Word template · Reports
CQC staff file checklist template
A CQC staff file checklist records whether the information in Schedule 3 to the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014 is held for a person employed in a regulated service in England. This Word template follows the Schedule in order: proof of identity with a recent photograph, the criminal record certificate where it applies, evidence of conduct in previous care work, why earlier care roles ended, qualifications, a full employment history with a written explanation of any gaps, and health information. Formatix fills it from the CV, your records and your notes, ticks only what those documents state, and lists what is missing. It is a Formatix template, not an official form.
A staff file is usually complete in someone's head and incomplete on paper. This checklist shows the Schedule 3 position for one person on one page and a half, and anything missing lands on a list you can chase. CQC decides what is satisfactory, so the checklist records what is held and never says a file passes.
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
The staff file checklist a care provider or care agency keeps for each person employed, in the order of Schedule 3 to the 2014 Regulations: identity and a recent photograph, criminal record certificate, conduct in previous care work, why previous care roles ended, qualifications, full employment history with gaps explained, and health. For services regulated by CQC in England. Answers only from the file. Not an official form.
- Engagement: employee, agency, bank, contractor or volunteer
- Identity and recent photograph
- DBS level, certificate number, issue date and Update Service
- Conduct in previous care work and why those roles ended
- Qualifications and professional registration
- Employment history, health, right to work and Still needed
What it's for: Checking what a care worker's staff file holds against Schedule 3 before they start.
WordDelivered as an editable Word file, or saved as PDF.
Who uses it
Care agencies
A file check for every worker before the first shift.
Care homes and home care providers
The same layout across every service and every staff file.
Registered managers
Gaps in a file found before an inspector finds them.
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 in the documents
Upload the CV with your identity, DBS, reference and training records, or add a note of what you hold. One credit fills one document.
- 3
Check and send
The filled document appears beside the original for checking. Edit anything in place, then download the Word, PowerPoint or Excel file, or save it as PDF.
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
- Does this make a staff file compliant?
- No. It records what the file holds. Schedule 3 says satisfactory means satisfactory in the opinion of the Commission, so the judgement stays with you and CQC.
- Does it apply to agency staff?
- CQC's guidance on Regulation 19 says "person employed" includes agency and bank staff, volunteers and contractors. There is a tick for how each person is engaged.
- Does it cover volunteers?
- Yes, with one difference. Since 15 January 2024 the full employment history is not required for most volunteers (regulation 19(3A)), so it is not chased on a volunteer's file unless they are a provider, director or registered manager.
- What about Wales and Scotland?
- The checklist is written for services regulated by CQC in England. Other nations have their own regulators, so check their rules first.
- Does Formatix run DBS checks?
- No. It copies the level, number and dates from your records and never repeats what a certificate discloses.
Related templates and pages
WordFull employment history and gaps recordEvery period of a care worker's history with the gaps the dates show and the worker's own written explanation of each, for Schedule 3 paragraph 7. An explanation is never written for the worker: a gap with none goes on the Still needed list. Not an official form.
WordAgency care worker confirmationWhat a care agency sends a care home or home care provider before a worker's first shift: the booking, each check its file holds with the date and who checked, training with renewal dates, and what is outstanding. The agency's own document. Not an official form.
Use the cqc staff file checklist 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.