Plan the routine around your site
Identify the shared premises areas and accessible yard routes included in each assigned routine. Staff must follow the centre’s competent arrangements for animals, riding activities, equipment and vehicle movements; the premises record does not decide those matters. Review outstanding location restrictions before starting and record observations only within the person’s training and access scope. Animal care, owner information and welfare records remain in their designated systems. Give each facilities finding a stable yard or building reference and explain the immediate action under the approved procedure. The incoming team needs the current arrangement, responsible lead and next review for unfinished operational work.
Agree the assigned role, due window, expected record and escalation route with the people who do and review the work. Include an honest outcome for work that could not be completed, with a reason and a next action.
What to include in the checklist
These are planning examples. Adapt the questions and timing to your approved procedures and the person’s responsibilities.
| Routine | Work to define | Useful record |
|---|---|---|
| Yard handover | Read current premises restrictions. | Yard area and responsible lead. |
| Shared facilities | Complete assigned non-animal-care tasks. | Task and actual outcome. |
| Accessible routes | Follow approved premises observations. | Location and response. |
| Competent record reference | Refer to relevant authorised specialist records. | Approved record and owner. |
| Facilities finding | Report accessible fixture observations within role. | Area or asset and action. |
| Team continuity | Carry unfinished premises work forward. | Next owner and review point. |
A yard premises tick is not an animal-care approval
Record the actual shared-area task and current restriction. Animal welfare, tack checks, riding supervision and occupancy decisions retain their competent specialist procedures.
Give the next shift enough context
A loose accessible fitting is observed at staff entrance EQ-02. The reporter identifies the location and follows the yard’s facilities response process without entering an animal area for evidence. The yard lead records the temporary arrangement and authorised assessment owner. The next premises round sees the current action separately from animal-care records.
Identify the area or asset, the observation, the actual result, the immediate action and who was informed. Attach useful evidence where safe and permitted. A photograph supports a finding without establishing its cause.
- Keep the original observation and time.
- Assign a specific next action and agree when it will be reviewed.
- Record the later outcome and authorised verification beside the finding.
Read the guide to writing a useful fault report for a closer look at the evidence record.
Review the work still needing attention
Review repeat shared-route findings and whether facilities actions have a clear owner across yard teams. Keep premises completion separate from animal-care and activity decisions. Access exceptions should explain the uncompleted assigned task without prompting staff to enter areas outside their approved role.
Review completion and outstanding actions together. A missing routine and a completed routine with a failure need different follow-up. The weekly manager review guide explains how to move from the summary to the source record.
For the wider workflow, explore shift handover examples and planning.
Try the routine in CheckControl
Start with an existing routine, add its questions and instructions, and agree the assignment and due window. Staff can record answers and findings on their phones; managers can review the record and follow-up. Use the relevant PDF or Excel export for your authorised review. The public demo uses fictional people, findings and evidence.
Common questions
Can a yard separate premises and animal-care routines?
Yes. Define their different scopes and responsible roles, then use location references where a premises action affects the specialist activity.
What is the scope of this guide?
Animal care, riding supervision, tack, machinery and yard transport follow competent approved arrangements. These examples do not assess animal welfare or authorise riding activities.
Sources and scope
CheckControl wrote these record-design and handover examples. Use your organisation’s approved specialist procedures and the relevant authoritative guidance: HSE: agriculture. Source checked 5 October 2026.
Animal care, riding supervision, tack, machinery and yard transport follow competent approved arrangements. These examples do not assess animal welfare or authorise riding activities.