Ofsted inspection checklist: what to do now, on the call, and on each day

Reviewed by Ben Parnell, former headteacher and trust chief executive. Last reviewed 25 September 2026.

A good Ofsted inspection checklist is short, and most of it is about keeping ordinary school records current rather than building anything new. Ofsted's own guidance for inspections from September 2026 says it does not need leaders to produce documents specifically for an inspection, and does not need information in any particular format as long as inspectors can get at it easily. This checklist follows the order an inspection actually runs in: the terms before, the week of the call, day one, day two and the weeks after.

Free download: the whole checklist as a Word document you can print and tick, Ofsted inspection checklist 2026 (Word). No sign-up needed.

What does Ofsted actually say you need?

Less than most schools assume. The inspection information for state-funded schools sets out what must be available to inspectors by 8am on the first day, and then lists what schools do not need to provide:

any information beyond what Ofsted asks for
information in any specific format, as long as it is easily accessible for inspectors
written evidence of oral feedback to pupils
predictions of attainment and progress scores
performance and pupil-tracking information
any specific document or plan in relation to the pupil premium

The same page says Ofsted does not expect leaders to produce written evidence against each standard in the toolkit, does not expect a formal self-evaluation, and does not expect a presentation or any additional documents about the school or its context. The toolkit adds that producing documents specifically for inspection "would create unnecessary workload."

So the checklist below is mainly about knowing where things are and making sure they are accurate. If a document exists only because someone thought Ofsted might want it, it is probably not on this list.

What should be in place now, term by term?

Schools can be inspected from five school days after pupils first attend in the autumn term, and most are inspected roughly once every four years. The call can therefore come in almost any week of the year, and the steady work matters more than any sprint.

Every term

Check the single central record against your recruitment files, including records of disqualification checks under the Childcare Act 2006 where they apply. The lead inspector looks at it as soon as possible on day one.
Refresh your attendance analysis so it covers all groups of pupils, not just the whole-school figure.
Review your logs of suspensions, permanent exclusions, internal isolation, bullying, prejudiced behaviour, sexual harassment and restrictive physical intervention. Inspectors are told to avoid auditing paperwork and to look instead at what leaders understand from their own analysis, so the question is what the log tells you and what you did about it.
Keep a current list of disadvantaged pupils, pupils with SEND, pupils known or previously known to children's social care, and pupils facing other barriers. Inspectors use it to choose a minimum of approximately six pupils for case sampling.
Check who is on a part-time timetable, flexi-schooling or remote education, and who attends off-site alternative provision, with provider names, addresses and URNs where they have one.

Autumn

Make sure your improvement priorities for the year are written down somewhere leaders and governors actually use, whether that is a school improvement plan or a trust strategy.
Confirm your staff list marks early career teachers, mentors and induction tutors.
Brief the office on what to do if Ofsted rings, and who deputises for the headteacher.

Spring

Ask governors or trustees how they assure themselves that leaders' priorities are the right ones. The toolkit asks inspectors to consider exactly this under governance.
Revisit your honest view of where the school sits in each evaluation area. Our guide to Ofsted self-evaluation covers how to structure it.

Summer

Update the site map and practical information for visitors.
Check your timetable and staff list will be ready to share at the start of the next term, since an inspection can land in the second week back.

What should you have ready in the week of the call?

The call normally comes between 9.30am and 10am on a Monday, or a Tuesday after a bank holiday or in the first week back after Christmas, Easter or the summer. The notification call guide covers the conversation in detail. After it, you receive a confirmation letter by email with links to the pupil and staff questionnaires and the list of information needed at the start.

On the day of the call:

Tell parents. The law requires the school to take reasonably practicable steps to notify parents of registered pupils, including those suspended, in alternative provision or away from school, and to notify relevant bodies including alternative providers. Ofsted supplies a letter you can send.
Share the staff and pupil questionnaire links, and the Parent View link.
Decide whether to have a nominee. It is optional, and schools are not disadvantaged without one.
Prepare for the planning call, which is normally a video call later that day in three parts: practicalities, the school's context and leaders' view of it, and the day one timetable.
Upload what you can to the inspection portal. Instructions come with the notification letter.

