Care · Staff files
What must a CQC staff file contain?
Regulation 19 of the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014 requires the information in Schedule 3 to be available for each person employed. That means proof of identity with a recent photograph, a criminal record certificate where it applies, evidence of conduct in previous care work, why earlier care or vulnerable-people roles ended, relevant qualifications, a full employment history with a written explanation of any gaps, and health information relevant to the role. CQC's guidance says this must be confirmed before the person is employed, and that "person employed" includes agency and bank staff.
No card needed. Trial credits are valid for 14 days; plans start at £20 a month.
What Schedule 3 lists
- Proof of identity, including a recent photograph (paragraph 1).
- A criminal record certificate where the role is eligible, and an enhanced certificate with suitability information where it applies (paragraphs 2 and 3).
- Satisfactory evidence of conduct in previous work in health or social care, or with children or vulnerable adults (paragraph 4).
- Where the person has worked with children or vulnerable adults, verification of why that job ended, so far as reasonably practicable (paragraph 5).
- Documentary evidence of relevant qualifications, so far as reasonably practicable (paragraph 6).
- A full employment history, with a satisfactory written explanation of any gaps (paragraph 7).
- Satisfactory information about physical or mental health conditions relevant to the tasks intrinsic to the work, after reasonable adjustments (paragraph 8).
Points that catch people out
- "Satisfactory" means satisfactory in the opinion of the Commission (paragraph 9), so no checklist can promise a file will pass.
- Agency and bank staff, volunteers and contractors all count as persons employed in CQC's guidance.
- Since 15 January 2024 most volunteers do not need paragraph 7, the full employment history (regulation 19(3A)).
- Regulation 19(4) also requires registration with the relevant professional body where the law requires it.
- These rules are for services regulated by CQC in England. Other nations have their own regulators.
Doing it with Formatix
Upload the CV with your records, and Formatix fills a staff file checklist in Schedule 3 order, ticking only what the documents state and listing what is missing. It does not run checks, and it never writes a worker's explanation of a gap. New accounts get 10 free credits, valid for 14 days, with no card. Paid plans start at £20 a month, and one credit fills one document.
Sources
- Regulation 19, legislation.gov.uk/uksi/2014/2936/regulation/19 (read 30 October 2026).
- Schedule 3, legislation.gov.uk/uksi/2014/2936/schedule/3 (read 30 October 2026).
- CQC, Regulation 19: Fit and proper persons employed, page updated 16 May 2025, cqc.org.uk.
Frequently asked questions
- Do agency care workers need a full employment history?
- Yes. Schedule 3 applies to persons employed, and CQC's guidance includes agency staff. Only volunteers have an exception.
- How long does the employment history need to go back?
- Paragraph 7 says a full employment history, with a written explanation of any gaps. It sets no shorter period.
- Is there an official CQC staff file form?
- We found none. The Regulations list the information; how you hold it is up to you.
Try it on your own documents
Upload a document your firm already sends and a CV, and see the result in your own template.