The Health and Safety File is a critical document required under the Construction (Design and Management) Regulations 2015. It contains information about health and safety risks in a building or structure that anyone planning future construction work needs to know. Unlike the Construction Phase Plan, which is for the current project, the Health and Safety File looks forward to future maintenance, refurbishment, and eventual demolition.
Do you need a Health and Safety File for your project?
Find out if a file is required and who should prepare it.
What is a Health and Safety File?
The Health and Safety File is a record of information about the significant health and safety risks that must be managed during future construction work on a building or structure.
It's required under Regulation 12 of the CDM Regulations 2015 and serves a simple but critical purpose: to ensure that anyone planning maintenance, refurbishment, extension, or demolition work has the information they need to do so safely.
The Health and Safety File is not a project history or archive. It's a forward-looking document that focuses specifically on information needed to manage health and safety risks in future construction work.
What the Health and Safety File is NOT
It's important to understand what should NOT be in the file:
- Construction Phase Plan - This is for the current project, not future work (unless specific aspects remain relevant)
- Project management paperwork - Meeting minutes, correspondence, and admin files don't belong here
- Generic health and safety policies - Standard policies add bulk without value
- Routine maintenance schedules - Unless they involve specific health and safety risks requiring construction expertise
- Building user guides - General operating information for occupants is separate from construction health and safety information
- O&M manuals - While related, operation and maintenance manuals serve a different purpose (though some information may overlap)
A useful test: Would this information help someone planning construction work to identify and manage health and safety risks? If not, it probably doesn't belong in the Health and Safety File.
How the Health and Safety File differs from O&M manuals
Health and Safety File:
- Required by CDM Regulations
- Focuses on construction health and safety risks
- For people carrying out future construction work
- Includes residual hazards, structural principles, hazardous materials
- Must be kept by the client and made available for future construction work
Operation & Maintenance (O&M) Manuals:
- May be required by building contract or building regulations
- Focus on operating and maintaining building systems
- For building operators and routine maintenance staff
- Include system specifications, operating procedures, maintenance schedules
- Kept by facilities management for day-to-day operations
There may be overlap - for example, information about accessing roof plant for maintenance might appear in both - but they serve different purposes.
When is a Health and Safety File required?
A Health and Safety File is required for all construction projects where the structure will remain after construction work is complete and could be subject to future construction work.
Projects requiring a Health and Safety File
Always required:
- New buildings
- Extensions and additions
- Refurbishment and fit-out projects
- Structural alterations
- Major repairs involving structural or services work
- Installation of permanent plant and equipment
- Any work creating residual risks for future construction
Usually required:
- Maintenance work involving structural elements or services
- Replacement of systems requiring future maintenance access
- Work involving hazardous materials
- Installation of access equipment (permanent edge protection, anchor points, etc.)
Not usually required:
- Demolition where nothing remains (no future structure to work on)
- Pure site clearance with no structures
- Temporary works that will be completely removed
- Minor repairs with no residual risks
- Like-for-like replacements involving no new information
The test is: Will there be a structure remaining that might be subject to future construction work? If yes, a Health and Safety File should be prepared or updated.
First-time file creation vs updates
New projects (no existing file): The Health and Safety File must be created from scratch, containing all relevant information about the work carried out and the resulting structure.
Work on existing buildings (file exists): The existing Health and Safety File must be updated to reflect the work carried out. The updated file should incorporate new information while removing any information that's no longer relevant.
Work on existing buildings (no file exists): Even if no file currently exists, one should be created for the current work. While there's no requirement to create retrospective information about previous work, the file should contain information about any pre-existing risks that remain relevant (discovered asbestos, structural principles identified, etc.).
Who prepares the Health and Safety File?
The duty to prepare the Health and Safety File depends on the project type.
On notifiable projects with Principal Designer
The Principal Designer must prepare the Health and Safety File (Regulation 11(1)(f)).
This includes:
- Planning the file structure and content early in the project
- Gathering relevant information from designers throughout the design process
- Obtaining information from the Principal Contractor and contractors during construction
- Reviewing and editing information to ensure it's clear, concise, and usable
- Ensuring the file is proportionate to the risks
- Handing the completed file to the client at project completion
The Principal Designer retains responsibility for the file throughout the project, even though information comes from multiple sources.