The documents inspectors ask for by 8am on day one

Strategic documents:

anything that sets out school improvement priorities or the longer-term vision, such as the school, federation or trust strategy
governing body minutes and governance documents (maintained schools) or trust board minutes and trust strategy documents (academies)
reports from any external evaluation of the school

Behaviour and attendance records:

an up-to-date analysis of attendance for all groups of pupils
pupils taken off roll and the reasons
suspensions, permanent exclusions, poor behaviour incidents and any use of internal isolation
use of alternative provision, pupils directed off-site and managed moves
bullying, harassment, discriminatory or prejudiced behaviour and derogatory language
sexual harassment and sexual violence
restrictive physical intervention
the list of pupils for case sampling

Operational documents:

Wi-Fi details, a map of the buildings and other practical information
the school timetable
the current staff list, showing ECTs, mentors and induction tutors
details of staff absence
the times of the school day, any planned interruptions, and any lessons or teachers that should not be visited

Safeguarding information, with secure access:

the single central record and any records about disqualification under the Childcare Act 2006
DBS and other safeguarding checks for volunteers in regulated activity
a list of referrals to the designated safeguarding lead, those passed to the local authority, and a very short note of how each was resolved
referrals to the local authority designated officer about staff or other adults
a list of pupils with open cases with children's services or social care, and pupils with a multi-agency plan

You may share a safeguarding audit, but it is not required.

What happens on day one, and what should you check?

Inspectors should not arrive before 8am, and should leave by 5pm other than in exceptional circumstances. The lead inspector meets the headteacher and nominee, confirms the timetable and checks the documents have arrived.

Have the single central record ready first. The lead inspector reviews it early so that any minor administrative gaps can be fixed while the team is still on site.
Agree the case sampling pupils at the start of the day.
Line up leaders for learning walks. These focus particularly on curriculum and teaching and achievement, and in primary and early years include listening to lower-attaining pupils read. Leaders can join and use them to explain context.
Protect break and lunch so inspectors can talk with pupils.
Free the designated safeguarding lead for a meeting with the lead inspector, usually with a sample of casework.
Free the SENCo for the afternoon, and any other leaders with an inclusion role.
Expect a short meeting with a randomly selected group of staff about safeguarding.
Brief the leaders for any focused meetings agreed on the planning call.

There is a reflection meeting around lunchtime and another at the end of the day, where inspectors share emerging evidence against the toolkit, starting from the expected standard. If evidence in an area already looks like a secure fit and leaders agree, inspectors may give an indicative grade and not gather more evidence there. Use these meetings to point to evidence you think has been missed.

What happens on day two?

Day two opens with a reflection meeting to agree any changes to the plan, and another follows around lunchtime.

Make sure governors or trustees are available on day one or day two. Inspectors must meet those responsible for governance, on a call if necessary. In an academy they meet the CEO or their delegate and the chair of trustees (or their delegate) with as many trustees as are available. Our guide to governor questions helps with preparation.
If you have early career teachers, expect inspectors to meet them at some point during the two days to ask about their mentoring and training.
Decide who attends the grading meeting at the end of the day. Leaders and the nominee are invited.
Invite the right people to the final feedback meeting. In a maintained school the chair and as many governors as are available can attend, and a local authority representative is always invited. In an academy the CEO or their delegate and the chair of trustees or their delegate can attend. Attendance is voluntary.

At feedback, inspectors give provisional grades for each evaluation area on the five-point scale (urgent improvement, needs attention, expected standard, strong standard, exceptional) and safeguarding as met or not met. The report card grades guide explains each one. Grades are provisional until quality assurance is complete.

What should you do after the inspection?

Share the findings with all governors or trustees, and anyone else you consider appropriate for support, but do not make them public or tell parents until the final report card arrives.
Expect the draft report card, normally within 18 working days of the end of the inspection.
You have 5 working days to comment on it for clarity or factual accuracy. See our factual accuracy check guide.
If you want to complain formally, Ofsted's complaints procedure asks for complaints within 5 working days of the draft report being issued.
When the final report card arrives, usually within 30 working days of the end of the inspection, make sure every parent receives a copy within 5 working days. Ofsted normally publishes it 5 working days after sending it to the school.
If any area is graded needs attention, Ofsted will usually monitor the school. The monitoring inspections guide explains what that involves.

