Workplace Inspection Checklist (UK Template)

Regular workplace inspections are a legal requirement and one of the most practical things you can do to keep your employees safe. They identify hazards before they cause harm, demonstrate compliance with health and safety legislation, and provide documented evidence that you are actively managing risk. Yet many UK businesses either do not inspect regularly enough, do not know what to look for, or fail to act on what they find.

This guide provides a comprehensive workplace inspection checklist you can use immediately, along with guidance on frequency, who should inspect, how to record and follow up, and the legal framework that underpins it all.

The Legal Basis for Workplace Inspections

Several pieces of UK legislation require or imply regular workplace inspections:

• Health and Safety at Work etc. Act 1974 — places a general duty on employers to ensure, so far as is reasonably practicable, the health, safety and welfare of employees. Regular inspections are a key way of fulfilling this duty
• Management of Health and Safety at Work Regulations 1999 — Regulation 5 requires employers to have effective arrangements for planning, organising, controlling, monitoring and reviewing health and safety measures. Inspections are a core monitoring activity
• Workplace (Health, Safety and Welfare) Regulations 1992 — sets specific requirements for the workplace environment including temperature, ventilation, lighting, cleanliness, space, workstations, floors, traffic routes and welfare facilities
• Regulatory Reform (Fire Safety) Order 2005 — requires the “responsible person” to take fire precautions and conduct regular fire risk assessments, which include inspecting fire safety measures
• Provision and Use of Work Equipment Regulations 1998 (PUWER) — requires that work equipment is maintained in a safe condition, which necessitates regular inspection
• Electricity at Work Regulations 1989 — requires electrical systems and equipment to be maintained to prevent danger

The HSE does not prescribe a specific inspection frequency for most workplaces, but expects employers to inspect regularly enough to identify hazards and verify that controls remain effective. The frequency should be proportionate to the level of risk.

Who Should Conduct Inspections?

Trained Competent Persons

The person conducting the inspection must be competent — meaning they have sufficient training, knowledge and experience to identify hazards and assess whether controls are adequate. This does not necessarily mean they need a formal qualification, but they should:

• Understand the relevant health and safety legislation
• Know the specific hazards associated with your workplace and activities
• Be able to identify when something is not right
• Know what standards and controls should be in place

Recommended Approaches

Internal inspections — conducted by managers, supervisors, health and safety representatives or trained employees. These are your most frequent inspections and cover general workplace conditions.

Specialist inspections — conducted by qualified professionals for specific areas such as electrical installations (5-yearly fixed wiring inspection), fire systems (annual service), pressure systems (written scheme of examination), and lifting equipment (LOLER inspections every 6 or 12 months).

Safety representative inspections — if you have appointed or elected safety representatives, they have a statutory right to inspect the workplace under the Safety Representatives and Safety Committees Regulations 1977 or the Health and Safety (Consultation with Employees) Regulations 1996.

External audits — periodic inspections by external health and safety consultants provide an independent view and can identify issues that internal inspectors have become blind to.

How Often Should You Inspect?

There is no single answer — frequency depends on the level of risk, the nature of the work, and how quickly conditions can change. Use this framework as a starting point:

Inspection Type	Recommended Frequency	Rationale
General workplace walkthrough	Weekly or fortnightly	Catches emerging hazards quickly
Fire safety checks (escape routes, extinguishers, alarms)	Weekly	Fire risks can develop rapidly
First aid supplies	Monthly	Ensures supplies are stocked and in date
Welfare facilities (toilets, rest areas, drinking water)	Weekly	Daily use means rapid deterioration
Work equipment (tools, machinery, vehicles)	Before each use / daily / weekly	Depends on equipment and risk level
Electrical portable appliance testing (PAT)	Annually (or per risk assessment)	Prevents electrical incidents
Fixed electrical installation	Every 5 years (or per risk assessment)	Regulatory requirement
Fire risk assessment review	Annually, or when changes occur	Regulatory requirement
Full formal H&S inspection	Monthly or quarterly	Comprehensive review of all areas

High-risk environments (construction sites, manufacturing, chemical handling) should inspect more frequently. Lower-risk environments (offices, retail) may inspect less frequently, but should never go longer than a month without a general walkthrough.

