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 legionella monitoring log is
A legionella monitoring log records the routine controls that keep water systems from harbouring legionella — temperature checks, flushing of little-used outlets, tank and calorifier inspections — so the organisation can show the control scheme is being followed.
This page is an educational overview with a simplified example. It is not an official template, not jurisdiction-specific and not legal advice — the assessment of legionella risk and the control scheme should be set by a competent person, and duties vary by country.
Purpose
- Record the routine checks in the water hygiene control scheme.
- Show temperatures, flushing and inspections are being done.
- Flag readings or conditions that fall outside the safe range.
- Support the written scheme and the legionella risk assessment.
Who maintains it
- A responsible person appointed by the employer oversees it.
- Trained staff or a competent contractor carry out the checks.
- Results are reviewed against the written control scheme.
- The employer decides who is responsible and competent.
When it is used
- When routine checks are due under the control scheme.
- When an outlet has been little used and needs flushing.
- After works or changes to the water system.
- When a reading is out of range and needs action.
Typical fields
- Date, outlet or asset, and the check carried out.
- Temperature or condition recorded.
- Whether it is within the safe range.
- Action taken on an out-of-range result.
- Who carried out the check and sign-off.
- Example columns only — adapt to your system and the written scheme.
Common mistakes
- Recording checks but not acting on out-of-range readings.
- Missing little-used outlets that need regular flushing.
- Letting the log lapse during quiet periods or holidays.
- Treating the log as the scheme rather than evidence the scheme is followed.
Document workflow
A legionella monitoring log follows the risk assessment and written scheme: the risk assessment is completed first, the control scheme defines the checks, and out-of-range results feed corrective action and the water quality log completed afterwards. A change to the system triggers a review.
See the related documents below for what is commonly used with and completed after a legionella monitoring entry.
Retention (high level)
Water hygiene records are generally kept for a period set by the applicable law and the employer’s obligations, long enough to show the scheme has been followed. This page does not state a required period — confirm with the applicable law and the official authority.
Completing and sharing as a PDF
Monitoring logs are often held in a system or on forms and exported to PDF for audits. Exporting to PDF supports the record; it does not make the scheme official or prove compliance.
Employer checklist
- Have a competent legionella risk assessment and written scheme.
- Make sure checks are done on time and recorded honestly.
- Act on and escalate out-of-range readings promptly.
- Keep the log linked to the assessment and any treatment.
Worker notes
- Carry out the checks exactly as the scheme sets out.
- Flush little-used outlets when the scheme requires it.
- Report unusual water conditions to the responsible person.
Country considerations
Legionella control duties, standards and terminology vary by country and water system, 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 managing legionella risk, maintaining the control scheme 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.
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