What Health and Safety Documents Does a Small Business Need?
The exact documents a business needs depend on its size, activities and risks. A small office will need far less than a manufacturing site, but most businesses should have a clear core set of health and safety records that reflect what actually happens in the workplace.
Health and safety policy
Businesses with five or more employees must record their health and safety policy in writing. Even for smaller businesses, a simple written policy can help clarify responsibilities and arrangements.
Risk assessments
Risk assessments should cover the significant hazards created by your work and the people who may be affected. They should be suitable, proportionate and kept up to date when activities, equipment or circumstances change.
Fire safety records
Businesses should have suitable fire safety arrangements, including an appropriate fire risk assessment and records of relevant checks, maintenance and training.
COSHH assessments
If employees use or are exposed to hazardous substances, you may need documented assessments under the Control of Substances Hazardous to Health Regulations.
Machinery and equipment records
Where work equipment presents significant risks, businesses may need suitable assessments, maintenance records, inspection records and evidence that employees are trained to use equipment safely.
Contractor documentation
If you use contractors, you may need evidence of competence, suitable risk assessments and method statements, induction records and a clear process for controlling contractor activities on site.
Training and inspection records
Training, equipment checks, workplace inspections and action tracking should be recorded where they are necessary to demonstrate that controls are being implemented and maintained.
Do I need every possible health and safety document?
No. More paperwork does not automatically mean better health and safety. The important thing is having the records that are relevant to your actual risks and making sure the controls described in them are really being followed.
If you are unsure how often existing assessments should be checked, see our guide to when a risk assessment should be reviewed.
Not sure what you are missing?
An Initial Compliance Check can help identify the most important gaps and give you a prioritised action plan without creating unnecessary paperwork.