Word template · Reports
Agency worker suitability record (Conduct Regulations)
Before an employment agency or employment business introduces or supplies a work-seeker to a hirer, the Conduct of Employment Agencies and Employment Businesses Regulations 2003 set out what it must find out and pass on. This Word template records those checks for one worker, in the order of regulations 18 to 22: the information obtained from the hirer about the role (regulation 18); the worker's identity, the experience, training, qualifications and authorisations the role needs, and their willingness to do the work (regulation 19); the steps taken to protect the worker and the hirer (regulation 20); the information given to the hirer and the worker (regulation 21); and, for work with vulnerable people, the copies of qualifications and the two references from non-relatives (regulation 22). Formatix fills it from the CV, the booking and your compliance file. Yes and No are filled only where your file says so. It is a Formatix template, not an official form, and it does not give legal advice.
The Conduct Regulations duties are often spread across a registration form, a booking note and a reference log. This record puts them on one document per worker, in the order the regulations list them, so you can see what has been done for this booking and what has not. A CV line counts as the worker's claim, not as a confirmed requirement, and every gap goes on the Still needed list.
10 free credits, no card needed. One credit fills one document.
An editable file with neutral branding and a fictional example candidate, to fill in by hand. Formatix fills it automatically from a CV.
What's in the template
A record of the checks an employment agency or employment business makes before it introduces or supplies a work-seeker, set out by regulations 18 to 22 of the Conduct Regulations 2003: what the hirer told you, identity, the qualifications and authorisations the role needs, willingness to do the work, protection steps, references for work with vulnerable people, and what was passed to the hirer and the worker. Yes and No only as your file says. Not an official form and does not give legal advice.
- Information from the hirer (regulation 18)
- Identity, required qualifications and willingness (regulation 19)
- Protection of the work-seeker and the hirer (regulation 20)
- Information given to the hirer and the work-seeker (regulation 21)
- Vulnerable persons: qualifications and two references (regulation 22)
- Completed by, and Still needed before introduction or supply
What it's for: Keeping the record of the checks made before a worker is introduced or supplied.
WordDelivered as an editable Word file, or saved as PDF.
Who uses it
Employment agencies and employment businesses
One record per worker and booking, in your brand, laid out by regulation.
Care and social care staffing
The regulation 22 checks for work with vulnerable people: qualifications, copies offered and two references.
Compliance managers
A file you can show at an audit, with the missing items listed rather than hidden.
Every page of the example
The example is in Formatix branding with fictional content. When you pick this template, it is rebuilt with your logo, colours and fonts before you use it.
How you use it
- 1
Pick the template
Open Formatix, choose this template in Studio, and give us your website. We pull your logo, colours and fonts and rebuild the template in your brand. You see a sample before you use it.
- 2
Drop the CV, booking and your file
Upload the worker's CV with the hirer's booking and your compliance notes: identity check, certificates, references and what you sent the hirer. One credit fills one document.
- 3
Check, complete and keep
The filled record appears beside the original for checking. Follow up the items on the Still needed list, then download the Word file for the worker's file.
Download or automate? The free download is a plain file you fill in by hand. In Formatix the template is rebuilt in your brand, with your logo, colours and fonts taken from your website, and filled from a CV or your notes in about a minute. What you keep is the finished document: an editable Word, PowerPoint or Excel file.
Ask for changes in plain words, such as "move the photo to the right" or "add a Languages section", and the template is updated with the rest of its formatting kept. If you already have a document you send clients, upload that instead and Formatix turns it into a template. How Studio builds templates
Questions about this template
- Is this an official form?
- No. There is no prescribed form for these checks. The template follows the order of regulations 18 to 22 of the Conduct Regulations 2003 and its footer says it is not an official form and does not give legal advice.
- Will it confirm a qualification because it is on the CV?
- No. A CV line is the worker's claim. Formatix can put it in the evidence column, but the requirement is marked confirmed only when your notes say the agency has confirmed it.
- Where does the hirer's information come from?
- From the hirer's booking or your notes of it: the role, start date, likely duration, location, hours, known health and safety risks and expenses. None of it is taken from the CV, and health and safety risks read "None known" only when the hirer said so.
- Does it work out the date for written confirmation?
- No. Every date is copied as recorded. The template never calculates the third business day or any other deadline.
- Does it cover both agencies and employment businesses?
- Yes. The record says which one you are acting as, and fills the rows that apply: pay, pay intervals and notice for an employment agency, the type of contract for an employment business, only as your notes state.
Related templates and pages
WordKey Information DocumentThe Key Information Document an employment business gives an agency worker before terms are agreed (regulation 13A of the Conduct Regulations 2003), with PAYE, umbrella company and limited company versions and the example pay for one pay period. Rows follow the GOV.UK example KIDs (updated 7 April 2026). Pay, deductions, fees and every figure come only from the agency's terms; nothing is calculated. Not an official form and does not give legal advice.
WordRight to work check recordA record of one right to work check, laid out on the Home Office employer's guide (updated 1 October 2026): manual document check, Home Office online check with a share code, a digital verification service provider, or the Employer Checking Service. It records who did the check and how, the steps taken, the outcome, any follow-up date and the date the check was made. Nothing is assumed from a CV or nationality. Not an official form and does not give legal advice.
Use the agency worker suitability record in your brand
Give us your website, and the template is rebuilt with your logo, colours and fonts. Your first ten documents are free, with no card, valid for 14 days.
Formatix fills it from the CV for you: see our CV formatting software, or bulk CV formatting for a whole shortlist at once.