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Office risk assessment

A risk assessment for an office in Great Britain, laid out on HSE's five steps. Start with a 16-point office health and safety checklist: walkways and cables, stairs, fire exits, electrics, workstations, temperature with a thermometer reading, ventilation, lighting, toilets, drinking water, rest areas, the kitchen, cleaning chemicals, storage and first aid. Then add each area as a space and record its hazards: who might be harmed and how, what is already in place, the risk on your own low, medium or high scale, and any further action with an owner and due date. It finishes with the significant findings, groups especially at risk, review triggers and sign-off. Display screen workstations go on the DSE assessment, and fire on the fire risk assessment.

For office managers, business owners, facilities staff and health and safety advisers who need to assess an office, from a small suite to a few floors, and keep a record with photos.

Written to the law in Great Britain (Management of Health and Safety at Work Regulations 1999 and Workplace Regulations 1992). The steps and the checklist work anywhere, but check your own country's rules.

Office safety checklist with 16 points, each with a reason box when action is needed
Thermometer reading, with a prompt when it is below HSE's usual minimum
Each area as a space, with hazards, who might be harmed, controls and a photo
Risk on your own low, medium or high scale, further action with owner, due date and status
Significant findings, groups especially at risk, linked assessments and review triggers

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How do you do a risk assessment for an office?

A useful office assessment is specific: it names the area, the hazard you actually saw, who it affects and what is already done, and it turns anything not good enough into an action with a person and a date. A list of generic office hazards with "low" against each tells nobody what to do.

Last updated 27 October 2026. Facts checked by the SiteSurvey team on 27 October 2026 against HSE, Managing risks and risk assessment at work: steps needed to manage risk, Management of Health and Safety at Work Regulations 1999, regulation 3, risk assessment, Workplace (Health, Safety and Welfare) Regulations 1992, regulation 7, temperature in indoor workplaces, HSE, Temperature in the workplace: is it too hot or cold to work? and Workplace (Health, Safety and Welfare) Regulations 1992, regulation 12, condition of floors and traffic routes.

How to do an office risk assessment

Walk the whole office, talk to the people who work there, then write it up.

Fill in the office details
Enter the date, the floors covered, how many people you employ and who else comes in. Note who you consulted.
Walk the checklist
Go through the 16 checks. Mark anything that needs action and say what, and take a thermometer reading in the main work area.
Record hazards by area
Add each area as a space. For each hazard, say who might be harmed and how, what is in place, and how you rate the risk now.
Set further actions
Where more is needed, write the action, the owner and a due date, and mark it done with the date when it is.
Record the findings and sign
Write the significant findings, note groups especially at risk and the linked assessments, set a review date and sign.

What makes an office risk assessment useful

Hazard: further action, owner and due date

First floor corridor. Extension lead run across the corridor to the printer, two archive boxes beside it, on the route to the fire exit. Staff, visitors and cleaners could trip. Risk now: medium. Action: move the printer to the wall socket in the print bay and archive the boxes. Owner M. Doyle, due 9 Oct; done 8 Oct.

Fictional example. Record the actual evidence and approved arrangements for your job.

A common recording mistake

Ticking "cables managed" on the checklist without walking the corridors, or marking a hazard as needing action and never giving it an owner or a date.

What happens next

Share the significant findings with staff, check each action is done on the date given, and review the assessment when the layout, equipment or people change.

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Every question in the office risk assessment template

An office risk assessment on HSE's five steps for a business in Great Britain: a 16-point office health and safety checklist (walkways and cables, stairs, fire exits, electrics, workstations, temperature with a thermometer reading, ventilation, lighting, toilets and washing, drinking water, rest and eating, kitchen, cleaning chemicals, storage, first aid), then each area as a space with its hazards: who might be harmed and how, existing controls, a risk level on your own low, medium or high scale, further action with owner and due date. Ends with the significant findings record, groups especially at risk, review triggers, actions and sign-off. 5 sections and 99 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.

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This is a starting point, not a fixed form. Once it is in your SiteSurvey account you can reword any question, add or remove questions, sections and answer options, and add your own logo, so it fits the way your team works and the jobs you do.

Details you only enter once

Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.

