37 Critical document templates for Principal Contractors: User Manual

Free Resource for Principal Contractors

Principal Contractor Toolkit: 37 Essential CDM Templates

A practical set of ready-to-use forms designed to help SME Principal Contractors keep their projects organised and properly documented.

Includes key construction phase records, inspection forms, registers, and supporting templates commonly required on CDM projects — all structured so you know when and how to use them.

Built for real construction projects — not generic paperwork.

  • Asbestos Register Review and Disturbance Briefing Record — A site record template to prove the asbestos register and any survey info were checked and briefed to everyone who could disturb the fabric of the building. It captures what was reviewed, the location specific asbestos risks, the no drill no disturb rules, and the stop work escalation steps. Use it at induction and before each phase where ceilings, walls, floors or services might be opened up, then re brief when the plan changes or new areas are accessed. Keep the signed records in the CPP file to show CDM 2015 compliance and active control of exposure risk.
  • Building Control inspections and queries log — A simple log to plan, request, and record Building Control inspections and outcomes during the project. Use it to track inspection dates, what was inspected, any comments or noncompliances raised, and the evidence you provided to close them out. It includes a section for formal queries and responses so decisions are captured and not lost in emails. Keep it in the Building Regulations evidence pack to support completion and demonstrate controlled compliance management under BSA 2022 dutyholder expectations.
  • Building Regulations compliance evidence pack index — An index and checklist for organising the evidence you need to show the work complies with Building Regulations under the dutyholder approach. It lists the records to gather such as approvals, key inspection records, product information, test certificates, design changes, and as built details. Use it from day one to avoid a scramble at completion and to support handover. It also helps you brief subcontractors on what evidence they must provide and when.
  • Construction Phase Fire Plan and Site Fire Risk Assessment — A combined template that sets out your site fire plan and records a practical fire risk assessment for the construction phase. Use it to map escape routes, assembly point, call points, alarms, fire watch arrangements, hot works controls, temporary electrics risks, fuel storage, and housekeeping. It includes a simple checklist for weekly reviews and for changes when the job layout or materials change. Keep it with the CPP and brief it in site induction and toolbox talks to show active control of fire risk.
  • Construction Phase Plan template for CDM 2015 — This is a practical Construction Phase Plan template for a Principal Contractor to complete before site set up and work starts. It prompts you to set out the project arrangements for managing health and safety, including key risks, site rules, welfare, supervision, and how you will coordinate contractors. Use it as the live site plan and update it when the programme, team, or risks change. Keep it on site and make sure supervisors and subcontractors can access the current version.
  • Contractor competence and capability assessment form — A standard form to assess and record whether subcontractors are competent, resourced, and suitable for the work they will do. It covers training, supervision, previous performance, RAMS quality, plant certification, and key risk experience. Use it during procurement and again before start on site to confirm nothing has changed. Keep the completed forms in the project file to show proportionate checks were made.
  • COSHH assessment register and worker sign off — A practical register to list all hazardous substances brought to site and link each to a COSHH assessment and SDS. It includes a sign off section to confirm operatives have been briefed on the controls such as ventilation, PPE, storage, and spill response. Use it at mobilisation and update it when new products arrive or products change. Keep it in the site file and cross check it during inspections.
  • Critical build checks and inspection test plan — A practical inspection and test plan for high consequence items that affect fire and structural safety on typical projects. It sets hold points, required evidence, and who signs off for items like fire stopping, cavity barriers, structural fixings, penetrations, and load bearing alterations. Use it alongside subcontractor RAMS to schedule checks before work is covered up. File signed records and photos to support compliance evidence and quality control.
  • Daily site supervisor logbook and safety notes — A daily logbook for the Principal Contractor supervisor to record what happened on site and what was checked. It captures attendance, work areas, key risks, permits issued, plant and lifting activity, weather impacts, and any issues raised. Use it to evidence day to day monitoring, coordination, and decisions when plans change. File it to support CDM 2015 management records and incident reviews.
  • Design change and RFI risk impact log — A combined log to control requests for information and design changes without losing track of safety and compliance impacts. Each entry records the change, who raised it, what drawings or details are affected, and what the impact is on temporary works, sequencing, and residual risks. It also includes a prompt to check Building Regulations compliance implications and who will confirm it. Use it in site meetings to drive decisions and close out actions.
  • F10 notification details and display record — A simple sheet to prepare the key details needed for an F10 notification on notifiable CDM projects and to keep a clear record of what was submitted. It includes prompts for client details, project dates, dutyholder names, and site address, plus a check that the site display copy is up to date. Use it at mobilisation and whenever dutyholders or dates change. File it with the Construction Phase Plan and site start records.
  • First aid needs assessment and provision record — A template to assess first aid needs based on workforce numbers, work type, distance to emergency care, and higher risk activities on site. Use it at mobilisation and revisit it when the team size, work scope, or site layout changes. It records first aider names, certificate expiry dates, kit locations, and arrangements for lone working or out of hours work. File it with emergency arrangements to evidence that first aid provision was planned and kept suitable throughout the project.