Where InspectReady fits in

InspectReady is an inspection preparation platform with expert support for primary and secondary schools and trusts. It helps schools understand their evidence, prepare their team and lead their inspection. For the wider picture, see our Ofsted inspection preparation guide.

Frequently asked questions

What documents does Ofsted ask for at the start of an inspection? Schools must make strategic documents, behaviour and attendance records, operational documents and safeguarding information available by 8am on the first day. That includes improvement priorities, governance minutes, an attendance analysis for all groups, the timetable, the staff list and the single central record. The full list is in Ofsted's inspection information for state-funded schools.

Do we need to create documents specially for Ofsted? No. The toolkit says Ofsted does not need leaders to produce documents specifically for an inspection and that doing so would create unnecessary workload. Information can be in any format, as long as inspectors can access it easily.

Do we need a self-evaluation form for inspection? No. Ofsted does not expect a formal self-evaluation and says leaders are not at a disadvantage without one. Inspectors will still ask on the planning call where you think the school sits in each evaluation area, so the thinking needs to be done.

Do we need to provide pupil-tracking data or predicted grades? No. Ofsted's guidance lists predictions of attainment and progress scores, and performance and pupil-tracking information, among the things schools do not need to provide. It also does not need a specific pupil premium document or plan.

What does the lead inspector check first on day one? The single central record and any records relating to disqualification under the Childcare Act 2006. The operating guide says this is done as soon as possible so leaders have time to address any minor administrative omissions during the inspection.

How long do we have to comment on the draft report card? Five working days. Comments should be about minor points of clarity or factual accuracy. A formal complaint about the inspection should also be made within 5 working days of the draft report being issued.

Sources

Inspection information for state-funded schools: for use from September 2026, GOV.UK: https://www.gov.uk/government/publications/school-inspection-toolkit-operating-guide-and-information/inspection-information-for-state-funded-schools-for-use-from-september-2026
School inspection operating guide for inspectors: for use from September 2026, GOV.UK: https://www.gov.uk/government/publications/school-inspection-toolkit-operating-guide-and-information/school-inspection-operating-guide-for-inspectors-for-use-from-september-2026
State-funded school inspection toolkit, updated June 2026 (v2.0), for use from 7 September 2026, GOV.UK: https://assets.publishing.service.gov.uk/media/6a915d1c01bbff0bf8f97b51/Schools_inspection_toolkit.pdf
Complain about Ofsted, GOV.UK: https://www.gov.uk/government/publications/complain-about-ofsted/complain-about-ofsted
School inspection: toolkit, operating guides and information, GOV.UK: https://www.gov.uk/government/publications/school-inspection-toolkit-operating-guide-and-information

Questions school leaders ask

What documents does Ofsted ask for at the start of an inspection?: Schools must make strategic documents, behaviour and attendance records, operational documents and safeguarding information available by 8am on the first day. That includes improvement priorities, governance minutes, an attendance analysis for all groups, the timetable, the staff list and the single central record. The full list is in Ofsted's inspection information for state-funded schools.
Do we need to create documents specially for Ofsted?: No. The toolkit says Ofsted does not need leaders to produce documents specifically for an inspection and that doing so would create unnecessary workload. Information can be in any format, as long as inspectors can access it easily.
Do we need a self-evaluation form for inspection?: No. Ofsted does not expect a formal self-evaluation and says leaders are not at a disadvantage without one. Inspectors will still ask on the planning call where you think the school sits in each evaluation area, so the thinking needs to be done.
Do we need to provide pupil-tracking data or predicted grades?: No. Ofsted's guidance lists predictions of attainment and progress scores, and performance and pupil-tracking information, among the things schools do not need to provide. It also does not need a specific pupil premium document or plan.
What does the lead inspector check first on day one?: The single central record and any records relating to disqualification under the Childcare Act 2006. The operating guide says this is done as soon as possible so leaders have time to address any minor administrative omissions during the inspection.
How long do we have to comment on the draft report card?: Five working days. Comments should be about minor points of clarity or factual accuracy. A formal complaint about the inspection should also be made within 5 working days of the draft report being issued.