Every organisation needs to know which Health & Safety documents they need to complete to remain compliant with the law.
These documents ensure the safety and wellbeing of workers, visitors, and the public around the workplace – and this is especially important in industries where workplaces can be dangerous, such as on construction sites.
There’s a lot of different Health & Safety documents that construction businesses
Every organisation needs to know which Health & Safety documents they need to complete to remain compliant with the law.
These documents ensure the safety and wellbeing of workers, visitors, and the public around the workplace – and this is especially important in industries where workplaces can be dangerous, such as on construction sites.
There’s a lot of different Health & Safety documents that construction businesses need to be aware of, and it can be a bit overwhelming trying to get on top of them all.
To help guide you along, in this article we’ll look at some of the most important Health & Safety documents you need to complete – and why they exist – so you know how to work safely and confidently.
Health and safety documents play a crucial role in construction for several reasons.
Firstly, they enable effective risk mitigation by providing clear guidelines on identifying, assessing, and minimising various construction site hazards, including slips, trips and falls, machinery accidents, and exposure to hazardous substances.
Secondly, these documents ensure legal compliance, safeguarding construction sites from legal repercussions or penalties by adhering to relevant legislation and governmental standards.
Thirdly, prioritising health and safety not only enhances worker welfare, but also boosts morale, productivity, and retention among workers, creating a culture of care and responsibility.
Additionally, health and safety documentation keeps track of all activities on a construction site, providing a comprehensive record of procedures and protocols followed.
Finally, well-documented health and safety practices positively influence public perception, instilling confidence in clients, stakeholders, and the public, positioning the construction company as a reliable and conscientious partner.
Health & Safety documents include a range of written records, policies, assessments, and plans designed to mitigate risks, promote safe working practices, and adhere to regulatory standards within the workplace. Some are tailored specifically to an environment or industry, like a construction business and the sites they work with.
Whether you’re working on a residential or commercial project, you’ll need to present these documents during inspections, along with any certifications like your SSIP (Safety Schemes in Procurement). But before you present anything, make sure all your documents are signed and dated, and it’s a good idea to keep several copies on-hand for emergencies or audits.
Health & Safety documents play a crucial role in the construction industry for several reasons:
Every business needs to complete Health & Safety documents, but certain industries will focus on specific areas or processes that are relevant to their organisation.
The Health & Safety documents needed for the construction industry range from business-wide documents to those focused on more specific projects.
In some cases, you may need to complete these documents more than once – both for general use, and then again for a specific project. For example, there might be multiple risk assessments focusing on different areas, materials, or locations. Whilst this can add another layer of complexity to completing your documentation, it’s essential that you complete them.
Risk assessments are one of the most common types of Health & Safety documents. These documents are designed to identify potential hazards, evaluate associated risks, and propose control measures to mitigate them.
Risk assessments can be broad, covering a business or location (such as an office or construction site) or focused on specific topics, such as hazardous materials used by employees.
They should be reviewed regularly, as risks and hazards can change as new tools, practices, or materials are introduced to the workplace. Even if you think nothing’s changed, checking risk assessments can highlight anything that’s missed or can be improved.
Method statements outline the sequence of tasks, associated risks, and control measures for specific construction activities. They’re instructions on how to complete a specific task in a safe manner, including the precautions that should be taken to mitigate the risks present, minimising the likelihood of accidents or incidents occurring on the construction site.
You may need to complete multiple method statements depending on the number of tasks that pose a risk to employees. They can also form part of any training materials you provide staff to help keep them safe. These should be reviewed regularly to ensure they’re up to date and follow best practices.
Control of Substances Hazardous to Health (COSHH) assessments identify and manage risks arising from exposure to hazardous substances on the construction site, such as chemicals, dust, and fumes. For more information on this, check out our blog on how to ensure that your business is COSHH compliant.
Most businesses use substances and materials that can be hazardous if used incorrectly. Cleaning substances, for example, can be hazardous to people in some situations, but are used in almost every workplace. Construction sites will use a range of materials across a project, and anything harmful needs to be recorded and steps have to be put in place to prevent workers from getting hurt.
