Template checklist

Safer recruitment evidence checklist: the record behind the appointment.

A source-led checklist for keeping recruitment evidence and suitability decisions together, without treating one generic form as every sector's required record.

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What evidence should a safer recruitment file contain?

A safer recruitment file should show the role and criteria, the candidate information reviewed, the checks the employer was entitled and required to make, any gaps or concerns considered, and the named decision to appoint.

The exact checks depend on the role, regulated activity, sector and UK nation. Use the guidance for your setting and keep statutory records, such as a school's Single Central Record, in their required form.

Start with the rule

Write down the decision

Keep the policy, dates, calculation inputs and decision together so another person can understand what happened.

Check the current source

Do not request a higher level of criminal-record check than the role is eligible for. Use the current guidance for your sector and nation, and take qualified safeguarding or legal advice where suitability is uncertain.

A practical checklist

For a small team, a short repeatable process beats an impressive policy nobody follows.

Role description, person criteria and recruitment decision owner
Application history and the explanation of relevant gaps
Identity and right-to-work evidence
References requested, received and reviewed
Qualifications or professional registration required for the role
DBS or barred-list route where the role is legally eligible or requires it
Recorded assessment of concerns, discrepancies and any decision to proceed
Offer conditions, induction, supervision and outstanding follow-up work

Where software helps, and where it does not

HollyHR can keep the relevant people record, dates, documents, leave and working pattern in one place. It cannot decide a legal, medical or employee-relations question for you.