How to Complete a COSHH Assessment Form: A Step-by-Step UK Guide

Many UK business owners find health and safety paperwork daunting. However, managing hazardous substances is a legal requirement you cannot ignore. Imagine a common scenario that many managers face today. Your HSE inspector is coming next week, and you’ve just realised you don’t have a proper COSHH assessment form in place. Suddenly, you feel a wave of panic wash over you. The Control of Substances Hazardous to Health is known as ‘COSHH’. It is a law that requires employers to control substances which can harm workers’ health.

The stakes are incredibly high for your business. Workplace lung disease kills 12,000 UK people every year. Beyond the human cost, you could face thousands of pounds in fines. Furthermore, you might receive prohibition notices or face prosecution. This guide will walk you through the process of using this assessment to safeguard your employees and maintain compliance with HSE standards. We will make this process simple and stress-free.

What is COSHH, and how do the UK regulations affect your business?

Overview of COSHH Regulations 2002

The COSHH Regulations 2002 are the main rules for chemical safety. These laws tell employers they must protect their staff. Specifically, you must stop workers from getting sick due to chemicals. This law applies to almost every business in the UK. Therefore, you must understand your duties clearly to avoid trouble.

Which substances are covered?

Many people think this only applies to factories. However, hazardous substances are found in almost every workplace.
These substances include:

• Cleaning chemicals: Bleach, toilet cleaner, and floor polish.
• Dusts: Wood dust, flour dust in bakeries, or silica dust.
• Fumes: Welding fumes or vehicle exhaust gases.
• Biological agents: Bacteria, viruses, and germs in waste.
• Vapours: Paint thinners, solvents, or glue smells.

Who is responsible for COSHH assessments in a workplace?

The main responsibility always falls on the employer. You must ensure the workplace is safe for everyone. However, you can ask a competent employee to help. This person must understand the risks and the work process. Ultimately, the business owner signs off on the safety checks.

Consequences of non-compliance

Ignoring these rules is a very dangerous game. The Health and Safety Executive (HSE) has strong powers.
If you fail to comply, you face:

• HSE Enforcement: Inspectors can stop your work immediately.
• Heavy Fines: Courts can charge you unlimited amounts.
• Accidents: Staff could suffer burns, asthma, or cancer.

What is a COSHH assessment form, and what does it need to include?

Definition of a COSHH assessment versus a generic risk assessment

A general risk assessment looks at all workplace dangers. This includes slips, trips, falls, and machinery risks. In contrast, a form for COSHH assessments looks only at hazardous substances. It focuses deeply on how chemicals enter the body. Therefore, you cannot just use a general form for chemicals. You need a specific document for these specific dangers.

Typical sections of a COSHH assessment form:

What details about the substance must you record?

First, you must write down the product name. You should also note where it is used. Additionally, you must list the hazard classification. This usually comes from the warning label on the bottle. For instance, look for the “corrosive” or “toxic” symbols.

What information about exposure and tasks is required?

You need to describe the actual job task. How long does the worker use the product? How often do they do this task? Also, write down how the substance enters the body. Can they breathe it in? Can it soak through their skin?

What controls and PPE must be documented?

This is the most critical part of the form. You must list exactly how you protect the worker.
Common controls include:

• Opening windows for fresh air.
• Using extraction fans to remove dust.
• Wearing gloves, goggles, or face masks.

What emergency procedures and first aid details are needed?

Finally, plan for when things go wrong. What if someone spills the chemical? What if they swallow it or get it in their eyes? Your COSHH assessment form must list the correct first aid. This information saves lives during a panic.

When do you need to complete a COSHH assessment form in the UK?

Situations that always require a COSHH assessment

You must complete an assessment whenever a hazard exists. If a substance could harm someone, you must assess it. This applies before work starts, not after. Therefore, do not wait for an accident to happen.

New substances, new processes and changes to existing tasks

Every time you buy a new chemical, stop. You need to check its risks immediately. Also, check if you change how you work. For example, spraying a chemical is more dangerous than wiping it. Spraying creates a mist that is easy to inhale. Consequently, this change requires a new assessment.

Low-risk household products at work – do they still need assessing?

This is a very common question. If you use washing-up liquid normally, you don’t need a form. However, if you use it industrially, the rules change. For example, a cleaner using it all day needs protection. The key factor is the duration and frequency of use.

How often should COSHH assessments be reviewed?

You should not write the assessment and forget it. It is a living document, not a dead file. We recommend reviewing them at least once a year. However, review them immediately if an accident occurs.

How do you complete a COSHH assessment from start to finish?

How do you identify all hazardous substances on site?

Walk around your workplace with a notebook. Open every cupboard, drawer, and storage room. Look for bottles with diamond-shaped warning labels. Also, look for processes that create waste. For example, cutting wood creates dust. You must assess the dust, not just the wood.

How do you use Safety Data Sheets (SDS) to inform your assessment?

Your supplier must legally provide a Safety Data Sheet (SDS). However, an SDS is not a finished COSHH assessment form; it is the raw data you need to create one.

Focus on these key sections:

• Hazards (Section 2): Identifies pictograms and specific risks.
• First Aid (Section 4): Details essential emergency response steps.
• Exposure/PPE (Section 8): Specifies ventilation requirements and the exact type of PPE needed.

Transfer this information onto your COSHH assessment form, tailoring it to how the substance is used in your specific workplace to ensure UK HSE compliance.

How do you decide who could be exposed and how?

Think about everyone who enters the area. This includes cleaners, maintenance staff, and visitors.
Consider the routes of entry:

• Inhalation: Breathing in fumes or dust.
• Ingestion: Swallowing chemicals (eating with dirty hands).
• Absorption: Chemicals soak through the skin.
• Injection: Sharp objects piercing the skin.

How do you choose appropriate control measures (hierarchy of control)?

Do not just jump straight to giving out masks. You must follow the “Hierarchy of Control”.

1. Elimination: Can you stop using the chemical entirely?
2. Substitution: Can you use a safer chemical instead?
3. Engineering Controls: Can you use fans or screens?
4. Administrative Controls: Can you reduce the time spent working?
5. PPE: Personal Protective Equipment is the last resort.

How do you record your findings clearly on the form?

Write clearly so everyone can understand it. Do not use complicated words or confusing jargon. Simply state the risk and the safety rule. For example, write “Wear blue nitrile gloves” instead of “Wear PPE”. This makes your form for COSHH evaluation useful for workers.

Where can UK employers find reliable COSHH assessment templates?

HSE example templates and guidance notes

The HSE website is the best starting place. They offer free example templates for many industries. You can download these and adapt them. They are trustworthy because they come from the regulator.

Trade body, local authority and insurer templates

Your insurance company might provide free templates. Also, trade unions often have industry-specific forms. These are often better because they match your specific trade.

Pros and cons of generic downloadable templates

Downloading a blank template saves you time. However, generic templates can be dangerous. They might miss specific risks in your building. You must always customise them. Never just print and sign without reading.

When should you create a bespoke COSHH assessment instead of using a template?

Sometimes, a template is simply not enough.
Create a custom form if:

• Use very dangerous chemicals (carcinogens).
• Have a complex manufacturing process.
• You have vulnerable workers (pregnant staff or young workers).

What does a good completed COSHH assessment look like? (with examples)

Example: cleaning chemicals in an office or school

Imagine a cleaner using a strong toilet descaler. The assessment form for COSHH should list “Acidic Cleaner”. The risks are “burns to skin” and “eye damage”. The control is “Wear rubber gloves and safety goggles”. The first aid is “Wash with water for 15 minutes”.

Example: wood dust in a joinery workshop

Here, the substance is “hardwood dust”. The risk is “asthma and nasal cancer”. The control is “Use Local Exhaust Ventilation (LEV) on saws”. Also, the worker must wear an FFP3 face mask. The form must mention emptying the dust bags safely.

Example: welding fumes on a construction site

The hazard is “welding fume”. The risk is “lung damage and pneumonia”. The control measures must include extraction arms. If outside, the worker needs a powered air respirator. The form tracks how many hours they weld daily.

How detailed should the form be without becoming unusable?

A good form is concise but complete. It should fit on one or two pages. If it is ten pages long, nobody will read it. Include the vital facts and safety instructions only. Keep it simple so staff can check it quickly.

What are the most common mistakes on COSHH forms (and how to avoid them)?

Copy‑and‑paste assessments that don’t match the actual task

Many managers copy text from the internet. This is a huge mistake. If the form says “open window” but you have none, it fails. The assessment must match your real-world room.

Ignoring by‑products like fumes, vapours, and dust

People often assess the paint but forget the sanding dust. Or they assess the welding rod but forget the fume. Remember to assess what the work creates, not just what you buy.

Focusing only on PPE and not on elimination or substitution

Relying only on PPE is poor practice. PPE can fail, tear, or be worn wrongly. You should try to remove the danger first. Only use PPE if you cannot remove the risk.

Failing to involve workers who actually use the substances

Your workers know the job best. They know if the goggles steam up. They know if the gloves are too tight. Ask them for their input when filling out the form for COSHH evaluation. Their feedback makes the safety rules practical.

Not updating COSHH assessments after incidents or near misses

If someone gets dizzy, your assessment was wrong. You must update the form immediately. Do not leave the old form in the file. Learn from the mistake and improve the controls.

How should assessments for COSHH be stored, shared and updated?

Paper vs digital COSHH assessments

Paper folders are good for workshops. Workers can grab them easily. However, digital files are easier to update. Many companies use a mix of both methods. Ensure the digital files are backed up securely.

Making forms available to staff, contractors and visitors

Do not lock the forms in an office. They must be close to the work area. For example, stick them on the cleaning cupboard door. Contractors must see them before they start working.

Training workers on the contents of the assessments

A form in a drawer saves no one. You must hold a meeting to explain it. Show them the risks and the controls. Ask them to sign that they understand. This proves you provided the necessary training.

Review triggers: new products, equipment, processes, or HSE guidance changes

You need a system to trigger reviews. If you buy a new machine, review the form. If the HSE changes a law, review the form. Stay alert to changes in your business.

Do I Need to Review My COSHH Assessment Form Every Year?

Clear answer + review triggers table

Yes, regular reviews are an essential practice. We suggest a full check every 12 months. However, some events trigger an instant review.

Table: When to Review Your COSHH Assessment 

Can I Get Fined Even If No One Was Harmed? 7 Recent HSE Prosecution Examples

Yes, you can be fined for potential risk alone. Here are seven real-world examples of HSE fines. These show that paperwork matters.

• Bakery Fined £15,000: A bakery ignored flour dust risks. No one was hurt yet, but the risk of asthma was high.
• Cleaner Fined £8,000: A cleaning firm mixed bleach and acid. The fumes were dangerous. They had no proper assessment form for COSHH.
• Joinery Shop Fined £20,000: Wood dust was piling up. They had an extraction, but it was broken. They failed to maintain controls.
• Car Repair Shop Fined £12,000: Mechanics used paints with isocyanates. They did not have the right breathing masks.
• Engineering Firm Fined £180,000: They used metalworking fluids dangerously. Several workers developed skin dermatitis over time.
• Builder Fined £10,000: He cut stone without water suppression. The silica dust cloud was visible to inspectors.
• School Fined £5,000: Science chemicals were stored incorrectly. Students could access them easily. The risk alone caused the fine.

These fines show that the HSE takes this seriously. Therefore, do not wait for a fine to act.

Final Thought

A COSHH assessment form isn’t just a “tick-box” exercise; it’s a living document that saves lives. It ensures your friends and colleagues go home safely. It protects your business from financial ruin. Take the time today to check your forms. Do they reflect the real work being done? If not, update them now. A simple chemical safety evaluation today prevents a disaster tomorrow.

You can download your free COSHH assessment template from here.  Also can check out our online COSHH training courses. 

FAQs

1. What is a COSHH assessment form?

• A COSHH assessment form is a document used to identify hazardous substances, assess risks, and record safety controls.

2. How do I document a COSHH assessment?

• You document a COSHH assessment by recording the substance details, hazards, exposure risks, and control measures.

3. Who completes a COSHH assessment?

• A COSHH assessment is usually completed by an employer, a manager, or a trained responsible person.

4. Do I need to do a COSHH assessment?

• You need a COSHH assessment whenever hazardous substances are used, handled, or stored in the workplace.

5. What are the 5 steps to a COSHH assessment?

• The five steps are identifying hazards, assessing risks, implementing controls, recording findings, and reviewing regularly.

6. What is the purpose of an assessment form?

• An assessment form helps document risks, ensure compliance, and improve workplace safety.

7. How often should a COSHH assessment be done?

• A COSHH assessment should be reviewed regularly and updated when substances, processes, or regulations change.

8. Who fills out the risk assessment form?

• The risk assessment form is filled out by the employer or a competent person responsible for safety.