MAKE YOUR FREE Workplace Risk Assessment
What we'll cover
What is a Workplace Risk Assessment?
Workplace Risk Assessments structure and record a health and safety risk assessment, which should be carried out in various situations.
Using a Workplace Risk Assessment facilitates a business’ compliance with its legal obligation to ensure staff members’ health and safety. For more information, read Risk assessments at work.
When should I use a Workplace Risk Assessment?
Use this Workplace Risk Assessment:
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either when:
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starting a new business with a physical workplace
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opening a new workplace for your business
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staff are returning to the workplace following a closure for renovations, or
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staff are returning to the workplace following a period of collective absence due to illness
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to set out the measures that have been put in place to control risks to protect employees and others and to identify which further measures can be taken
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for workplaces that are offices or other low-risk environments (eg shops)
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for business premises located in England, Scotland, or Wales
Sample Workplace Risk Assessment
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RETURN TO WORK RISK ASSESSMENT
Risk of Hazard Statement - What hazards might people be exposed to? |
The spread of Coronavirus (COVID-19) through air or contaminated surfaces.
Coronavirus (COVID-19) poses a risk to everyone including:
- Staff; - Visitors to the premises; - Contractors; - Vulnerable groups, such as the elderly, pregnant workers, those with existing underlying health conditions (e.g. cancer, diabetes and chronic lung disease); and - Anyone else who physically comes in contact with you and/or your staff in relation to your business. |
Prevention of hazards in the workplace - What has been done to minimise the risk posed by the hazard in the workplace? | |
Hygiene | |
Social distancing | |
Office cleanliness | |
Commuting to and from work | |
Office building
Whether you are the sole commercial occupier of a premise or are occupying an office within a shared office building, you should ensure the safety of any shared areas (e.g. corridors and lifts). | |
Health of employees - What has been done to help to ensure the health of employees? | |
Mental health
Promote mental health and wellbeing awareness to staff and offer support for members of staff that require assistance. | |
Coronavirus (COVID-19) vaccinations
Encourage staff to be vaccinated where possible.
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Coronavirus (COVID-19) awareness and symptoms
Ensure managers and staff know how to spot symptoms of Coronavirus (COVID-19) and are clear on sickness reporting and pay processes. | |
Possible Coronavirus (COVID-19) infections on site
Have systems in place to deal with people becoming unwell while on-site or a symptomatic person using a site.
Symptoms of Coronavirus (COVID-19) include: - a new, continuous cough; - a high temperature; and/or - loss or change to the sense of smell or taste.
For more information see the NHS website at https://www.nhs.uk/conditions/ coronavirus-covid-19/check-if-you-have-coronavirus-symptoms/. | |
Vulnerable and extremely vulnerable staff
Advise vulnerable employees (and members of staff with vulnerable family members) to follow social distancing guidance and protect and support them to work from home where possible.
See the Government guidance on social distancing at https://www.gov.uk/government/publications/staying-alert-and-safe-social-distancing/staying-alert-and-safe-social-distancing. | |
Remote working
Where possible, advise vulnerable employees and non-vulnerable employees to work remotely. Make sure that the health and safety of remote working employees is ensured. | |
Business management - What has been done to ensure the security and stability of the business? | |
Business continuity
The Coronavirus (COVID-19) pandemic poses a threat to business continuity. Businesses should consider how to manage this threat. | |
Information
The Coronavirus (COVID-19) pandemic has been accompanied by a large amount of official guidance and by misinformation, rumour and “fake news” or “myths”. Such inaccurate information being circulated can cause additional risks and businesses should try to ensure that accurate information is being communicated. | |
Cyber security
Cyber security threats often accompany a crisis (including computer viruses, phishing and scam emails). With businesses and staff being more reliant on the internet and digital communications, especially with staff working remotely using different digital devices, businesses should ensure the security and function of their digital systems. | |
Further prevention of the hazard in the workplace - What more could you reasonably do to eliminate or reduce risks posed in the workplace?
