How to write household notes about someone who cannot edit them

Write an observation with a date

Instead of “Robin hates afternoon visits,” write “Robin asked us to come before noon on May 3.” If the hour matters for another visit, ask again. A record of one request should not silently become a rule about a person. Record what happened, who reported it, and what the household needs to do differently. Keep the interpretation separate, particularly when it describes another person's habits.

Compare two entries

“Taylor was late again” tells the next reader little. “Taylor arrived at the south entrance at 3:15; the shared plan said north entrance at 3” gives two facts someone can check. It also suggests a better next step: confirm the entrance in one place before the next visit.

Offer a correction route

Where appropriate, let the subject see the wording or tell the person keeping the record what has changed. If two people disagree about an account, label the difference instead of presenting one person's inference as settled fact. Remove unnecessary personal commentary once the practical issue is resolved.