Comprehensive Workplace Inspection Checklist

The following checklist covers the most common inspection areas. Not every item will apply to every workplace — adapt it to your specific environment and risks.

1. Fire Safety

• Fire exits are clearly marked, unobstructed and can be opened easily from inside
• Fire escape routes are clear of obstructions, well-lit and properly signed
• Fire doors are in good condition, close fully, and are not propped open
• Fire extinguishers are in place, accessible, and have been serviced within the last 12 months
• Fire alarm system has been tested within the last 7 days (test record available)
• Emergency lighting is functional and tested regularly
• Fire action notices are displayed at all fire alarm call points and in all rooms
• Fire risk assessment is current (reviewed within the last 12 months or after any significant change)
• Fire evacuation drills have been conducted at least twice per year (records available)
• Fire assembly point is clearly signed and known to all employees

2. Electrical Safety

• Electrical panels are accessible and not blocked by storage or equipment
• No visible damage to cables, plugs, sockets or switches
• No trailing cables across walkways (or properly covered if unavoidable)
• Portable electrical equipment has been PAT tested within the required period
• Fixed electrical installation has been inspected within the last 5 years (EICR certificate available)
• RCD (residual current device) protection is in place for socket outlets accessible to non-electrical workers
• No overloaded sockets or multi-plug adaptor chains
• Outdoor and wet-area electrical equipment has appropriate IP rating
• Electrical equipment is switched off when not in use (where appropriate)

3. Slips, Trips and Falls

Slips, trips and falls are the single most common cause of workplace injury in the UK, accounting for over 30% of non-fatal injuries reported to the HSE.

• Floors are in good condition — no holes, cracks, uneven surfaces or loose tiles
• Floor surfaces are clean and dry, with spills cleaned up promptly
• Wet floor warning signs are available and used when needed
• Walkways and corridors are clear of obstructions, trailing cables and stored items
• Changes in floor level are clearly marked (e.g. with contrasting nosings on stairs)
• Stairs are in good condition with secure handrails
• External paths and car parks are maintained — no potholes, ice treatment in winter
• Mats are in good condition and do not create trip hazards at their edges
• Adequate lighting in all areas, including stairwells, corridors and car parks
• Drainage is adequate in areas where water or liquids are used

4. First Aid

• First aid kits are stocked, in date, and easily accessible
• Contents of first aid kits are appropriate for the workplace hazards
• Sufficient trained first aiders are available during all working hours
• First aider names and locations are clearly displayed
• Eye wash stations are available where required (e.g. chemical handling areas) and are in date
• Defibrillator is available, tested regularly, and staff know its location (if provided)
• First aid room is available (required if the risk assessment indicates one is needed)
• Accident book is accessible and incidents are being recorded

5. Personal Protective Equipment (PPE)

• Correct PPE is available for all identified hazards
• PPE is in good condition — no damage, wear or contamination
• Employees are wearing required PPE correctly
• PPE storage is clean, dry and accessible
• Replacement PPE is readily available
• PPE training records are up to date
• RPE (Respiratory Protective Equipment) face-fit testing is current where required
• PPE is appropriate for the individual (correct size, compatible with other equipment)

6. Manual Handling

• Manual handling risk assessments are current for relevant tasks
• Lifting aids are available, in good condition and being used
• Storage is organised to avoid heavy items at height or below knee level
• Employees have received manual handling training
• Loads are within safe limits and clearly marked where appropriate
• Good housekeeping practices reduce the need for unnecessary handling

7. Hazardous Substances (COSHH)

• COSHH assessments are current for all hazardous substances in use
• Safety Data Sheets (SDS) are available for all substances
• Substances are stored correctly — compatible chemicals separated, flammables in appropriate storage
• Containers are correctly labelled with GHS/CLP-compliant labels
• Spill kits are available and employees know how to use them
• Local exhaust ventilation (LEV) is in place where required and tested within the last 14 months
• Exposure monitoring is conducted where required
• Employees handling hazardous substances have received COSHH training

For a detailed guide to COSHH compliance, see our COSHH regulations guide.

