New work equipment conformity and obvious-defect check
- Version
- v1
- Updated
- 7 October 2026
- Reviewed
- 7 October 2026
- Audience
- Maintained and academy primary and secondary schools in England, excluding independent schools.
- Jurisdiction
- england
Blank fields · read-only preview
When to use this form
Complete this form when the school receives, installs or commissions new machinery or other work equipment within the scope of relevant product-supply requirements. Complete the checks before the equipment is put into use.
Equipment and review details
Equipment name and type
RequiredState what the equipment is, for example bench drill, woodworking machine, powered hand tool or catering equipment.
Enter equipment name and type
Manufacturer or supplier
RequiredRecord the manufacturer, supplier or distributor named on the equipment or accompanying documentation.
Enter manufacturer or supplier
Model, serial number or other equipment identifier
RequiredUse the identifier shown on the equipment or its accompanying records.
Enter model or serial number
School location or department
RequiredRecord where the equipment will be installed or used.
Enter room, workshop or department
Date of check
RequiredEnter the date on which this receiving or commissioning check is completed.
- Day
- Month
- Year
Name of person completing the check
RequiredRecord the person who carried out the checks.
Enter name
Documentation and information
The relevant Declaration of Conformity is present and has been checked
RequiredCheck the documentation supplied with the equipment and record any discrepancy in the corrective-action section.
- Tick when complete
Declaration of Conformity reference or details
Record the document reference, date or other identifying details. If the document is absent, incomplete or does not appear to cover the equipment, describe that in the corrective-action section.
Enter reference or details
English user and maintenance instructions are present and have been checked
RequiredConfirm that the supplied instructions state how the equipment should be used and maintained.
- Tick when complete
User and maintenance instruction reference or details
Record the manual reference, revision or other identifying details. If instructions are absent, not in English or do not cover use and maintenance, describe that in the corrective-action section.
Enter manual reference or details
Condition and obvious-defect check
Intended use and maintenance context
RequiredDescribe how the school intends to use and maintain the equipment, including the setting and the people expected to use it.
Describe intended use and maintenance
Obvious-defect check completed
RequiredCheck the equipment in light of its intended use and maintenance. Look for obvious unsafe conditions, including missing guards or other visible defects.
- Tick when complete
Conditions observed during the check
RequiredSelect all conditions that apply. If no issue was observed, select the corresponding option.
Choose all that apply
- No obvious defect observed
- Missing, damaged or ineffective guard
- Other visible defect or unsafe condition
- Condition could not be confirmed
- Other
If other, please specify
Defect or unresolved-condition details
RequiredDescribe any missing guard, visible defect, unsafe condition or uncertainty, including its location and the equipment part affected. If none applies, enter “None”.
Describe defects or enter None
Corrective action and acceptance
Outcome of this check
RequiredSelect the current outcome based on the checks recorded above.
Choose one
- Accepted for use before commissioning or use
- Not accepted until specified actions are completed
- Rejected or quarantined pending further review
- Escalated for competent technical or safety review
Corrective action required or completed
RequiredRecord actions such as obtaining missing documentation, obtaining English instructions, replacing or fitting a guard, arranging technical review, or preventing use until the issue is resolved. If no action is required, enter “None”.
Describe corrective action or enter None
Person responsible for corrective action
RequiredIf corrective action is required, record the responsible person or role. If no action is required, enter “None”.
Enter person or role, or None
Corrective-action due date
If corrective action is required, enter the date by which it is due. If no action is required, leave this blank.
- Day
- Month
- Year
Basis for acceptance or non-acceptance
RequiredExplain why the equipment is accepted, why it is not accepted, or why further review is required. Refer to outstanding actions where relevant.
Explain the outcome
Follow-up review date
If action or further review is required, enter the planned follow-up date. If no follow-up is required, leave this blank.
- Day
- Month
- Year