Change of Registered Manager: CQC Forms, Steps and Deadlines
Who has to do what when a registered manager leaves or a new one is appointed: the provider’s notification, the outgoing manager’s cancellation, the incoming manager’s application, the 28-day absence rule and what to do about the gap in between.
To change a registered manager, the provider notifies CQC using its statutory notification form, the outgoing manager applies to cancel their own registration, and the incoming manager applies to register as a new manager. A manager’s registration is personal and does not transfer to the person who replaces them. CQC says a new manager application can take a few months, and the new manager cannot manage the regulated activity until CQC confirms their registration.
When a registered manager resigns, retires or is dismissed, three separate things have to happen with CQC, each done by a different person. Providers often assume one form covers everything, or that the old registration ends on its own. This guide follows CQC’s own guidance and the Registration Regulations 2009 to set out who does what, the deadlines that apply, and how to handle the gap between managers.
Key takeaways
- Registrations belong to the individual manager. The new manager needs their own registration.
- The provider must tell CQC about the change using CQC’s form. The manager must then apply to change their registration.
- The outgoing manager cancels their registration through CQC’s online cancellation service.
- A planned absence of 28 days or more needs 28 days’ notice to CQC. An emergency absence needs notice within 5 working days.
- CQC can prosecute for a breach of the notification regulations without serving a warning notice first.
In this guide
- Who Does What When a Registered Manager Changes
- Step 1: The Provider Notifies CQC
- Step 2: The Outgoing Manager Cancels Their Registration
- Step 3: The Incoming Manager Applies
- Absences of 28 Days or More: Regulation 14
- What About the Gap Between Managers?
- Checklist: Changing a Registered Manager
- Frequently asked questions
Who Does What When a Registered Manager Changes
| Who | What they must do | Source |
|---|---|---|
| Provider | Notify CQC in writing, as soon as reasonably practicable, when a registered manager ceases to manage or someone else starts managing the activity, using CQC’s form | Regulation 15, CQC form page |
| Outgoing manager | Apply to cancel their registration (or to remove particular activities or locations if they keep managing others) | Cancel your manager registration |
| Incoming manager | Apply to register as a new manager, and wait for CQC to confirm before managing the regulated activity | Register as a new manager |
| Provider | Amend the statement of purpose if the change affects what it says | CQC |
A manager has their own registration, so registration does not pass to the replacement, and a provider cannot apply to vary a manager’s personal conditions on their behalf (CQC: Making changes to your registration).
Step 1: The Provider Notifies CQC
CQC says you must notify it if there are changes to who is managing your regulated activity or locations, for example if a manager is going to register, add or cancel regulated activities or locations, or cancel their entire manager registration. Use the statutory notification form for changes affecting a service provider or manager, complete sections 1 and 2, and email it to CQC’s applications team at HSCA_applications@cqc.org.uk. CQC returns forms that are incomplete. Once you have notified it, the registered manager must apply to change their registration (CQC: registered manager for an activity – notification form).
Regulation 15 of the Registration Regulations requires written notice as soon as it is reasonably practicable if a person other than the registered person starts to manage the regulated activity, or if a registered person ceases to manage it. The event can be one that is proposed, so tell CQC as soon as you know rather than after the manager has gone. CQC can prosecute for a breach of this regulation without first serving a warning notice.
Step 2: The Outgoing Manager Cancels Their Registration
The registered manager applies to cancel their own registration through CQC’s online service. They need their manager ID and provider ID and access to the email address registered with CQC. CQC then emails them to review and confirm the cancellation, and they must respond within 30 days or CQC will not process the application and they stay registered (CQC: Cancel your manager registration). CQC says this service cancels the registration completely, so it is only for managers who want to stop being a registered manager for all the activities and locations they manage. A manager who keeps managing some should instead remove the activities or locations they are leaving.
Do not assume the old registration ends on its own when the new manager starts. Check with the outgoing manager that they have applied, and keep a note of the date.
Step 3: The Incoming Manager Applies
The new manager applies through CQC’s registered manager application. CQC’s guidance says applicants must show proven management experience, the right qualifications for the service type, a full work history from age 16 with any gaps over 4 weeks explained, and a current enhanced DBS check countersigned by CQC, issued in the past 12 months. They are interviewed, and CQC says it assesses applications in the order received and that the assessment can take a few months. They cannot manage regulated activities until CQC confirms they are registered (CQC: Register as a new manager). Experienced managers moving from another service still make a new application. For the full list of what CQC looks for, see how to register with CQC and the fit and proper persons requirement.