8. Welfare Facilities

• Toilets are clean, adequately stocked (soap, paper towels/drier, toilet paper) and in working order
• Sufficient toilets are provided for the number of employees
• Washing facilities include hot and cold running water, soap and a means of drying hands
• Drinking water is readily available and clearly marked
• Rest areas / break rooms are clean, comfortable and adequately furnished
• Temperature is reasonable in all work areas (the Workplace Regulations suggest a minimum of 16°C for sedentary work, 13°C for physical work)
• Ventilation is adequate — fresh air supply, windows that open, or mechanical ventilation
• Lighting is sufficient for the tasks being performed
• Workstations are suitable and adjustable (DSE compliance for office work)
• Adequate space per person (HSE guidance suggests a minimum of 11 cubic metres per person)

9. Workplace Transport and Vehicles

• Pedestrian and vehicle routes are clearly separated where possible
• Speed limits are posted and enforced
• Reversing areas have adequate visibility or banksmen/reversing cameras
• Vehicle inspection records are current (daily walkaround checks for commercial vehicles)
• Loading/unloading areas are safe and well-maintained
• Forklift truck operators are trained and certified
• Visitor vehicles are managed and directed safely

10. Work at Height

• Work at height risk assessments are current
• Ladders are in good condition and used correctly (three points of contact, correct angle)
• Scaffolding is inspected before use and after any event that could affect stability (NASC inspection records)
• Edge protection is in place where there is a risk of falling
• Access equipment (MEWP, tower scaffolds) is inspected and maintained
• Workers have received work at height training
• Fragile surfaces are clearly identified and protected

11. Signage and Information

• Health and safety law poster is displayed (or each employee has received the equivalent leaflet)
• Employers’ liability insurance certificate is displayed or accessible
• Safety signs are in place, visible and in good condition (prohibition, mandatory, warning, safe condition)
• Risk assessments are accessible to employees
• Emergency procedures are displayed and understood

Recording and Following Up

An inspection that identifies hazards but does not result in action is worse than no inspection at all — it creates a documented record that you knew about the hazard and did nothing.

Recording Findings

For each item identified, record:

• What was found — describe the hazard clearly
• Where — specific location
• Risk rating — high (immediate danger), medium (action required soon), low (action required but not urgent)
• Recommended action — what needs to be done
• Person responsible — who will fix it
• Target date — when it should be fixed by
• Date completed — when it was actually resolved

Follow-Up Process

1. Immediate hazards (risk of serious injury) — take immediate action to isolate the hazard. Remove equipment from service, cordon off the area, or stop the activity. Do not wait
2. Medium-priority findings — assign an owner and set a target date within 7–14 days
3. Low-priority findings — assign an owner and set a target date within 28 days
4. Review completion — check that all actions have been completed by their target dates. Chase overdue items
5. Trend analysis — review inspection findings quarterly to identify recurring issues that may indicate systemic problems

Common Inspection Findings

Based on HSE enforcement data, the most frequently identified issues in workplace inspections are:

• Blocked or locked fire exits — consistently the most common finding
• Missing or out-of-date fire extinguisher servicing
• Trailing cables and trip hazards
• Inadequate first aid provision
• Missing or outdated COSHH assessments
• Poor housekeeping — clutter, poor storage, waste accumulation
• Inadequate PPE — wrong type, damaged, or not being worn
• Missing or generic risk assessments — risk assessments that do not reflect the actual workplace activities

Digitise Your Workplace Inspections

Paper-based inspection checklists are better than nothing, but they have significant limitations. They get lost, they are difficult to analyse for trends, follow-up actions are easily forgotten, and there is no easy way to attach photographic evidence. When an HSE inspector asks for your inspection records, retrieving paper files from a filing cabinet does not inspire confidence.

Digital inspection tools allow you to conduct inspections on a tablet or smartphone, attach photos of hazards, assign corrective actions with automatic reminders, track completion rates, analyse trends over time, and generate reports instantly. They also create a timestamped, auditable trail that demonstrates your commitment to health and safety.

For guidance on how to write the risk assessments that underpin your inspection programme, see our guide to writing risk assessments. For broader compliance guidance, explore our articles on RIDDOR reporting and the true cost of non-compliance.

Learn more about how Assistant Manager can streamline your workplace inspections with our Digital Checklists and Risk Assessments features.