.
In general, your report for the Children's Court should include:
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an account of your involvement with the child or young person and the family (including your own direct
involvement or the involvement of your agency or service);
a description of the abuse or neglect of the child, if appropriate within your expertise;
your professional assessment of the family's situation, their strengths and weaknesses;
your major concerns about the child's well-being (including past, present and future concerns); and
the capacity and willingness of the child's parents or caregivers to care for and protect the child in the future.
Professionals are encouraged to inform families that a report is being written for the Children's Court hearing. You are
more likely to maintain your relationship with the family if you keep them informed of your actions and reasons for writing
the report. If you are anxious or unsure about how to tell the family, discuss this with your supervisor or with a protective
worker.
Who will read the report?
Your report will be a document of the Children's Court and is read by the magistrate and the legal representatives for the
Department, the child and family. The child and family will also usually read the report or have the contents explained to
them.
Report guidelines
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use clear simple language, which can be easily understood;
use headings for each section of the report;
present your information as a chronological account of your involvement with the child or young person, using
precise dates;
distinguish between fact and professional assessment;
draw on facts and link these to your professional knowledge, training and theory;
provide examples to support your assessments and conclusions. For example, if you say 'Mary was withdrawn',
you need to say how and why;
distinguish between your own observations (first hand) and information from other sources (hearsay);
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state your sources of information;
keep within your own area of expertise and knowledge. For example, if you are the child's kindergarten teacher, in
addition to providing an account of your observations of the child and family, your area of expertise is pre-school
child development;
state your conclusions and recommendations about the future care of the child or young person (avoid
introducing new material at this point).
Report format
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use your own letterhead stationery;
title report: 'Report to the Children's Court in relation to (name of child)';
include names of all relevant family members on the title page;
state your role, the role of your agency and the services it provides;
state when the child and family became involved with you and your agency and why;
describe the nature of your involvement with the child and family;
in the body of the report, or as an appendix, describe the number and type of contacts you have had with the
child or family;
state your concerns for the child's welfare and the basis for these;
describe the strengths and weaknesses of the family;
state your conclusions and, if appropriate, your recommendation.
Some professionals writing reports for the Children's Court will not wish to make a recommendation to the court regarding
the future care of the child. This may be because this is beyond their role or area of expertise, or because their knowledge
of the child and family was of limited duration.
Departmental protective workers are required to include a recommendation in their report for the most appropriate
disposition. If you wish to make a recommendation to the court, you must substantiate this with your own evidence.
If you are not in a position to make a definite recommendation, the magistrate will find any conclusions you wish to make
helpful. For example: 'The care of the three Smith children over the past two months suggests to me that Mrs Smith will
have ongoing difficulties caring for her children, unless she is able to accept intensive support'.
Date and sign the report (after proof-reading and checking for errors). If required, submit for internal agency approval.
Some agencies require that the report be signed by the individual worker (author) and countersigned by the worker's
supervisor or agency director.
Where the court has ordered a report it is a legal requirement that the report be submitted to the court within twenty one
(21) days and at least three (3) working days before the hearing date.
If the Department has requested a report you should submit the original copy of the report to the departmental protective
worker at least three days before the Children's Court hearing. If possible, hand deliver the report to the protective worker.
All reports should be placed in an envelope addressed to the protective worker. The envelope should be marked
confidential.
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Updated: 13.May.2013
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Examples of reports
Examples representing typical reports prepared for the hearing of a Protection Application are based on the following
fictitious case profile.
Case profile
Mr & Mrs Smith have three children, Billy, aged 6 (attends primary school), Josie, aged 4 (attends kindergarten), and Harry,
aged 16 months. The Smith family has been known to Human Services' protective services for the last three months.
A Protection Application was taken out on all three children following:
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continuing concern about Harry's delayed development;
infrequent school attendance of Billy, and repeated attendance at casualty of the local hospital with unexplained
bruising and injuries;
concern for Josie's development; and
physical abuse and neglect of the children.
The protective worker is recommending that all three children be placed on a Supervision Order.
Report from kindergarten teacher
Report for Melbourne Children's Court in relation to Josie Smith
Court: Melbourne Children's Court
Date of hearing: 3 June 2009
Family Structure:
Mother: Sally Smith (25 years)
Father: John Smith (26 years)
Children: Billy, aged 6 years (born 2 February 2003)
Josie, aged 4 years (born 4 January 2005)
Harry, aged 16 months.
My name is ..... and I have been a kindergarten teacher for eight years. For the last two years I have been the Director
of ....... pre-school. Josie Smith commenced at pre-school on 4 February, 2009. She is in group A, which attends four
mornings a week (Monday, Tuesday, Thursday, Friday).
Josie's attendance at pre-school has been regular. She has averaged two days attendance per week (see attached list of
Josie's attendance and reasons given for absences).
On the days that Josie has attended kindergarten I have been concerned for her well-being. Josie has been inappropriately
dressed, for example, wearing a light cotton dress and sandals on a cold day. Josie is a bed-wetter and she often comes to
kindergarten without being bathed. I have asked Mrs Smith to bath Josie, but Mrs Smith has stated that she does not have
time in the mornings. I have tried to point out to Mrs Smith that Josie's odour is offensive and that this embarrasses Josie.
