By James McCabe, editor · How this site is researched

You just got home from a visit with the child on your case. The details are sharp right now: the exact words the child used, what the foster mother said about school. In three weeks, when your court report is due, most of that will be gone unless you write it down tonight. This guide covers what a case note should contain, when to enter it, the rules that require notes, and what your supervisor looks for in your file.

Why notes are not optional

Some states put the duty in writing. Washington's Guardian ad Litem Rule 2(p), adopted by the state Supreme Court in 2001 and published in the Washington State Register, says a guardian ad litem "shall maintain documentation to substantiate recommendations and conclusions" and must keep records of actions taken on the case. Rule 2(i) adds that the report must list the people interviewed and documents considered. You cannot build that list from memory.

Virginia's CASA regulation, 6VAC20-160, requires each program director to "develop and maintain procedures for case recordkeeping" (section 40) and makes "proper recordkeeping techniques" part of initial volunteer training (section 120). The report itself is required by Virginia Code section 9.1-153; notes are its raw material.

The National CASA/GAL Association Standards for Local Programs (effective January 1, 2025, updated March 25, 2025) say the same from the program side. Standard 8.F.5.o says the volunteer "maintains complete records about the case, including appointments, interviews" and other work done. Standard 10.B.2 requires the case record to stay current through contact entries and periodic progress notes. Under Standard 8.F.5.r, the file and notes go back to the program when the assignment ends. They belong to the case, not to you.

What one good entry looks like

A contact log entry is a short, factual record of one contact:

Compare two versions of one visit. Weak: "Visited J. at the foster home. He seemed sad and the home was messy. Foster mom is overwhelmed." Strong: "Visited J. (age 7) at the foster home, 4:15 to 5:00 p.m. J. did not look up for the first few minutes. When I asked about school he said, 'I got moved to a new reading group.' Dishes were stacked in the sink. Foster mother said she has had a cold for a week and the agency has not returned her call about respite. Follow-up: call the case manager about respite by March 8."

The second version gives the court something to weigh. The first gives it your mood. "Sad" and "overwhelmed" are conclusions; write what led you to them. If you record an opinion, label it: "My impression was that..."

When to write it

The CASA of Arizona volunteer FAQ, published by the Arizona Supreme Court's Administrative Office of the Courts, tells volunteers to use "an online contact log to track all of the work that they do on a case" and says logs "must be sent to your CASA office on a frequent basis after each time you visit a child." Many programs ask for the entry the same day, typically within 48 hours at most. If you cannot finish it that night, jot the date, time, who was there and any direct quotes, then complete it the next day.

Log the small contacts too: a two-minute call with the case manager, a text from the foster parent, a voicemail left for the therapist. Standard 8.F.5.g requires an in-person meeting with the child at least every 30 days, and any exception must be "documented and retained in the program's case record." A missed visit with a written reason is a record; one with nothing is a gap.

What your supervisor checks

Standard 8.E.5 says the supervisor reviews the case and the volunteer's work on an ongoing basis and at closure, and Standard 8.E.2 requires supervisor contact at least monthly. In a file review, expect a check for a dated entry for every in-person visit with the child; monthly contact with the caregiver and caseworker; contact with the child's attorney, school and medical providers, often expected quarterly; a short monthly progress note; and entries that match the facts in your last court report.

Standard 8.F.5.p says you discuss every recommendation with your supervisor before it goes to the court, which only works if the notes show how you got there. Standard 8.F.6 cuts the other way: the supervisor does not change your report without your knowledge and documented agreement.

Keeping notes private

Your notes hold names, medical details and allegations. Virginia's section 6VAC20-160-70 requires volunteers to follow program policy on "confidentiality of records and information," and the Arizona FAQ calls sharing case details with your own family members "a breach of confidentiality." In practice: use the program's system rather than a personal app, and do not email case details to a personal account. Notes may also be requested; Washington's Rule 2(p) says records must be made available on written request as the law allows. Write every entry as if a parent's attorney will read it aloud in court; one day that may happen.

From notes to report

At report time, sort your entries by topic: placement, school, health, parent visits, the child's words. Each sentence in the report should trace back to a dated entry. Our guide on writing a GAL court report covers structure, and effective home visits covers what to look for.

Programs differ. Washington's Rule 2 covers every guardian ad litem in that state; Virginia's 6VAC20-160 covers CASA programs under the Department of Criminal Justice Services. Your program's manual controls; when it differs from this guide, follow the manual. Your state's page, such as Washington, Virginia or Arizona, lists the rule and program that apply to you; more are on the guides hub.

Common questions

How soon after a visit should a CASA volunteer write the case note?

Programs typically ask for the entry the same day and no later than 48 hours. CASA of Arizona, for example, says contact logs must go to the CASA office on a frequent basis after each child visit. Exact words fade fast, so at least jot the date, time, who was present and any direct quotes right away.

Do I have to log phone calls and texts, or only visits?

Log every contact, including short calls, texts, emails and record reviews. The National CASA/GAL standards require the case record to stay current through contact entries and periodic progress notes, and supervisors look for monthly contact with the caregiver and caseworker, not just the child.

Who owns my case notes when the case closes?

The program does. National CASA/GAL Standard 8.F.5.r says the volunteer returns the case file and notes to the program when the assignment ends, and the program keeps records for at least seven years after closure unless a court or statute says otherwise.

Can a parent's attorney see my notes?

It depends on the state and the court. Washington Guardian ad Litem Rule 2(p), for example, requires the guardian ad litem to make records available on written request as the law allows. Write every entry as if it will be read in court.

This is general information, not legal advice. Rules differ by state, county and courtroom, and they change. Verify anything time-sensitive with your supervising GAL staff, the court or a licensed attorney in your state.