Choosing the right supplier is about more than price. Schools and trusts need confidence that any company working with pupils, handling data, or operating on site is safe, compliant, and able to deliver consistently.
This checklist is designed for UK schools, academies and multi-academy trusts (MATs). It is written to support a professional procurement approach, with clear checks you can evidence.
Crucially, it also explains what to look for on a supplier profile on the National Register of Education Suppliers. The register is built so suppliers can be transparent about the information schools care about most, including accreditations, case studies, testimonials, videos and reviews from other schools.
A quick trust signal to look for: the Education Supplier Badge
When you are shortlisting, look for suppliers displaying the Education Supplier Badge. It is a strong trust signal because it shows the supplier is transparent and open to ratings and reviews from the UK education sector.
Supplier Due Diligence – How to use this checklist
Use this as a structured way to evidence that you have taken reasonable steps to select a suitable supplier.
- Low risk / low value purchases: use the quick checklist and keep notes of what you checked.
- Higher risk (on site, around pupils, handling data) or higher value contracts: request supporting documents, check references, and record decisions.
1) Start with the basics (company checks)
Before you go deep, confirm the supplier is a legitimate, stable business.
- Company name, registration number and registered address (Companies House)
- VAT number (if applicable)
- Trading history and how long they have operated
- Named account manager and a clear point of contact
- Clear scope of work and written quote with assumptions and exclusions
On the National Register of Education Suppliers: use the supplier profile to compare the basics across multiple providers quickly, then request formal quotations from your shortlist.
Useful links: Companies House (company information): https://find-and-update.company-information.service.gov.uk/
VAT number checking (VIES): https://ec.europa.eu/taxation_customs/vies/
2) School experience and understanding of education settings
A supplier can be excellent in other sectors and still struggle in schools. Look for evidence they understand the realities of education.
- Experience working in schools, academies or MATs
- Understanding of term-time constraints and working around the school day
- Ability to minimise disruption (arrivals, safeguarding, noise, access)
- Clear communication style suitable for busy school teams
On the register: check the supplier profile for school-specific case studies, testimonials and reviews from other schools that show how they work in real education settings.
3) Safeguarding and working around children
If a supplier will be on site during the school day, or in any way interact with pupils, safeguarding expectations must be clear.
- Safeguarding policy (ask for the latest version)
- Confirmation of DBS requirements for their staff (and what level)
- Supervision arrangements: when staff will be supervised by school personnel
- Staff code of conduct when on site
- Visitor management expectations (sign-in, badges, site rules)
On the register: look for suppliers who take safeguarding seriously in how they present themselves to schools, including clear school-focused information, relevant experience, and transparency about how they work on site.
Useful links: Keeping Children Safe in Education (KCSIE) – UK Government: https://www.gov.uk/government/publications/keeping-children-safe-in-education–2
Safer recruitment guidance – UK Government: https://www.gov.uk/government/publications/safer-recruitment-consortium-guidance
4) Insurance and liability
Insurance is one of the quickest ways to reduce risk when contractors are on site.
- Public liability insurance (check the level and expiry date)
- Employers’ liability insurance (if they employ staff)
- Professional indemnity insurance (especially for consultancy, training, design, IT)
- Product liability (if supplying goods)
- Evidence: certificates and renewal dates
On the register: use the supplier profile to identify suppliers who understand school expectations around compliance and are prepared to provide supporting documentation during due diligence.
Useful link: ABI (Association of British Insurers) – insurance basics: https://www.abi.org.uk/products-and-issues/choosing-the-right-insurance/
5) Health and safety (especially for site work)
For facilities, construction, maintenance, cleaning, catering, transport and any on-site services, health and safety documentation matters.
- Health and safety policy
- Risk assessments and method statements (RAMS) relevant to the job
- COSHH assessments (where chemicals are used)
- Training records and competency evidence for staff on site
- Accident reporting process and escalation contacts
On the register: prioritise suppliers who can demonstrate safe working practices in schools through relevant case studies and clear explanations of how they manage risk and minimise disruption.
Useful links: HSE (Health and Safety Executive) – managing contractors: https://www.hse.gov.uk/managing/contractors.htm
HSE – risk assessment basics: https://www.hse.gov.uk/simple-health-safety/risk/index.htm
6) Data protection and cyber security
If the supplier handles personal data (pupil, parent, staff) or has access to school systems, you need clarity on GDPR and security.
- Data processing agreement (where relevant)
- Confirmation of GDPR compliance and lawful basis
- Where data is stored (UK/EU/elsewhere) and retention periods
- Cyber security measures (MFA, encryption, backups)
- Incident response process and breach notification timelines
On the register: for ICT and software suppliers, use the supplier profile to confirm they work with schools and review school feedback about implementation, support and reliability.