One shorter route exists. If a new provider is taking over a location and the same manager will keep managing the same activities at the same location, that manager can use a shorter form to cancel their existing registration and apply under the new provider at the same time (CQC guidance). It applies to provider takeovers, not to hiring a replacement.
Absences of 28 Days or More: Regulation 14
A separate rule covers a registered manager being away, for example on long-term sickness or leave. Under Regulation 14, if the registered manager (or a provider who is in day-to-day charge) will be absent for a continuous 28 days or more, the provider must give CQC written notice (CQC: Regulation 14):
| Situation | Deadline |
|---|---|
| Planned absence of 28 days or more | At least 28 days before the absence starts (contact CQC if that much notice is not possible) |
| Emergency absence | Within 5 working days of the absence starting |
| Absence that has already lasted 28 days without notice | Give notice immediately |
| Manager returns | Notify CQC no later than 7 working days after they return |
The notice must say how the service will be run during the absence and, where the manager is absent, the arrangements for appointing another person to manage it, including the date by which they will be appointed. Use CQC’s absence notification form. CQC can prosecute for a breach of Regulation 14 without a prior warning notice, and must refuse registration if a provider cannot satisfy it that it will comply.
What About the Gap Between Managers?
CQC’s guidance says organisations and partnerships must have a registered manager for each regulated activity (unless they are an NHS trust), and that a new manager cannot manage until CQC confirms their registration. The guidance we checked does not set out a grace period for running without one, so tell CQC early, explain who is providing cover, and register the permanent replacement as quickly as you can. More than one person can be registered to manage the same regulated activity at a location, for example in a job share.
- Tell CQC as soon as you know a manager is leaving, not after they have gone.
- Put a named senior person in charge of day-to-day oversight, and record who holds each responsibility.
- Keep governance running (audits, meetings, notifications). See interim registered managers and notifiable events.
- Start recruitment or the internal appointment immediately. See how to hire a registered manager.
Your regulatory obligations do not pause between managers, and your statement of purpose and the details CQC holds about the service should be updated to match.
Checklist: Changing a Registered Manager
- Confirm the manager’s last day and whether any absence counts as 28 days or more.
- Send CQC the statutory notification form (sections 1 and 2) as soon as you know.
- Make sure the outgoing manager applies to cancel their registration, and record the date.
- Have the incoming manager complete their application, with an enhanced DBS check countersigned by CQC.
- Update the statement of purpose if it names the manager or their responsibilities.
- Arrange and record interim cover, and notify CQC of it where Regulation 14 applies.
- Keep evidence of governance continuing through the changeover.
Keeping compliance on track through a handover
A manager change is when actions and evidence get lost. CQCLogic can hold your audit schedule, task owners and evidence in one place. Enter your Location ID to get started free, or view a sample improvement plan.
Frequently Asked Questions
How do I change a registered manager with CQC?
The provider sends CQC its statutory notification form for changes affecting a service provider or manager. The outgoing manager applies to cancel their own registration, and the incoming manager applies to register as a new manager.
How long does it take to change a registered manager?
CQC says it assesses manager applications in the order received and that it can take a few months. The new manager cannot manage the regulated activity until CQC confirms their registration.
Can you transfer a CQC registered manager registration?
No. A manager’s registration is personal to them. The only shortcut is where a new provider takes over a location and the same manager continues managing the same activities, when a shorter form can cancel and re-apply at once.
How do I cancel my registration as a registered manager?
Use CQC’s online cancellation service. You need your manager ID and provider ID, and you must respond to CQC’s confirmation email within 30 days or the application will not be processed.
Can you have two registered managers?
Yes. CQC says more than one person can be appointed to manage the same regulated activity at the same location, for example in a job share. Each must be registered.
When must I tell CQC that my registered manager is leaving?
Regulation 15 requires written notice as soon as it is reasonably practicable when a registered person ceases to manage, and it covers proposed changes, so tell CQC as soon as you know.
What if my registered manager will be absent for more than 28 days?
Under Regulation 14 you must give CQC notice at least 28 days before a planned absence, or within 5 working days of an emergency absence, explain how the service will be run and how a replacement will be appointed, and notify CQC within 7 working days of the manager returning.
Does the new registered manager need a new DBS check?
CQC says a manager applicant needs a current enhanced DBS certificate countersigned by CQC, issued in the past 12 months, and this applies to a new application even if they managed elsewhere before.
Sources: CQC: Registered manager for an activity – notification form · CQC: Cancel your manager registration · CQC: Register as a new manager · CQC: Regulation 14, notice of absence · CQC: Regulation 15, notice of changes · CQC: Making changes to your registration