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TEMPLATES LIBRARY

The documents an inspector, an auditor or a tender asks for.

Six templates in one place. Three come straight from their official publishers, Acas and the HSE, so you are never working from a copy of a copy. Three are our own, written for security, facilities and care employers and kept in step with the legal register: when the law changes, the template changes. All free, no account needed.

Absence policy Disciplinary and grievance Induction checklist Training matrix BS 7858 screening file Risk assessment

The templates

What each one is, when you need it and who publishes it. External links go only to the publisher's own page, so you always get the current version. Members see the same documents here as everyone else: the benefit is the update service that tells you when one of them changes.

HR POLICY

Absence policy

What it is
A written policy that says how staff book planned time off, how they report unplanned absence, what counts as unauthorised absence, whether you use trigger points, how you keep in touch and what you pay during absence.
When you need it
Before you manage any absence formally. A tribunal, an SIA ACS assessor and a CQC inspector all expect to see one, and the Employment Rights Act 2025 changes to sick pay make the pay section a live item.
Who publishes it
Acas. Acas sets out what the policy must cover rather than issuing a fill-in-the-blanks document; its written statement template carries the matching absence and sick pay clause.
Official: Acas, creating absence policies ↗ Official: Acas templates for employers ↗ Course: Employment Rights Act 2025 for managers →
HR PROCEDURE

Disciplinary and grievance procedures

What it is
Two example procedures to adapt for your business: the steps for investigating and deciding a conduct or performance matter, and the steps for hearing a grievance raised by a worker, each with the right of appeal.
When you need it
From the first employee. Following the Acas Code of Practice on disciplinary and grievance procedures matters at a tribunal, and both procedures are standard requests in supplier due diligence.
Who publishes it
Acas, as Word and OpenDocument downloads, free to use.
Official: Acas example disciplinary procedure ↗ Official: Acas example grievance procedure ↗ Course: how to carry out a workplace investigation →
INDUCTION PORTAL

Induction checklist

What it is
A one-page, printable checklist of everything a new starter's induction must cover before they work alone: screening file, site rules, fire and emergency, reporting lines, assignment instructions, PPE, data protection, safeguarding, welfare and the required training.
When you need it
Every new starter and every move to a new site. It is the record an assessor asks for when they ask how you know a person was inducted.
Who publishes it
Induction Portal, written for security, facilities and care staff.

Kept in step with the legal register: a change in the law is a change in the checklist.

Open the checklist on this page ↓ Course: health and safety at work (induction) →
INDUCTION PORTAL

Training matrix template

What it is
One row per employee, one column per course, with the date trained, the expiry date and a colour for in date, due and overdue. The layout assessors read in one screen.
When you need it
Any time you must show who is trained in what: SIA ACS assessment, a CQC inspection, a client audit or a tender. The live matrix in the portal fills it automatically for member companies.
Who publishes it
Induction Portal.

Kept in step with the legal register: the required course list follows the law and the standards it cites.

Open the training matrix template → See the live matrix →
INDUCTION PORTAL

BS 7858 screening file checklist

What it is
The complete contents of a BS 7858:2019 screening file: identity, address history, right to work, five years of career history with gaps explained, financial checks, criminal record declaration, references and the sign-off.
When you need it
Before any person starts work in a secure environment, and again when a buyer or the SIA asks to see how you screen. Limited screening rules apply for the first twelve weeks.
Who publishes it
Induction Portal, drawn from BS 7858:2019 clause by clause.

Kept in step with the legal register: right to work and data protection items follow the current rules.

Open the screening file checklist → Take the free BS 7858 course →
HEALTH AND SAFETY

Risk assessment template

What it is
The HSE's template for recording the hazards, who might be harmed and how, what you already do, what more you need to do, who will do it and by when, with six worked examples for different businesses.
When you need it
Every employer must assess the risks to workers and others; with five or more employees the significant findings must be written down. Redo it when a site, a task or the people change.
Who publishes it
The Health and Safety Executive, as Word and OpenDocument downloads.
Official: HSE risk assessment template and examples ↗ Course: risk assessment essentials →

Plain words, as always. A template is a starting point, not a certificate. Adapt each one to your sites and your people, date it, and record who signed off the final version. Using these documents does not make a company an Induction Portal member and membership is not an accreditation.

