Principal Contractor Advisory Support

Need a Competent Health & Safety Advisor for Your CDM Project?

Practical CDM support for Principal Contractors — advice, documentation, and structured systems to help you run organised, compliant projects.

If you’re managing the Principal Contractor role alongside running the job, we provide the expert guidance and support that keeps your Construction Phase Plan, RAMS, and site records properly organised and ready when clients or auditors ask to see them.

Experienced construction safety advisors supporting SME Principal Contractors across the UK.

37 Critical document templates for Principal Contractors: User Manual Index

Purpose and outcome

This resource helps you capture defects/nonconformances that could affect safety or Building Regulations compliance, and then drive them to close-out with clear ownership, dates, and evidence.

Good completion looks like: the issue is described in plain English, the exact location is unambiguous, photos/evidence are referenced, the immediate containment is recorded, the fix is clear (with owner and due date), any design change is properly approved, and the item is only marked Closed once it has been checked and evidence is filed.

Who uses it (typical small site setup)

Role	Main job in the NCR process	Notes
Site Supervisor / Working Foreman	Logs NCRs, makes area safe, assigns actions, keeps tracker moving.	Often the day-to-day “owner” of the tracker.
Quality lead / Site manager (if you have one)	Reviews wording, checks evidence, verifies close-out, trends repeat issues.	Can chair the weekly tracker review.
Subcontractor supervisor	Provides method of repair, does the corrective work, supplies proof (photos/certs).	Should agree due dates before leaving site.
Principal Contractor / Company director	Supports enforcement when items stall; resolves commercial/programme blockers.	Escalation point for overdue/high-risk NCRs.
Principal Designer / Designer	Approves any corrective action that changes design intent/details/spec/product.	Key for Building Safety Act “design change” check.
Building Control / Clerk of Works (as applicable)	May require re-inspection or evidence before sign-off.	Log their comments and keep proof of acceptance.

When to use it (trigger points + timing)

Immediately when an inspection fails or something is found that does not match the drawing/spec/detail.
When work is covered up without approval (e.g., membranes, fire stopping, rebar, first fix, waterproofing).
When there is a product substitution (or the fitted product can’t be proven with a data sheet/cert).
When the installation method differs from what was specified (fixings, laps, sealants, fire/acoustic/thermal build-up).
Before next trade starts or before access is lost (prevents “we can’t get to it now” problems).

Project workflow tip: Use NCRs alongside your inspections/ITPs. If an inspection/hold point fails, it should create an NCR that stays live until re-inspected and passed.

Before you start (what to gather)

Exact location info: plot, level, room, elevation, grid line, bay number, or a marked-up plan/screenshot reference.
What it should be: drawing number & revision, detail reference, spec clause, manufacturer instruction, or approved sample.
Photos: wide shot for context + close-up showing the defect + a scale reference where useful (tape measure/label).
Immediate safety/compliance impact: can people keep working safely? does it affect fire, structure, waterproofing, gas, electrics, ventilation, means of escape?
Access constraints: what date/time the area will be covered up or become inaccessible.
Evidence needed for close-out: photos after repair, test results, torque records, batch numbers, certificates, inspection sign-off.

How to complete it (step-by-step)

1) Make safe and contain (first action on site)

Stop the task if continuing could hide the issue or create a safety/compliance risk.
Containment can be simple: tag the area, barrier it off, hold the next trade, quarantine the wrong material, or issue a clear “do not cover up” instruction.
Record what you did as the immediate containment. This is not the final fix—just what stops it getting worse.

2) Record the NCR clearly (make it easy to find and prove)

Give it a unique number (simple sequence is fine).
Write the issue in plain site language (what you can see), not assumptions (avoid “they’ve done it wrong” without stating what is wrong).
Be specific on location. “Bathroom” is not enough; “Plot 12, 1st floor, ensuite to Bed 2, external wall, behind basin” is better.
Reference “what it should be” by quoting the drawing/spec/detail (number + revision if possible).
Add photo references (file name, folder name, or device reference) so someone else can find them later.

3) Set the risk level (keep it simple but honest)

Tick the risk boxes for Safety, Building Regs/compliance, and Quality/rework.
If any risk is High, set a clear hold point and escalate (don’t leave it to “we’ll sort it later”).

4) Agree the corrective action (the “do this” instruction)

Write the corrective action so it can be handed to a trade and completed without guesswork.
Include key details: what to remove, what to install, required products, fixings, sealants, laps, thicknesses, test requirements, and what must be left visible for inspection.
Assign an action owner (a named person/company, not “the plumber”).
Set a realistic due date linked to programme and access.

