What to track between enquiry calls
Calls blur together fast. A simple tracking system helps you compare providers fairly and remember what was said (especially about support, matching, and payments/expenses). This page gives you a lightweight method you can use after every call.
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Choosing a provider? See How to choose.
The quick template (copy and reuse)
2 minutes after each callFill this in immediately after the call. You'll forget details faster than you think (especially names, timelines, and what was "included" vs "reimbursed").
Provider: ________ (local authority / agency)
Spoke to: ________ Date/time: ________
My situation: (e.g., working full time / have pets / spare room / location) ________
Out-of-hours support: who answers + response time + escalation ________
Matching: what info they share before you say yes + how "no" is handled ________
Payments/expenses: what's included vs reimbursed + pay dates ________
Training/support: initial training + ongoing support + specialist options ________
Typical placements locally: ages, types, availability ________
Timeline: next steps + realistic timescale ________
My gut check: (clarity / organised / pressure?) ________
Ask every provider to email you any key details they mention (or links to their payments/expenses policy). Written follow-up makes comparisons fair.
What to track (7 categories)
This keeps your notes consistent so you can compare. If a provider avoids a category, write that down too.
Out-of-hours support
The most "real life" factor.
- Who answers (and are they trained?)
- Typical response time
- What happens if things escalate
Matching clarity
What you're told before you accept.
- Information shared (needs, routines, risks)
- Time to decide
- How "no" is handled
Payments and expenses
Track wording carefully.
- What's included vs reimbursed
- Pay dates and how quickly expenses are repaid
- Any "extra" for specific placements (if stated)
Training and ongoing support
Not just "we offer training".
- Initial training format and time commitment
- Supervision frequency (who, how often)
- Specialist support availability
Typical placements locally
What's realistic in your area.
- Ages and types most common
- Frequency of emergency / respite needs
- How often carers are "waiting"
Timeline and next steps
Ask for realistic ranges.
- Time to assessment start
- Likely total time to approval
- What causes delays
Your fit and feel
Write this down immediately.
- Clear, organised answers?
- Any pressure, hype, or vagueness?
- Did they follow up in writing?
A simple red-flag rule
If you ask a direct question about support or payments and you get repeated vagueness, that's useful information. Track it.
Comparison table (3 providers)
Print-friendlyUse this as a simple side-by-side. You can extend it later, but 2–4 providers is usually enough.
| Category | Provider A | Provider B | Provider C |
|---|---|---|---|
| Out-of-hours | Notes | Notes | Notes |
| Matching | Notes | Notes | Notes |
| Payments/expenses | Notes | Notes | Notes |
| Training/support | Notes | Notes | Notes |
| Typical placements | Notes | Notes | Notes |
| Timeline | Notes | Notes | Notes |
| My fit/feel | Notes | Notes | Notes |
Give each provider a 1–5 for out-of-hours, matching, and communication clarity. The highest combined score is usually the best real-world fit.
Follow-up email template (keeps things clear)
Copy/pasteSending a short follow-up after a call helps you confirm details and prevents misunderstandings later.
Subject: Quick follow-up - fostering enquiry
Hi [Name],
Thank you for your time today. I'm comparing a few providers and wanted to confirm a couple of details so I can make a fair comparison:
- Out-of-hours support: who answers, and typical response time?
- Payments/expenses: what's included vs reimbursed, and how/when expenses are repaid?
- Timeline: what are the next steps and a realistic timescale to start assessment?
If you have links or a document that explains payments/expenses and support, that would be really helpful.
Thanks again,
[Your name]
Red flags worth tracking
These are not "automatic no" items on their own - they're signals to slow down and compare.
Support feels vague
"Someone is always available" but no detail on who answers, response time, or escalation.
Pressure tactics
Rushing you to commit, discouraging you from comparing, or dismissing reasonable questions.
No written follow-up
Avoiding sending links/policies (especially for payments/expenses) after you ask.
They answer clearly, send you links/policies without fuss, and encourage you to take your time.