Air Quality Log

Educational guidance on registers and logs — what each records, who maintains it, what it typically contains and how long it is generally kept. Informational only — template examples, not official documents or legal advice; a register documents activity, it does not by itself prove compliance, and employers remain responsible.

What an air quality log is

An air quality log records checks and readings of the air in a workplace — ventilation rates, fresh-air supply or contaminant levels — so the organisation can track whether conditions are being maintained and act when they are not.

This page is an educational overview with a simplified example. It is not an official template, not jurisdiction-specific and not legal advice — what must be monitored, the methods and any standard vary by country and setting.

Purpose

• Record air quality checks and readings over time.
• Track ventilation performance and any contaminant levels.
• Flag readings that need action or investigation.
• Support comfort, health and any environmental standard.

Who maintains it

• A facilities, environmental or safety lead keeps it current.
• Checks may be in-house or by a competent contractor.
• Results are reviewed against the relevant target or standard.
• The employer decides the regime and who is responsible.

When it is used

• When air quality checks are taken on the agreed schedule.
• After a change to ventilation, occupancy or process.
• When poor air quality is reported or suspected.
• During environmental or facilities reviews.

Typical fields

• Date, area and the parameter measured.
• Reading and the method used.
• The target or standard it is compared with.
• Whether it is within range and any action taken.
• Who carried out the check and sign-off.
• Example columns only — adapt to your setting and the applicable law.

Common mistakes

• Recording readings but not comparing them to a target.
• Measuring in unrepresentative spots or times.
• Not acting on poor results or complaints.
• Ignoring ventilation maintenance behind the readings.

Document workflow

An air quality log runs with the ventilation and environmental chain: ventilation is maintained and inspected, readings are logged here, and poor results feed corrective action and the ventilation inspection register completed afterwards. It links to dust, fume and emissions records.

See the related documents below for what is commonly used with and completed after an air quality entry.

Retention (high level)

Air quality records are generally kept for a period set by the applicable law and the employer’s obligations, long enough to show trends. This page does not state a required period — confirm with the applicable law and the official authority.

Completing and sharing as a PDF

Results are often held in a system and exported to PDF for reviews and audits. Exporting to PDF supports the record; it does not make the results official or prove compliance.

Employer checklist

• Check air quality in representative places on a clear schedule.
• Compare results with the relevant target or standard.
• Act on poor readings and on complaints.
• Keep ventilation maintenance linked to the readings.

Worker notes

• Report stuffiness, fumes or poor air quality.
• Do not block vents or extraction.
• Follow any guidance during air quality investigations.

Country considerations

Air quality standards, methods and any duties vary by country and setting, and the official authority differs. This page is general and high-level — not a statement of any country’s law and not legal advice.

Confirm current requirements with the official authority for your country and a qualified professional.

Who is responsible

The employer is responsible for the workplace air quality it controls and for compliance. This page is an educational overview with a template example; it does not make a workplace compliant and does not transfer responsibility.