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Management review record template
The record of a management review for a quality, environmental, health and safety or integrated system. List who attended, then rate each input: progress on the last review's actions, policy and objectives, results and improvement, risks and opportunities, customer feedback, audits, incidents, training and maintenance, changes, new legal requirements and contractor performance, plus any input your own standard lists. Enter each KPI with its target and actual, and the form shows on or off target and the trend. Record decisions on improvements, changes and resources, and the actions that follow.
For managing directors, quality and health and safety managers who run the management review and need minutes an auditor can follow from input to decision to action.
- Review details, period, attendees and whether it is a planned review or an extra one after a major event
- Each input rated good, some concerns or significant concern, with the report looked at and the conclusion
- A KPI table with target, actual and previous period, a calculated on or off target and the trend
- Decisions by type: policy and objectives, improvement, resources, business plan or budget, and system changes
- An optional filmed shop floor visit, a KPI board photo, actions with owners, and live tiles for KPIs on target and actions raised
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What should a management review record include?
A good record shows what top management looked at, what they concluded and what they decided, with owners and dates, so an auditor can follow each input through to a decision and an action.
Last updated . Facts checked by the SiteSurvey team on 28 October 2026 against ISO 9001 Auditing Practices Group, Guidance on policy, objectives and management review (ISO/TC 176 and IAF, 2016), ISO 9001 Auditing Practices Group, Guidance on customer feedback (2016), ISO 9001 Auditing Practices Group, Guidance on improvement (2016), HSE, Leading health and safety at work (INDG417) and ISO, ISO 9001:2026 Quality management systems: Requirements.
How to record a management review
Gather the reports for each input before the meeting, so the review is about decisions rather than reading.
Set it up
Record the review reference, period, system, the previous review, and who attended or sent a report.
Go through the inputs
For each input, note the report looked at, rate it and write the conclusion. Add any input your standard requires.
Check the KPIs
Enter target, actual and the previous period for each KPI. The form shows on or off target and asks why for any that miss.
Decide
Record each decision by type, what it is based on, and any resources agreed. Consider the effect of changes on the rest of the system.
Assign actions
Give each action an owner, priority and due date, set the next review date, and sign.
What makes a management review record useful
KPI table
On-time delivery: higher is better, target 95%, actual 92.4%, previous period 94.1%. Off target, worse than last period. Why: two fitters left in July and booking still assumes full crews. Decision: recruit two fitters, agency crew until they start.
Fictional example. Record the actual evidence and approved arrangements for your job.
A common recording mistake
Listing the inputs and noting them as discussed, with no conclusion, no decision and nobody named to act.
What happens next
Send the record to attendees, track the actions to the dates set, and use the open actions as the first input at the next review.
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Want to see one filled in? See a completed management review record report (PDF), made by SiteSurvey from a fictional site visit.
Every question in the management review record template
Minutes of a management review for a quality, environmental, health and safety or integrated management system: attendees, each review input with a status rating and notes, an optional filmed shop floor visit, a KPI table with target, actual, previous period and a calculated on or off target, decisions on policy, objectives, improvements, resources and changes, and actions with owners. Live tiles count inputs with concerns, KPIs on target and actions raised. 5 sections and 66 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.
Make it your own: every question is editable
This is a starting point, not a fixed form. Once it is in your SiteSurvey account you can reword any question, add or remove questions, sections and answer options, and add your own logo, so it fits the way your team works and the jobs you do.
Details you only enter once
Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.
- Project: the project name
- Site or premises address: the site address, from the space or the project
- Organisation: the project's customer
Review details and attendees
- ProjectShort answer
Filled in from the project in SiteSurvey.
Fills in from the project name - Site or premises addressShort answerFills in from the site address, from the space or the project
- OrganisationShort answerFills in from the project's customer
- Location (GPS)Short answer
- Review date*Date
- Chair*Short answer
- Review reference*Short answer
- Management system*Choose one
- Quality (ISO 9001)
- Environmental (ISO 14001)
- Health and safety (ISO 45001)
- Integrated (more than one standard)
- Own system, not certified
- Period reviewed*Short answer
For example April to September 2026.