Project: the project name
Office address: the site address, from the space or the project
Business or occupier: the project's customer

Office and assessment details

ProjectShort answer
Filled in from the project in SiteSurvey.
Fills in from the project name
Office addressShort answer
Fills in from the site address, from the space or the project
Business or occupierShort answer
Fills in from the project's customer
Location (GPS)Short answer
Assessment date*Date
Assessed by*Short answer
Number of employees*Number
Everyone you employ, including part-time staff.
Floors or areas coveredShort answer
For example ground and first floor.
People usually in the office on a working dayNumber
Others who come into the officeTick all that apply
- Visitors and clients
- Cleaners
- Contractors and maintenance
- Members of the public
- Agency or temporary staff
- Other building tenants
Staff consulted for this assessmentShort answer
Names or roles. HSE says involve your employees.
Date of the previous assessmentDate
GuidanceHSE describes risk assessment as five steps: identify hazards, assess the risks, control the risks, record your findings and review the controls. Employers must make a suitable and sufficient assessment, and with five or more employees must record the significant findings and any group of employees identified as especially at risk (Management of Health and Safety at Work Regulations 1999, regulation 3).
Written recordWorked out by the form
Shown when “Number of employees” is answered
CheckThis covers the office as a whole. Display screen workstations, fire, hazardous substances, stress and lone working have their own assessment forms; note the office hazard here and link the detailed record. It does not certify the office as safe.

Office safety checklist

GuidanceWalk the whole office first. Anything marked "Action needed" should also go in as a hazard row on the next page, with an owner and a date.
Floors, walkways and stairs clear, even and free of trailing cablesChoose one
Workplace Regulations 1992, regulation 12.
- Acceptable
- Action needed
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Stair handrails in place and secureChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Fire exits, escape routes and fire doors clear, not wedged openChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Fire extinguishers in place and fire action notices displayedChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Sockets not overloaded; no damaged leads, plugs or extension leadsChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Workstations set up, and DSE assessments done for display screen usersChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Temperature reasonable, with a thermometer availableChoose one
Workplace Regulations 1992, regulation 7.
- Acceptable
- Action needed
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Ventilation working: windows open or air handling runningChoose one
Workplace Regulations 1992, regulation 6.
- Acceptable
- Action needed
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Lighting suitable: no failed tubes, flicker or glare on screensChoose one
Workplace Regulations 1992, regulation 8.
- Acceptable
- Action needed
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Toilets and washing facilities clean, with hot and cold or warm water, soap and dryingChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Drinking water availableChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Somewhere to rest and eatChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Kitchen: kettle, microwave and fridge clean and in good orderChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Cleaning chemicals stored safely, away from food, with data sheets availableChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Storage: heavy items low, shelving stable, nothing stacked on top of cupboardsChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
First aid box stocked and staff know who the first aider or appointed person isChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Thermometer reading in the main work area (°C)Number
Time of the readingTime
CheckHSE says the minimum temperature indoors should normally be at least 16°C (13°C where much of the work is physically rigorous). Record it as a hazard and find out why.
Shown only when the answers above make it relevant
Checks needing actionWorked out by the form
Not checkedWorked out by the form
AcceptableWorked out by the form
Walk Cam: office walk-roundWalk Cam video with voice-to-text
Optional. Film a guided walk-round on the SiteSurvey app.

