Estate risk reporting and action record
- Version
- v1
- Updated
- 7 October 2026
- Reviewed
- 7 October 2026
- Audience
- Staff and pupils in maintained and academy primary and secondary schools, with access determined by the school's arrangements.
- Jurisdiction
- england
Blank fields · read-only preview
Use this record to report a risk or unsafe condition affecting buildings, grounds, equipment or access arrangements. Record what was reported, any immediate controls, the action assigned and what happened next.
Report details
Who is making this report?
RequiredSelect the category that applies. Do not identify a pupil by name unless this is necessary under the school's arrangements.
Choose one
- Staff member
- Pupil
- Other person authorised by the school
Name or identifier of reporter
Enter a name or suitable identifier if the reporter's identity is recorded under the school's arrangements. Leave blank where an anonymous report is permitted.
Name or identifier
Reporter contact details
Provide a school email address or other agreed contact route if follow-up may be needed. Complete only where applicable.
Email address or contact route
Date reported
RequiredEnter the date on which the risk was reported.
- Day
- Month
- Year
When was the risk observed?
Give an approximate time or relevant context, such as lesson, break, arrival or departure.
Approximate time or context
Issue and location
What risk or unsafe condition was raised?
RequiredDescribe what was seen, heard or reported, including the potential harm or people who may be affected. Do not include information that is not needed to manage the risk.
Describe the risk or unsafe condition
Where is the risk located?
RequiredGive the building, room, area, route or external location. Include a nearby landmark where helpful.
Building, room or external area
Type of location
RequiredSelect the location category that best describes where the risk was found.
Choose one
- Classroom or teaching space
- Communal area
- Toilets or changing area
- Corridor, stairs or circulation route
- Playground, sports area or other external area
- Plant, services or facilities area
- Boundary, entrance or access route
- Other location
Does the issue require immediate control?
RequiredSelect the current assessment based on the information available when this record is completed.
Choose one
- No immediate control identified
- Yes - area or equipment restricted
- Yes - warning or barrier provided
- Yes - service, equipment or access isolated
- Yes - urgent assistance or emergency arrangements initiated
What immediate controls were put in place?
RequiredRecord actions taken to reduce exposure while the issue is being assessed or resolved. If none were needed, state that.
Immediate controls or state that none were needed
Action and escalation
Escalation status
RequiredRecord whether the issue was passed to a person or team under the school's arrangements.
Choose one
- Not escalated
- Escalated to line manager or senior staff
- Escalated to estates or facilities team
- Escalated to contractor or specialist service
- Emergency service contacted
- Other agreed escalation route
Escalation details
If escalated, record who or which team was contacted, when, and any reference or response. Complete only where applicable.
Person or team, date, reference and response
What action has been assigned?
RequiredState the corrective or preventive action needed to address the issue.
Describe the assigned action
Who is responsible for the action?
RequiredEnter the responsible role, person or team under the school's arrangements.
Responsible person, role or team
Target completion date
RequiredEnter the agreed date for completing the assigned action.
- Day
- Month
- Year
Current action status
RequiredUpdate this record as the action progresses.
Choose one
- New
- Under review
- Action assigned
- In progress
- Completed
- Closed - no further action identified
Completion and evidence
Date action completed
Complete when the assigned action has been completed. Leave blank while the action remains open.
- Day
- Month
- Year
What evidence shows how the issue was acted upon?
Describe the inspection, repair, communication, decision or other record that demonstrates the action taken. Do not attach files in this form.
Describe the action taken and supporting record or reference
Is follow-up required?
RequiredSelect whether further monitoring, review or communication is needed.
Choose one
- No further follow-up identified
- Yes - monitor the area or control
- Yes - review the action or risk assessment
- Yes - communicate an update to affected people
- Yes - other follow-up
Follow-up details
If follow-up is required, record the activity, responsible person or team and expected date. Complete only where applicable.
Follow-up activity, owner and expected date