- Type of review*Choose one
- Planned review
- Extra review after a major event or change
- What happened*Short answerShown when “Type of review” is “Extra review after a major event or change”
- Previous review reference and dateShort answer
- AttendeesRepeat for each attendee. Each one asks:
- Name*Short answer
- Role*Short answer
- Attendance*Choose one
- Present
- Sent apologies
- Sent a report instead
- Attendees presentWorked out by the form
- CheckThis record supports a management system record. It does not certify conformity with any standard. Your standard and your own procedure set what the review must cover: check that every input they require is on page 2.
- GuidanceISO 9001. The ISO 9001 Auditing Practices Group (2016, written for ISO 9001:2015) says ISO 9001 requires top management to review the quality management system at planned intervals, to ensure its continuing suitability, adequacy and effectiveness. A separate meeting is not required, and the record can be minutes, a report or a presentation. ISO 9001:2026 replaced the 2015 edition on 16 September 2026.Shown only when the answers above make it relevant
- GuidanceHealth and safety. HSE guidance for directors (INDG417) says the board should review health and safety performance at least once a year, and consider an immediate review after major shortcomings or events.Shown only when the answers above make it relevant
Review inputs
- GuidanceOne entry per input. The choices are inputs named in the free guidance this form is based on (ISO 9001 Auditing Practices Group papers and HSE INDG417). Your standard may list others: add each with "Other input our standard or procedure requires".
- Inputs reviewedRepeat for each input. Each one asks:
- Input*Choose one
- Progress on actions from the last review
- Policy and objectives
- Results against objectives and evidence of improvement
- Effectiveness of actions taken on risks and opportunities
- Customer feedback
- Audit results
- Incidents, accidents and sickness absence
- Training and maintenance programmes
- Changes: new procedures, processes, products or a major failure
- New or changed legal requirements and other external developments
- Contractor or supplier performance
- Other input our standard or procedure requires
- Which input*Short answerShown when “Input” is “Other input our standard or procedure requires”
- Report or data looked atShort answer
For example audit summary Q3, complaints log, accident book.
- Status*Choose one
- Good: no concerns
- Some concerns
- Significant concern
- Not reviewed this time
- Discussion and conclusion*Notes
- WarningSignificant concern. Record the decision on page 4 and an action on page 5.Shown when “Status” is “Significant concern”
- Report, chart or slidesPhotos
Optional. Attach what was presented.
- Inputs reviewedWorked out by the form
- With some concernsWorked out by the form
- Significant concernsWorked out by the form
- CheckSome inputs were not reviewed this time. Record when they will be.Shown only when the answers above make it relevant
- Shop floor visit before the reviewWalk Cam video with voice-to-text
Optional. HSE suggests board members make extra shop floor visits to gather information for the review.
- Photo of the KPI board or flip chartPhotos
KPIs and objectives
- GuidanceEnter each KPI with its target and the actual figure for the period, in the same unit. Targets are your own.
- KPIsRepeat for each kpi. Each one asks:
- KPI or objective*Short answer
- UnitShort answer
For example %, per month, days.
- Better when*Choose one
- Higher is better
- Lower is better
- Target*Number
- Actual this period*Number
- Previous periodNumber
- ResultWorked out by the form
- TrendWorked out by the formShown when “Previous period” is answered and “Actual this period” is answered
- Why it is off target, and what is being done*NotesShown when “Result” is “Off target”
- KPIs reviewedWorked out by the form
- On targetWorked out by the form
- Off targetWorked out by the form
- KPIs on target (%)Worked out by the form
- CheckOne or more KPIs are off target. Where there is no sign of improvement against an objective, decide what to do on page 4: change the objective, or provide other means to improve the process.Shown only when the answers above make it relevant
Decisions and outputs
- GuidanceRecord each decision. The ISO 9001 Auditing Practices Group lists the outputs auditors look for: changes to the policy and objectives, improvement plans and actions, change of resources, revised business plans and budgets, and other decisions such as new products.
- DecisionsRepeat for each decision. Each one asks:
- Type*Choose one
- Change to the policy or objectives
- Improvement plan or action
- Change of resources
- Revised business plan or budget
- Change to the management system or processes
- Other decision
- Decision*Notes
- Based onShort answer
The input or KPI that led to it.
