New Machinery Conformity and Pre-Use Check
- Version
- v1
- Updated
- 1 October 2026
- Audience
- Primary and secondary schools in England, including maintained schools and academies, when receiving, installing or commissioning new machinery or other work equipment.
- Jurisdiction
- england
Blank fields · read-only preview
Complete this form when the school receives, installs or commissions new machinery or other work equipment. Do not put the equipment into use until the checks and any required actions have been completed.
Equipment and review details
Equipment or machinery name
RequiredEnter the name used by the school or shown on the equipment documentation.
Enter equipment name
Model, serial number or other identifier
RequiredRecord the identifier that distinguishes this item from other equipment.
Enter model or serial number
Manufacturer name and address
RequiredRecord the manufacturer details shown on the equipment or accompanying documentation.
Enter manufacturer name and address
Date received by the school
RequiredEnter the date the school received the equipment.
- Day
- Month
- Year
Date of conformity and pre-use review
RequiredEnter the date on which this review was carried out.
- Day
- Month
- Year
Reviewer name and role
RequiredIdentify the person completing this form.
Enter name and role
Conformity documentation and instructions
Declaration of Conformity status
RequiredSelect the status verified during this review.
Choose one
- Present and verified
- Not present
- Present but not verified
- Not applicable to this equipment
Declaration of Conformity reference or document location
RequiredRecord the reference number or where the document is stored. If it is absent, state that it was not provided.
Enter reference or document location
English user instructions status
RequiredCheck whether instructions in English are provided and cover how the equipment should be used and maintained.
Choose one
- Provided and cover use and maintenance
- Provided but do not clearly cover use and maintenance
- Not provided
- Not applicable to this equipment
English instructions reference or document location
RequiredRecord the manual reference or where the instructions are available.
Enter reference or document location
Safety and intended use
Intended use and maintenance at the school
RequiredDescribe how the equipment will be used and maintained, including the setting and the people expected to use it.
Describe intended use and maintenance
Obvious safety condition
RequiredAssess the equipment in light of how it will be used and maintained, including whether it has missing guards or other obvious defects.
Choose one
- No obvious defects or missing guards identified
- Obvious defect or missing guard identified
- Assessment inconclusive
Defects, missing guards or other safety concerns
RequiredDescribe any concern identified. If none was identified, enter “None identified”.
Describe concerns or enter None identified
Intended-use risk assessment status
RequiredRecord whether the risks arising from the intended use and maintenance have been assessed.
Choose one
- Completed and available
- In progress
- Not completed
- Not applicable to this equipment
Risk assessment reference or required follow-up
RequiredRecord the risk assessment reference or describe what remains to be assessed or addressed.
Enter reference or required follow-up
Required actions before use
RequiredRecord any actions needed before the equipment can be put into use, such as obtaining documents, fitting guards, correcting defects or completing the intended-use risk assessment.
Record required actions or enter None required
Acceptance decision
Decision on putting the equipment into use
RequiredSelect one decision based on the completed checks and any outstanding actions.
Choose one
- Accepted for use
- Rejected pending corrective actions
- Held for further review
Decision rationale and follow-up owner
RequiredExplain the decision and identify who is responsible for completing or checking any follow-up actions.
Enter rationale and follow-up owner
I have recorded the evidence available at the time of this review and the decision taken
RequiredConfirm that the form is complete and accurately records the review outcome.
- Tick when complete