  • Incident and near miss investigation report form — A structured form to record incidents, near misses, and dangerous occurrences and investigate them properly. It guides you through immediate actions, evidence capture, witness notes, root cause, corrective actions, and who is responsible with due dates. Use it as soon as possible after the event and review actions in site meetings until closed. Keep the completed report to show learning, monitoring, and improvement under CDM 2015.
  • Nonconformance report and corrective action tracker — A form to record defects and nonconformances that could affect safety or Building Regulations compliance and drive them to close out. It captures what was found, location, photos, immediate containment, root cause, and the corrective action with owner and due date. Use it when inspections fail, when work is covered up without approval, or when product installation does not match details. Review the tracker in site meetings until every item is signed off closed.
  • Permit to work template for controlled activities — A permit to work form used to authorise and control higher risk activities on site. It includes pre start checks, isolations, competence checks, interface controls, emergency arrangements, and close out sign off. Use it for tasks like hot works, confined spaces, excavations, service isolation, or roof work where you need positive control. Keep permits in the site file to show you planned, managed, and monitored work under CDM 2015.
  • Plant and equipment inspection and certification tracker — A tracker to control inspections, thorough examinations, and certificates for plant and equipment used on your site. It covers items like excavators, dumpers, MEWPs, lifting accessories, compressors, and electrical equipment with expiry dates and document links. Use it before mobilisation and then weekly to chase missing or out of date evidence. Keep it in the project file to show proportionate checks and ongoing monitoring.
  • Pre construction information review and gap log — A template to review the pre construction information and record what is missing, unclear, or needs updating. It helps you capture hazards, existing services, constraints, and any unusual risks that must be planned for before work starts. Use it to raise clear requests back to the client and principal designer and track close out. The log becomes an audit trail showing you acted on the information provided.
  • Principal Contractor appointment confirmation letter — A short letter template to confirm in writing that you have accepted the Principal Contractor role and understand your CDM 2015 duties and Building Regulations dutyholder duties for non High Risk Building work. Use it when the client issues the appointment so there is no ambiguity about start date, scope, and who is doing what. It includes prompts to confirm the Principal Designer details, expected programme, and the information you still need before work starts. File the signed copy in the project folder as clear evidence of appointment and role clarity.
  • Principal Contractor Building Regs Compliance Declaration — A signed declaration template for the Principal Contractor to give the client at completion under BSA 2022 dutyholder rules and Building Regulations Part 2A. It confirms the PC has planned, managed and monitored the work and that the finished work complies with Building Regulations for non High Risk Buildings. Includes prompt sections for project details, key control measures, evidence list, and any design deviations that are confirmed to remain fully compliant with Building Regulations with approval recorded via the design team change control. Use it at practical completion, attach the evidence pack, and file it with the handover documents to support the completion certificate process.
  • Principal Contractor duties start up checklist — A step by step checklist used at job start to confirm you have accepted the Principal Contractor role and set up the basics under CDM 2015 and Building Regulations dutyholder rules. It prompts you to confirm key appointments, early notifications, site arrangements, and how you will plan, manage and monitor the work. Use it in the pre start meeting and file it as evidence of a structured mobilisation. It also flags what you must request from the client and principal designer before work begins.
  • Product substitution and compliance approval form — A request and approval form used when a subcontractor proposes swapping a specified product or system. It records what is being changed, why, the performance requirements, supporting evidence, and who must approve including design and Building Regulations impacts. Use it before ordering or installing so unapproved substitutions do not get built in. File approvals and evidence to support BSA 2022 dutyholder expectations for controlled changes.
  • Project handover information schedule and closeout log — A schedule to plan and track all information needed for handover to the client at completion. It lists required items such as as built drawings, test and commissioning results, certificates, O and M manuals, user training, keys, and warranties with owners and due dates. Use it from early in the job to set expectations with subcontractors and avoid last minute gaps. Keep the closed out log as proof you managed information and completion in an organised way.
  • Public protection and occupied premises management plan — A practical plan template for jobs with the public nearby or where parts of a building remain occupied. It covers segregation, hoardings and signage, temporary walkways, deliveries, noisy and dusty works controls, and how you will communicate with neighbours or building users. Use it at mobilisation and review it whenever the site boundary or programme changes. File briefings and updates to evidence that you managed interfaces and protected others affected by the work.
  • RAMS compliance spot check and intervention record — A short form for supervisors to record task observations against the approved RAMS and step in when the job is drifting. Use it for quick checks during live work such as openings, hot works, cutting, lifting, and work at height. It records what was seen, what was corrected on the spot, and whether the RAMS needs updating or re briefing. File it to show active supervision and that controls were actually implemented, not just written down.
  • RAMS review and approval form for subcontractors — This is a review and approval form for checking subcontractor RAMS before they start work. It guides you to confirm the task scope, hazards, controls, permits, sequencing with others, and that the method matches the programme and site rules. Use it as a gate check and record who reviewed it, what changes were asked for, and the final approval decision. Keep the approved RAMS and this form together so supervisors can brief the crew and monitor compliance.
