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Templates & Resources

COSHH register template for trades: what to include, SDS links and update checklist

TrainAR Team 1 month ago 6 min read

COSHH register template for trades: what to include, SDS links and update checklist

Category: Templates & Resources • Niche: COSHH, SDS, HSE, UK REACH, small contractors

Contents

Clipboard with COSHH register, SDS sheets with hazard pictograms, gloves and phone scanning a QR code on a UK building site

Quick answer

  • A COSHH register is a single place to list the chemical products you use, where the SDS lives, and when you last reviewed the COSHH assessment for that product.
  • HSE does not mandate a stand‑alone “register,” but you must do suitable COSHH risk assessments and keep the information you need. A register keeps you organised and speeds up site briefings and audits.
  • Use our one‑page CSV template below. Paste it into Excel or Google Sheets. Link each product to its SDS and your assessment. Set a simple colour rule to flag “SDS older than 3 years” or “assessment older than 12 months.”

Helpful HSE pages: Chemical safety data sheets, COSHH FAQ, How to carry out a COSHH assessment.

What HSE actually requires

  • You need suitable and sufficient COSHH risk assessments for the hazardous substances you use and create during work.
  • Suppliers must provide an up‑to‑date Safety Data Sheet (SDS) where required under UK REACH. An SDS supports your assessment, but it is not the assessment.
  • When an SDS is updated by the supplier, review your COSHH assessment.
  • Keep records appropriate to the risk. UK REACH expects downstream users to keep necessary information for up to 10 years; some COSHH records like health surveillance may have longer retention.

Read more on HSE: SDS basics, COSHH FAQ, and the UK REACH SDS format with the 16 section headings on legislation.gov.uk.

What to include in your COSHH register

At minimum, include:

  • Product name and supplier
  • Link to the current SDS (URL or a folder path)
  • Date on the SDS
  • Where it is used/stored on your jobs
  • Typical task/use (what you use it for)
  • Main hazards (H‑statements) and key controls/PPE
  • Link to your COSHH assessment for that product/task
  • Last review date and who signed it
  • Notes for first aiders from SDS section 4

This lets you prove you know what you use, where the safety info is, and that you have assessed and briefed the team.

Copy this simple template (CSV you can paste into Excel/Sheets)

product_name,supplier,sds_url,sds_date,location,task_use,h_statements,key_controls_ppe,first_aid_notes_sec4,storage_sec7,disposal_sec13,assessment_link,assessed_by,assessment_date,next_review_due,health_surveillance_required,notes
White Spirit,Acme Chemicals,https://supplier.com/sds/whitespirit.pdf,2025-03-12,Van A / site store,Degrease tools,H226; H304; EUH066,Use outdoors or LEV; nitrile gloves; eye protection,If swallowed: call 999; do NOT induce vomiting,Store locked away from heat sources,Dispose via licensed waste contractor,https://drive.example.com/coshh/white-spirit,JS,2025-03-18,2026-03-18,No,Flammable – remove ignition sources
Silicone Sealant XYZ,MegaSeal Ltd,https://megaseal.co.uk/sds/silicone-xyz.pdf,2024-11-01,Van B,Sanitary sealing,H315; H319,Gloves; avoid skin/eye contact; wash hands,If in eyes: rinse for 15 minutes; remove contacts,Keep sealed; avoid heat,Follow local regulations; do not pour to drain,https://drive.example.com/coshh/silicone-xyz,AB,2025-02-02,2026-02-02,No,Some grades release acetic acid fumes
Flux Paste ABC,SolderPro,https://solderpro.com/sds/flux-abc.pdf,2025-01-20,Van C / customer premises,Pipe soldering,H314; H335,Fume extraction; avoid inhalation; gloves/goggles,If inhaled: fresh air and rest; get advice if unwell,Cool, well‑ventilated,Dispose as hazardous waste,https://drive.example.com/coshh/flux-abc,LD,2025-03-01,2026-03-01,Possibly for frequent users,Triggers hot‑work permit on some sites

Tips

  • Use data validation for Yes/No fields.
  • Add conditional formatting to highlight when next_review_due is within 30 days.
  • Keep the SDS URL clickable and also save a PDF copy offline for when you have no signal.
  • SDS must follow UK REACH Annex II’s 16 sections. If an SDS is missing or poor quality, ask the supplier to resend a compliant version.
  • Pull the key points you need into your assessment. For example, Section 2 hazards, Section 4 first aid, Section 7 storage, Section 8 exposure controls/PPE.
  • Your assessment should be task‑based. The same product used outdoors with a brush is not the same as spraying in a small plant room.

Useful references: SDS basics and the 16 headings on legislation.gov.uk.

Keep it current: update rules and audit trail

Update your register and assessment when:

  • You buy a new chemical or change supplier
  • The supplier issues a revised SDS
  • The task or method changes
  • There is an incident, near miss or health complaint

Record who reviewed it and when. Keep an archive of previous SDS versions so you can show what you used at the time.

Common trades examples

  • Painting and decorating: water‑based paints, fillers, silicone removers, solvent cleaners
  • Plumbing and heating: flux, cleaning solvents, descalers, inhibitor chemicals, sealants
  • Electrical: cleaners/degreasers, resin kits, adhesive removers
  • General building: cements and mortars that create respirable dust, bitumen products, adhesives

Pair this with a short daily or weekly briefing. See our induction guide for quick on‑site training ideas: Construction site induction video: script, kit and a simple process that meets CDM.

Optional: QR codes so the team can find SDS on site

  • Add a QR in your register that links to the SDS PDF and your assessment.
  • Stick the QR on the product tub or on your site noticeboard.
  • First aiders should know where to find Section 4 of the SDS quickly.

What people are saying on Reddit

  • Contractors often ask if they must hold SDS for substances used by others on their site. The consensus is: keep the SDS and do a risk assessment for how the substance is used on your premises; ensure first aiders know Section 4. See thread: Contractor COSHH SDS (UK)?

FAQ

Do I legally need a COSHH register?

HSE does not prescribe a specific “register,” but you must carry out COSHH risk assessments and keep information and records that show you are controlling exposure. A simple register helps you manage SDS and assessments. See COSHH FAQ.

How often should I review my COSHH assessments?

Review at least annually, and sooner if the task changes, an incident occurs, or you receive a revised SDS from the supplier.

Do I need an SDS for every product?

Suppliers must provide an SDS for substances and mixtures classified as hazardous. For non‑hazardous products, suppliers still need to give enough safety information. If you can’t find an SDS, ask the supplier. See SDS basics.

How long should we keep records?

Keep SDS and assessment records so you can prove what you used and when. UK REACH expects downstream users to keep necessary information for up to 10 years; some COSHH records like health surveillance can be much longer depending on risk.

Is an SDS the same as a COSHH assessment?

No. An SDS informs your assessment. Your COSHH assessment explains the controls for the actual task on your job.

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