Useful links: ICO (Information Commissioner’s Office) – guidance for organisations: https://ico.org.uk/for-organisations/
Data protection in schools (ICO hub): https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/education/
NCSC (National Cyber Security Centre) – guidance for organisations: https://www.ncsc.gov.uk/section/advice-guidance/all-topics
NCSC Cyber Essentials (useful supplier check): https://www.ncsc.gov.uk/cyberessentials/overview
7) Accreditations, memberships and sector standards
Accreditations are not a guarantee, but they can be a helpful signal of professionalism and commitment to standards.
- Relevant industry accreditations (sector dependent)
- Trade memberships and professional bodies
- Quality management standards (where applicable)
- Evidence of staff qualifications for regulated work
On the National Register of Education Suppliers: check the supplier profile for accreditations, awards and memberships relevant to what you are buying. This makes it easier to compare like-for-like when you are building a shortlist.
Tip: match accreditations to the service. For example, what matters for a safeguarding training provider will differ from a playground installer or an MIS/ICT supplier.
8) References, case studies and track record in schools
Schools are unique environments. Ask for evidence that the supplier understands school constraints, safeguarding expectations and term-time realities.
- References from similar settings (primary, secondary, special, MAT)
- Case studies showing outcomes, not just activities
- Examples of working within school hours and minimising disruption
- Evidence of successful delivery at scale (for MAT-wide rollouts)
On the register: review the supplier’s case studies, testimonials and reviews from other schools. This helps you spot patterns (for example, reliability, communication, and how well they work around the school day) before you invite quotes.
9) Financial checks and contract resilience
You do not need to overcomplicate this, but you do want confidence the supplier can deliver for the full contract term.
- Payment terms and any upfront costs
- What happens if key staff leave
- Subcontracting: whether they use subcontractors and how those are vetted
- Business continuity plan (especially for critical services)
On the register: use the supplier profile to sense-check education sector experience and stability, then confirm key points in writing as part of your procurement process.
10) Service levels, support and escalation
A great supplier is predictable and responsive.
- Service level expectations (response times, fix times, availability)
- Support channels (email, phone, portal) and hours of cover
- Escalation route for urgent issues
- Clear deliverables, milestones and acceptance criteria
On the register: use reviews from other schools to sense-check responsiveness and communication, then confirm service levels in writing before you place an order or sign a contract.
11) Value for money and transparency
Value for money is about outcomes, whole-life cost, and confidence in delivery.
- Clear pricing structure (what is included and what is chargeable)
- Contract length, renewal terms and exit clauses
- Implementation costs, training costs, and ongoing maintenance costs
- Any discounts for MATs or multi-site schools
On the register: compare supplier experience, accreditations, case studies and school feedback alongside pricing. It helps you build a more complete picture than cost alone.
Useful links: DfE Buying for schools (procurement guidance): https://www.gov.uk/guidance/buying-for-schools
Get help buying for schools (DfE support): https://www.gov.uk/guidance/get-help-buying-for-schools
ESFA Academy Trust Handbook (for trusts/MATs): https://www.gov.uk/government/publications/academy-trust-handbook
A simple due diligence checklist you can copy
Use this as a quick “yes/no” list when comparing suppliers.
- Company details confirmed (Companies House / VAT where relevant)
- Education Supplier Badge displayed (shows transparency and openness to UK education sector ratings and reviews)
- School experience evidenced (case studies and reviews from other schools)
- Safeguarding policy provided and DBS approach confirmed (where relevant)
- Insurance certificates checked and in date
- Health and safety documentation provided (RAMS/COSHH where relevant)
- GDPR and data security approach confirmed (where data is involved)
- Relevant accreditations and qualifications evidenced (and checked on the supplier profile where available)
- School references provided (or reviews/testimonials available from other schools)
- Case studies reviewed (look for outcomes and school context)
- Service levels and escalation route agreed
- Pricing is transparent and whole-life costs understood
- Contract terms reviewed (renewal, exit, continuity)
Final due diligence checks (anything missed above)
Before you appoint a supplier, it is worth doing a final sense-check to make sure nothing has been overlooked. This is especially important for higher value contracts, suppliers working on site, or anything involving pupil/staff data.
- Confirm who will deliver the work: named staff, use of subcontractors, and who is responsible for supervision and quality control.
- Check practical logistics: start dates, delivery lead times, site access, parking, working hours, and any term-time constraints.
- Clarify what “good” looks like: acceptance criteria, sign-off process, and what happens if the work is not to standard.
- Document the decision: keep a short record of what you checked, why the supplier was selected, and any risks and mitigations.
- Re-check key documents are in date: insurance certificates, policies, and any compliance documents you rely on.
Find and compare suppliers on the National Register of Education Suppliers
The National Register of Education Suppliers is designed to help schools shortlist with confidence by making it easier to find suppliers who are serious about supporting the UK education sector and transparent about the information schools care about.
Recommended Reading
Navigating School Procurement Compliance: A Practical Guide for School Leaders