The Principal Designer doesn't have to write all the content themselves. They coordinate the gathering of information from designers, contractors, and specialists. Their role is to ensure the file is complete, coherent, and fit for purpose.
On non-notifiable projects or single contractor projects
When there's no Principal Designer (non-notifiable projects or single contractor projects), the designer must prepare the Health and Safety File (Regulation 9(3)(c)).
If there are multiple designers, they should agree who will coordinate the file preparation - typically the lead or principal designer for the project.
If there's no designer (unusual, but possible for some projects), the client must ensure the file is prepared. This might involve:
- The contractor preparing it
- The client preparing it themselves (if they have competence)
- Appointing a specialist to prepare it
Contractor contributions
While the Principal Designer or designer is responsible for preparing the file, contractors must provide relevant information discovered or created during construction:
- As-built information showing changes from design
- Details of installed systems and materials
- Information about hazardous materials encountered
- Structural details discovered during work
- Access arrangements created or modified
- Test certificates and commissioning records relevant to future work
The Principal Contractor should coordinate contractor information and pass it to the Principal Designer.
Contractors cannot simply hand over massive bundles of unedited documentation. Information should be relevant, clearly presented, and genuinely useful for future construction work. The Principal Designer should review and edit contractor information to ensure quality.
What must be in the Health and Safety File?
Regulation 12 specifies that the Health and Safety File must contain "information relating to the project which is likely to be needed during any subsequent project" to allow future projects to be carried out safely.
Core content requirements
The file should contain information about:
1. Description of the work
- Brief overview of what was constructed or modified
- Date of completion
- Key parties involved (client, Principal Designer, Principal Contractor, designers)
2. Residual hazards and how to manage them
- Hazards that couldn't be designed out
- Unusual or non-standard construction methods
- Specific risks requiring particular precautions
- Safe systems of work needed for future work
3. Key structural information
- Structural principles and design assumptions
- Load-bearing elements and structural framework
- Safe working loads for floors, roofs, and other elements
- Ground conditions affecting foundations
- Sequence-dependent structural elements
- Temporary works that became permanent
4. Hazardous materials
- Asbestos-containing materials (location, type, condition)
- Lead paint or lead-based materials
- Other hazardous substances (biocides, specialist coatings, refrigerants)
- Contaminated ground or structures
- Materials requiring specialist disposal
5. Services and utilities
- Location of buried or concealed services (gas, electricity, water, telecoms, drainage)
- High-voltage electrical installations
- Pressurised systems (gas, compressed air, hydraulics)
- Specialist systems (fire suppression, refrigeration, process equipment)
- Service entry points and main isolation points
6. Access and maintenance information
- Safe access arrangements for future work
- Permanent access equipment (fixed ladders, walkways, anchor points)
- Fragile materials (roof lights, fragile roofing or cladding)
- Confined spaces requiring special access procedures
- Edge protection and fall prevention measures
- Working at height considerations
7. Removal, dismantling, and demolition information
- How to safely dismantle or demolish structures
- Pre-weakened elements or designed demolition points
- Hazards specific to demolition (collapse risks, stored energy)
- Specialist dismantling requirements
- Disposal requirements for specific materials
8. Information in design documentation
- As-built drawings showing critical structural and services information
- Structural calculations if relevant to future work
- Fire strategy and compartmentation details
- Specifications for critical materials and systems
- Survey reports (asbestos, structural, ground investigation) still relevant
What to include for common scenarios
Refurbishment projects:
- Asbestos survey results and location of ACMs
- Structural alterations and new load paths
- Changes to fire compartmentation
- New services routes and isolation points
- Access arrangements for plant and equipment
New build projects:
- Structural design principles and loadings
- Foundation design and ground conditions
- Services layouts and capacities
- Maintenance access arrangements
- Any designed-in permanent works (anchor points, edge protection)
Fit-out projects:
- Changes to compartmentation or structure
- Services installations (especially concealed)
- Raised floors, suspended ceilings, and what's behind/above them
- Fixed furniture or fixtures with structural implications
- Materials requiring special handling
Plant and equipment installations:
- Safe access for maintenance and replacement
- Isolation procedures
- Lifting and handling requirements for removal/replacement
- Specialist knowledge needed for maintenance
- Hazardous materials (refrigerants, hydraulic fluids)
Comprehensive Health and Safety File prevents costly delays
A commercial office underwent major refurbishment including structural alterations, new MEP systems, and full fit-out. The Principal Designer prepared a thorough Health and Safety File documenting structural changes, services routes, and asbestos management.
