What Happens During a Health and Safety Risk Assessment? A Step by Step Guide
If you have been told your business needs a Health and Safety Risk Assessment, you are probably asking the same question most people do. What actually gets checked, and what should you expect on the day?
At The HSRA, we assess workplaces across the UK every week. A Health and Safety Risk Assessment is not just a tick box exercise. It is a full review of how your workplace operates. It checks how risks are managed, and how your staff are protected in real conditions.
This guide breaks down the full process step by step, so you know exactly what happens and how to prepare.
Step 1. Understanding Your Workplace
Every assessment begins with building a clear picture of your business. Before anything is inspected, the assessor needs to understand how your workplace functions day to day.
This includes the type of premises, whether that is an office, dental practice, warehouse or gym. They will also look at staff numbers, occupancy levels, daily tasks, and whether vulnerable individuals may be present.
Health and Safety risks vary massively between industries, so this context is essential to carry out an accurate assessment.
Step 2. A Visual and Non Intrusive Inspection
A common misconception is that a Health and Safety Risk Assessment is disruptive. In reality, it is designed to be straightforward and non intrusive.
The assessment is based on visual observations, how the workplace is being used, and any documentation available on the day. There is no dismantling of equipment, no specialist testing, and no certification involved.
The focus is on identifying hazards and understanding how well they are currently controlled.
Step 3. Identifying Workplace Hazards
The assessor will carry out a full walk around of the premises to identify general workplace hazards.
This typically includes slips, trips and falls, unsafe layouts, poor storage, electrical risks, and manual handling concerns. They are not only looking for hazards, but also how these risks are being managed.
Common issues include blocked walkways, poor housekeeping, and unsafe storage practices. These are often simple fixes but can present significant risks if ignored.
Step 4. Reviewing Health and Safety Management
Health and Safety is not just about the physical environment. It is also about how it is managed within your business.
The assessor will review whether responsibilities are clearly defined, whether policies are in place, and how information is communicated to staff.
If your business has five or more employees, a written Health and Safety Policy is a legal requirement. Common gaps include outdated documents, unsigned policies, or no clear responsible person.
Step 5. Reviewing Risk Assessments and Procedures
You will also be asked to provide existing risk assessments and procedures. This may include general workplace risk assessments, manual handling assessments, Display Screen Equipment assessments, and working at height procedures where applicable.
In many cases, businesses do have these documents. The issue is that they are not reviewed regularly or are not actively used. The assessor will check both accuracy and practical use.
Step 6. Staff Training and Competence
Staff understanding plays a huge role in workplace safety. The assessor will review induction training, role specific training, refresher training, and supervision arrangements. Training records may also be checked where available.
Common problems include no formal induction process, a lack of refresher training, and inconsistent supervision. Even low risk workplaces must ensure staff are properly informed.
Step 7. Accident and Incident Management
Your approach to accidents and incidents will also be reviewed. This includes your accident book, incident reporting procedures, and whether RIDDOR reporting is carried out when required. Evidence of investigations may also be requested.
A frequent issue is that incidents are dealt with informally but not recorded. Without records, it becomes difficult to demonstrate compliance or identify patterns.
Step 8. First Aid and Emergency Arrangements
The assessor will check whether appropriate first aid and emergency measures are in place. This includes whether a first aid needs assessment has been completed, whether trained first aiders are available, and whether first aid kits are accessible and maintained.
Emergency procedures and evacuation plans will also be reviewed. Depending on the environment, defibrillator provision may also be considered.
Step 9. Contractor Management
If your business uses contractors, their management will be assessed. This includes how contractors are approved, whether insurance checks are carried out, and whether Risk Assessments and Method Statements are provided. Induction procedures will also be reviewed.
A common issue is contractors working on site without proper documentation or checks in place.
Step 10. Hazardous Substances and COSHH
Where hazardous substances are used, COSHH compliance will be reviewed. This includes checking COSHH assessments, substance registers, storage methods, and staff training. The assessor may also look at spill kits and emergency procedures.
Poor handling and storage of hazardous substances is a common compliance risk across many industries.
Step 11. Workplace Environment and Welfare
The overall working environment is assessed to ensure it is suitable for staff. This includes lighting, ventilation, cleanliness, and general housekeeping. Welfare facilities such as toilets, drinking water, and rest areas are also reviewed.
The aim is to ensure the workplace is safe, comfortable, and fit for purpose.
Step 12. Equipment and Safety Controls
The condition and use of equipment will also be checked. This includes electrical equipment, maintenance records, and Portable Appliance Testing where applicable. The use of Personal Protective Equipment will also be reviewed.
Common issues include poorly maintained equipment, missing records, and inconsistent use of PPE.
Step 13. Access, Egress and General Safety
Safe access and exit routes are essential in any workplace. The assessor will check walkways, external areas, signage, storage, and waste management. Even simple issues such as blocked exits or poor signage can present serious risks.
Step 14. Fire Safety Overview
While this is not a dedicated fire risk assessment, fire safety is still considered at a high level. The assessor will check whether a Fire Risk Assessment is in place, whether procedures are communicated, and whether evacuation plans are displayed.
This helps ensure your overall compliance across multiple safety areas.
Step 15. Final Review and Recommendations
At the end of the visit, the assessor will compile their findings. This includes identifying hazards, reviewing existing controls, and highlighting any gaps in compliance. You will receive a report outlining the risks, who may be affected, and practical recommendations to improve safety.
Important. It Is Not a Pass or Fail
A Health and Safety Risk Assessment is not a certificate and it is not something you pass or fail. It is a snapshot of your current workplace safety. It highlights risks, identifies gaps, and gives you a clear plan of action to improve.
It should also be reviewed regularly to ensure it stays up to date as your business evolves.
How to Prepare for Your Health and Safety Risk Assessment
Preparation helps the assessment run smoothly and ensures you get the most value from it. Make sure all relevant documentation is available, ensure access to all areas of the workplace, inform your staff of the visit, and have a responsible person available on site.
If anything is missing, it will simply be recorded with recommendations on how to address it.
Need a Health and Safety Risk Assessment?
At The HSRA, we carry out Health and Safety Risk Assessments across the UK. We help businesses understand where they stand, identify risks, and take practical steps to improve.
If you would like a quote or want to discuss your requirements, get in touch with the team today.