Imagine dropping your child off with a new caregiver, substitute teacher, or hospital nurse who has never met them before. Your child uses AAC. They communicate differently than most kids. And you have about ninety seconds to explain everything that person needs to know.
That's what a communication passport is for.
What Is a Communication Passport?
A communication passport is a short, portable document that tells other people how to communicate with your child. If you're new to AAC, our guide on what AAC is and how it works provides helpful background. The passport is written from the child's perspective ("I like..." and "I need...") and covers the essential information someone needs to interact with your child successfully.
The concept was developed by Sally Millar and Stuart Aitken at the CALL Centre in Edinburgh. Their original research (Millar & Aitken, 2003) focused on creating personal communication passports for people with complex communication needs. The idea was simple: give the person a way to introduce themselves when they can't do it through speech alone.
A communication passport is not a medical file. It's not an IEP summary. It's a friendly, accessible document that any person can pick up and understand in a few minutes.
Why Communication Passports Matter
New caregivers and babysitters
Every new person in your child's life starts from zero. They don't know that your child taps the table when they want more. They don't know that crying during a transition means "I need a warning." A communication passport gets a new caregiver from zero to functional in minutes instead of weeks.
Medical visits
Hospital stays and doctor appointments are stressful for any child. For a child who communicates through AAC, add the stress of being surrounded by people who don't know how to communicate with them. A passport taped to the hospital bed or clipped to a chart gives every nurse and aide the basics.
School transitions
New school year, new teacher. New classroom aide. New lunch monitor. A communication passport travels with your child and ensures continuity even when the people around them change. For more on this topic, see our guide on talking to school about AAC.
Respite care
Families who use respite services often work with rotating staff. A passport means you don't have to re-explain everything each time a new person walks through the door.
What to Include
A good communication passport is one to two pages. Brief enough that someone will actually read it. Here's what to cover.
1. Photo and name
A clear, recent photo and the child's name (including any nickname they respond to). This seems obvious, but it matters. The photo makes the document personal, not clinical.
2. How I communicate
This is the most critical section. Be specific.
- "I use the SabiKo app on my iPad to say words and sentences."
- "I also point, gesture, and make sounds."
- "When I say 'eh eh eh,' I usually want your attention."
- "I understand more than I can say. Talk to me normally."
Avoid jargon. Don't write "uses a high-tech SGD with symbol-based vocabulary." Write "I use a talking app on my tablet. I tap pictures and the app says the words out loud."
3. My likes and interests
What makes this child light up? This section helps new people connect with your child quickly.
- "I love dinosaurs, water play, and the color blue."
- "I like listening to music, especially songs with clapping."
- "My favorite show is Bluey."
4. What I find difficult
Honest information about challenges helps prevent misunderstandings.
- "Loud noises upset me. I may cover my ears."
- "I need extra time to respond. Please wait at least 10 seconds."
- "Transitions are hard for me. Use a visual timer and give me a warning."
5. What helps me
Practical strategies that work for this specific child.
- "Show me what's happening next using pictures or my AAC app."
- "If I'm upset, offer me a quiet space. Don't touch me until I calm down."
- "I respond well to choices: 'Do you want A or B?'"
6. Important people
Names and roles of key people in the child's life: parents, siblings, therapists, teachers. Include contact information if appropriate. This helps the reader know who to reach out to with questions.
7. Things to know in an emergency
Medical information, allergies, seizure protocols, or anything a caregiver absolutely must know. Keep it brief and clearly marked.
Example Communication Passport
Here's a simplified example to show what the finished product looks like.
My name is Maya. I'm 6 years old.
How I communicate: I use the SabiKo app on my iPad. I tap symbols and the app talks for me. I also nod for yes and shake my head for no. When I pull your hand, I want to show you something.
Things I love: Swinging, dogs, Play-Doh, the Frozen soundtrack, cheese pizza.
Things that are hard for me: Waiting, loud spaces, changes in routine. I need to know what's coming next.
What helps: Use my AAC app to show me what's happening. Give me 10 seconds to respond. Offer choices. A visual timer helps with transitions.
Important people: Mom (Sara, 555-0123), Dad (James, 555-0456), Speech therapist (Dr. Kim, Tuesdays at school).
Medical: Allergy to tree nuts. EpiPen is in my backpack, front pocket.
How to Create One
Option 1: Paper or digital document
You can create a passport using any word processor or design tool. Print it, laminate it, and keep copies in your child's backpack, at school, and with caregivers. A laminated single page survives spills, crumpling, and daily use.
Option 2: SabiKo's About Me feature
SabiKo includes an About Me tool built directly into the app. This means the communication passport lives on the same device as your child's AAC system. When a new person needs to understand how your child communicates, they can open About Me right on the tablet. It includes sections for My Communication, My Likes, My Dislikes, About Me, and How to Talk to Me, with share and PDF export built in.
The advantage of a digital passport inside the AAC app is that it's always with the child. Paper copies get lost. The app goes where the device goes.
Option 3: Combine both
Many families use the digital version as their living document (easy to update) and print refreshed copies every few months. This gives you the best of both approaches.
Tips for Writing a Good Passport
Use the child's voice. Write "I like" and "I need," not "he/she likes" or "the student requires." This shifts how the reader thinks about the child.
Be honest about challenges. Sugar-coating doesn't help. If your child bites when overwhelmed, the caregiver needs to know. Frame it constructively: "When I'm overwhelmed, I might bite. Please give me space and remove the stressor."
Keep it short. One page is ideal. Two pages maximum. If it's longer, people won't read it. You can always include a longer document for therapists and teachers who want more detail.
Update it regularly. Children change fast. A passport written six months ago may describe a child who no longer exists. Review and update every three to four months, or whenever something significant changes (new AAC system, new medication, new school).
Include a photo. This cannot be overstated. A document with a photo gets read differently than a document without one. The photo makes the child real to the reader.
What the Research Says
Millar and Aitken (2003) found that communication passports improved interactions between people with complex communication needs and unfamiliar communication partners. Staff who had access to a passport felt more confident engaging with the person and were more likely to use appropriate communication strategies.
Communication passports are especially valuable during transitions between services, such as moving from one school to another or from home to residential care. The passport provides continuity that institutional records can't match because it focuses on the person rather than the diagnosis.
Common Questions
At what age should I make one? As soon as your child begins interacting with people outside the immediate family. There's no minimum age. A passport for a two-year-old will look different from one for a teenager, but both are useful.
Should my child help create it? Absolutely, if they're able to participate. Even a young child can point to photos they like or choose which interests to include. For older children and teens, the passport should be a collaborative project. It's their introduction to the world.
What if my child's needs change frequently? Use a digital version as your primary document so you can update it quickly. Print new copies as needed. Some families review the passport monthly.
Can I share it with the school? Yes. In fact, sending a communication passport to school at the start of each year is one of the most effective things you can do. You can also request that AAC support be included in your child's IEP goals. It gives every adult who interacts with your child, from the teacher to the bus driver, a quick reference for how to communicate with them.
Getting Started
You can create a communication passport today. Open a blank document, write three to five sentences for each section listed above, add a photo, and print it. It doesn't need to be fancy. It needs to be accurate, brief, and available.
If your child uses SabiKo, set up the About Me profile in the app so the passport is always on their device. Then print a backup copy for the backpack.
Your child has things to say. A communication passport makes sure the people around them are ready to listen.
References
- Millar, S., & Aitken, S. (2003). Personal Communication Passports: Guidelines for Good Practice. CALL Scotland.
Download SabiKo free to set up your child's About Me communication passport today.