An educational library of workplace documents — purpose, who completes them, when they are used, typical fields, common mistakes and how they connect. Linked to workplace safety, workplace training, occupations, industries and employment documents. Informational only — template examples, not legal advice or official documents; employers remain responsible and using a document does not guarantee compliance.
What a COSHH assessment is
A COSHH (control of substances hazardous to health) assessment identifies hazardous substances in a workplace — chemicals, dusts, fumes, vapours and some biological agents — judges the risk of exposure, and records the controls that protect people. It is a specialised form of risk assessment focused on health.
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 hazardous-substances assessment must cover.
Purpose
- Identify hazardous substances used, produced or encountered at work.
- Judge who could be exposed, how, and the level of risk.
- Record the controls, including ventilation, PPE and safe handling.
- Set out health surveillance and emergency arrangements where needed.
Who completes it
- A competent person appointed by the employer, using substance safety data.
- With input from those who handle the substances and know the process.
- Reviewed within the organisation’s own process.
- It is the employer’s responsibility to ensure the assessor is competent.
When it is used
- Before a hazardous substance or process is introduced.
- When a substance, quantity, process or exposure changes.
- When safety data or health information is updated.
- On a review cycle defined by the employer.
Typical fields
- Substance or process, and reference to its safety data.
- How exposure could occur — inhalation, skin, ingestion.
- Who is exposed and the tasks involved.
- Controls: substitution, ventilation, handling, PPE, hygiene.
- Health surveillance, spill and emergency arrangements, review date.
- Example fields only — adapt to the substance, process and the applicable law.
Common mistakes
- Relying on the safety data sheet alone instead of assessing actual use.
- Defaulting to PPE rather than controlling exposure at source.
- Ignoring substances produced by the process, such as dust or fume.
- Never reviewing it when substances or processes change.
Document workflow
A COSHH assessment usually draws on substance safety data and the wider risk assessment, and feeds the safe system of work, instruction and any health surveillance. Controls are communicated through training and toolbox talks; an incident or new information may trigger a review.
See the related documents below for what is commonly used with a COSHH assessment.
Retention (high level)
Hazardous-substance assessments and any related health records are generally kept for as long as they are relevant, and some health records may need to be retained for a long period, in line with the employer’s obligations and data-protection duties. Specific retention periods vary by jurisdiction.
This page does not state a required period — confirm retention with the applicable law and the official authority.
Completing and sharing as a PDF
COSHH assessments are commonly completed and stored as PDFs alongside safety data sheets and the risk assessment, and shared with those who handle the substances. Exporting to PDF supports documentation; it does not make the assessment official or guarantee compliance.
Employer checklist
- Assess actual use, not just the data sheet.
- Control exposure at source before relying on PPE.
- Include substances created by the process, such as dust and fume.
- Arrange health surveillance where indicated and review regularly.
Worker notes
- Know the substances you work with and the controls for each.
- Use ventilation, PPE and hygiene measures as specified.
- Report spills, symptoms or controls that are not working.
Country considerations
Rules on hazardous substances, exposure limits, labelling and health surveillance vary significantly by country, and the official authority differs. This page is high-level and general — it is not a statement of any country’s law and not a guarantee that a document is valid anywhere.
Always confirm the current requirements with the official authority for your country and a qualified professional.
Who is responsible
The employer is responsible for assessing and controlling exposure to hazardous substances, arranging health surveillance where required, and compliance. This page is an educational overview with a template example; it does not determine what your assessment must contain, 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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