A practical PALM compliance checklist for new employers
The paperwork, the accommodation checks, and the operational habits that keep approved employers in good standing year-round.
Becoming an approved PALM Scheme employer is a milestone, but the compliance work begins in earnest once workers arrive. New employers frequently ask what they should have in place before the first cohort lands — this is the shortlist we recommend based on what actually gets checked in the first twelve months.
Accommodation documentation comes first. For every property housing workers, you should have current photos of every room, an occupancy register, a maintenance log, and evidence that the property meets the current fitness-for-purpose guidance. This documentation is unglamorous but is the single most common gap during initial compliance checks.
Transport arrangements are next. Every worker movement between accommodation and worksite should be covered by a documented transport plan — who drives, what vehicle, what route, and what the backup arrangement is when the primary vehicle is unavailable. Insurance certificates for all workforce vehicles should be on file and current.
Welfare and induction records are often overlooked in the early rush. Each worker should complete a documented induction covering site safety, accommodation rules, transport arrangements, and contact points for support. Keep these records for the full duration of the placement and beyond — they are frequently requested during audits.
Ongoing operational habits matter more than the initial paperwork. Regular check-ins with workers, prompt response to accommodation or transport issues, and clear internal ownership of the compliance function keep employers well ahead of the standard. The employers who get into difficulty are almost always the ones who treat compliance as a one-off exercise rather than a monthly discipline.
For employers who work with us, most of this operational discipline is built into how we deliver accommodation and fleet — the documentation, the inspections, and the maintenance schedules are handled as part of the service. Employers keep their focus on the workforce, not the paperwork.