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 a hazardous substance register is
A hazardous substance register is a focused list of the substances on site that present a health or safety hazard — corrosives, flammables, toxics, sensitisers and the like — drawing together their hazards, controls, quantities and storage in one place.
This page is an educational overview with a simplified example. It is not an official template, not jurisdiction-specific and not legal advice — the employer decides what their register must record and how it is kept current.
Purpose
- List the hazardous substances held and used on site.
- Summarise the key hazards and the controls for each.
- Record quantities, storage and segregation needs.
- Support assessments, emergency planning and inspections.
Who maintains it
- A safety lead, manager or store keeper keeps it up to date.
- Entries draw on safety data sheets and the chemical register.
- It is reviewed within the organisation’s own safety process.
- The employer decides who owns and maintains it.
When it is used
- When a hazardous substance is added, changed or removed.
- When planning storage, segregation or emergency response.
- During assessments, inspections and audits.
- On the employer’s review cycle.
Typical fields
- Substance name and its linked safety data sheet.
- Hazard classification and the key risks in plain terms.
- Quantity held, storage location and segregation needs.
- Controls in place and the assessment reference.
- Owner, review date and status.
- Example columns only — adapt to your substances and the applicable law.
Common mistakes
- Listing substances but not the controls that manage them.
- Storing incompatible substances together without noticing.
- Letting quantities and locations drift out of date.
- Duplicating the chemical register instead of focusing on hazard and control.
Document workflow
A hazardous substance register draws on the chemical register and safety data sheets and feeds the COSHH-type assessments: substances are listed here with their hazards, the assessment records the controls, and storage, monitoring and emergency plans follow afterwards. New or changed substances should update it before use.
See the related documents below for what is commonly used with and completed after a hazardous substance entry.
Retention (high level)
A hazardous substance register is generally kept current while the substances are held, with older versions retained in line with the employer’s obligations and any exposure records kept longer. This page does not state a required period — confirm with the applicable law and the official authority.
Completing and sharing as a PDF
The register is often held in a spreadsheet or system and exported to PDF for inspections and emergency responders. Exporting to PDF supports the record; it does not make it official or prove compliance.
Employer checklist
- Make sure every hazardous substance is listed with its hazards.
- Record the controls, storage and any segregation needs.
- Keep quantities and locations accurate as stock changes.
- Use the register for assessments, storage and emergency planning.
Worker notes
- Know which hazardous substances you work with and their controls.
- Follow the storage, handling and PPE the controls specify.
- Report substances that are unlisted or stored incorrectly.
Country considerations
How hazardous substances must be classified, labelled, stored and recorded varies by country, 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 knowing what hazardous substances are held, controlling their risks 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.
Export, edit and share documents
The documents, policies and templates this involves can be exported, edited, signed, stored and shared as PDFs with the HELPERG PDF Editor.
Free, printable HR & employment resources
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