How to Prepare for an Ofsted Inspection Planning Call 2025

The Ofsted planning call is your first formal interaction with the inspection team and it's more important than you might think. This crucial conversation sets the tone for the entire inspection and helps inspectors understand your school's unique context. Here's everything you need to know to make the most of this opportunity.

What Is the Ofsted Planning Call?

The planning call is a structured video conference (or phone call if technology doesn't permit) between you and the lead inspector. Ofsted will not record this call, and they ask that you don't either, unless reasonable adjustments require it. You're welcome to take notes throughout.

The Three-Part Structure

The planning phone call has three main parts as follows:

Part 1: Introduction and Practicalities

During this part of the call, the lead inspector will conduct a well-being check.

• Inspectors will check on your well-being and that of other leaders
• They'll identify who's responsible for your day-to-day well-being support (usually LA or trust)
• You'll be reminded about Education Support charity services for staff well-being

They'll ask if you or your team require any reasonable adjustments

• Confirmation of any adjustments agreed during the notification call
• Opportunity to request additional adaptations for protected characteristics
• Reminder that further adjustments can be requested during inspection

They'll also share practical information, such as survey links to send out, and give you the opportunity to make any requests or ask questions. 

Inspectors will confirm:

• Academy details and clarify the scheme of delegation
• Religious character (if applicable)
• Nursery provision for 2-3 year olds
• Before/after-school care managed by the school
• Decision-making structure in academy trusts

Part 2: Understanding Your School's Context 

This is where the conversation gets substantive. Inspectors want to understand your school deeply, particularly regarding disadvantaged pupils, those with SEND and children known to social care.

Contextual Discussion Points

• School demographics and pupil needs
• Changes since last inspection
• Community tensions or pressures and your responses
• Recent priorities and challenges
• Actions taken to maintain/improve standards
• Impact assessment of your actions
• Your self-evaluation against the 5-point grading scale for each area
• Safeguarding matters you've identified

Inclusion Focus

With a stronger emphasis on inclusion during inspections, inspectors will explore:

• How you identify pupils with additional needs (even if none currently on roll)
• Your support strategies for vulnerable groups
• Impact monitoring of interventions
• Reasonable adjustments for disabled pupils
• Timetable organisation and external professional partnerships
• Part-time timetables (if used)
• Resourced provision/SEN units
• Alternative provision arrangements

Part 3: Planning Day One

This section shapes your inspection experience and ensures smooth logistics. You'll agree who will be required for each meeting and when these will take place. You'll also arrange the reflection meetings with the lead inspector which are designed to be transparent dialogue about emerging evidence, alignment with your self-evaluation and opportunity to highlight additional evidence.

Strategic Preparation Tips for the Ofsted Call

Before the Call

• Review your self-evaluation against the new 5-point scale
• Prepare contextual narrative about recent changes and challenges
• Gather evidence of impact from recent initiatives
• Identify key staff for focused meetings
• Consider reasonable adjustments needed

During the Call

• Be honest and clear about challenges and priorities
• Highlight successes and their impact on pupils
• Ask clarifying questions about processes
• Discuss logistics thoroughly to avoid Day 1 confusion
• Take detailed notes for team briefing

After the Call

• Brief your team on agreed arrangements
• Prepare case sampling lists
• Organise Day 1 meetings as discussed
• Review portal uploads and confirm timetable access
• Final preparations for a smooth start

Common Questions Answered

Q: Can we record the call?

Generally no, unless required for reasonable adjustments.

Q: How long does the call take?

Typically 60-90 minutes depending on school complexity.

Q: Who should attend?

Senior leadership team, especially headteacher and those responsible for key areas. If you have chosen a nominee, they should also be present.

Q: What if we identify concerns during the call?

Inspectors can pause inspections for well-being concerns and will discuss any safeguarding matters sensitively.

Q: How much detail should we go into?

Be comprehensive but concise as this sets the foundation for understanding your school.

Remember, inspectors want to understand your school accurately and fairly. The more openly you can discuss your context, challenges, and successes, the better they can evaluate your effectiveness in serving your pupils.