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Ofsted Inspection Checklist for Nurseries: 26 Records to Have Ready
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When Ofsted calls, you'll usually get until the next morning. For most nurseries, the notification call comes by 10am on the working day before the inspection - which means the evidence you need has to already exist, already be current, and already be findable.
Under the framework Ofsted has used since November 2025, inspectors prioritise sampling your recruitment checks and DBS records early in the visit, alongside paediatric first aid certificates and attendance records. Expired certificates and incomplete staff files are among the most common reasons settings are marked down on safeguarding - which is now judged simply met or not met. If you are new to the current format, read our guide to Ofsted report cards.
This checklist covers the 26 core records inspectors expect a nursery to evidence, in three groups: staff records, policies, and setting-level certificates.
Already have the inspector's name? Use the free Inspector Briefings search to see the verified published-report count and date range before deciding whether to buy a preparation briefing.
Skip the manual check: DullDocs connects read-only to your OneDrive or SharePoint, finds these 26 records automatically, and flags anything missing or expiring. Run a free readiness scan - no card required.
Staff records (8)
Inspectors typically start here. Expect your staff files and staff suitability records (your single central record, or equivalent) to be sampled within the first hour.
01DBS certificate
Enhanced DBS with barred-list check for every staff member working with children. Checked against your staff suitability records (your single central record, or equivalent).
02DBS Update Service check
Evidence of status checks for staff registered with the Update Service, with dates recorded.
03Safeguarding training
Since September 2025, safeguarding training must be renewed at least every 2 years, and must meet the criteria in the EYFS training annexe. Keep certificates and renewal dates for every practitioner, plus evidence of ongoing CPD between renewals.
04Prevent duty training
Evidence that staff understand their obligations under the Prevent duty.
05FGM awareness training
Completion records for relevant staff.
06Paediatric first aid certificates
Renewed every 3 years, from a provider meeting the EYFS criteria. Since September 2025, staff must hold valid PFA to count in ratios (including volunteers aged 17+, and students and apprentices aged 16+). At least one full-PFA holder must be on the premises at all times children are present, on outings, and present during meals. Inspectors check both validity and coverage across your rota.
07Food hygiene training
Certificates for staff preparing or handling food.
08Suitability declarations
Signed staff suitability and disqualification declarations, plus health suitability. Since September 2025 you must also hold references obtained before employment started for staff recruited after that date.
Policy records (8)
Inspectors don't just check the policy exists - they ask staff about it. A policy nobody has read is a finding waiting to happen.
09Safeguarding and child protection policy
Must now include your safer recruitment procedures and name your Designated Safeguarding Lead (a DSL is mandatory in every setting since September 2025). Reviewed at least annually.
10Safer sleeping policy
Reflecting current guidance on sleep checks and cots.
11Medication policy
Administration, storage, parental consent and recording.
12Allergy policy
Individual allergy plans, food handling controls, and staff awareness (inspectors frequently ask kitchen and room staff about specific children's allergies).
13Complaints policy
With your complaints log available.
14Behaviour policy
Including physical intervention recording.
15Whistleblowing policy
Staff must know how to escalate concerns about colleagues or managers.
16Data protection policy
UK GDPR-compliant handling of children's and families' data.
For each policy, be ready to show the review date and evidence staff have read and acknowledged the current version. A timestamped acknowledgement trail answers the inspector's follow-up question before it's asked.
Setting records (10)
The certificates that prove your premises are safe. Most have fixed renewal cycles - the most common failure is simple expiry.
17Ofsted registration certificate
Displayed and current.
18Public liability insurance
Current certificate displayed.
19Fire risk assessment
Reviewed regularly and after any significant change to the premises.
20EICR (electrical installation condition report)
Typically renewed every 5 years.
21Gas safety certificate
Annual, where applicable.
22PAT testing records
Portable appliance testing at intervals appropriate to your risk assessment.
23Legionella risk assessment
Reviewed regularly, with any monitoring records.
24Asbestos survey / management plan
Where applicable to the building's age.
25Emergency lighting test records
Where installed.
26Fire alarm service and drill records
Servicing records plus your evacuation drill log.
Download the checklist
Prefer to fill it in on your device? Get the free fillable Ofsted readiness checklist - complete it on screen, then print or save as PDF. Anything expiring in the next 90 days goes on the action list.
How DullDocs keeps this checklist green
Doing this audit once is a morning's work. Keeping it current is the hard part - certificates expire, staff join, policies get revised. DullDocs scans the OneDrive or SharePoint folders you already use, tracks all 26 record types, flags what's missing or expiring, and gives every setting a live red/amber/green register. Run a free readiness scan or book a 20-minute demo.
A note on scope
DullDocs is a compliance evidence register, not Ofsted consultancy or legal advice. Requirements summarised here reflect the EYFS statutory framework and Ofsted guidance as of July 2026 - always check the current versions on gov.uk.
Frequently asked questions
How much notice does Ofsted give before a nursery inspection?
You'll usually receive a phone call by 10am on the working day before the inspection begins - roughly 24 hours' notice. You'll then have a planning call to discuss your setting and share your self-reflection. If Ofsted is inspecting in response to a complaint, the visit can be unannounced.
What documents does Ofsted ask to see first?
Under the current operating guidance, inspectors prioritise recruitment and suitability evidence early in the visit: your staff suitability records (your single central record, or equivalent), DBS checks, paediatric first aid certificates and attendance records. Have these ready before the inspector arrives.
Is safeguarding still graded?
No. Since November 2025, safeguarding is judged met or not met on the report card, separately from the graded evaluation areas. Gaps in staff checks, training renewals or policy implementation are the fastest route to "not met".
How long are paediatric first aid certificates valid?
Three years. Since September 2025, valid PFA is also required for staff, volunteers (17+) and students/apprentices (16+) to be counted in ratios - so one expired certificate can put you out of ratio, not just out of date.
Do all staff need safeguarding training?
Yes, and since September 2025 it must be renewed at least every 2 years and meet the EYFS training criteria. Your Designated Safeguarding Lead needs DSL-specific training.
Run a free readiness scan
Connect OneDrive or SharePoint and DullDocs flags missing or expiring compliance records - DBS, first aid, policies, certificates - so you're ready before Ofsted calls.