Annual Health and Safety Review Checklist for Small Businesses

TL;DR: The law requires you to review your health and safety arrangements regularly — at least once a year and after any significant change. This annual health and safety review checklist covers every area a small business needs to check: your policy, risk assessments, COSHH assessments, training records, equipment maintenance, accident logs, fire safety, insurance, and external changes. Work through it section by section, document what you find, act on any gaps, and file the signed record. It takes a couple of hours, keeps you on the right side of the law, and means you are never scrambling when an inspector turns up.

Introduction — Why an Annual Health and Safety Review Matters

If you have already put your health and safety documents together — your policy, risk assessments, COSHH assessments, training records — you might feel like the hard part is over. And in one sense, it is. Getting those documents in place for the first time is the biggest step.

But here is the part that catches a lot of small businesses out: those documents are not static. They need to be reviewed and updated regularly. Not because someone wants to create busywork for you, but because your business changes, your risks change, and the law expects your paperwork to reflect reality.

It is a legal requirement

In the UK, the Management of Health and Safety at Work Regulations 1999 (MHSWR), specifically Regulation 5, requires employers to make arrangements for the effective planning, organisation, control, monitoring, and review of health and safety measures. That word — review — is not optional. It is built into the legal framework.

The Health and Safety at Work etc. Act 1974 (HSWA) places a general duty on employers to ensure, so far as is reasonably practicable, the health, safety, and welfare of employees. Ensuring compliance is an ongoing obligation, not a one-off exercise.

In Ireland, the Safety, Health and Welfare at Work Act 2005 imposes similar duties. Employers must review their safety statement and risk assessments whenever there has been a significant change in the matters to which they refer, or when there is reason to believe they are no longer valid. At a minimum, an annual review is considered good practice by the Health and Safety Authority (HSA).

If you are not sure what documents you legally need in the first place, our health and safety compliance checklist covers every requirement for UK and Ireland small businesses.

Your insurance may depend on it

Most employers’ liability and public liability policies contain conditions around health and safety management. If you make a claim after a workplace incident, your insurer will want to see evidence that your health and safety arrangements were current at the time of the incident — not that they were written two years ago and never looked at again. An out-of-date risk assessment or a lapsed training certificate could give an insurer grounds to dispute your claim.

Risks change — even when nothing dramatic happens

You do not need a major incident to trigger a change in risk. Maybe you moved your stock room to a different location. Perhaps you started using a new cleaning product. Maybe you hired someone who works differently from your previous employee. Small changes accumulate, and your health and safety documents need to keep pace.

An annual health and safety review checklist gives you a structured way to catch those changes before they become problems. Think of it as a health check for your business, not a burden. If you are already managing health and safety properly day to day, the annual review should simply confirm that everything is in order.

For a broader look at what small businesses need to get right, see our guide to health and safety for small businesses in the UK.

When to Review — Not Just Once a Year

The phrase “annual review” can be misleading. Yes, you should carry out a full, documented review at least once every twelve months. Set a calendar reminder — the same date each year — and treat it as non-negotiable.

But there are several situations where you should review your health and safety arrangements sooner:

After any accident or near-miss. If someone is hurt or something nearly goes wrong, that is a clear signal that your existing controls may not be adequate. Review the relevant risk assessments and procedures immediately.
When you change premises, equipment, or processes. Moving to a new workshop, buying a new piece of equipment, or changing the way you carry out a task can all introduce new hazards or alter existing ones.
When you hire new staff or change roles. A new employee changes your training requirements, your induction process, and potentially the way work is organised. If someone takes on new responsibilities, their risk profile changes too.
When regulations change. The HSE and HSA occasionally update guidance or introduce new regulations. If a change affects your trade, your documents need to reflect it.
When you start a new type of work or take on new clients. If a cleaning business starts doing end-of-tenancy deep cleans for the first time, or a landscaper takes on a commercial grounds maintenance contract, the risks may be different from their existing work.
After an inspector visit or complaint. If the HSE, HSA, or a local authority environmental health officer visits your workplace, or if you receive a complaint about health and safety, review your arrangements as soon as possible — even if no formal enforcement action is taken. An inspector’s observations can highlight gaps you had not noticed.

