Health and Safety Documents Checklist for Small Businesses

A practical, plain-English checklist of the health and safety documents most UK small businesses are expected to hold. Work through each section, note what you already have, and use the gaps as an action plan. Written by an independent health & safety advisor based in Poole, Dorset, supporting businesses across Dorset and remotely UK-wide.

1. Health & safety policy

Required in writing for most businesses with five or more employees.

• Written health & safety policy statement — signed, dated and reviewed
• Named responsibilities: who does what, from owner to supervisor to worker
• Arrangements section covering training, PPE, fire safety, accident reporting and contractor control

2. Risk assessments

Suitable and sufficient assessments of the main activities and hazards in your workplace.

• General workplace and activity risk assessments for the jobs people actually do
• Fire risk assessment (Regulatory Reform (Fire Safety) Order 2005 — almost all non-domestic premises)
• DSE (display screen equipment) assessments for regular screen users
• Manual handling assessment where lifting or moving loads carries a risk of injury
• Young persons, and new and expectant mothers, where applicable

3. COSHH assessments

Relevant if you store or use cleaning chemicals, fuels, paints, adhesives or hazardous dusts.

• Inventory of hazardous substances used or stored on site
• Safety data sheets (SDS) held and accessible to the staff who use the products
• Written COSHH assessments for higher-risk products — your own assessment, not just the SDS

4. Fire safety and first aid records

• Fire log book: alarm tests, emergency lighting checks, extinguisher servicing and drills
• First aid needs assessment recording how many first aiders and kits you need, and why
• Accident book or incident reporting system, including near misses and RIDDOR-reportable events

5. RAMS and contractor documents

Needed if you carry out site works, installations or repairs, or use sub-contractors.

• Risk assessments and method statements (RAMS) specific to the activity, site and known hazards
• Contractor competence checks: insurance, qualifications and accreditations such as CHAS or SafeContractor
• Permits to work for hot works, working at height or confined spaces where relevant

6. Training and competence records

• Staff induction records covering safety arrangements, fire exits and how to raise concerns
• Role-specific training: manual handling, fire warden, first aid, PPE, equipment use, working at height
• Evidence that documents have been reviewed within the last 12 months

Common questions

Do I need a written health and safety policy? If you have five or more employees, the Health and Safety at Work etc. Act 1974 requires it to be in writing. Smaller employers still need to manage health & safety, but the policy need not be written.

Is this checklist a legal compliance check? No. It is an advisory checklist to help identify common gaps in health & safety paperwork. It is not legal advice, certification, approval or sign-off.

Do I need RAMS? Typically yes where site works, installations, repairs or contractor-led activities are carried out, or where a client, principal contractor or accreditation scheme asks for them in writing.

Need help closing the gaps?

Fixed-fee advisory document reviews start from £395, with a written gap summary and a priority action list. Services are provided on an advisory basis to the agreed scope; responsibility for implementation and legal compliance remains with the client.

Call 01202 162463 or email info@hseessentials.co.uk. Practical, not paperwork.

More free tools: health & safety resources, evidence readiness check and compliance checker.