The School-Ready Checklist – How to Start Working With Schools

Working with schools can be a brilliant growth channel, but it’s different to selling to typical B2B customers. Schools are risk-aware, time-poor, and accountable to governors, trusts, and public scrutiny. That means suppliers who look school-ready win trust faster.

Use this working with schools checklist to make sure your business is prepared before you start outreach.

1) Be clear on which school buyers you’re targeting

Schools don’t buy as one group. Decide who your offer is for:

• Headteacher / SLT (impact on pupils, safeguarding, outcomes)
• School Business Leader (value for money, compliance, contracts)
• Premises / estates team (practical delivery, safety, scheduling)
• IT lead (security, reliability, support)
• MAT central team (standardisation across sites)

Then tailor your messaging to their priorities.

2) Understand how schools buy (and why it can feel slow)

School purchasing often involves:

• Comparing multiple quotes
• Checking policies and compliance evidence
• Aligning spend to budgets and term dates
• Getting sign-off (SBL, Head, MAT, governors)

Your checklist item: build a simple quote pack that makes comparison easy.

3) Prepare a school-ready compliance pack

Even when it’s not legally required, schools often expect suppliers to provide evidence. Create a single PDF or webpage that includes:

• Public liability insurance (and employer’s liability if relevant)
• Risk assessment and method statement (RAMS) examples
• Health and safety policy
• Safeguarding statement (how you keep pupils safe on site)
• Data protection statement (especially if you handle pupil/staff data)
• Any relevant accreditations or memberships

Make it easy to download and keep up to date.

4) Safeguarding: show you understand school expectations

If you visit school sites or interact with pupils, safeguarding is non-negotiable. Your checklist should include:

• A clear safeguarding policy or statement
• Staff conduct expectations on site
• A plan for supervision and site boundaries
• How you handle concerns and reporting routes
• DBS approach (what roles need checks and how you manage it)

Avoid vague claims; be specific about your process.

5) Data protection and cyber security (if you touch systems or data)

If your product involves software, devices, Wi-Fi, CCTV, apps, or any handling of personal data, schools will want confidence that you are safe to work with.

Checklist items:

• Clear description of what data you collect and why
• How data is stored, accessed, and deleted
• Incident response plan (what happens if something goes wrong)
• Staff training on phishing and access control
• A simple security overview you can share with school IT teams

6) Make your offer easy to evaluate

Schools need clarity. Ensure you can provide:

• A one-page summary of outcomes and benefits
• Transparent pricing (or a clear pricing structure)
• What’s included (support, maintenance, training, warranties)
• Implementation timeline and responsibilities
• References from similar settings

If you have case studies, make them school-specific.

7) Plan delivery around the school calendar

Schools run on term dates. Your checklist should include:

• Preferred delivery windows (after school, weekends, holidays)
• Lead times for ordering, installs, or works
• Communication plan for staff and site teams
• Contingencies for weather delays (for outdoor works)

Suppliers who reduce disruption are easier to approve.

8) Build trust signals schools look for

Trust is the deciding factor when offers look similar. Strengthen your credibility with:

• Clear website contact details and a real address
• Named account manager or point of contact
• Reviews and testimonials from schools
• Photos of work completed in education settings (no pupils)
• Plain-English policies and documentation

9) Get visible in the education sector early

Schools often start with a shortlist, and they’re more confident when they can see a supplier has committed to the sector.

• Add a profile to the National Register of Education Suppliers so you are seen by schools as a credible supplier right from the off.
• Add the education supplier badge to your marketing materials so schools know you are serious about working in the sector and know you will be transparent and open to ratings and reviews.

10) Outreach: keep it helpful and low-friction

When you contact schools, make it easy to say ‘yes’ to the next step:

• Offer a short call or a quick quote
• Include your compliance pack link
• Be clear on pricing range and lead time
• Avoid heavy attachments and jargon

A good first email should feel like you’re reducing workload, not adding to it.

Final checklist summary

Before you start working with schools, confirm:

• You know which school buyer you’re targeting and why
• You have a school-ready compliance pack
• Safeguarding and site conduct are clearly documented
• Data protection and security are explained in plain English
• Your pricing, delivery and support are easy to compare
• You’ve built trust signals (case studies, reviews, clear contact details)
• You’re visible early with a profile and education supplier badge

Using this working with schools checklist will help you look credible, reduce procurement friction, and win work faster.

Want more help to start working with schools? Unlock the ‘How to Sell To Schools’ course – Just £17 for 17 Lessons PLUS 4 bonus lessons to help you understand the UK education sector and grow your business with schools.

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