PORTWOOD GUIDES & RESOURCES
Risk Management
Help protect your business.
Practical checks to protect your people, premises and business. Choose the sections relevant to your activities, assign responsibility and keep evidence. Your policy, risk assessment, equipment and applicable law determine the checks and timing.
01RIDDOR: reporting serious incidentsIdentify what must be reported, by whom and when.+
- Check whether a work-related death, specified injury, disease or dangerous occurrence is reportable. Not every accident requires a RIDDOR report.
- The responsible person should use the correct HSE reporting route and deadline. Over-seven-day worker incapacitation must be reported within 15 days; other reportable events can require notification without delay.
- Keep incident and accident records, investigate causes and tell Portwood promptly about any incident that may lead to an insurance claim.
02Health and safety essentialsKeep risk assessments and staff training up to date.+
- Identify hazards, who could be harmed and the controls needed. Record significant findings where required, and review assessments when work or circumstances change.
- Give staff suitable information, instruction and training. Include new starters, contractors, lone workers and young or vulnerable workers where relevant.
- Check housekeeping, slips and trips, manual handling, working at height, first aid and emergency arrangements. Name the person responsible for following up actions.
03Electrical certificates and PAT testingMaintain safe wiring and appliances; use appropriate inspection intervals.+
- Arrange inspection of fixed installations by a competent person and retain electrical inspection reports, including an EICR where appropriate. Complete remedial work and follow the intervals required for your premises and policy.
- Use visual checks and testing appropriate to the appliance, its use and environment. Remove damaged items from use safely.
- HSE does not prescribe annual PAT testing for every appliance. Agree a suitable inspection and testing programme, while also meeting any stricter policy condition.
04Machinery, lifting and pressure equipmentService equipment and check whether statutory examinations are needed.+
- Keep machinery suitable for its task, safely guarded and maintained. Train users and use safe isolation during servicing, cleaning and repairs.
- Lifting equipment may need LOLER thorough examinations, in addition to routine maintenance. Pressure systems may also need a written scheme of examination.
- Keep maintenance logs, examination reports and evidence that defects were corrected. A service visit is not automatically a substitute for a statutory examination.
05Ducting, extraction and cleaningManage grease, fire risk and ventilation in commercial kitchens.+
- Include canopies, grease filters, fans and ductwork in a documented inspection and cleaning programme. Set the frequency for the cooking activity, equipment guidance and insurer requirements.
- Use competent contractors for specialist cleaning. Keep reports, cleaning certificates and photographs showing the work completed and any inaccessible areas.
- Check extraction and ventilation work properly after maintenance. Follow any policy requirement for cleaning standards or intervals; do not assume one annual clean suits every kitchen.
06Gas safety and annual certificationKnow which annual checks apply to your premises.+
- Arrange maintenance and safety work by a Gas Safe registered engineer qualified for the relevant appliances and commercial work. Maintain gas appliances, pipework, flues and ventilation.
- Annual landlord gas safety checks apply to relevant let accommodation and some other premises, including guest accommodation. Keep the required safety records.
- For other commercial premises, use the maintenance and check frequency required by law, equipment guidance, competent advice and your policy. An annual certificate is not a single universal rule for every business.
07Fire, security and unoccupied premisesMaintain precautions and check policy conditions.+
- Keep a suitable fire risk assessment, escape routes, emergency arrangements and records of alarm, emergency-lighting and fire-equipment checks.
- Follow your policy’s requirements for intruder alarms, locks, keyholders, waste storage and unoccupied-property inspections. Report occupancy changes to Portwood.
- Control contractors and hot works with suitable risk assessments, permits and supervision where appropriate. Record completed work and precautions.
08Asbestos and hazardous substancesIdentify building materials and substances that need special controls.+
- If you have a duty to manage asbestos, identify its presence and condition, maintain a management plan and tell anyone who could disturb it before work starts.
- Assess hazardous substances under COSHH, including cleaning chemicals, dust and fumes. Use suitable controls, storage, training and protective equipment.
- Use competent specialists where needed. Keep assessments and relevant examination or monitoring records available.
09Water hygiene and legionellaAssess and manage risks from water systems.+
- Identify water systems that could create a legionella risk, including stored hot and cold water, cooling systems and spa pools where present.
- Arrange a suitable risk assessment and controls with competent advice. Keep records of relevant checks, monitoring and maintenance.
- Review arrangements after changes in use or periods of closure. Landlords and those controlling premises should confirm who is responsible.
10Your evidence and review routineMake it easy to show what was done and when.+
- Keep a register of certificates, inspections, maintenance, contractor reports, training and incident records, with named owners and due dates.
- Record remedial work as well as the original inspection. Review your controls after incidents, at renewal and whenever the business changes.
- Keep a business continuity plan for a fire, flood, equipment failure or loss of access. Review rebuilding values, stock, liability limits and the business interruption period with Portwood.
HSE guidance mainly covers Great Britain. Northern Ireland has its own regulator, HSENI. Fire, property and licensing requirements can also vary across the UK; use guidance for your premises and activities.
Your policy wording and endorsements determine your cover and specific obligations. Ask Portwood if a requirement is unclear or cannot be met.
Guidance carried over from your Portwood app.