6 questions answered · Updated 5 March 2026
Answers to common questions about construction health and safety paperwork. what's required, who's responsible, how long to keep records, and shortcuts that are legal.
The minimum documentation required depends on project size, but typically includes: construction phase plan (CDM 2015 Reg 12), risk assessments for all work activities (MHSWR 1999 Reg 3), method statements for high-risk activities, COSHH assessments for hazardous substances, fire risk assessment (RRO 2005), site induction records, training and competency records (CSCS cards), scaffold inspection records (every 7 days minimum), plant inspection and examination records, permit to work documents (for confined spaces, hot works, etc.), and accident/incident records. For notifiable projects, add the F10 notification and the health and safety file.
Risk assessments should be reviewed: when work activities change, when new hazards are identified, after any incident or near-miss, when new workers or contractors join the project, when legislation or best practice guidance changes, and at a minimum annually for ongoing activities. In practice on construction sites, risk assessments should be reviewed at least weekly as part of the site management routine, because construction environments change rapidly. The review does not need to be a full rewrite. a documented check confirming the assessment remains valid, with any changes noted, is sufficient.
Generic risk assessments are a starting point, not a finished product. The HSE has stated clearly that risk assessments must be site-specific. a generic RAMS from a template or AI tool must be reviewed and adapted to reflect the actual conditions, workers, equipment, and environment on your specific site. Elements that must always be site-specific include: site access arrangements, proximity to public areas, ground conditions, existing services (buried cables, gas mains), adjacent structures, specific equipment being used, and the competency of the actual workforce. Using an unmodified generic assessment is a common enforcement target for HSE inspectors.
Under UK health and safety law, a 'competent person' is someone with sufficient training, experience, knowledge, and other qualities to properly assist in undertaking health and safety measures. There is no single qualification that makes someone 'competent'. it is a combination of relevant training (SMSTS, NEBOSH, IOSH), practical experience in the specific type of work, knowledge of current legislation and best practice, and the ability to identify hazards and assess risks. For specific tasks, competence requirements may be more defined. e.g., scaffold inspections require someone with CISRS Advanced Scaffolding or equivalent.
Missing documentation is a common basis for HSE enforcement action. An improvement notice requires you to rectify the issue within a specified timeframe. A prohibition notice stops work immediately until the risk is controlled. Prosecution can result in fines calculated using the Sentencing Council guidelines. for a medium-sized organisation, fines for documentation failures typically range from GBP 4,000 to GBP 50,000 depending on culpability and the potential for harm. If missing documentation contributes to an incident causing injury, fines can reach GBP 1,000,000+ and individuals can face imprisonment.
Legal shortcuts for faster documentation: use AI tools like Site Manager AI to generate first-draft RAMS, risk assessments, and toolbox talks (then review and customise), build a library of site-specific templates that you update per project rather than starting from scratch, use digital forms with pre-populated fields (company details, standard control measures), photograph evidence instead of writing descriptions, use voice-to-text for site diary entries, schedule 30 minutes at the same time daily for documentation (batching is more efficient than ad-hoc), and use apps that auto-generate PDF reports from form entries. The goal is to reduce writing time, not to reduce the quality or site-specificity of your documents.