5) Do the design change check (don’t let “quick fixes” create bigger problems)

Ask: does the fix change the design intent or performance? (product swap, different detail, different fixing, different fire/acoustic/thermal performance, different installation method).
If Yes: do not proceed until it goes through the agreed Change Control / Principal Designer approval route and you have an updated instruction/drawing/spec reference.
Record the change reference and who approved it.

6) Verify and close out (only close when it is proven)

When the trade says it’s done, move status to Ready to inspect and check access is available.
Inspect against the drawing/spec (or the approved change). Take “after” photos from similar angles to the “before” photos.
Record close-out evidence: photos, test results, certificates, third-party sign-off, torque logs, commissioning sheets—whatever proves compliance.
Only then mark it Closed, with verifier name/role and date.

Using the Corrective Action Tracker in site meetings

The tracker is the “one list” you bring to the weekly site meeting. It keeps actions visible and stops NCRs being forgotten.

Review every item that is Open, In progress, or Ready to inspect.
For each live item, confirm: owner, due date, what’s blocking it, and whether a design change is involved.
Update statuses live during the meeting (and chase evidence, not promises).
Escalate overdue items and anything with High safety/compliance risk.

Suggested cadence: update the tracker as issues are found; formally review it weekly (or more often on fast programmes / higher-risk work).

Review, approval, and escalation (who signs off what)

Immediate containment: Site Supervisor/Manager confirms it’s safe and won’t be covered up.
Corrective action plan: Site Supervisor agrees with the trade; escalate to Site Manager/Director if cost/programme dispute.
Design changes: Principal Designer/Designer approval required before doing work where the fix changes the design/spec/detail/product/performance.
Close-out verification: A competent person (often Site Supervisor/QA) signs it off after inspection and evidence check.
External sign-off (if required): Building Control / warranty inspector / client rep acceptance should be recorded and filed with the NCR evidence.

Escalate immediately if: the issue affects fire/structure/waterproofing in a way that will be covered up soon, the trade refuses access, or you can’t prove what has been installed.

Recordkeeping (storage, version control, retention)

Store the NCR forms and tracker together in your project quality folder (digital is fine; keep scans/photos if the originals are paper).
Use a simple structure so anyone can find evidence quickly, e.g.:
- /Project/Quality/NCR Register & Tracker/
- /Project/Quality/NCR Evidence/NCR-001/ (before/after photos, certs, screenshots of approvals)
Keep drawing/spec references with revision where possible. If revisions change during the job, the NCR should show what was applicable at the time and what change was approved.
Retention: keep with the project quality/compliance records for handover and any later queries (at minimum through completion and defects period; longer if your contract/client requires it).
Audit readiness: each closed NCR should stand on its own: what was wrong, what should it have been, what you did, who checked it, and the evidence.

Common mistakes (and how to avoid them)

Vague locations (e.g., “stairs”): use plot/level/room/grid and add a marked-up screenshot reference.
No “what should it be” reference: always include drawing/spec/detail/manufacturer instruction so the fix is objective.
Closing without evidence: “looks OK” is not evidence—file photos/tests/certs and name the verifier.
Mixing up containment vs corrective action: containment stops it getting worse; corrective action is the proper repair and prevention step.
Uncontrolled design changes: swapping products/fixings/details to “make it work” without approval can create bigger compliance failures—route through change control.
Owners not named: “subbie to sort” leads to drift; put a person/company and a due date.
Tracker not reviewed: if you don’t bring it to the weekly meeting, items will stay open until handover panic.

Worked scenario (quick example)

Situation: During an internal inspection, you find missing fire-stopping around service penetrations in a corridor wall that is due to be boarded tomorrow.

Containment: Mark the area “Do not board”, inform dryliner foreman, create a hold point.
Record: Log NCR with exact location (plot/level/corridor section), add wide and close-up photos, reference the drawing/detail and the fire-stopping product/spec requirement.
Corrective action: Fire-stopping contractor to install specified system, include backing material, sealant type, and required labeling (if applicable). Due today before boarding.
Design change check: If the contractor proposes a different system/product, treat as a design change and get approval before install.
Verify: Supervisor inspects before boarding, takes “after” photos, records product batch/cert if required, then closes NCR with date and name.
Tracker: Keep it on the tracker until it is inspected and closed—do not remove it just because the trade says it’s done.

Principal Contractor Support

Running a CDM Project as Principal Contractor?

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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.

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Practical advice from experienced construction safety advisors — supporting SME Principal Contractors across the UK.