Kinship Care Scotland Document Checklist

Why You Need a Document System From Day One

When a child arrives in your care unexpectedly, the paperwork doesn't wait. You'll be dealing with your local council's social work department, HMRC, the DWP, and Social Security Scotland — four separate agencies, each with their own forms, their own evidence requirements, and their own processing timescales.

The carers who get their money fastest are the ones who gather documents early and keep copies of everything they send. Here's what you need and when to use it.

Documents for Your Council Kinship Care Application

Your local authority social work team needs these to assess your kinship care allowance application under Part 13 of the Children and Young People (Scotland) Act 2014:

Identity and relationship proof:

• Your passport or driving licence (photo ID)
• Birth certificates establishing the family link between you, the birth parent, and the child — the child's full birth certificate (the long form showing both parents)
• If the relationship is through marriage or a step-relationship, the relevant marriage certificate

Legal and care status:

• Copy of the Section 11 Kinship Care Order or CSO documentation from SCRA
• Social work records confirming prior looked-after status or the "at risk of becoming looked after" assessment
• If the placement is informal (no court order), any written correspondence from social work confirming their involvement

Financial verification:

• Your most recent Child Benefit award letter (or confirmation you've applied)
• Universal Credit breakdown statement showing your current elements
• Pension Credit award notice (if you're pension-age)
• Bank details for direct BACS payments

What if birth parents won't cooperate? If you can't get birth certificates because the parents refuse to hand them over, tell your social worker. National guidance says the council must use internal records — health visitor reports, social work case files, or legal searches — rather than refusing your application.

Documents for HMRC (Child Benefit and Guardian's Allowance)

Child Benefit (Form CH2):

• The child's birth certificate
• Your National Insurance number
• Your bank or building society details
• If you're not the child's parent, a brief explanation of the care arrangement

Submit CH2 immediately when the child arrives — don't wait for the council assessment. HMRC can backdate Child Benefit up to 3 months from receipt, so every week you delay is potentially money lost.

Guardian's Allowance (Form BG1):

• Your Child Benefit claim reference number
• Death certificate(s) for the parent(s)
• The child's full birth certificate
• Evidence regarding an absent surviving parent (if applicable)

Documents for Universal Credit or Pension Credit

Universal Credit (change of circumstances via your online journal):

• The child's date of birth and full name
• Confirmation of the care arrangement (Section 11 order, CSO, or informal placement documentation)
• If requesting a 16-week kinship work-search easement, confirmation from social work that the child has recently entered your care

Pension Credit:

• The child's details to add the child addition
• Your existing Pension Credit claim reference

Documents for Social Security Scotland

Scottish Child Payment, Best Start Grant, and Best Start Foods are administered by Social Security Scotland. Apply for Scottish Child Payment online through mygov.scot, and follow Social Security Scotland's application instructions for Best Start Grant and Best Start Foods. You can also call 0800 182 2222.

Keep these details available for the applications:

• Your National Insurance number
• The child's date of birth
• Confirmation that you receive a qualifying benefit (UC, Pension Credit, or one of the legacy benefits)
• Your bank details

Check the application instructions for each payment to confirm which documents are required.

Keeping Track of What You've Sent

With claims going to four different agencies, it's easy to lose track. A basic tracking system saves hours of frustration:

• Photocopy or photograph every document before you send originals to HMRC (they require original certificates but return them)
• Note the date you submitted each form — this matters for backdating calculations
• Save reference numbers for each claim (Child Benefit reference, UC journal reference, Social Security Scotland application number, council social work case reference)
• Log every phone call — date, time, the name of the person you spoke to, and what they told you

If a council officer tells you something verbally, follow up with a brief email confirming it: "Following our conversation today, I understand that [whatever they said]." This creates a written record you can refer to if there's a dispute later.

Application Timing

Use this as a submission sequence; confirm processing and backdating rules with the relevant agency:

Submit the Child Benefit claim promptly, but do not wait for it to finish processing before starting other claims for which you qualify. The council application runs in parallel. Our Scotland Kinship Financial Help Guide includes printable tracking worksheets and an evidence-gathering checklist so nothing falls through the cracks during those first hectic weeks.

See more Scotland guides →