The annual review is the minimum. The triggers listed above should prompt an immediate, targeted review of the relevant documents.

The Annual Health and Safety Review Checklist

This is the core of this article. Work through each section below at your annual review. For each item, check whether it is still current, accurate, and complete. Where something needs updating, note it in your action list (we cover how to document this further down).

You can use this checklist as a working document. Print it, tick off each item, and file the completed checklist as your review record.

Section A: Health and Safety Policy

Your health and safety policy (or safety statement in Ireland) is the foundation of your H&S management system. It should reflect your business as it is right now, not as it was when the policy was first written.

Is the policy still current? Check that the business name, address, and named responsible person are all correct. If you have moved premises or changed your trading name, the policy needs updating.
Has the organisation changed? If you have taken on new employees, changed anyone’s role, or restructured responsibilities, the “organisation” section of the policy must reflect this.
Is the policy signed and dated within the last 12 months? A signed and dated policy shows that it has been actively reviewed. If it was last signed more than a year ago, sign and date it afresh once you have confirmed it is still accurate.
Do all employees have access to the current version? There is no point having a policy if your team has not seen it. Whether you display it on a noticeboard, keep it in a shared folder, or hand out individual copies, make sure everyone can access the latest version.

If you need guidance on writing or updating your policy, see our health and safety policy guide.

Section B: Risk Assessments

Risk assessments are the most important documents in your H&S system. They identify what could go wrong and what you are doing to prevent it. If your risk assessments are out of date, you are not managing risk — you are just storing paperwork.

Are all risk assessments still valid? Consider whether any new hazards have emerged, whether any processes have changed, and whether the working environment is the same as when the assessment was last written.
Have any new activities been added since the last review? If you have started offering a new service, using a new piece of equipment, or working in a new type of environment, you may need additional risk assessments.
Have control measures been implemented as planned? It is one thing to write “provide PPE” or “install extraction.” It is another to actually do it. Check that the controls listed in your risk assessments are genuinely in place and being used.
Have any incidents indicated that risks need re-assessing? An accident or near-miss is a practical test of your risk assessment. If something went wrong despite your controls, the assessment needs revisiting.
Are risk assessments signed and dated? Each risk assessment should carry a date and a signature (or name) of the person who carried it out. Undated assessments have little evidential value.

Our risk assessment guide walks you through the process of carrying out and recording a proper risk assessment from scratch.

Section C: COSHH Assessments

If your business uses any chemicals — including everyday products like cleaning sprays, adhesives, paints, or hair dyes — you need COSHH assessments. These are separate from your general risk assessments and focus specifically on hazardous substances.

Are you using the same chemicals as last year? If you have stopped using a product, the assessment can be archived. But do not delete it — keep a record in case questions arise later.
Have you started using any new chemicals? Any new product with a hazard warning on the label needs a COSHH assessment before it is used for the first time.
Have any Safety Data Sheets (SDS) been updated by manufacturers? Manufacturers occasionally reformulate products or update their safety information. Check that you have the latest SDS for each product and that your assessment still matches.
Are COSHH assessments still reflecting current usage and controls? If you have changed the way you use a product — for example, using it in a more confined space, or diluting it differently — the assessment needs updating.
Is the COSHH register or inventory up to date? Your register should list every hazardous substance on site, with its location and the corresponding COSHH assessment reference. Add any new products and remove anything you no longer hold.

For a detailed walkthrough, see our COSHH assessment guide.

Section D: Training

Training is one of the areas most likely to lapse in a small business. When you are busy, refresher training gets pushed back, and new starters sometimes learn on the job without a formal induction. The annual review is your chance to catch up.

