Find out which H&S documents you need

Not sure what health and safety documentation you're required to keep? This tool asks questions about your business, premises, and activities, then creates a personalised checklist of required and recommended documents.

How it works

1. Answer questions about your business, employees, premises, and hazards
2. Get your checklist showing legally required vs recommended documents
3. Download your results with guidance on creating each document

What you'll learn

After completing the checker, you'll know:

• Which documents are legally required for your business
• Which documents are strongly recommended
• Why each document is needed and what regulations require it
• Where to find templates and guidance for creating them
• How often each document should be reviewed or updated

Common required documents

Depending on your answers, the checker will assess your need for:

Legally required documents

• Health and Safety Policy - Required if you have 5+ employees (Health and Safety at Work Act 1974)
• Risk Assessments - Required for all employers and self-employed (Management of Health and Safety at Work Regulations 1999)
• Fire Risk Assessment - Required for all non-domestic premises (Regulatory Reform (Fire Safety) Order 2005)
• COSHH Assessments - Required if you use hazardous substances (Control of Substances Hazardous to Health Regulations 2002)
• Accident Book - Required for all employers (RIDDOR 2013)
• Employers' Liability Insurance Certificate - Required for most employers (Employers' Liability (Compulsory Insurance) Act 1969)

Activity-specific documents

• Manual Handling Assessments - If employees lift or move heavy items
• Display Screen Equipment (DSE) Assessments - For office workers using computers regularly
• Personal Protective Equipment (PPE) Assessments - If PPE is required for any tasks
• Noise Assessments - If employees are exposed to high noise levels
• Asbestos Register - If your building was constructed before 2000
• Legionella Risk Assessment - If you have water systems
• Gas Safety Certificates - If you have gas appliances
• Electrical Installation Condition Reports - For commercial premises
• Training Records - To demonstrate competence and compliance
• Safety Data Sheets - For all hazardous substances stored or used

Industry-specific requirements

Certain industries have additional requirements:

• Construction: Construction Phase Plans, F10 notifications, site rules
• Food businesses: HACCP documentation, food safety management system
• Healthcare/care homes: Infection control policies, clinical waste procedures
• Manufacturing: Machine guarding records, maintenance logs, PUWER assessments

Before you start

You'll get the most accurate checklist if you know:

• Your business or organisation type
• How many employees you have (including part-time)
• Your premises type and whether you own or rent
• What main activities take place
• Key hazards present (chemicals, machinery, height work, etc.)
• Whether you have specialist equipment or processes
• Whether members of the public visit your premises

Start the checker

What happens after?

Once you complete the checker, you'll receive:

1. Personalised document checklist - Showing which documents you need
2. Priority guide - Legal requirements highlighted separately from recommendations
3. Template library access - Links to templates for required documents
4. Review schedule - How often each document should be updated
5. Regulation references - Which laws require each document

Keeping documents up to date

Having the right documents is just the start. They must be:

• Reviewed regularly - At least annually, or when circumstances change
• Accessible - Available to employees and inspectors when needed
• Implemented - Actually followed, not just filed away
• Signed and dated - To show when they were created and by whom
• Communicated - Relevant staff must be aware of and trained on procedures

Key regulations covered

This checker considers requirements from:

• Health and Safety at Work etc. Act 1974
• Management of Health and Safety at Work Regulations 1999
• Regulatory Reform (Fire Safety) Order 2005
• Control of Substances Hazardous to Health Regulations 2002 (COSHH)
• Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR)
• Control of Asbestos Regulations 2012
• Legionella: The Control of Legionella Bacteria in Water Systems (L8)
• Provision and Use of Work Equipment Regulations 1998 (PUWER)
• Manual Handling Operations Regulations 1992
• Health and Safety (Display Screen Equipment) Regulations 1992
• Personal Protective Equipment at Work Regulations 1992
• Control of Noise at Work Regulations 2005
• Electricity at Work Regulations 1989
• Gas Safety (Installation and Use) Regulations 1998

Frequently asked questions

Do I need documents if I'm self-employed with no employees?

You still need risk assessments for your activities, and if you work from shared premises or visit client sites, you may need to share your assessments. A fire risk assessment is required for any non-domestic premises you control.

How long should I keep H&S records?

• Accident records: 3 years minimum
• Employee exposure records (asbestos, chemicals): Up to 40 years
• Training records: Duration of employment plus 6 years
• Risk assessments: While relevant, plus 3 years after superseded
• Fire risk assessment: Current version always; old versions 3 years

Can I use templates or do I need a professional?

Templates are acceptable for straightforward situations. You must ensure they're adapted to your specific circumstances. For complex or high-risk activities, professional assistance is recommended.

What if I don't have documents during an HSE inspection?

The HSE inspector may issue an improvement notice giving you time to create required documents. Serious non-compliance can result in prohibition notices stopping work immediately, or prosecution.

Do digital documents count, or must they be paper?

Digital documents are acceptable provided they're accessible to relevant people. You must be able to produce them for inspection and ensure backups exist.