Tick as appropriate. | Action & assignee | Date completed | |
Hygiene | Provide hand sanitisers throughout the office and at entry and exit points. Increase hand washing facilities with soap and water. Implement stringent hand washing rules. Have paper towels for staff and visitors to dry their hands. Display information to remind staff of good hygiene practices. Tell staff to cover their mouth and nose when sneezing and to bin used tissue immediately. | ||
Social distancing | Advise staff to work from home if possible. Ask staff to avoid rush hour commuting if possible. Establish a maximum occupancy limit for offices and work areas. Encourage staff to conduct meetings via telecommunication rather than face-to-face. In person meetings to be held in large, well-ventilated rooms or outside. Carry out all non-essential training and face-to-face recruitment through telecommunication. Ensure work stations are at least 2 metres apart. Stagger break and lunch times. Encourage staff to bring their own food. Provide packaged meals to avoid fully opening canteens. Encourage staff to eat lunch at their desks or outside. Avoid physical contact (e.g. handshakes). Implement protective measures (e.g. screens) for staff who deal with members of the public in person. | ||
Office cleanliness | Deep clean the office before returning to work. Provide antibacterial wipes for workstations, office equipment, and other frequently touched surfaces (e.g. door handles). Avoid the use of hot desks and clean them frequently between different users. Requiring staff to clear their workstations after work. Encourage staff not to share equipment. Stop providing office snacks for the duration of the Coronavirus (COVID-19) pandemic. Require staff to wash their hands before touching any office snacks. | ||
Commuting to and from work | Implement flexible start and end times to the workday to allow staff to avoid rush hour public transport. Implement a staggered workforce with different starting and end times for different groups of staff. Offer additional parking spaces. Encourage staff not to share cars and limit use of any work vehicles. Pay for taxis to transport staff to and from work. Encourage staff to wear face coverings (e.g. cloth face masks) and gloves on public transport. Minimise any non-essential travel for work purposes. | ||
Office building | Assess whether any adjustments need to be made before re-opening to ensure that the workplace is well-ventilated (e.g. air conditioning systems). Implement floor markings and signage at entrances and exits and introduce one-way flow systems at entry and exit points and/or throughout the building. Consult with other tenants in the shared office building to ensure that the policies implemented regarding the common areas are consistent. Restrict the maximum occupancy for lifts and indicate how to social distance in lifts through floor signage. Limit access to different areas of the workplace or building. Review disabled access policies and arrangements to ensure safe entrance or exit for disabled staff and prioritise disabled use where necessary (e.g. disabled toilet use, use of lifts). | ||
Further prevention of the hazard to the health of employees - What more could you reasonably do to eliminate or reduce risks posed to the health of your employees? Tick as appropriate. | Action & assignee | Date completed | |
Mental health | Provide sessions on mindfulness and mental health and safety. Encourage an open door policy for staff to speak to their line manager or HR department. Provide information on any Employee Assistance Programmes which may form part of an employee health care plan. | ||
Coronavirus (COVID-19) vaccinations | Consider the Government’s vaccination programme. Encourage staff to be vaccinated against Coronavirus (COVID-19), where possible. Implement a Coronavirus (COVID-19) Vaccination Policy. Provide information about and signpost to relevant guidance relating to Coronavirus (COVID-19) vaccines (e.g. NHS guidance). Consider and implement steps to ensure the health and safety of unvaccinated staff (e.g. by facilitating remote working where possible or conducting frequent workplace testing). | ||
Coronavirus (COVID-19) awareness and symptoms | Tell staff to call NHS 111 if they are worried about Coronavirus (COVID-19) symptoms and not to go to their GP or other healthcare provider. Ensure staff emergency contacts and other personal details are up to date. Do not encourage staff to come into work when they are ill. Advise staff to stay at home and self-isolate for 7 days (if they live alone) or 14 days (if they live with others) if showing any symptoms such as cough or fever. Ensure line managers and/or HR personnel can offer support to staff directly or indirectly affected by Coronavirus (COVID-19). Provide staff with information on the best practices to maximise face mask functionality (e.g. washing hands for 20 seconds before putting it on and after removing it), where wearing one. Encourage staff not to touch face, eyes, nose or mouth if hands are not clean. | ||
Possible Coronavirus (COVID-19) infections on site | Consider where individuals may be isolated in the case of an emergency. This should be an area that is at least 2 metres away from other people, ideally behind a closed door (e.g. an office or meeting room). Send home staff who become unwell in the workplace with Coronavirus (COVID-19) symptoms and advise them to follow the Government’s self-isolation guidance. Follow Government guidance at https://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19 and any PHE-advice for disposing of waste and cleaning areas where individuals with suspected or confirmed Coronavirus (COVID-19) have been. | ||