Have all employees received annual refresher training? Health and safety training is not a one-off event. Employees need regular refreshers to keep safe practices front of mind. This does not have to be a formal course — a documented toolbox talk or briefing session can be sufficient.
Are training records up to date? For every training event, you should have a record showing who attended, what was covered, when it took place, and who delivered it. If your records have gaps, fill them now.
Have new starters received induction training? Every new employee should receive a health and safety induction covering the key hazards of their role, emergency procedures, and where to find H&S information. Check that this has been done and recorded for anyone who joined since the last review.
Are any certifications expiring? Some qualifications have fixed validity periods. First aid at work certificates last three years. Fire marshal training, manual handling certificates, and trade-specific qualifications may also have expiry dates. Check each one and schedule renewals before they lapse.

Section E: Equipment and Maintenance

Equipment that is poorly maintained or overdue for inspection is a common cause of workplace incidents — and a common finding when inspectors visit.

Are equipment inspection records up to date? Any equipment that requires periodic examination (lifting equipment, pressure systems, local exhaust ventilation) must have current inspection certificates. Check the dates and schedule any that are due.
Is PAT testing current? Portable appliance testing (PAT) is not a strict legal requirement in itself, but maintaining electrical equipment in a safe condition is. PAT testing is the standard way to demonstrate this. Check that all portable electrical equipment has been tested within the appropriate interval for your environment.
Has the fire extinguisher annual service been done? Fire extinguishers must be serviced annually by a competent person and undergo an extended service at the intervals specified by the manufacturer (typically every five or ten years depending on the type). Check the service tags.
Has the first aid kit been checked and restocked? First aid supplies have a habit of being used and not replaced. Open each kit, check expiry dates on items like sterile dressings, and restock anything that is missing or out of date.
Is PPE in good condition? Personal protective equipment degrades over time. Check that all PPE is intact, clean, within its expiry date (where applicable), fits correctly, and is stored properly. Replace anything that is worn, damaged, or no longer fit for purpose.

Mid-article note: If working through this checklist feels like a lot, it does not have to be. Our Pro kits (£79) include a pre-filled Annual H&S Review Checklist for your trade. See kits or download a free sample.

Section F: Accident and Incident Records

Your accident book is not just a compliance requirement — it is a valuable source of information about what is actually happening in your business. The annual review is the time to step back and look at the bigger picture.

Review the accident book — are there any patterns or recurring issues? A single minor incident might not seem significant, but three similar incidents in twelve months could indicate a systemic problem. Look for patterns: the same type of injury, the same task, the same location, or the same time of day.
Were all RIDDOR-reportable incidents reported? Under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR), certain types of incidents must be reported to the HSE. These include fractures (other than to fingers, thumbs, and toes), amputations, injuries causing over-seven-day incapacitation, and specified dangerous occurrences. Check that nothing was missed.
Have corrective actions from incidents been completed? When an incident occurs, you should identify what went wrong and what needs to change. Check that those actions were actually carried out, not just written down.
Are there any near-misses that indicate emerging risks? Near-misses are free warnings. If a shelf nearly collapsed, a chemical was nearly spilled, or someone nearly tripped on a cable, those near-misses are telling you something. Make sure they have been recorded and addressed.

Section G: Fire Safety

Fire safety is governed by separate legislation — the Regulatory Reform (Fire Safety) Order 2005 in England and Wales, equivalent regulations in Scotland and Northern Ireland, and the Fire Services Acts in Ireland. But it overlaps significantly with your general health and safety arrangements, so it belongs in the annual review.

Is the fire risk assessment still current? If you have changed the layout of your premises, started storing new materials, or increased the number of people on site, your fire risk assessment may need updating.
Have fire drills been conducted (at least annually)? Every workplace should carry out at least one fire drill per year. In some environments, more frequent drills are appropriate. Record the date, the time taken to evacuate, and any issues observed.
Are fire escape routes clear? Walk the escape routes. Check that doors open freely, corridors are not obstructed, and exit signs are visible and illuminated where required.
Is the fire alarm tested weekly? Fire alarm systems should be tested weekly using a different call point each time. Check that test records are up to date and that any faults have been reported and repaired.
Are emergency contact numbers up to date? Check that your emergency contact list includes current numbers for the fire service, your fire alarm monitoring company (if applicable), key holders, and the responsible person.

