Risk Assessment Template: Complete UK Guide with Examples

A risk assessment template provides structure for identifying hazards and recording control measures in your workplace. However, templates are starting points, not finished products—you must adapt them to reflect your actual workplace hazards and controls.

Why use a risk assessment template?

Templates provide helpful structure for recording your risk assessment findings systematically. They ensure you don't miss essential information and provide a consistent format across your organization.

Benefits of using templates

Structure and consistency:

• Prompts you to consider all necessary elements
• Ensures consistent format across different assessments
• Makes it easier for others to read and understand
• Helps with training new assessors

Time efficiency:

• Faster than creating documents from scratch
• Reduces time spent on formatting
• Allows focus on identifying hazards rather than document design

Compliance confidence:

• Good templates reflect legal requirements
• Include all mandatory information
• Help demonstrate systematic approach

Communication tool:

• Standardized format aids understanding
• Easy to share with employees and inspectors
• Simplifies review and update processes

The critical warning about templates

Before you download any template, understand this crucial point:

Common template pitfalls

Mistake 1: Copy and paste without thinking Leaving generic hazards and controls that don't apply to your workplace.

Mistake 2: Keeping irrelevant sections A construction template used for an office, still listing hazards like excavations and scaffolding.

Mistake 3: Vague, template language "Adequate controls in place" without specifying what they actually are.

Mistake 4: Ignoring your specific hazards Your workplace has unique hazards not covered in the generic template, and you don't add them.

Mistake 5: Never updating the template content Using the same downloaded content year after year without reviewing whether it reflects current reality.

Essential template sections

A suitable and sufficient risk assessment template should include these core sections:

1. Assessment details

Basic information:

• Activity or area being assessed — Be specific (e.g., "Warehouse manual handling operations" not just "Warehouse")
• Date of assessment — When it was conducted
• Assessed by — Name and role of the person who conducted it
• Approved by — Person with authority to ensure actions are implemented
• Review date — When it will be next reviewed
• Version or reference number — For tracking updates

Purpose of this section: Identifies what's being assessed and provides audit trail for accountability and review scheduling.

2. Hazard identification

Information to capture:

• List of all significant hazards identified
• Location or context of each hazard
• Brief description of how the hazard could cause harm

Tips for this section:

• Be specific: "Wet floor in customer area after cleaning" not just "Slips"
• Group related hazards sensibly
• Focus on significant risks, not trivial hazards
• Consider all hazard types: physical, chemical, biological, ergonomic, psychosocial

Example format:

3. Who might be harmed

Information to capture:

• All groups of people at risk
• How they might be harmed
• Any groups especially at risk (legal requirement)

Groups to consider:

• Employees (by role, shift, or characteristic)
• Contractors and maintenance workers
• Visitors and customers
• Members of the public
• Vulnerable groups: young workers, pregnant workers, disabled workers, lone workers, inexperienced workers

Example format:

4. Existing control measures

Information to capture:

• What controls are already in place
• Whether they're working effectively
• Whether they comply with legal requirements

Types of controls to document:

• Elimination — Hazard removed entirely
• Substitution — Replaced with safer alternative
• Engineering controls — Guards, barriers, ventilation, isolation
• Administrative controls — Procedures, training, supervision, permits
• PPE — Personal protective equipment provided

Example format:

5. Risk evaluation

Information to capture:

• Assessment of whether existing controls are adequate
• Level of remaining risk (can be qualitative: low/medium/high)
• Whether the risk is acceptable or requires further action

Approach: You don't need complex risk matrices or numerical scoring for most risks. Simple qualitative assessment is fine:

• Low risk — Unlikely to cause harm, or would cause only minor harm if it did. Controls adequate.
• Medium risk — Could cause significant harm, or more likely to cause harm. Review controls and consider improvements.
• High risk — Likely to cause serious harm, or could cause severe harm if controls fail. Immediate action required.

Example:

6. Further action required

This is the most important section — it's where you record what needs to improve.

Information to capture:

• Specific action required
• Who is responsible for implementing it
• Target completion date
• Priority (high/medium/low)
• Completion status

Be specific:

• Vague: "Improve manual handling controls"
• Specific: "Purchase 3 additional trolleys for warehouse use and retrain all staff on their use"

Assign responsibility:

• Vague: "Management to action"
• Specific: "Warehouse Manager (John Smith)"

Set realistic deadlines:

• Consider the risk level: high risks need urgent action
• Ensure the person responsible has time and resources
• Follow up if deadlines are missed

Example format:

7. Review information

Information to capture:

• Date of next scheduled review
• Triggers for earlier review
• Record of any interim reviews conducted

Review triggers to list:

• Annual review (minimum)
• Following any incident or near miss
• When work activities, processes, or equipment change
• When new employees start, particularly vulnerable workers
• When new information about hazards becomes available

Example:

Next review date: December 2025

Review earlier if:

• Any manual handling injury occurs
• New equipment or handling aids introduced
• Changes to products or packaging requiring different handling
• Significant changes to warehouse layout

Template formats and structures

Different formats suit different workplaces and preferences.

