Record every exchange the same way
Use the same fields for everyday exchanges, late exchanges and missed exchanges. This makes the pattern easier to read later. A normal entry can be as simple as “10:00 exchange completed on time, no issues.”
Start with scheduled versus actual time
The most important pair is planned time and actual time. Write both. If the exchange did not happen, write when you arrived, how long you waited and when you left.
Keep the location and people present simple
Write the exchange place and who was there. Do not add labels such as “hostile” unless you also describe the observable behavior. A calm record is easier to trust.
Attach messages only when they explain the event
You do not need to attach every message. Attach the message that changed the time, explained the delay, confirmed the location, or showed that someone did not attend.
Record child impact carefully
If the child missed school, dinner, sleep, medication, an activity or travel, write that plainly. Do not ask the child to help prove the event.
Review patterns, not one-off annoyances
A single five-minute delay may not matter. A repeated pattern of late returns or missed pickups may. Consistent entries help you tell the difference.
Close the entry while the facts are fresh
Add the recorded time, source references and any later note before moving on. If a detail is uncertain, label it as unknown or approximate instead of filling the gap from memory.
Exchange record flow
Use the same order each time so the record is easy to scan.
What time and place were expected?
When did you arrive or become ready for pickup?
Was the exchange completed, late, changed or missed?
Which message, receipt or note supports the entry?
What practical effect did it have on the child or schedule?
Example: late exchange entry
This example stays factual and avoids guessing why the delay happened.
- Scheduled exchange
Friday 17:00 at the library car park.
- Actual exchange
Child arrived with Parent B at 17:28.
- Message
Parent B texted at 17:06: “Traffic. There in 20.” Screenshot attached.
- Child impact
Dinner was moved later. No school or medical impact recorded.
- Follow-up
No reply needed. Marked as late exchange.
Copyable exchange note
Use this for everyday exchanges as well as problem exchanges.
DATE:
CHILD:
SCHEDULED TIME AND PLACE:
ACTUAL TIME AND PLACE:
WHO WAS PRESENT:
OUTCOME: on time / late / changed / missed
MESSAGE OR NOTE:
CHILD OR SCHEDULE IMPACT:
EVIDENCE ATTACHED:
FOLLOW-UP NEEDED:
NOTES:How Casewell can help
Casewell keeps dated notes and their files together, then exports the ones you choose as a PDF for a lawyer, a mediator or your own records.
Do I log good exchanges too?
Yes. Normal entries make the record more balanced and help show what usually happens.
Should I photograph every exchange?
No. Only keep photos if they are lawful, safe, focused and actually explain the record.
What if the other parent is only a few minutes late?
Log it calmly if you are keeping a regular exchange record. Small delays usually matter only as a pattern.
Sources
Legal steps and terms vary. These official sources were checked for the general points used in this guide.