- ✓Detailed as-built drawings showing all structural modifications
- ✓Complete asbestos register with locations and condition ratings
- ✓Services drawings showing concealed routes above ceilings
- ✓Access information for roof plant including anchor point locations
- ✓Structural engineer's letter confirming revised loadings for raised floors
- ✓Information provided in digital format with searchable drawings
Five years later, the client commissioned further refurbishment. Designers and contractors had all the information needed to plan work safely and accurately. No unexpected asbestos encounters, no accidental service strikes, and no structural guesswork. The project proceeded smoothly with no safety incidents and no delays for investigative work.
A well-prepared Health and Safety File is an investment that pays dividends throughout the building's life. The time spent creating comprehensive information during construction saves significant cost and risk in future projects.
How to structure the Health and Safety File
There's no prescribed format for the Health and Safety File, but it should be clear, concise, and easy to navigate.
Format options
Physical format:
- Bound hard copy with tabbed sections
- Ring binder with dividers
- Box file with indexed folders
Digital format:
- PDF documents with bookmarks and hyperlinks
- Structured folder system with index file
- Document management system
- Building Information Modelling (BIM) integrated information
Hybrid approach:
- Digital master copy with printed executive summary
- Cloud storage with controlled access
- Searchable digital format with critical information highlighted
Digital formats are increasingly preferred. They're easier to update, search, share, and back up. However, ensure the client can access and use the format provided. Don't create a complex BIM model if the client has no way to view it.
Suggested structure
A typical Health and Safety File structure might include:
1. Executive Summary
- Brief project description
- How to use this file
- Emergency contact information
- Index of contents
2. Project Information
- Client details
- Design team and Principal Designer
- Principal Contractor and main contractors
- Project description and timeline
3. Residual Hazards and Key Risks
- Summary of significant residual risks
- Unusual construction features
- Specific precautions needed for future work
4. Structural Information
- Structural principles and design basis
- As-built structural drawings
- Foundation and ground condition information
- Load-bearing elements and safe working loads
5. Hazardous Materials
- Asbestos register and survey
- Other hazardous substances
- Contamination information
6. Services Information
- As-built services drawings
- Services specifications and capacities
- Isolation points and emergency procedures
- Buried services and service routes
7. Access and Maintenance
- Safe access arrangements
- Permanent access equipment
- Fragile materials and fall risks
- Confined spaces
8. Removal and Demolition
- Dismantling information
- Demolition hazards
- Disposal requirements
9. Design and Survey Information
- Relevant design drawings
- Survey reports
- Test certificates
- Specifications
Appendices
- Contact details for specialists
- Guarantees and warranties
- Maintenance requirements with H&S implications
Key principles for good structure
- Proportionate - Match the complexity to the project
- Logical - Organise so people can find information quickly
- Indexed - Provide clear navigation and contents list
- Consolidated - Avoid unnecessary duplication
- Accessible - Use formats the client can access and share
- Updateable - Design to allow future additions and revisions
How to prepare the Health and Safety File
Preparing an effective Health and Safety File requires planning and coordination throughout the project.