Format 1: Simple table format

Best for: Small workplaces with straightforward risks

Advantages:

• Clear and concise
• Easy to update
• Fits on one or two pages
• Can be handwritten or typed

Structure:

Format 2: Detailed narrative format

Best for: Complex hazards requiring detailed explanation

Advantages:

• Allows more explanation and context
• Suitable for complex processes
• Can include diagrams or photos
• Helpful for training purposes

Structure: Each hazard gets its own section with full descriptions under standard headings:

• Hazard description
• Who might be harmed and how
• Existing control measures
• Risk evaluation and justification
• Further actions required

Format 3: Activity-based format

Best for: Assessing step-by-step processes or tasks

Advantages:

• Follows natural workflow
• Identifies risks at each stage of activity
• Good for method statements
• Helps identify sequence-specific hazards

Structure: Break the activity into steps, then assess hazards at each step.

Example: Unloading delivery vehicle

Format 4: Hazard category format

Best for: Comprehensive workplace assessments covering multiple hazard types

Advantages:

• Ensures all hazard categories considered
• Systematic and thorough
• Good for general workplace assessments

Structure: Organize by hazard type:

• Physical hazards (slips, trips, falls, manual handling, machinery)
• Chemical hazards (COSHH substances)
• Biological hazards (infections, Legionella)
• Fire hazards
• Electrical hazards
• Ergonomic hazards (DSE, repetitive tasks)
• Psychosocial hazards (stress, violence, lone working)

How to use templates effectively

Follow these steps to use templates properly:

Step 1: Choose an appropriate template

Select a template that:

• Covers the type of workplace or activity you're assessing
• Matches the complexity of your risks
• Includes all mandatory sections
• Is from a reputable source (HSE, industry body, professional consultant)

HSE templates available for:

• General workplace assessment
• Offices
• Retail and warehouses
• Manufacturing
• Catering and hospitality
• Construction activities
• Care homes and healthcare

Available at: www.hse.gov.uk/risk/assessment-templates↗

Step 2: Walk your workplace

Before filling in any template:

• Physically walk through your workplace during normal operations
• Observe actual work practices, not what should happen
• Talk to employees about hazards they experience
• Check accident and near-miss records
• Review manufacturer instructions and safety data sheets
• Note everything that could cause harm

Don't skip this step. You cannot complete a template from your desk and expect it to reflect reality.

Step 3: Customize ruthlessly

As you complete the template:

Delete:

• Irrelevant hazards that don't exist in your workplace
• Template text that doesn't apply to you
• Examples and placeholder text

Add:

• Your specific hazards that aren't in the template
• Your actual control measures
• Your workplace-specific context

Modify:

• Generic descriptions to match your situation exactly
• Control measures to reflect what you actually have
• Terminology to match your workplace language

Step 4: Be specific and accurate

Replace template generalities with workplace specifics:

Template says: "Provide appropriate manual handling training" Your assessment should say: "All warehouse staff receive manual handling training during induction and refresher training every 2 years. Records kept by H&S Advisor."

Template says: "Adequate guarding on machinery" Your assessment should say: "All saws have fixed guards and emergency stop buttons. Interlock prevents operation with guard open. Guards inspected weekly by supervisor (checklist in workshop office)."

Template says: "Risk is low" Your assessment should say: "Risk is low because guards are functioning correctly, all operators are trained, and weekly inspections identify any deterioration promptly."

Step 5: Involve workers

Don't complete the template in isolation:

• Consult employees about hazards they experience
• Ask them what controls are actually used in practice
• Get their input on what additional measures would be practical
• Have them review the completed assessment for accuracy

Step 6: Focus on the action plan

The most important part of any risk assessment is the action plan. Don't rush this section.

For each action:

• Make it specific and measurable
• Assign to a named individual
• Set a realistic but firm deadline
• Assign priority based on risk level
• Track completion
• Verify the action was effective

High-risk actions need immediate attention:

• Deadline measured in days or weeks, not months
• Interim controls while permanent solution is implemented
• Regular follow-up until completed

Step 7: Approve and communicate

Once completed:

• Have it approved by someone with authority to ensure actions are implemented
• Sign and date it
• Share with relevant employees
• Make it accessible for reference
• Communicate any changes or new controls

Step 8: Treat it as a living document

Your risk assessment isn't finished when you complete the template:

• Update it as actions are completed
• Review it regularly (annually minimum)
• Revise it when circumstances change
• Keep superseded versions to show progression

Worked examples

Example 1: Small office risk assessment

Assessment for: General office environment Date: 15 January Assessed by: Jane Smith, Office Manager Review date: December 2025

Groups especially at risk: New starters unfamiliar with office layout (fire risks). Older employees may be at higher risk from trips and DSE-related issues.