Induction checklist

Tick the items on screen or print the page for a paper record. The required training list links to the course that covers each item; member companies assign them from the training matrix.

New starter induction record

Covers security officers, facilities staff and care staff. Complete every item that applies before the person works alone, and keep the signed record on the personnel file.

1Right to work and screening file

All staff; BS 7858 items for security roles

  • Right to work checked before day one and the check recordedOriginal documents, an online share code or a certified digital check, with the date and the checker's name.
  • Identity and address verified and copies on file
  • BS 7858 screening file opened, or limited screening in place with the twelve-week deadline diarisedSecurity roles. Use the screening file checklist.
  • SIA licence seen, checked on the public register and the expiry recordedLicensable roles only.
  • DBS check at the right level requested or seenCare roles and any role working with children or adults at risk.
  • Written statement of employment particulars issued on or before day one
  • Emergency contact and any medical needs recorded

2Site rules

All staff

  • Hours, shift pattern, breaks and how to book in and out
  • ID badge, uniform and appearance standards issued and explained
  • Phone, smoking, vaping, food and drink rules for the site
  • Visitors, contractors and deliveries: who may enter and how they are recorded
  • Keys, access cards, alarm codes and radios signed for and the loss procedure explained
  • Confidentiality of the client's business and the people on site

3Fire and emergency procedures

All staff

  • Fire alarm sound, call points, escape routes and the assembly point walked
  • Fire extinguisher locations and what the person is and is not expected to do
  • Fire wardens and first aiders named; first aid kit and AED locations shown
  • Bomb threat, suspicious item, lockdown and invacuation procedures explained
  • Accident book location and how an incident is reported and recorded
  • Utilities isolation points and the out of hours emergency numbers

4Reporting lines

All staff

  • Line manager and supervisor named with contact details
  • Control room or on-call number and when to use it
  • Escalation route for an incident, a complaint and a client request
  • How to raise a concern, including the whistleblowing route
  • How absence and lateness are reported, and to whom

5Assignment instructions

Security and facilities roles

  • Assignment instructions read and signed, and the person knows where the current copy is kept
  • Patrol routes, check points and the recording method walked
  • Access control, search and key holding duties explained with the client's limits
  • Incident report forms and statement writing standard explained
  • Lone working check-in times and the missed check-in procedure agreed

6Personal protective equipment

All staff whose risk assessment requires it

  • PPE issued free of charge and recorded, with sizes checked
  • When each item must be worn, shown on the risk assessment
  • How to inspect, store, clean and replace each item
  • Body-worn camera or radio issue, charging and handover explained where used

7Data protection

All staff

  • What personal data the role handles and the lawful reason for it
  • CCTV, body-worn video and visitor record rules explained
  • Clear desk, screen lock, password and device rules
  • How to recognise and report a data breach within the 72 hour window

8Safeguarding

All staff; mandatory for care roles

  • Who on this site may be a child or an adult at risk
  • Signs of abuse, neglect and exploitation and what to do immediately
  • Designated safeguarding lead named and the recording route explained
  • Mental capacity, consent and dignity in care explainedCare roles.
  • Modern slavery indicators and the reporting route

9Welfare

All staff

  • Rest area, toilets, drinking water and where to eat shown
  • Rest breaks and the working time rules for the shift pattern explained
  • Heat, cold and weather arrangements for outdoor posts
  • Stress and mental health support, the employee assistance route and who to talk to
  • Reasonable adjustments discussed and recorded where needed

10Required training

Assign before the person works alone; refresh every twelve months

Inducted by (name and role)
Signature of inductor
New starter signature
Date completed

Induction Portal induction checklist, version 2026.10. Kept in step with the legal register: the Employment Rights Act 2025 written statement and sick pay changes, the Terrorism (Protection of Premises) Act 2025 and the current right to work rules are reflected above. Ticks made on screen stay in this browser only and are not sent anywhere.

Members get told when a template changes.

See what membership includes  Back to resources