- Resources agreed*Short answer
People, equipment, budget or time.
Shown when “Type” is “Change of resources” - Effect on other parts of the system considered?*Yes or NoShown only when the answers above make it relevant
- CheckConsider how the change affects other processes before it is made.Shown only when the answers above make it relevant
- Improvement plansWorked out by the form
- Changes to the system, policy or objectivesWorked out by the form
- Resource decisionsWorked out by the form
- Conclusion on the management system*Choose one
- Suitable, adequate and effective
- Suitable, adequate and effective once the actions are done
- Not effective: changes needed now
Actions and sign-off
- Off-target KPIs and significant concernsWorked out by the form
- Review resultWorked out by the form
- ActionsRepeat for each action. Each one asks:
- Action*Notes
- PriorityChoose one
- Within a month
- Before the next audit
- Before the next review
- Who will do it*Short answer
- Due byDate
- Status*Choose one
- Open
- In progress
- Done, checked
- Photo when donePhotosShown when “Status” is “Done, checked”
- Actions raisedWorked out by the form
- Actions still openWorked out by the form
- Next review*Choose one
- Next review as planned
- Bring the next review forward
- Hold an extra review on one topic
- Date of the next reviewDate
- Summary for the organisationNotes
- Chair (top management) nameShort answer
- Chair (top management) signature*Signature
- Minutes taken by nameShort answer
- Minutes taken by signatureSignature
See it filled in
A completed management review record report, made by SiteSurvey from a fictional site visit: every answer, the photos, the guidance that applied and the sign-off, ready to send as a PDF.
Management review record FAQs
What does ISO 9001 require from a management review?
The ISO 9001 Auditing Practices Group (2016, on ISO 9001:2015) says top management must review the quality management system at planned intervals to ensure its continuing suitability, adequacy and effectiveness. A separate meeting is not required, and documented information is needed but its format is not specified: minutes, reports or presentations can all work. ISO 9001:2026 replaced the 2015 edition on 16 September 2026, so check the current text with your certification body.
Sources: ISO 9001 Auditing Practices Group, Guidance on policy, objectives and management review (ISO/TC 176 and IAF, 2016) and ISO, ISO 9001:2026 Quality management systems: Requirements.
What inputs should a management review cover?
ISO 9001 specifies a list of inputs; the standard is paid for, so check the list in your copy and add any missing input to the form. The free guidance this form uses names: the effectiveness of actions on risks and opportunities, quality policy and objectives, and customer feedback (ISO 9001 Auditing Practices Group); results where an objective shows no improvement (APG improvement paper); and for health and safety, training and maintenance progress, incident and sickness absence data, audits, changes, new legal requirements and contractor performance (HSE INDG417).
Sources: ISO 9001 Auditing Practices Group, Guidance on policy, objectives and management review (ISO/TC 176 and IAF, 2016), ISO 9001 Auditing Practices Group, Guidance on customer feedback (2016), ISO 9001 Auditing Practices Group, Guidance on improvement (2016) and HSE, Leading health and safety at work (INDG417).
What are the outputs of a management review?
The Auditing Practices Group says there should be evidence of decisions on changes to the quality policy and objectives, plans and possible actions for improvements, change of resources, revised business plans and budgets. Outputs can also cover other decisions, such as plans to introduce new products. The form records each decision with its type and what it was based on.
How often should we hold a management review?
ISO 9001 says at planned intervals and leaves the interval to you. For health and safety, HSE's guidance for directors says the board should review health and safety performance at least once a year, and consider an immediate review after major shortcomings or events. The form records whether this is a planned review or an extra one, and the date of the next.
Sources: ISO 9001 Auditing Practices Group, Guidance on policy, objectives and management review (ISO/TC 176 and IAF, 2016) and HSE, Leading health and safety at work (INDG417).
How does the KPI table work out on or off target?
For each KPI you say whether higher or lower is better, then enter the target and the actual figure in the same unit. The form compares them and shows on target or off target, and if you enter the previous period it shows whether the figure got better or worse. Off-target KPIs ask for a reason and count towards the actions needed. Targets are your own.
Does this record certify our management system?
No. It supports a management system record and does not certify conformity with any standard. Certification is done by a certification body; this form helps you show what the review covered and decided.
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