• December 2025, or sooner if office layout changes, new equipment introduced, or any incidents occur.

Example 2: Small retail shop risk assessment

Assessment for: Customer-facing retail operations Date: 15 January Assessed by: Ahmed Patel, Shop Owner Review date: December 2025

Hazard 1: Manual handling of stock deliveries

Who might be harmed: Shop staff (2 employees), delivery drivers

How they might be harmed: Back injury, muscle strain, dropped items causing foot/toe injuries

Existing controls:

• Staff trained in manual handling during induction
• Heavier items (over 15kg) unpacked by delivery driver and placed on shelves
• Trolley available for moving multiple items
• Safety footwear (steel toe caps) provided and worn by staff

Is risk adequately controlled? Partially. Trolley is small and not suitable for larger deliveries. Some staff occasionally lift heavy items alone.

Further actions:

1. Purchase larger trolley suitable for bigger boxes — By shop owner — By 31 Jan 2025 — High priority
2. Implement clear policy: items over 15kg must be team-lifted or use trolley — By shop owner — Immediate — High priority
3. Refresher manual handling training at team meeting — By H&S consultant — By end Feb 2025 — Medium priority

Hazard 2: Lone working during opening and closing

Who might be harmed: Shop staff when working alone early morning or late evening

How they might be harmed: Violence, robbery, unable to get help if injured, anxiety

Existing controls:

• Mobile phone carried by staff
• Instruction to call 999 if threatened
• Till contains minimal cash overnight
• Owner informed when opening/closing complete

Is risk adequately controlled? No. No panic alarm, no check-in system if staff don't make contact.

Further actions:

1. Install panic alarm button at till linked to owner's mobile — By shop owner — By 28 Feb 2025 — High priority
2. Implement buddy system: staff call colleague/owner on arrival and when leaving — By shop owner — Immediate — High priority
3. Consider having 2 staff present for opening/closing hours — By shop owner — Review after other measures implemented — Medium priority

• December 2025, or sooner if incident occurs, new staff employed, or shop hours change.

Example 3: Workshop manual task assessment

Activity assessed: Cutting wood panels using table saw Date: 15 January Assessed by: Michael Brown, Workshop Supervisor Review date: December 2025 or when process changes

Overall risk level: Medium (was high, now medium with controls, but improvements needed)

Groups especially at risk: New workers and trainees require close supervision. One worker has mild hearing loss — additional protection critical for them.

Common template mistakes to avoid

Mistake 1: Using the wrong template

Problem: Completing a construction template for an office, leaving irrelevant hazards about excavations and scaffolding.

Solution: Choose a template appropriate for your workplace type. If no perfect match exists, start with a general workplace template and customize heavily.

Mistake 2: Leaving placeholder text

Problem: Template says "[Insert company name here]" or "List hazards below" and these instructions remain in the final document.

Solution: Replace all placeholder text with real information. Delete all instructions and examples.

Mistake 3: Vague control measures

Problem: "Adequate controls in place" or "Staff trained appropriately" without specifying what the controls actually are.

Solution: Be specific about what exists: "All staff receive manual handling training during induction (2-hour session) with refresher every 2 years. Training records held by H&S Advisor. Last delivered October 2024."

Mistake 4: No action plan or vague actions

Problem: "Improve safety" or "Management to review" without specific actions, responsibilities, or deadlines.

Solution: Every action must be specific, assigned to a named person, and have a realistic deadline. "Operations Manager (Sarah Jones) to purchase 2 additional trolleys by 31 January 2025."

Mistake 5: Completing it alone at a desk

Problem: Manager fills in template without walking workplace or consulting staff, missing real hazards and documenting controls that don't actually exist.

Solution: Walk the workplace, observe actual practices, check accident records, and consult employees before completing any template.

Mistake 6: Filing and forgetting

Problem: Completed template filed and never looked at again. Actions not implemented, reviews not conducted.

Solution: Treat assessment as living document. Track action completion. Set calendar reminders for review. Update as circumstances change.

Mistake 7: Overcomplicated risk scoring

Problem: Complex risk matrices with numerical scores, color coding, and calculations that obscure whether controls are adequate.

Solution: Keep it simple. Focus on whether risk is adequately controlled, not on calculating scores. Simple low/medium/high is usually sufficient.

Frequently asked questions

Related articles:

• What is a risk assessment?
• The 5 steps to risk assessment
• What makes a risk assessment suitable and sufficient?

Useful tools:

• Risk Assessment Builder
• Hazard Checker