One of the aspects of my work that I truly love is creating communication passports. These are simple but powerful tools that capture all the unique ways a young person communicates when they cannot speak for themselves.
I began making communication passports with the free templates from Call Scotland, which offer versions for children, adults, and mini passports, and these templates have been a reliable go-to ever since. When collating the information shared by those that know the young person, I adjust the sections and headings for a person-centred approach. I include symbols and photos of the young person and link other important information, for example, physio programmes, manual handling guidance, healthcare plans, or emergency protocols. Every passport is different because every young person is different.
What’s really important is that communication passports aren’t just made and tucked away. They should be shared with everyone who supports the young person, carried with the young person so it’s always there when needed and be accessible to the young person themselves.
For me, communication passports are all about connection. They give people the tools to understand and respond to a young person’s communication, which can ease anxieties, build trust, and make transitions so much smoother and more positive. And that’s why I enjoy creating them so much.
Why is a Communication Passport important?
• It shares your young person’s ways of communicating — gestures, signs, sounds, facial expressions, speech or devices.
• It helps others understand how the young person expresses their needs, emotions, and preferences.
• It supports smooth transitions. Whether the young person is moving to a new setting, meeting new teachers, or visiting healthcare providers, the communication passport promotes consistency.
• It gives teachers, support workers, or healthcare staff get clear, practical information on how best to communicate and support the young person.
• It highlights the young person’s strengths, sharing what they enjoy, what they are good at, and how they learn best.
• It keeps the young person at the centre. Communication passport are always written in a person-centred way.
• Uses first-person language (e.g., “I like…”), helping others see the world from the young person’s point of view.
When should it be updated?
• Any time there’s a change — new settings, new support staff, new interests, or changes in communication.
• At least once a year, or sooner if needed.
Top tips to create a communication passport.
• Involve the young person themselves as much as possible in creating their passport.
• Collaborate with people who know the young person well (e.g., family, carers, teachers, support workers) to build a fuller picture.
• Remove or adapt page headings that aren’t relevant.
• Use clear, simple language.
• Focus on strengths, not just challenges — highlight what the young person can do.
• Include visuals (photos, symbols, or icons) to support understanding if appropriate.
• Keep it up to date to reflect any changes in needs or preferences.
• Present all information about behaviour in a positive and constructive manner.
• Ensure that other key documents are referenced and included as needed, such as:
- Eating & Drinking programmes
- Manual handling guidelines
- Physiotherapy stretch routines
- Speech therapy reports
- Sensory profiles
- Health care plans, including emergency protocols and medical needs
• Share it with everyone who supports the young person, including new staff or services.