Vulnerable and extremely vulnerable staff | Managers, human resources and occupational health departments to identify vulnerable and extremely vulnerable staff to ensure that they are given adequate protection and support. Extremely vulnerable staff should not be expected to come to work and alternate arrangements are to be made (e.g. remote working, furloughing, unpaid leave). Allow for a flexible approach for staff who are vulnerable or have a vulnerable family member. Offer additional protection for vulnerable staff who cannot work from home and wish to return to the office. Consult with staff and staff representatives to fully involve the workforce at all stages of the pandemic. Reasonable adjustments must be made to avoid disabled workers being put at any disadvantage. Managers are to refer to existing policies regarding new and expectant mothers (e.g. entitlement to suspension on full pay if suitable safe roles cannot be found). | ||
Remote working | Undertake a general risk assessments for staff working remotely. Review any existing remote working policies to ensure that sufficient support is provided to remote workers. Managers to monitor the well-being of homeworkers. Put in place measures to support the mental and physical health and personal security of homeworkers. Ensure IT support is put in place to enable homeworkers to continue carrying out their responsibilities and to ensure the security of information and data (e.g. remote access to work systems). Encourage homeworkers to reach out and stay connected to the rest of the workforce. | ||
Further prevention of the hazard to business - What more could you reasonably do to eliminate or reduce risks posed to the business?
Tick all that apply. | Action & assignee | Date completed | |
Business continuity | Managers should refer to business continuity procedures and policies. Establish a Coronavirus (COVID-19) risk management team. Ask all departments to review and update business continuity plans. Implement, regularly review and update appropriate business recovery plans. | ||
Information | Circulate up to date guidance and information on Coronavirus (COVID-19) to members of staff. Base business strategies on accurate guidance and information provided by reputable sources (e.g. the Government and PHE). Monitor official advice and updated all relevant policies and procedures. Ensure that leadership teams and managers are aware and up to date with official guidance. Ensure managers are aware of fake news and discourage the circulation of misinformation. | ||
Cyber security | Review and update cyber security policies. Review and update cyber security and surveillance infrastructure and ensure that all reasonable protection is in place. Implement (remote) training on cyber security. Ensure that remote workers are using remote-working systems that are covered by cyber-risk protections. Ensure that data protection and IT security standards are maintained by remote workers. Circulate warnings to staff and managers of any credible cyber threats (e.g. scam emails). Consistently monitor cyber risks and update your approach where necessary (e.g. cyber security equipment or policies). This monitoring and updating should continue on a consistent basis. | ||
About Workplace Risk Assessments
Learn more about making your Return to Work Risk Assessment
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How to make a Workplace Risk Assessment
Making your Return to Work Risk Assessment online is simple. Just answer a few questions and Rocket Lawyer will build your document for you. When you have all the information about your workplace and its risk management prepared in advance, creating your document is a quick and easy process.
You’ll need the following information:
The business
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What are the business’ (ie the employer’s) name, address, company number, and legal structure?
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Who is the business’ assessor or assessors (ie the person or people carrying out the Risk Assessment on the business’ behalf)?
The Risk Assessment
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On which date is the assessment being carried out?
Purpose of the Risk Assessment
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Why are you carrying out the Risk Assessment: for a new business, for a new workplace for an existing business, or to address a return to a workplace following renovations or a period of widespread illness?
Risk management
Which of the risk management measures have already been implemented in your workplace to minimise risks?
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Building infrastructural safety measures.
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Workplace infrastructural safety measures.
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Workplace electrical safety measures
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Lists are set out for you to select from for each category of risk management measure.
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Workplace cleanliness measures.
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Measures to mitigate risks caused by renovation, if relevant.
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Measures to promote awareness of staff safety.
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Measures to mitigate the risk of slips, trips, and falls.
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Measures to mitigate risks caused by manual handling.
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Measures to mitigate risks caused by working at height.
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Measures to mitigate risks caused by hazardous chemicals.
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Workplace security measures.
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Workplace hygiene measures.
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Measures to mitigate the risk of violence and aggression towards staff.
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Measures to promote awareness of staff health.
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Measures to mitigate risks posed to staff members’ physical health.
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Measures to mitigate risks posed to staff members’ mental health.
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Measures to mitigate risks of staff stress.
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Workplace first aid measures.