On 23 April, 2009, I observed a large bruise on Josie's head. The bruise, on the left side of her forehead, was mottled
purple and yellow in colour. Josie said she got the bruise on the weekend (she was not at preschool on Monday). Josie said
her father had hit her with a piece of wood for being naughty. I spoke to Mrs Smith about Josie's bruise and she agreed to
take her to see a doctor.
Josie enjoys her time at pre-school. She is keen to undertake activities and to participate in play with other children. Josie
has potential to do well at pre-school, but poor attendance is impeding her progress.
Signed:
Name of writer
Title of writer (for example, Director of Pre-school):
Date of report: 25 May 2009
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Updated: 13.May.2013
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Report from school
Court report in relation to Billy Smith
Court: Melbourne Children's Court
Date of hearing: 3 June 2009
Family Members:
Mother: Sally Smith (25 years)
Father: John Smith (26 years)
Children: Billy, aged 6 years (born 2 February 2003)
Josie, aged 4 years (born 4 January 2005)
Harry, aged 16 months.
This report is written at the request of ........, protective worker at the ..... Human Services regional office.
Billy Smith started at ..... primary school at the beginning of the 2009 school year. The family had only recently moved to
Melbourne after living in the country.
Billy does not attend school regularly - he misses one to two days of each week, and when he does attend is often late.
Attached is a list of Billy's school attendance. Both myself and the school principal have spoken to Mr and Mrs Smith about
Billy's school attendance. Mr and Mrs Smith have given a variety of excuses. These have included the car breaking down,
sleeping in, parents being ill and no money to buy lunch.
On four occasions Billy has not been picked up from school until at least one hour after school has ended. I have stressed
to Mr and Mrs Smith that they need to make alternate arrangements if they are unable to collect Billy on time.
Billy is a very friendly boy. He is somewhat indiscriminate about who he approaches - this has been of concern when he
has been left at school.
Billy's behaviour in the classroom is characterized by a lot of attention seeking behavior. He disrupts classroom activities by
making noises and throwing objects.
In the playground Billy has a great difficulty making and maintaining friendships. It has been of concern that Billy has been
involved in two incidents where he has deliberately hit younger children for no apparent reason.
Academic progress at school is hampered by Billy's poor attendance. His reading skills are poor and at the level of a much
younger child. At school, Billy requires constant assistance and supervision. I have spoken to Mr and Mrs Smith about
Billy's problems. These discussions have not produced any change as Mr and Mrs Smith always make excuses for Billy and
seem preoccupied by their own problems. I have offered to arrange additional support for Billy, but Mr and Mrs Smith have
declined these offers.
Signed: Class Teacher
Countersigned: School Principal
Date: 30 May 2009
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Updated: 13.May.2013
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Report from family support agency
Court report in relation to the Smith Children.
Court: Melbourne Children's Court
Date of hearing: 3 June 2009
Family Members:
Mother: Sally Smith (25 years)
Father: John Smith (26 years)
Children: Billy, aged 6 years (born 2 February 2003)
Josie, aged 4 years (born 4 January 2005)
Harry, aged 16 months.
Family Address: 2 Glen Road, Stanton.
The Smith family was referred to ..... (name of agency) in April 2009. The family was referred by their maternal and child
health sister for intensive family support.
Mr and Mrs Smith attended an appointment at .... (name of agency) on 30 April 2009. They indicated that they were
experiencing financial difficulties, and were also experiencing difficulties coping with their three children. Although they
did not agree that Harry's development was delayed, Mrs Smith was happy for a family support worker to be involved. Mrs
Smith appreciated that the family support worker would help with establishing a routine for getting Billy to school and
Josie to kindergarten, introducing Harry to solid foods, and working with Mrs Smith in preparation of simple nutritious
meals. Jane Brown was assigned to the family as their family support worker and commenced visiting on 6 May 2009. Mrs
Brown has visited twice weekly since then and I have been involved as her supervisor.
Since 6 May, Mrs Smith has only been at home on four out of eight times that Mrs Brown has visited.
On these four occasions Mrs Brown has been concerned by the level of care received by Harry. For example, on 15 May
2009 Harry was still in his cot at 10 a.m. He was wet with urine and had not had his breakfast or a bottle of milk that
morning.
On 20 May 2009 Mrs Brown changed Harry's nappy at the request of Mrs Smith. Harry's nappy was extremely wet and his
whole nappy area (from his navel to the top of his thighs) was covered in nappy rash. The area around Harry's penis was
bright red and appeared to be very tender, evidenced by Harry's crying during the changing of the nappy.
Given the family's short involvement with our agency, it is difficult to make any detailed assessment of their level of
functioning. Nonetheless, Mr and Mrs Smith seem to be overwhelmed by their responsibilities and find their children
difficult to manage.
Signed: Agency worker
Date: 1 June 2009
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Updated: 13.May.2013
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