How to Evidence Communication Needs in Care Records

August 3, 2025

🧠 Blog 5 of 7 in our Person-Centred Recording series for social care providers

This blog explores how to clearly evidence communication needs in care plans and daily records — helping you demonstrate person-centred, inclusive, and effective support.

💬 Communication is connection — and it's central to delivering care that truly reflects each person’s needs, preferences, and identity. But in many services, care plans still focus on the “what” without the “how.” How do we adapt communication? How do we record it? And how do we show commissioners that we’re not just delivering a service, but building relationships?

🗣️ What Person-Centred Communication Support Looks Like

It’s not enough to say someone “needs support to communicate.” We need to detail:

Preferred communication methods: e.g. Makaton, visual cues, written words, gestures, devices
Comprehension levels: what kind of language the person understands best
Support strategies: what staff should do to aid understanding and expression
Barriers and how to reduce them: including environmental and emotional factors

📋 What to Include in the Care Plan

A strong communication section in a person’s care plan should:

Describe how the person communicates when happy, anxious, or in pain
Identify key words or signs they use for important things like food, toilet, or help
Detail what support staff should give in different situations
Include input from speech and language therapists where applicable

This isn't just good practice — it’s essential for dignity, autonomy, and safety.

📝 Daily Records: Going Beyond “Communicated Well”

In daily notes and progress logs, avoid vague phrases like “X communicated well today.” Instead, show how the person's communication needs were supported:

“Used picture cards to choose meal — pointed to spaghetti.”
“Gestured to walk — staff confirmed with visual schedule.”
“Appeared upset; staff used social story to explain change in plan.”

These details prove not only that support happened, but that it was individualised and intentional.

📁 Evidencing in Tenders and Audits

Commissioners want reassurance that your service is inclusive, accessible, and person-led. When responding to tender questions, highlight:

How communication needs are assessed and updated regularly
Staff training in communication support and alternative methods
How communication methods are documented and followed consistently
Any collaboration with family, advocates, or specialists

💼 Rapid Support Products (fast turnaround options)

⚡ 48-Hour Tender Triage
🆘 Bid Rescue Session – 60 minutes
✍️ Score Booster – Tender Answer Rewrite
🧩 Tender Answer Blueprint
📝 Tender Proofreading & Light Editing
🔍 Pre-Tender Readiness Audit
📁 Tender Document Review

🚀 Need a Bid Writing Quote?

If you’re exploring support for an upcoming tender or framework, request a quick, no-obligation quote. I’ll review your documents and respond with: