How to Use: COSHH Assessment Register & Worker Sign-Off (Site Use)

Purpose and outcome

This resource helps you keep control of hazardous substances on site. It gives you one clear list of what’s been brought in, and links each product to the right COSHH assessment and the latest SDS (Safety Data Sheet).

Good completion looks like:

• Every hazardous product on site is listed (not just the “big ones”).
• Each item has a current SDS date and a COSHH assessment reference that matches the task and location.
• Controls are checked as “in place” (not assumed): ventilation, PPE/RPE, storage, spill response, waste.
• People who use (or could be affected by) the substance have been briefed and have signed.
• Changes are captured in the change log and the briefing is repeated when needed.

Who uses it (roles and responsibilities)

When to use it (workflow and triggers)

• Mobilisation / site set-up: start the register before works begin. Add known products (fuels, oils, silicones, expanding foam, dust-producing products, cleaners).
• As deliveries arrive: add each hazardous product immediately (don’t wait for first use).
• Before first use of a product: confirm controls are in place and brief the people involved.
• When something changes: new brand, new method (e.g., spraying instead of rolling), new area (indoors, basement, confined space), higher quantities, hot works nearby, new operative, complaints about fumes, near miss/spill.
• Inspections: use it as a cross-check during weekly inspections (or more often on busy sites).
• End of project: file it with the job records (useful for proving what was controlled and who was briefed).

Before you start (what you need to gather)

• Latest SDS for each product (check the date/version on the SDS; don’t rely on a random old printout).
• COSHH assessment for the task (ideally task-specific: “using epoxy grout indoors”, not just “epoxy”).
• Planned work location and method: indoors/outdoors, ventilation available, spraying/cutting/decanting, duration, number of people nearby.
• PPE/RPE details: glove type, eye protection, coveralls, mask type and filter, face-fit requirements (where tight-fitting masks are used).
• Storage and spill arrangements: where products will be stored, bund/tray for liquids, ignition sources, spill kit location, waste arrangements for rags/absorbents/empty containers.
• Any site rules from the Principal Contractor (e.g., banned substances, permit requirements, specific storage requirements).

How to complete it (step-by-step)

Review and sign-off (what “good” checks look like)

You’re not signing the chemistry—you’re signing that site control is in place and the paperwork matches reality.

• Supervisor review: check each listed product has a matching SDS and COSHH reference and the controls are practical for the work area.
• Operative sign-off: confirms briefing received and controls will be followed.
• Escalate to company H&S lead/director: when the SDS/COSHH indicates higher risk (e.g., isocyanates, strong solvents, sensitising products, confined spaces), or when controls can’t be met with what’s available on site.
• PC review (if required): be ready to show the register, COSHH assessments and SDS during inspections.

Recordkeeping (storage, version control, retention)

• Where to keep it: in the site file in a clearly marked COSHH section. If you use a digital system, keep a site-accessible copy (tablet/QR) and a backup.
• Linking documents: make sure the SDS and COSHH assessments are filed in the same place as referenced in the register (so you can find them in seconds during an inspection).
• Version/date: update the register version/date when you add or change substances, or at least weekly on active sites.
• Retention: keep with the project H&S records after completion. If your company has a set retention period, follow it (and keep longer if there’s a specific reason such as an incident or client requirement).
• Audit readiness: file it so it tells a clear story: what was on site, what controls were set, and who was briefed.

How often to review or update

• Update immediately when a new product arrives or an existing product changes.
• Quick weekly check (or each site inspection): walk the site and storage areas and confirm everything on the shelf/van/store is on the register.
• Review after incidents (spill, exposure symptoms, fire risk concern) and record the outcome in the change log.
• Review when the job changes (moving indoors, night work with doors shut, different ventilation, more people in the same area).

Common mistakes (and how to avoid them)

• Mistake: Only listing “chemicals” and missing things like sealants, foams, resins, cement additives, solvent wipes, fuels.
  Fix: Do a quick walk-round: stores, COSHH cabinet, welfare cleaning cupboard, vans, generators/fuel area.
• Mistake: SDS is missing or out of date.
  Fix: Make “no SDS, no use” the rule. Get SDS at ordering stage and check revision date.
• Mistake: COSHH assessment doesn’t match the job (e.g., assessment says “outdoors”, but work is in a stair core).
  Fix: Update assessment when location/method changes. If ventilation is different, the risk is different.
• Mistake: Tick-box controls with no reality (no spill kit, wrong gloves, no extraction).
  Fix: Physically check what’s on site during the “controls in place” step.
• Mistake: Decanted bottles with no label (unknown contents).
  Fix: Label immediately. If you can’t identify it, remove it from use and dispose of it safely.
• Mistake: Sign-off done once at induction and never updated.
  Fix: Re-brief when new products arrive, when methods change, and when new starters join.
• Mistake: Register kept in an office while the work happens elsewhere.
  Fix: Keep it accessible on site where supervisors and operatives can actually use it.

Worked scenario (what “good” looks like on a live job)

Situation: A small fit-out job moves from first fix to finishes. A subcontractor brings in an adhesive and a solvent cleaner for flooring in an enclosed area.

1. The supervisor adds both products to the register when they arrive, using the label names.
2. They obtain the latest SDS from the supplier and note the SDS dates on the register.
3. They link each product to the correct COSHH assessment for “adhesive application indoors” and “solvent cleaning indoors”.
4. They check controls: doors can be held open, a fan is available, no hot works nearby, correct gloves and eye protection are on site, and a spill kit is placed in the work area.
5. Before first use, they do a 10-minute briefing: ventilation plan, no smoking/ignition sources, PPE, safe storage, what to do if someone feels unwell, and spill response.
6. All operatives in the area sign the sign-off section (including a nearby trade affected by fumes).
7. Two days later the adhesive is swapped to a different brand due to stock issues. The supervisor logs it in the change log, checks the new SDS/COSHH, and re-briefs the users before continuing.