  • Services isolation and lock off register — A controlled register for isolations of electrical, gas, water, and other services, including lock off details and reinstatement sign off. It records the isolation point, method, test for dead, tags and locks issued, and who is authorised to remove them. Use it alongside permits and before intrusive works, demolition, or commissioning activities. Keep the register current so everyone knows what is isolated and what is live.
  • Site document control and drawing revision register — A register to track the current version of key site documents such as drawings, specifications, RAMS, permits, inspection forms, and briefings. It records revision numbers, issue dates, where the controlled copy is kept, and who was briefed on changes. Use it in weekly coordination meetings to prevent out of date information being used on site. File it as evidence that information was managed and communicated in a controlled way.
  • Site emergency arrangements plan and drill record — A template that sets out site emergency arrangements beyond fire, including first aid, utilities strike, collapse, rescue from height, and spill response. It includes a one page quick reference plan for the notice board and a drill record to capture what was practised and what improved. Use it at set up, brief it in induction, and run drills at the frequency you set. Keep completed drill records and action close outs in the site file.
  • Site induction checklist and sign off record — This is a site induction template with a clear checklist and a sign off record for everyone who comes on site. It covers site rules, emergency arrangements, welfare, traffic management, key hazards, PPE, and how to report issues. Use it on day one for each worker and whenever site conditions or rules change. File the signed record as proof you delivered and recorded the induction.
  • Site rules and PPE requirements notice board sheet — A one page site rules template designed for the gate, canteen, and induction pack. It sets clear minimum PPE, restricted areas, permit rules, reporting lines, stop work expectations, and housekeeping standards in plain English. Use it to create one consistent rule set across all trades and update it when site conditions change. Keep dated versions in document control so you can show everyone was working to the current rules.
  • Site traffic management plan and briefing record — A practical template to set out how vehicles and pedestrians will move around the site safely. It covers access points, one way systems, banksman rules, reversing controls, delivery booking, segregated walkways, and signage. Use it at mobilisation and update it when phases change or new contractors arrive. Record briefings and any changes so supervisors can enforce one agreed plan.
  • Site training and competence matrix for operatives — A spreadsheet style matrix to record individual worker competence for the activities happening on your site. It captures role, trade, key tickets and qualifications, medical or face fit where relevant, and expiry dates for items like CSCS, IPAF, PASMA, abrasive wheels, and first aid. Use it before start and then keep it live as people join or leave the job. Bring it to coordination meetings so supervisors only allocate tasks to people who are demonstrably competent.
  • Site welfare and set up inspection record — A repeatable inspection sheet to confirm welfare, access, signage, security, and emergency arrangements are in place and maintained. It includes prompts for toilets, washing, drinking water, drying space, lighting, and housekeeping checks. Use it at mobilisation and then at the frequency you set in your construction phase plan. File it to evidence ongoing monitoring of site standards.
  • Subcontractor Pre-Start and Interface Coordination Meeting Record — A meeting record template used before a new trade starts to prove you have coordinated the work under CDM 2015. Use it to confirm start dates, work areas, access routes, deliveries, lifting plans, permits, and the key overlapping hazards with other trades. It captures agreed controls, temporary works interfaces, welfare and site rules, and who is responsible for what and by when. File it with the programme and RAMS so you can show clear coordination if there is an incident or inspection.
  • Temporary works register and design check record — A register to list every temporary works item on the job and control it from design through to striking. It records what is included, who is responsible for design and checking, what drawings apply, and what inspections are required. Use it to make sure no props, edge protection, excavation support, or other temporary works go in without an agreed design and check. File the signed checks and inspection dates as evidence of planned control under CDM 2015.
  • Weekly site safety inspection and action tracker — A repeatable weekly inspection checklist covering general site safety controls beyond welfare, including work at height, excavations, housekeeping, plant separation, lifting, temporary electrics, and edge protection. Use it on a walkround with a supervisor and one worker rep so you capture real issues and agree practical fixes. It includes an actions table with owner, due date, and close out sign off so nothing drifts. Keep completed inspections to evidence planned monitoring under CDM 2015.
  • Worker consultation and coordination briefing record — A toolbox talk style record focused on CDM worker engagement and day to day coordination. It captures who attended, what was briefed, what workers raised, and what actions were agreed with owners and dates. Use it for start of shift briefings, weekly coordination talks, and when work methods change. Keep it as proof that workers were consulted and information was shared.

Principal Contractor Support

Running a CDM Project as Principal Contractor?

Get the structure, advice, and documentation support you need to manage the role properly.

When you take on the Principal Contractor role, the responsibility for the Construction Phase Plan, site safety records, RAMS, and CDM compliance usually lands on the desk of a busy director or site manager.

CTC South West provides practical advisory support and structured systems that help you keep your documentation organised, your responsibilities clear, and your projects ready for client checks or audits.

Expert CDM support, site-ready documentation, and organised compliance records — all built around how construction projects actually run.

  • Construction Phase Plans structured and ready for client review
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Practical advice from experienced construction safety advisors — supporting SME Principal Contractors across the UK.