How to write a daily report to parents

A daily report is a short, clear update about the child’s day. It helps parents know what happened and helps you and the family follow the same routines. Ask the parents what information they want and whether they prefer a notebook, message, or app.

What to include

Write down the facts that are useful for this family. Keep the report brief enough to read at the end of a busy day.

Date and care hours: When your shift began and ended.

Meals and drinks: What the child ate or drank, and approximately when. For a baby, record bottles and amounts as the parents request.

Sleep: Nap start and end times, and any change to the usual routine.

Activities and milestones: A game, book, outdoor time, or something new the child tried.

Health and care: Diapers or toilet visits if relevant, symptoms, minor bumps, and any medicine only if you are authorized to give it. Record the time and amount if the family asks you to track medicine.

Supplies and next steps: Anything running low or a question to discuss with the parents.

Use simple, factual language

Write what you saw, not a judgment. Instead of “She was naughty,” write “She threw two blocks when playtime ended. We took a short break and then read a book.” Instead of “He did not eat anything,” write “He ate a few bites of rice and half a banana at lunch.” If you are not sure about a symptom or cause, say what you noticed rather than guessing.

A sample daily report

Here is a model you can adapt. Use the child’s real details only in the family’s private communication channel.

Tuesday, September 15 — Sam (9:00 a.m.–5:00 p.m.)

Meals: Oatmeal and banana at 9:15 a.m.; pasta and vegetables at 12:15 p.m.; yogurt at 3:30 p.m. Drank water throughout the day.

Nap: 1:00–2:20 p.m.

Activities: Built a tower with blocks and read two picture books. Sam enjoyed naming the colors.

Care: No concerns noticed today.

For tomorrow: We are nearly out of wipes. Would you like me to add them to the shopping list?

When to contact parents right away

A daily report is not a substitute for an urgent conversation. Tell the parents promptly about an injury, fever, breathing trouble, a suspected allergic reaction, a missed or incorrect medicine dose, or another concern covered by the family’s care plan. Follow the family’s emergency instructions; if a child is in immediate danger, call local emergency services first. Do not wait until the end of your shift to mention a safety issue.

Helpful English phrases

“Today we read a book about animals.”

“She slept from 1:00 to 2:20 p.m.”

“He ate most of his lunch but did not want the vegetables.”

“I noticed a small red mark on her arm at 3:00 p.m. I told you as soon as I saw it.”

“We are running low on wipes. Would you like me to add them to the list?”

Before sending, check times and spelling, keep the tone kind and professional, and share the report only through the method the parents agreed to use. If something needs a longer discussion, arrange a conversation rather than trying to explain everything in a quick message.