Setting up your Herbert Protocol form: a step-by-step guide for peace of mind

When you're caring for someone with dementia, there are so many things to think about and plan for. One of the biggest worries many carers face is the possibility of their loved one going missing. It's a frightening thought, but having a Herbert Protocol form ready can give you one less thing to worry about during what could be a very stressful time.

The Herbert Protocol is a simple system that helps police locate missing people with dementia more quickly. Instead of trying to remember important details when you're panicked and under pressure, you'll have everything the police need ready to go. Let's walk through setting it up together, step by step.

What is the Herbert Protocol?

The Herbert Protocol is a national scheme used across the UK to help find missing people with dementia as quickly as possible. Named after George Herbert, a war veteran with dementia who went missing in 2011, the protocol involves completing a form with key information about your loved one before they go missing.

This isn't about expecting the worst – it's about being prepared, just like keeping a first aid kit handy or knowing where your home insurance documents are. The Alzheimer's Association reports that around 6 in 10 people with dementia will wander at some point, so having a Herbert Protocol form ready makes good sense.

Getting started: what information you'll need

Before you sit down to fill out the form, it's worth gathering all the information you'll need first. This way, you can complete it in one go without having to hunt around for details. Here's what you'll need to collect:

Personal details and medical information

• Full name, date of birth and address

• NHS number (you'll find this on any recent medical correspondence)

• Name and contact details of their GP

• Current medications and dosages

• Any medical conditions or allergies

• Details of who has legal authority to make decisions (if applicable)

Physical description

• Height, weight and build

• Hair colour and style

• Eye colour

• Any distinguishing marks, scars or tattoos

• Usual clothing preferences or favourite outfits

Don't worry if you don't know some details exactly – an approximate height or "usually wears navy cardigans and comfortable shoes" is better than leaving sections blank.

Taking the right photograph

A recent, clear photograph is one of the most important parts of your Herbert Protocol form. The police will use this to help identify your loved one and may share it with search teams if necessary.

What makes a good Herbert Protocol photo:

• Taken within the last six months

• Shows their face clearly from the front

• Good lighting that shows natural skin tone

• Minimal background distractions

• Shows how they typically look day-to-day

Avoid formal portrait photos or pictures from special occasions where they might look very different from usual. A simple photo taken in good natural light, perhaps by a window, often works best. If your loved one's appearance changes frequently, consider taking a new photo every few months and updating your form accordingly.

Recording favourite places and meaningful locations

This section often helps police narrow down search areas quickly. People with dementia frequently try to return to places that hold special meaning for them, even if they haven't lived or worked there for years.

Think about places that might draw your loved one:

• Previous homes or addresses where they lived for a long time

• Former workplaces, especially if they had a long career there

• Places of worship they attended regularly

• Favourite shops, cafés or pubs they visited often

• Parks, gardens or outdoor spaces they enjoyed

• Friends' or family members' homes they visited regularly

Include specific details like "the Morrisons on High Street where she did weekly shopping for 20 years" rather than just "local shops".

Completing the lifestyle and routine section

Understanding your loved one's daily patterns and preferences helps search teams know where to look and when. This section should cover:

Daily routines and habits

• What time they usually wake up and go to bed

• Preferred walking routes or areas they like to visit

• Whether they tend to wander more at certain times of day

• Favourite activities or hobbies they might try to pursue

Social connections

• Names and addresses of close friends or neighbours

• Regular appointments like hairdresser visits or medical check-ups

• Community groups or activities they're involved with

Important life events or concerns

This might feel like a difficult section to complete, but it's often crucial. People with dementia sometimes become focused on significant events from their past or worry about responsibilities they feel they still have.

Examples might include:

• A deceased spouse they might be looking for

• Children or grandchildren they feel they need to collect from school

• A job they believe they still need to get to

• Pets or family members they worry about

Understanding these preoccupations helps police and search teams think like your loved one might be thinking.

Where to keep your completed form

Once you've completed your Herbert Protocol form, you need to keep it somewhere safe but easily accessible. Consider keeping copies in several places:

• One copy with your important documents at home

• A copy on your phone (take photos of each page)

• A copy with a trusted family member or friend

• Consider giving a copy to your loved one's care provider if they use one

Remember, you only submit the form to police if your loved one actually goes missing. Having it ready means you can email or hand it over immediately rather than trying to remember crucial details when you're worried and under pressure.

When to update your Herbert Protocol information

Your Herbert Protocol form isn't something you complete once and forget about. People's circumstances, appearance and behaviour can change, especially as dementia progresses. Plan to review and update your form:

• Every six months as a matter of routine

• Whenever there are significant changes to medication or health conditions

• If they move house or their daily routine changes substantially

• After any incidents of getting confused about where they are

• When you notice changes in their mobility or usual walking areas

Some police forces allow you to submit updated forms online, whilst others prefer you to complete a new form entirely. Check with your local police force to understand their preferred process.

Taking the next step

Completing a Herbert Protocol form might feel overwhelming, but remember – you're not doing this because something bad will definitely happen. You're doing it because you're a caring, thoughtful person who wants to be prepared.

Set aside an hour when you're feeling calm and have all the information to hand. If you find it emotionally difficult, ask a family member or friend to help you complete it. Sometimes having someone else ask the questions and write down the answers makes the process feel less daunting.

If you haven't already, you might also want to explore other ways to help keep your loved one safe. Our home safety information offers practical tips for making small changes that can reduce wandering risks, whilst our technology information suggests assistive devices that some families might find helpful.

The most important thing is that you've taken this positive step to be prepared. Having a Herbert Protocol form ready means that if the unthinkable happens, you can focus on what matters most – getting your loved one home safely.