Section H: Insurance

Insurance is not technically a health and safety document, but it is so closely linked to your H&S management that it makes sense to check it as part of the annual review.

Is employers’ liability insurance current? In the UK, if you employ anyone — including part-time staff, temporary workers, or apprentices — you must have employers’ liability insurance of at least five million pounds (most policies are ten million). Check that your policy is in force and covers everyone who works for you.
Is public liability insurance current? Public liability insurance is not a legal requirement in most sectors, but it is effectively essential for any business that interacts with clients, visits premises, or works in public spaces. Check the policy dates and the level of cover.
Are certificates displayed or accessible? In the UK, you must display your employers’ liability insurance certificate (or make it available electronically) so that employees can check it. Confirm that the current certificate is on display or saved where staff can access it.

Section I: External Changes

The final section looks outward. Even if nothing has changed inside your business, the external environment may have shifted.

Are there any new regulations or guidance from the HSE or HSA? Check the HSE website (hse.gov.uk) and the HSA website (hsa.ie) for any new or updated guidance relevant to your trade. Sign up for their alerts if you have not already.
Have any client requirements changed? If you work on client sites or submit H&S documentation as part of tenders, check whether your clients have introduced new requirements since your last review. Some principal contractors update their H&S standards annually.
Are there any new accreditation requirements? If you hold accreditations (Safe Contractor, CHAS, Constructionline, or similar), check whether the scheme has updated its requirements. Failing to keep pace with accreditation standards can result in losing your certification at renewal.

How to Document the Review

Carrying out the review is only half the job. You also need to document it. A documented review serves as evidence that you have met your legal duty to review your H&S arrangements and creates a clear record of what was found and what action was taken.

The review sign-off sheet

At its simplest, your review record should include:

The date of the review
The name and role of the person who carried it out
A summary of findings — what was checked and whether each area was satisfactory or required action
A signature confirming the review was completed

This can be a single A4 sheet. It does not need to be complicated. The important thing is that it exists, is signed, and is dated.

The action list

If the review identifies anything that needs to be updated, fixed, or followed up, record it in a separate action list. For each item, note:

What needs to be done (a clear description of the action)
Who is responsible for completing it
The deadline for completion
The date it was actually completed (fill this in later)

Filing

File the completed review record alongside your other H&S documents. Keep it for at least the duration of the insurance policy year it relates to. In practice, keeping review records for at least five years is sensible, as this covers the typical limitation period for personal injury claims in the UK (three years from the date of knowledge, but proceedings can be issued later in some circumstances).

What to Do With the Findings

Completing the checklist will give you one of two outcomes: either everything is in order and you simply sign off the review, or you have identified gaps that need addressing. Here is how to handle the second outcome.

Prioritise the actions

Not all findings are equally urgent. A lapsed first aid certificate is something you can fix within a few weeks. A risk assessment that no longer reflects how you actually work is more urgent, because it means you are not actively managing a current risk.

Use a simple priority system:

High priority: Anything that creates an immediate risk to health or safety, or a clear legal non-compliance. Act on these within days.
Medium priority: Items that need updating but do not create an immediate danger. Schedule these within four to six weeks.
Low priority: Administrative improvements, such as tidying up filing or updating formatting on documents. Complete these within three months.

Set deadlines and assign responsibility

Every action needs a name next to it and a date by which it should be completed. If you are a sole trader, both of these are you — but writing them down still helps. It turns a vague intention into a commitment.

Follow up

Put a reminder in your calendar to check the action list four to six weeks after the review. Have the actions been completed? If not, why not? The review is only useful if it leads to action.

How to Make the Annual Review Easier

If the idea of working through a nine-section checklist feels daunting, here are some practical ways to make it more manageable.

Keep a running list during the year

Instead of trying to remember everything at review time, keep a simple note (a spreadsheet, a notebook, a note on your phone) where you jot down anything that changes during the year. New chemical? Note it down. Employee completed a training course? Note it down. When review time comes, half the work is already done.

Use a consistent format

If your review checklist looks the same every year, the process becomes faster each time. You know what to look for, where to find it, and what “good” looks like. Consistency builds efficiency.

