Purpose and Scope
- This procedure defines how [Organisation Name] assesses and controls exposure to hazardous substances at [Site Name].
- It covers purchased chemical products, substances generated by work processes (such as dusts, fumes, and vapours), and biological agents where applicable.
- This procedure applies to all employees and contractors who bring substances onto site or perform work that generates hazardous materials.
Working through related paperwork at the same time? See also our US PPE Policy & Hazard Assessment Template, Risk Assessment Procedure Template and NY Retail Worker Safety Act Policy Template.
Trigger Conditions
Conduct or update a COSHH assessment:
- Before buying or bringing any new substance on site.
- Before using an existing substance for a new task, in a new location, or with different personnel.
- When a supplier updates a Safety Data Sheet (SDS) or reformulates a product.
- At the scheduled review date.
- Following any exposure incident, spill, near-miss, or health surveillance concern.
Roles and Responsibilities
- COSHH Lead ([Role/Name]): Maintains the substance inventory, writes or approves COSHH assessments, and keeps Safety Data Sheets current.
- Managers: Ensure staff do not use hazardous substances without an approved assessment, and enforce all specified control measures in their areas.
- All Personnel: Follow safe working procedures set out in assessments, wear required PPE, and immediately report missing SDSs, damaged labels, spills, or exposure symptoms (such as skin or respiratory irritation).
- Purchasing Personnel ([Role/Name]): Confirm an assessment exists or is scheduled before issuing purchase orders for new substances.
Prerequisites
- Maintain a full substance inventory at [System/Location] listing all on-site chemicals and process-generated substances, their locations, and their intended uses.
- Obtain a current SDS from the supplier for every purchased substance and save it at [System/Location]. An SDS provides raw data; it does not replace a full COSHH assessment.
- Review product labels for hazard symbols and warning statements.
- Identify everyone who could be exposed, including task operators, nearby personnel, maintenance crews, cleaners, and contractors.
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Assessment Method
- Identify the substance and task: Record the substance used or created, work location, frequency, duration, quantities used, and personnel involved.
- Determine potential harm: Check the SDS and product label for health hazards, including inhalation risks, skin or eye contact, ingestion, and long-term effects.
- Determine exposure routes: Watch the work process in action to see how exposure actually happens (such as splashing, vapours, or dust).
- Evaluate elimination and substitution: Check if you can eliminate the process or replace the chemical with a safer alternative. Record your findings in [System/Location].
- Select hierarchy of controls: If you must use the substance, apply controls in this exact order:
- Enclose or automate the process.
- Install local exhaust ventilation (LEV) or general extraction.
- Reduce exposure times and limit chemical quantities on hand.
- Issue Personal Protective Equipment (PPE) as a last resort.
- Define safe working methods: Write practical step-by-step instructions covering dilution ratios, prohibited mixes, handling, storage criteria, and disposal.
- Record and brief: Save the completed assessment in [System/Location]. Brief all affected workers on the controls and log their written or digital sign-off.
- Establish review schedule: Set a formal review date ([Frequency]). Reassess immediately if the task, substance, or official guidance changes.
Storage, Labelling, and Disposal
- Store all substances at [System/Location] according to SDS guidelines. Segregate incompatible materials and lock storage areas to prevent unauthorized access.
- Keep chemicals in their original containers with legible hazard labels intact. Never decant substances into unlabelled containers, food packaging, or drink bottles.
- Dispose of chemicals, working solutions, and contaminated materials per the assessment instructions via [Disposal Method/Contractor Name]. Never pour concentrated chemicals down drains unless the assessment explicitly permits it.
Emergency Response
- Exposure incident: If skin contact, eye contact, inhalation, or ingestion occurs, immediately perform the first aid actions listed in the SDS and call a trained first aider.
- Spill response: Clear non-essential staff, ventilate the area, and grab the spill kit at [Location]. Put on the required PPE and follow the spill response instructions in the assessment.
- Incident reporting: Report all spills, exposures, or near-misses on the same day per our incident reporting procedure. Hand the SDS to attending medical staff if requested.
- Post-incident review: The COSHH Lead must review and update the COSHH assessment before anyone restarts the work.
Records and Review
- Store the substance inventory, finished assessments, SDSs, briefing sign-offs, and LEV maintenance records in [System/Location] for [Retention Period].
- Keep statutory exposure and health surveillance records in line with legal retention periods.
- Review this procedure [Frequency, e.g., annually] or after any major exposure incident.
Document Owner: [Role/Name] Approved By: [Role/Name] Next Review Date: [Date]
FAQs on a COSHH assessment procedure
What is a COSHH assessment procedure?
A COSHH assessment procedure defines how your organisation assesses and controls exposure to hazardous substances at your site.
Having it written down means the same rules apply to everyone, so managers are not making judgement calls case by case under pressure.
What does a COSHH assessment procedure include?
This template covers trigger conditions, prerequisites, assessment method and storage, labelling, and disposal.
Every section is written to be filled in. The bracketed placeholders mark the decisions that are yours to make, such as timescales, approval owners and retention periods.
How to implement a COSHH assessment procedure with Whale
Copy this template into Whale and work through the bracketed placeholders so it reflects how your organisation actually operates.
Assign it to the teams it applies to so it sits where people work rather than in a shared drive, and set a review date so it gets revisited on schedule instead of quietly going out of date.
Use our templates to fast-track your documentation
Customize this template and 100s of others for free in Whale, the fastest way to get your team aligned.