During design phase
Plan early:
- Establish the file structure at project outset
- Brief designers on information requirements
- Set up systems for gathering information
- Allocate responsibility for specific sections
Gather design information:
- Identify residual risks as designs develop
- Collect relevant design drawings and specifications
- Obtain structural design information
- Document design decisions with H&S implications
Commission necessary surveys:
- Asbestos surveys (refurbishment/demolition)
- Structural surveys
- Ground investigations
- Services surveys and utility searches
Coordinate information:
- Hold design coordination meetings
- Review design risk assessments
- Ensure information from different designers is compatible
- Start building the draft file structure
During construction phase
Liaise with Principal Contractor:
- Explain what information will be needed from contractors
- Establish process for submitting information
- Set deadlines aligned with project programme
- Review submitted information for quality
Gather construction information:
- As-built drawings showing changes from design
- Test certificates and commissioning records
- Product data sheets for installed materials
- Information about hazards discovered during work
- Structural information revealed during construction
Update the file progressively:
- Don't wait until the end of the project
- Update sections as information becomes available
- Review and edit information for clarity
- Remove superseded or irrelevant content
Conduct inspections:
- Visit site to understand what's been built
- Photograph key features needing documentation
- Verify critical information (service locations, access routes)
- Identify any gaps in information
At project completion
Final review:
- Check all sections are complete
- Verify information is accurate and current
- Ensure format is usable and accessible
- Remove any information not relevant to future work
Quality check:
- Would this file enable safe planning of future work?
- Is information clear and unambiguous?
- Are drawings legible and properly referenced?
- Is the file proportionate to the project?
Handover to client:
- Present file with explanation of contents and how to use it
- Explain client's ongoing duties
- Provide in agreed format (physical/digital)
- Obtain client acknowledgment of receipt
Retain records:
- Keep copy of file as handed over
- Document that duty was fulfilled
- Retain for appropriate period (typically 6-12 years)
The Health and Safety File should be prepared progressively throughout the project, not left as a last-minute task. Trying to compile it after construction finishes results in missing information and poor quality.
Client duties for the Health and Safety File
The client has specific duties regarding the Health and Safety File under Regulation 4(9).
During the project
Ensure file is prepared:
- Appoint competent Principal Designer or designer
- Include file preparation in their scope of work
- Allocate adequate time and budget
- Monitor progress during the project
Provide information:
- Share existing Health and Safety Files from previous work
- Provide information about the building you have
- Commission surveys where necessary
- Respond to requests for information from Principal Designer
Review arrangements:
- Check the file is being prepared progressively
- Raise concerns if file preparation appears inadequate
- Ensure quality standards are being met
At project completion
Receive the file:
- Accept handover of completed file
- Understand contents and how to use it
- Review for obvious gaps or deficiencies
- Raise issues if file appears incomplete or inadequate
Check completeness:
- Does it contain information about residual risks?
- Are as-built drawings included for key structural and services work?
- Is hazardous materials information included?
- Can you understand and use the information?
Store appropriately:
- Keep in accessible location
- Ensure backup copies (especially for digital files)
- Include in property records and asset registers
- Link to building management systems if applicable
Ongoing duties
Keep available:
- Maintain file in accessible format
- Don't file away where it can't be found
- Ensure responsible staff know it exists and where it is
Provide to contractors:
- Share with anyone planning future construction work
- Include file review in design brief for future projects
- Provide as pre-construction information for future work
- Make available for inspection during future work
Update when work is carried out:
- Ensure future projects update the file
- Require Principal Designers/designers to update it
- Add new information from future construction work
- Remove superseded information
Transfer when property changes hands:
- Provide to new owner or tenant taking control
- Include in property sale documentation
- Ensure new owner understands their duties
- Obtain acknowledgment of receipt
The Health and Safety File is a living document. Your duties don't end when you receive it. You must keep it available, provide it to future contractors, ensure it's updated, and pass it on if you sell or transfer the property.
Maintaining and updating the Health and Safety File
The Health and Safety File should be updated whenever construction work is carried out that affects the information it contains.
When updates are needed
Always update when:
- Structural alterations are made
- New or modified services are installed
- Hazardous materials are removed or newly identified
- Access arrangements change
- New plant or equipment is installed
- Building use changes in ways affecting construction risks
Consider updating when:
- Maintenance work reveals new information
- Errors or omissions in the existing file are discovered
- Format or storage arrangements change
- Building ownership or management changes
Not usually needed for:
- Routine maintenance with no new information
- Minor repairs exactly as previously documented
- Cosmetic changes (redecoration, floor coverings)
- Work that leaves no residual changes
How to update effectively
For future projects on the building:
- Provide existing file as pre-construction information
- Include file update in Principal Designer/designer scope
- Ensure updated file is returned at project completion
- Review updates for completeness
Information to add:
- New as-built information
- Changes to residual hazards
- New hazardous materials or removal of previously identified ones
- Updated services locations
- New access arrangements
Information to remove or supersede:
- Information no longer accurate due to changes
- Details of removed structures or systems
- Hazardous materials that have been removed
- Access arrangements that no longer exist
Maintain version control:
- Date each version clearly
- Note what changed and when
- Archive superseded versions
- Ensure latest version is clearly identified
Don't just add to the file endlessly. Good maintenance means removing outdated information and consolidating updates so the file remains concise and usable.
