Estate Risk Report Form
- Version
- v2
- Updated
- 7 October 2026
- Audience
- Staff and pupils in maintained primary and secondary schools and academies in England who are enabled to report estate risks, plus the people responsible for managing and verifying reported issues.
- Jurisdiction
- england
Blank fields · read-only preview
When to use this form
Use this form where staff or pupils are enabled to report a risk affecting school buildings, external areas or access. Record enough information for the issue to be assessed, controlled, assigned and followed through to completion and verification.
Name of person reporting
RequiredProvide your name so that the report can be clarified if necessary.
Enter your name
Role or relationship to the school
RequiredFor example, pupil, teacher, support staff, premises staff, contractor or visitor.
Enter role or relationship
Date reported
RequiredEnter the date on which the risk was reported.
- Day
- Month
- Year
Type of estate risk
RequiredSelect all categories that apply.
Choose all that apply
- Building condition or fabric
- External area or grounds
- Access, egress or circulation
- Fire safety or emergency access
- Security or unauthorised access
- Utilities or building services
- Environmental condition, such as lighting, temperature, noise or ventilation
- Other
- Other
If other, please specify
Describe the reported risk
RequiredDescribe what was observed, what may happen, and any relevant circumstances. Do not include information that is not needed to manage the report.
Describe the risk and what was observed
Exact location
RequiredGive the building, area, room, route or access point. Include a nearby landmark where useful.
Enter the exact location
Date the risk was first observed, if known
Leave blank if the date is not known.
- Day
- Month
- Year
People who may be affected
RequiredSelect all groups that may be exposed or affected by the risk.
Choose all that apply
- Pupils
- Staff
- Visitors
- Contractors
- People with access or support needs
- Members of the public
- Not known
- Other
If other, please specify
How often or when does the risk occur?
RequiredDescribe whether it is continuous, occasional, linked to weather, linked to a particular activity, or otherwise time-dependent.
Describe the frequency, timing or trigger
Could there be immediate danger before the issue is addressed?
Select this if urgent action may be needed to protect people or prevent further harm.
- Tick when complete
Immediate controls already put in place
RequiredRecord any actions taken at the time of reporting, such as restricting access, warning people, isolating an area or notifying a responsible person. Do not take action that is unsafe or outside your role.
Record immediate controls and who was notified
Additional information relevant to the report
Describe relevant observations, previous reports, barriers to access or other information. Do not use this field to provide a file or upload.
Add relevant information
Responsible owner for managing this report
RequiredEnter the named person, role or team responsible for coordinating the response.
Enter the responsible owner
Required action
RequiredState what needs to be done to remove, reduce or manage the risk, including any inspection, repair, assessment or further decision required.
Describe the required action
Target date for action
RequiredEnter the date by which the planned action is expected to be completed or reviewed.
- Day
- Month
- Year
Escalation or referral required
RequiredSelect all routes that apply. If no escalation or referral is required, select that option.
Choose all that apply
- Site or premises management
- School leadership
- Health and safety lead or adviser
- Specialist contractor or competent person
- Emergency services
- No escalation or referral identified
- To be determined
- Other
If other, please specify
Escalation details and decision
RequiredRecord who was notified, when, the reason for escalation, and any instruction or decision received. If no escalation was required, explain why.
Record escalation details and decisions
Current action status
RequiredSelect the status that applies when this form is updated.
Choose one
- Reported and awaiting review
- Under review
- Immediate controls in place
- Action in progress
- Action completed and awaiting verification
- Closed after verification
- No further action identified
Date action was completed, if applicable
Complete this field only when the required action has been completed.
- Day
- Month
- Year
Completion summary
Describe the action completed, including any remaining limitations, temporary controls or further work needed.
Summarise completed action and any remaining issues
Verification method
Select how completion or the continuing control was checked.
Choose one
- Visual check
- Site inspection
- Functional test
- Review of relevant records
- Confirmation by responsible person
- Not yet verified
- Other
If other, please specify
Date verified, if applicable
Complete this field when the action or control has been checked.
- Day
- Month
- Year
Verification outcome and reviewer
Record whether the risk was controlled, any residual issue, the name or role of the reviewer, and any follow-up required.
Record the verification outcome and follow-up