Block out the time

Do not try to fit the review into spare moments between jobs. Block out a specific time — a quiet afternoon, an early morning before the phones start ringing — and work through it in one sitting. For most small businesses, the actual review takes two to three hours once you know what you are doing.

Keep your documents organised

The review is significantly easier if your H&S documents are well-organised. Keep everything in one place — a physical folder, a shared drive, or a cloud folder — with clear labels. If you have to spend an hour hunting for your fire risk assessment before you can even review it, the process will take twice as long.

Use a pre-built checklist for your trade

A generic checklist covers the basics, but a checklist tailored to your specific trade saves time because it already includes the items that matter for your type of work. Our Pro kits (from £79) include trade-specific annual review checklists alongside all the core H&S documents you need. It is the fastest way to get — and stay — compliant without hiring a consultant.

Common Mistakes to Avoid

After helping hundreds of small businesses with their health and safety, these are the mistakes we see most often when it comes to annual reviews.

Doing the review but not acting on the findings

This is the single most common problem. The business owner works through the checklist, identifies several items that need updating, writes them down — and then the list sits in a drawer for the next twelve months. A review without follow-through is a paper exercise. Worse, it can actually work against you: if an inspector sees that you identified a problem and did nothing about it, that is harder to defend than not having done the review at all.

Not documenting the review

You might review everything in your head and decide it is all fine. But if you have not written it down, you have no evidence that the review took place. An undocumented review is, for legal purposes, a review that did not happen. Always produce a written record, even if the review finds nothing that needs changing.

Leaving it until an inspector visits

By the time an inspector is standing in your workplace asking to see your documents, it is too late to review them. The whole point of the annual review is to stay ahead of problems. If you only check your documents when someone else forces you to, you are managing by crisis, not by system.

Only reviewing the documents, not the reality

A risk assessment might look perfectly fine on paper. But if you walk into the workshop and the control measures listed in that assessment are not actually in place, the document is worthless. The review should check both the paperwork and the practical reality. If your risk assessment says “ventilation provided,” go and check that the ventilation is actually working.

Reviewing everything but the training records

Training records are the area most likely to have gaps, because training is ongoing and records need to be updated every time something happens. It is easy to confirm that your policy is up to date and your risk assessments are current, and then skip over training because it feels like a separate task. Do not skip it. Training gaps are one of the first things an inspector will look for.

Not reviewing after a significant change

Some businesses treat the annual review as the only review. But if you move to new premises in June and do not review your documents until December, you have six months of unmanaged risk. Remember the triggers listed earlier in this article: certain events should prompt an immediate review, not wait for the annual cycle.

Summary

An annual health and safety review is not a bureaucratic exercise. It is a legal requirement under the MHSWR 1999 (Regulation 5) in the UK and good practice under the SHWW Act 2005 in Ireland. More importantly, it is the mechanism that keeps your health and safety documents useful, current, and aligned with how your business actually operates.

Here is what the review involves:

Section A: Check your health and safety policy is current, signed, and accessible
Section B: Confirm all risk assessments are valid and control measures are in place
Section C: Verify COSHH assessments match your current chemical use
Section D: Ensure training records are up to date and certifications have not lapsed
Section E: Check equipment inspections, PAT testing, fire extinguishers, first aid kits, and PPE
Section F: Review accident and incident records for patterns and outstanding actions
Section G: Confirm fire safety arrangements are current and tested
Section H: Verify insurance is in force and certificates are displayed
Section I: Check for external changes in regulations, client requirements, or accreditation standards

Document the review, sign it off, create an action list for anything that needs attention, and file everything. Set your calendar reminder for the same date next year.

If you want to make the process as straightforward as possible, our Pro kits include a pre-filled annual review checklist tailored to your trade, alongside all the core H&S documents a small business needs — health and safety policy, risk assessments, COSHH assessments, method statements, training records, and more. One purchase, no subscription, from £79. It is the simplest way to stay compliant year after year without paying a consultant.

Your annual review does not have to be complicated. It just has to happen.