Common Health and Safety File mistakes
1. Leaving it until the last minute
The file should be prepared progressively throughout the project. Trying to compile it at the end results in missing information, reliance on memory, and poor quality.
Solution: Plan the file structure early, gather information as the project progresses, and maintain it as a live document.
2. Including everything
Some files contain every project document "just in case". This creates unusable volumes of information where critical details are buried.
Solution: Be selective. Focus on information needed for future construction work. Quality over quantity.
3. Providing no context or explanation
Handing over drawings and documents with no explanation of what they show or why they matter makes the file hard to use.
Solution: Include executive summaries, clear indexing, and explanatory text connecting information to specific risks or requirements.
4. Using inaccessible formats
Providing information in formats the client cannot access or use defeats the purpose.
Solution: Agree format requirements with the client early. Ensure they can open, search, and share the information provided.
5. Not updating existing files
When work is done on a building with an existing file, failing to update it means future users don't have current information.
Solution: Always review and update existing files as part of project scope. Make file updates a deliverable with allocated time and budget.
6. Filing and forgetting
Many files are handed over and then stored away where no one can find them when needed.
Solution: Implement robust document control. Ensure responsible staff know the file exists, where it is, and when to use it.
7. Generic or template-heavy content
Files padded with generic health and safety information or unedited templates add no value.
Solution: Every piece of information should be specific to the building and genuinely useful for planning future work.
8. Poor as-built information
Failing to capture as-built changes means the file doesn't reflect what was actually constructed.
Solution: Require contractors to provide marked-up drawings. Inspect work before completion. Verify critical information.
9. Missing asbestos information
Asbestos information is often the most critical content, but surveys are sometimes not included or are out of date.
Solution: Always include current asbestos survey results. Update when asbestos is removed or newly discovered. Make this information prominent and easy to find.
10. No handover explanation
Providing the file without explaining what it is, what it contains, or how to use it leaves clients confused about their duties.
Solution: Include a handover meeting. Explain contents, client duties, and how to maintain and use the file.
Frequently asked questions
On notifiable projects, the Principal Designer must prepare it. On non-notifiable projects or projects with only one contractor, the designer prepares it. The client must ensure it's prepared regardless of project type. Contractors must provide relevant information discovered during construction, but the Principal Designer or designer coordinates and compiles the file.
The Construction Phase Plan is for the current project - it sets out how health and safety will be managed during construction. The Health and Safety File is for future projects - it contains information needed to plan future construction work safely. The Construction Phase Plan is prepared by the Principal Contractor for the construction phase. The Health and Safety File is prepared by the Principal Designer throughout the project and handed to the client at completion.
Yes, if there will be a structure remaining that might be subject to future construction work. The file should be proportionate to the project - a small refurbishment needs a concise file focusing on key changes (asbestos removed, services altered, structural modifications). It doesn't need to be lengthy, just useful.
There's no requirement to create one retrospectively for existing buildings. However, when construction work is carried out, a file should be created for that work. The new file should include information about any pre-existing risks that were identified (asbestos discovered, structural details revealed, etc.) alongside information about the new work.
Yes. Digital formats are increasingly common and often preferable because they're easier to search, update, share, and back up. However, ensure the client can access and use the format provided. PDF with bookmarks, structured digital folders, or BIM-integrated information are all acceptable if the client can use them.
You must pass it to the new owner or tenant taking control of the building. This is an ongoing client duty under CDM Regulation 4(9). Include the file in property sale documentation and ensure the new owner understands their duties to keep it available and updated.
