Templates
Practical, fill-in templates that turn the Toolkit's law and guidance into a documented, defensible organisational process — adapt them to your context and keep the reasoning on file.
Decision support
These templates are the records that make a trans-inclusion decision defensible: the Equality Impact Assessment and decision record carry the proportionality reasoning, the board paper and risk register give trustees the visibility to authorise it, and the complaints log and policy review checklist keep the process consistent and on a schedule. Use them together — a decision recorded without the reasoning behind it is defensible under no version of the law.
Template
A template decision paper for contested trans-inclusion decisions at board level — frames the question, the legal context, options, risks, and the proportionality rationale trustees need to see and approve.
Template
A log for complaints about trans inclusion and their escalation — captures the issue, the decision challenged, the response, the owner, and the outcome, so the organisation can show a consistent, traceable process.
Template
The record to keep for every contested trans-inclusion decision — the question, the facts, the legal basis, the options considered, the proportionality justification, and the review date that keeps it defensible.
Template
Prompts for assessing the data-protection risks of collecting or holding gender-history information — minimisation, purpose limitation, and the conditions under which sensitive data can and cannot be used.
Template
A structured EqIA for decisions affecting trans inclusion — assess sex and gender reassignment as separate characteristics, weigh proportionality case by case, and record a defensible rationale rather than a tick-box exercise.
Template
A checklist for reviewing a trans-inclusion policy before, during and after a legal or guidance change — legal alignment, proportionality, documented rationale, and a dated review schedule.
Template
A standard risk-register entry for trans-inclusion legal, reputational and data-protection risks — scoring likelihood and impact, naming an owner, and recording the mitigations and review date.
Template
A building-by-building walk-survey checklist for facilities managers — audit signage, privacy, accessibility and third-space provision against the 2026 EHRC Services Code, record gaps, and trigger review.
Template
A governing-board assurance pack template covering a school's statutory single-sex facilities duties, alternatives for gender-questioning pupils, social-transition decisions and equality duties — a structure the board fills in, not a finished narrative.
How to use them
The templates are scaffolds, not legal advice. They work in sequence: assess the impact (EqIA), weigh the data dimension where gender-history information is involved (DPIA prompts), record the decision and its proportionality rationale (decision record), give the board the visibility to authorise it (board paper and risk register), handle challenge consistently (complaints log), and revisit on a schedule rather than only under pressure (policy review checklist).
Start from inclusion and treat any restriction as a documented exception; consider sex and gender reassignment as two separate protected characteristics; make decisions case by case rather than by blanket rule; and keep the reasoning on file, not just the outcome. That is what “have regard to” the Equality Act and the EHRC’s statutory Code actually requires.