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Measures to mitigate risks caused by working with Display Screen Equipment (DSE).
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Measures to mitigate the risk of a possible spread of illness on site.
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Measures to mitigate risks caused by staff returning to work after illness, if relevant.
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Measures minimising risks for pregnant employees.
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Measures minimising risks for remote workers.
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Measures minimising risks for lone workers.
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Measures minimising risks posed to business continuity, if relevant
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Measures minimising risks posed by poor provision of information.
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Cybersecurity risk mitigation measures.
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Regulation and compliance risk mitigation measures.
Lists are set out for you to select from for each category of risk management measure.
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Common terms in a Workplace Risk Assessment
Workplace Risk Assessments set out the risks present in a workplace and how they have been and will be mitigated. To do this, this Workplace Risk Assessment template includes the following terms and sections:
General Information
This section sets out key information relevant to the Risk Assessment. Specifically, the business’ name and address, the assessment date, and the assessors' names. This is also where the assessors should sign the Risk Assessment once it’s complete.
Risk of Hazard Statement
This box identifies the hazard for which the Risk Assessment is being carried out, ie the danger caused by the physical presence of staff in the workplace. It identifies to whom this hazard poses risks, for example, staff members, vulnerable groups, and visitors to the premises.
Prevention of Hazards in the Workplace
This table sets out risk management measures related to the workplace itself that you’ve indicated have already been carried out to minimise the risks posed by the hazard. These measures sit within the following categories:
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building infrastructural safety (eg fire risk assessments)
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workplace infrastructural safety (eg functioning alarm systems)
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workplace electrical safety (eg portable appliance (PAT) testing)
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workplace cleanliness (eg deep cleaning)
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returning to work after renovations (eg ensuring any new wiring has been signed off), if relevant
Safety of Employees
This table sets out risk management measures that your business has already implemented, in the same way as the table above. This table deals with measures that directly deal with people’s safety. It includes measures within the following categories:
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awareness (eg training staff in the use of equipment)
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slips, trips, and falls (eg using cable guards to cover cables)
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manual handling (eg providing trolleys and backpacks for manual handling)
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working at height (eg providing kick stools and ladders)
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hazardous chemicals (eg storing main supplies of toners separately)
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workplace security (eg ensuring entrance codes are not easily discoverable)
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hygiene (eg providing hand sanitisers throughout the workplace)
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violence and aggression (eg establishing a zero-tolerance policy towards violence and threatening behaviour)
Health of Employees
This table sets out risk management measures that your business has already implemented, in the same way as the table above. This table deals with measures that directly deal with people’s health. It includes measures within the following categories:
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awareness (eg establishing a Health and safety policy)
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physical health (eg encouraging staff to be up to date with vaccinations)
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mental health (eg providing sessions educating staff members on mindfulness and mental health)
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stress (eg encouraging staff to speak to their line managers)
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first aid (eg providing the necessary equipment and facilities for first aid to be carried out)
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display screen equipment (DSE) (eg providing DSE-related safety training)
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possible spread of illness on-site (eg encouraging staff to not come to work when they are ill)
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return to work after illness (eg encouraging staff to return home if they feel unwell again)
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pregnant employees (eg ensuring that pregnant employees are not required to take part in any heavy lifting)
Working Remotely
This table works the same as those above but sets out risk management measures relevant to those working remotely or alone. Its measures sit within the following categories:
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remote working (eg reviewing Working from home policies)
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Lone working (eg identifying lone workers)
Business Management
This table works the same as those above but sets out risk management measures relevant to upholding the business’ security and stability. Its measures sit within the following categories:
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business continuity (eg implementing any Business continuity plans)
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information (eg basing business strategies on any relevant accurate guidance and information)
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cybersecurity (eg implementing training on cybersecurity)
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regulation and compliance (eg training managers on relevant employment laws)
Further Prevention of the Hazard in the Workplace
This table contains the same categories as the table above that deals with the management of risks in the workplace. The measures included in this table, however, are those that you have not indicated are already in place in your business. They are set out in the table alongside checkboxes and columns titled ‘Action & assignee’ and ‘Date completed’. Once you’ve made your Risk Assessment online, you should print it and use this table to identify further risk management tasks appropriate to your business and to specify who should implement these and how, and the date on which this is done.
Further Prevention of the Hazard to the Safety of Employees
This table functions the same as the table above, but it relates to further risk management measures that are directly relevant to individuals’ safety.
