Care and support logistics
Ask for backup when a household helper cancels
When a helper cancels, name the task that is now uncovered, the day and time, and how soon you need an answer. Send the request only to people the person has approved. Describe what the task involves so a volunteer can judge whether they can do it.
A text to start with
[Helper] has cancelled their [task] on [date and time] for [person]. The task involves [plain description]. The person would prefer [their stated preference about who helps or how]. Draft a short request to [approved contacts] asking whether anyone can cover it, with a reply-by time of [deadline] and a way to answer: [route]. Do not state that anyone has agreed.
Example request. Change the details to fit your situation.Backup request worksheet
Helper who cancelled: [ ] Uncovered task: [ ] Date and time: [ ] Task in plain words: [ ] Estimated duration: [ ] What the cover person needs, such as a car or a key: [ ] Person's stated preference: [ ] Approved people to ask: [ ] Reply route: [ ] Reply-by date and time: [ ] Who replied: [ ] Who confirmed: [ ] Handover details sent: [ ] If no one answers, next step: [ ]
Gaps in the request
Read the draft as someone who might say yes. Is the task clear enough to know what it involves, including how long it takes and whether it needs a car or a key? Check that the message does not suggest a volunteer has already accepted or that the gap will be filled. Check the task against the roles and training already agreed for helpers. Do not assume a volunteer can take over care procedures or specialized work; ask the responsible coordinator to resolve any uncertainty. Confirm every recipient is approved and the person's preference is stated accurately.
Ask another agent to check the result
Check for wording that implies someone has already accepted or that the gap is settled. Compare the task with the approved helper roles and any supplied training requirements. Flag work outside those arrangements for the responsible coordinator to confirm. Check the recipient list without deciding whether someone is clinically qualified.
Handle the replies
Send the request to approved contacts and note who received it. When someone offers, confirm the task, time and handover details in writing, and tell the person who is coming. Decide in advance what happens if the deadline passes with no answer: ask a second group, move the task, or tell the person it will wait. Update your visit schedule once the gap is covered.