Personal protective equipment (PPE) policies detail the requirements for protective gear to make sure that workers are properly protected when working.
This can include (but certainly isn’t limited to):
A range of PPE may be needed on a worksite to keep employees safe depending on what they’re working with.
A PPE policy is a crucial Health & Safety document that makes sure the right equipment is available for every member of staff, and that every item is in usable conditions.
Equipment, and the documentation around it, should be reviewed regularly, as well as including clear details on maintenance and storage.
These overarching documents showcase the company’s commitment to Health & Safety, outlining responsibilities, procedures, and protocols to be followed across all construction activities.
Health & Safety documents should be reviewed regularly and kept up to date at all times. They should be easily accessible so that anyone requesting to view the company’s policies can access them quickly and efficiently.
It’s a good idea to create a digital folder where everything’s stored, preferably on an internal network that every worker can access.
Compliance with the Construction (Design and Management) Regulations requires several documents, including Health & Safety plans, pre-construction information, and construction phase plans (CPP). This ensures coordination and cooperation throughout the project’s lifecycle.
CDM documents are integral to construction companies as they’re specifically designed for building projects. They cover everything from the beginning of a project right through to its completion and maintenance, identifying key people involved and their responsibilities.
Every project will need its own set of documents, as key details may change, such as the people involved, the location, the building being constructed, and more.
Records of training sessions, certifications, and qualifications demonstrate that workers possess essential skills and knowledge to perform their tasks safely and competently. They also serve as valuable resources for tracking upskilling and professional development, as well as ensuring ongoing compliance with industry standards.
Training documents can cover a range of needs, from new staff who need to learn about how the company works, to juniors needing foundational skills, to site-wide refreshers for when practices or regulations change. Training is also needed for:
All of this should be documented so it’s clear who is able to complete what tasks.
These Health & Safety documents authorise specific high-risk activities, detailing hazards, precautions, and safety measures to be implemented before work commences. By providing a clear framework for risk management, they help ensure that all workers are fully informed about who should be completing specific tasks.
Permit to work documents are there to ensure that high-risk tasks are only completed by those eligible to do so. If someone who’s not authorised, trained properly, or skilled in that area were to be injured undertaking a task they weren’t supposed to do, the business could face legal and financial problems.
These documents keep staff and the company safe. Every worker on the site should be aware of their existence and contents.
Comprehensive plans for fire prevention, evacuation procedures, assembly points and emergency response protocols are essential.
Regular drills and simulations based on these plans help ensure everyone on-site knows what to do in case of a fire or other emergency, including how to use fire extinguishers or first aid kits.
Every worksite needs to have its own set of plans and an escape route. You can’t simply reuse a plan from one site to the next, as each construction project is different.
To make sure that everyone knows what to do, these documents should be easily accessible, and should be gone through with employees during their training.
Having accurate Health & Safety documents that cover accidents, incidents, near misses, and corrective actions encourages learning, improvement, and accountability within the construction site.
When something goes wrong, it’s vital that the sequence of events leading up to the incident is noted down in detail. This way, records exist and can be reviewed, allowing changes to be made to stop the situation from happening again.
These records protect the organisation and its employees, highlighting areas where improvements can be made to protect staff from similar incidents in the future. They also help to prevent false accusations and costly legal action; you need to be able to prove you took every reasonable measure to stop the incident happening in the first case, and your records can help show that.
Every construction business needs a complete set of Health & Safety documents to keep you compliant with the regulations and legal requirements that you need to follow.
Whilst it might sound difficult or complicated to get everything in order, with the right support you’ll be able to focus on what you know best: your business and construction projects.
And, as a trusted provider of SSIP certification, we offer comprehensive solutions to keep your construction sites safe and compliant. With SSIP, you can be confident that you’ve got all the documentation you need to keep your Health & Safety standards on top form, proving to everyone around you that you’re a capable and competent workforce.
And, if you’re looking to upgrade your certification, take a look at our WorkSafe PQQ packages and range of online CITB Training courses, such as:
Request a quote or give our team a call on 01752 643962 to find out more about our courses or how we can help.