Before sharing your child’s profile, make a copy for the person who will read it.

A working profile can become a useful collection of everything you keep explaining. It can also become a collection of details that no single reader needs.

Before sharing it, make a recipient-specific copy. This is a practical editing task: check what the reader needs for their role, what is current, and what belongs in a different process.

1. What will this person do with the information?

Write the setting at the top. “Club on Saturday” gives a different context from “new classroom teacher”. Read each section against that context.

If a detail does not help the recipient understand or support the person in that situation, consider leaving it in the private working version. More detail can bury the part that actually matters.

2. Is it a current fact, a preference or an interpretation?

These do not need the same wording. “The activity now takes place in the smaller room” is a fact you can check. “Sam prefers the smaller room” needs a basis. “We think the smaller room may be easier to use” is an interpretation.

The revised version gives a source and a next action without turning one example into an absolute rule. Use words such as “always” only if that is genuinely what you mean and can support.

3. Whose voice is this?

First-person headings can make a profile friendly. They can also blur the difference between the child’s view and an adult’s interpretation. Check any sentence beginning “I want…” or “I like…”.

If the information comes from an adult observation, label it that way. Where possible, review the content and how it is shared with the person. A profile should not make their preferences disappear under polished wording.

4. Does this detail belong in a general handover?

Unnecessary addresses, identification numbers and long private histories rarely make a short activity handover clearer. Remove details the recipient does not need.

Formal emergency, health or medication arrangements need the appropriate plans and processes. A general profile can direct the adult to the appropriate agreed process, but should not quietly become a substitute for it.

5. Could the recipient be using an old copy?

Put a prepared date and a review date on the output. When details change, label the replacement and tell the recipient which version to use. “Updated” is less useful without a date or a note about what changed.

You can add a short version note such as “October update: activity room changed”. Before sharing, verify the note against the body of the profile; a new date alone does not make old content accurate.

Share the output, keep the workspace

Your editable project may contain information for several recipients, unused sections and earlier wording. A PDF or text output for the selected recipient is usually the clearer handover artifact. Review the exported file itself before sending it.

A simple habit helps: choose recipient, preview, check dates, export, reread. The working file stays private. The recipient gets the relevant, reviewed version.

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