Only if they contain information needed for future construction work. O&M manuals serve a different purpose (operation and maintenance by facilities staff) and are usually kept separately. However, some information may be relevant to both - for example, safe access arrangements for plant maintenance. Include or reference such information, but don't duplicate entire O&M manuals unnecessarily.
As long as necessary to contain relevant information, and no longer. A small project might need only a few pages. A large complex project might need extensive documentation. HSE guidance emphasises that a concise, well-organised file is far more valuable than a massive file that no one will use. Quality and usability matter more than volume.
Failure to prepare a Health and Safety File is a breach of CDM Regulations. The HSE can issue improvement notices requiring it to be prepared and can prosecute for non-compliance. Beyond legal consequences, the absence of a file means future contractors lack critical safety information, increasing risks of incidents involving asbestos exposure, service strikes, structural failures, or other preventable accidents.
If you're the Principal Designer or designer, file preparation is part of your CDM duties. Whether it's a separate fee item or included in your overall fee is a matter for your commercial agreement with the client. However, file preparation takes time and effort, so ensure adequate provision is made in your fee. Clients should budget for this as part of overall project costs.
Yes, if the building contains asbestos or ACMs were identified and removed. This is one of the most critical pieces of information for future construction work. Include the asbestos register showing locations, types, and condition of any remaining ACMs, and document any removal work carried out. Make this information easy to find and clearly highlighted.
Yes, for key structural and services information. As-built drawings showing what was actually constructed (especially where it differs from design) are essential. Focus on structural elements, services routes, hazardous materials locations, and anything relevant to future construction work. Not every drawing needs to be as-built, just those containing information future contractors will need.
Health and Safety File checklist
Use this checklist to ensure your Health and Safety File is complete and compliant:
Planning and preparation
- File structure and format agreed with client
- Designers briefed on information requirements
- Systems established for gathering information throughout project
- Responsibilities allocated for specific sections
- Existing Health and Safety File obtained and reviewed (if applicable)
- Client provided necessary pre-construction information
Content - Essential elements
- Project description and key parties identified
- Residual hazards identified and management approach documented
- Structural principles and key structural information included
- Hazardous materials identified (especially asbestos)
- Services locations and specifications documented
- Access and maintenance arrangements described
- Removal/demolition information provided (where relevant)
Content - Supporting information
- As-built drawings for structural changes included
- As-built drawings for services installations included
- Survey reports included (asbestos, structural, ground investigation)
- Design information relevant to future work included
- Test certificates and commissioning records included (where relevant)
- Specifications for critical materials and systems included
Quality and usability
- Information is clear, concise, and well-organised
- File is proportionate to project size and complexity
- Indexing and navigation aids provided
- Format is accessible to the client
- Information can be easily searched and referenced
- Generic content and irrelevant information removed
- Executive summary or user guide included
Handover and ongoing
- Final review completed before handover
- File handed over to client with explanation
- Client understands their ongoing duties
- Client confirmation of receipt obtained
- Copy retained for records
- Client knows how to access, use, and update the file
Resources and further guidance
Official guidance:
- HSE: Managing health and safety in construction (L153) - The official guidance on CDM 2015, including detailed advice on Health and Safety Files
- HSE: Construction administration guidance - Including guidance on file requirements
Industry guidance:
- Construction Industry Council (CIC) guidance on Health and Safety File preparation
- Professional body guidance from RIBA, RICS, ICE on file requirements for specific disciplines
Related requirements:
- Building Information Modelling (BIM) standards and how they relate to Health and Safety Files
- Building Safety Act 2022 - Additional requirements for higher-risk buildings
- Building Regulations Part 7 - Information about new buildings
Next steps
Want to understand who the Principal Designer is and their full responsibilities?
Principal Designer: Role, duties and responsibilities under CDM 2015 →
Need to know if your project requires CDM appointments and notifications?
Do I need to notify? When CDM 2015 notification is required →
Understanding your client duties under CDM?
CDM Client Duties: Complete guide to client responsibilities →
Need help preparing a Health and Safety File or reviewing an existing one? A CDM specialist can ensure your file contains the right information, is properly structured, and meets all regulatory requirements.
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