Further Prevention of the Hazard to the Health of Employees
This table functions the same as the table above, but it relates to further risk management measures that are directly relevant to individuals’ health.
Further Prevention of the Hazard regarding Working Remotely
This table functions the same as the tables above, but it relates to further risk management measures that are directly relevant to remote workers and lone workers.
Further Prevention of the Hazard to Business
This table functions like those above. It relates to risk management measures intended to uphold business continuity and security.
If you want your Workplace Risk Assessment to include further or more detailed provisions, you can edit your document. However, if you do this, you may want a lawyer to review the document for you (or to make the changes for you) to make sure that your modified Risk Assessment complies with all relevant laws and meets your specific needs. Use Rocket Lawyer’s Ask a lawyer service for assistance.
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Legal tips for employers
Comply with health and safety law
An employer’s health and safety duties extend beyond conducting Risk Assessments. Firstly, employers must meet their general duty to uphold the health and safety of staff members by, for example, providing a safe place of work, safe equipment, and safe fellow workers. Employers must also have a written Health and safety policy in place if they employ 5 or more people.
It is also a requirement for employers to offer free eye tests for DSE users if they ask for them. They must also provide glasses if an employee requires them for their DSE use.
For more information on how to comply with employers’ health and safety obligations, read Health and safety, Employer health and safety responsibilities for staff working from home, and Employer health and safety when working with display screen equipment (DSE).
Establish HR policies and procedure
The Risk Assessment suggests employers use several HR policies and procedures to help manage risks and run their business effectively. For example, the following policies and procedures can be used to mitigate workplace risks:
Understand when to seek advice from a lawyer
In some circumstances, it’s good practice to Ask a lawyer for advice to ensure that you’re complying with the law and that you are well protected from risks. You should consider asking for advice if:
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your business’ workplace is not an office or other low-risk environment (eg if you run a construction business)
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you are unsure how to conduct a Workplace Risk Assessment
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you are unsure about your obligations regarding health and safety in the workplace
Workplace Risk Assessment FAQs
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What should a Workplace Risk Assessment include?
This Workplace Risk Assessment template covers:
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what risks are present in a workplace
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who is at risk
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what steps have already been taken to minimise the risks
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what additional steps will be taken to minimise the risks
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who will implement these changes and when they will do so by
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Why do I need a Workplace Risk Assessment?
Employers have a legal obligation to ensure the health and safety of their staff members. Employers need to assess any risks created or encountered in the course of their business. Conducting a Risk Assessment is a key way of achieving this. If your business employs 5 or more people, the main points of your Risk Assessments must be recorded.
If you have just started a business and this is your first workplace, you will need to complete a Risk Assessment. The same applies if you are moving to a new workplace or if your staff members are returning to work after a business interruption (eg due to renovations or widespread illness). This helps your business to comply with its health and safety duties and to reduce the risk of harm to staff members and others.
For more information, read Risk assessments at work.
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What happens if I don’t complete a Workplace Risk Assessment?
Completing risk assessments is a legal requirement for employers and self-employed individuals. Every employer and self-employed person is required to make assessments of the health and safety risks arising out of their work.
If an employer employs 5 or more people, the main points of these assessments must be recorded. If an employer fails to comply with health and safety requirements, there can be serious consequences - both for organisations and individuals. Sanctions include fines, disqualification and imprisonment.
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How is a Workplace Risk Assessment carried out?
To conduct a Workplace Risk Assessment, you must:
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think about how different workplace risks might cause harm to people
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decide whether you are taking adequate steps to prevent harm, and
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consider which additional steps you could take to further prevent harm
This process is known as risk assessment and is normally implemented based on each individual's (eg employee’s) circumstances. Risk Assessments should be made visible to all relevant staff members.
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How is this Workplace Risk Assessment to be completed?
Once you have followed the step-by-step interview online, you will be provided with a list of additional steps (ie further risk management measures) that you may take to better ensure the safety of your workforce. Read through the additional steps and tick any that are appropriate for your business that you wish to implement. You can then assign a person to implement the ticked steps and set out the actions they should take to do so in the ‘Action & assignee’ column.
Once a suggested step has been fully implemented, you should record a completion date in the ‘Date completed’ column. For more information on this stage of the Risk Assessment process, read the Make it legal checklist.
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