Areas and hazards

GuidanceAdd each area as a space, then the hazards in it. For each hazard say who might be harmed and how, what is already in place, how you rate the risk now, and what else is needed, by whom and when.
Areas
Repeat for each area. Each one asks:
- Area*Short answer
  For example first floor open-plan, kitchen, reception.
- Type of areaChoose one
  - Open-plan office
  - Private office
  - Meeting room
  - Reception
  - Kitchen or tea point
  - Toilets and washrooms
  - Stairs and corridors
  - Print, post or store room
  - Server or comms room
  - Car park and entrance
  - Other
- People usually working hereNumber
- Area photosPhotos
- Hazards in this area
  Repeat for each hazard. Each one asks:
  - Hazard*Choose one
    - Slips and trips
    - Display screen equipment and workstations
    - Manual handling
    - Electrical
    - Fire
    - Temperature and ventilation
    - Lighting
    - Welfare facilities
    - Work-related stress
    - Lone and late working
    - Visitors and members of the public
    - Kitchen and hot drinks
    - Cleaning chemicals
    - Falls from height (steps, stools)
    - Falling objects and storage
    - Other
  - Other hazard*Short answer
    Shown when “Hazard” is “Other”
  - GuidanceEmployers must analyse the workstations of display screen users (Display Screen Equipment Regulations 1992, regulation 2). Record each user's workstation on the DSE assessment form.
    Shown only when the answers above make it relevant
  - GuidanceThe fire risk assessment is a separate duty of the responsible person (Regulatory Reform (Fire Safety) Order 2005, article 9). Note the office hazard here and use the fire risk assessment form for the full assessment.
    Shown when “Hazard” is “Fire”
  - GuidanceIndoor workplace temperatures must be reasonable, with enough thermometers, and enclosed workplaces need enough fresh or purified air (Workplace Regulations 1992, regulations 6 and 7). HSE says the minimum should normally be at least 16°C, or 13°C where much of the work is physically rigorous, and that there is no legal maximum.
    Shown only when the answers above make it relevant
  - GuidanceWork that may expose people to a hazardous substance needs a COSHH assessment (COSHH Regulations 2002, regulation 6). Use the COSHH assessment form for each product.
    Shown when “Hazard” is “Cleaning chemicals”
  - GuidanceStress is assessed like any other risk. The stress risk assessment form goes into more detail.
    Shown when “Hazard” is “Work-related stress”
  - GuidanceThe lone working risk assessment form covers check-ins, keys, alarms and travel home in more detail.
    Shown only when the answers above make it relevant
  - GuidanceThe manual handling risk assessment form covers loads such as paper deliveries and water bottles in more detail.
    Shown when “Hazard” is “Manual handling”
  - GuidanceToilets, washing facilities with soap and drying, drinking water and somewhere to eat where meals are regularly eaten at work are required (Workplace Regulations 1992, regulations 20 to 22 and 25).
    Shown when “Hazard” is “Welfare facilities”
  - What is the hazard here?*Notes
    Be specific: what, where and when.
  - Who might be harmed*Tick all that apply
    - Staff
    - Display screen users
    - New or young staff
    - Pregnant or new mothers
    - Staff with a disability
    - Lone or late workers
    - Cleaners
    - Contractors
    - Visitors
  - How could they be harmed?*Notes
  - What is already in place*Notes
  - Risk level now (your own scale)*Choose one
    Your own judgement of how likely harm is and how bad it could be, with the controls you have. Not a standard rating.
    - Low
    - Medium
    - High
  - Further action needed?*Yes or No
  - Further action*Notes
    Shown when “Further action needed?” is Yes
  - Who will do it*Short answer
    Shown when “Further action needed?” is Yes
  - Due by*Date
    Shown when “Further action needed?” is Yes
  - Status*Choose one
    - Open
    - In progress
    - Done, checked
    Shown when “Further action needed?” is Yes
  - Date doneDate
    Shown when “Further action needed?” is Yes and “Status” is “Done, checked”
  - PhotosPhotos
- Hazards recorded hereWorked out by the form
- HighWorked out by the form
- ar_furtherWorked out by the form
- ar_openWorked out by the form
Hazards recordedWorked out by the form
Rated highWorked out by the form
Needing further actionWorked out by the form
Further actions not yet doneWorked out by the form

Significant findings and review

GuidanceWith five or more employees you must record the significant findings and any group of employees identified as especially at risk (regulation 3(6)). HSE says the record covers the hazards, who might be harmed and how, and what you are doing to control the risks.
Significant findingsNotes
The main hazards, who might be harmed and how, and what you are doing about them, in a few lines.
Groups identified as especially at riskTick all that apply
- Pregnant or new mothers
- Young people (under 18)
- Staff with a disability
- Lone or late workers
- New starters
- Display screen users with symptoms
- None identified
What is in place for themNotes
For example a separate pregnancy risk assessment, or a check-in for late working.
Shown only when the answers above make it relevant
Linked assessments for this officeTick all that apply
- DSE workstation assessments
- Fire risk assessment
- COSHH assessments
- Stress risk assessment
- Lone working risk assessment
- Manual handling risk assessment
- First aid needs assessment
- Pregnancy risk assessment
How the findings were shared with staffNotes
For example team meeting on 14 October, copy on the shared drive.
Review sooner ifTick all that apply
HSE says review the controls when things change, and consider a review after problems or accidents.
- Office layout or furniture changes
- New equipment or substances
- Staff changes
- An accident, near miss or ill health report
- Staff raise a problem
- Building works

Actions, review and sign-off

Hazards needing further actionWorked out by the form
ResultWorked out by the form
Other actions (not already on a hazard row)
Repeat for each action. Each one asks:
- Action*Notes
- PriorityChoose one
  - Now
  - Within a week
  - Within a month
  - Before the review
- Who will do it*Short answer
- Due byDate
- Status*Choose one
  - Open
  - In progress
  - Done, checked
- Photo when donePhotos
  Shown when “Status” is “Done, checked”
Actions still openWorked out by the form
Decision*Choose one
- Complete: current controls are adequate
- Complete: further actions listed
- Not complete: reassess
Review dateDate
Summary for staff and managementNotes
Assessor nameShort answer
Assessor signature*Signature
Manager responsible nameShort answer
Manager responsible signatureSignature

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A completed office risk assessment report, made by SiteSurvey from a fictional site visit: every answer, the photos, the guidance that applied and the sign-off, ready to send as a PDF.

See completed form (PDF) ↗

Office risk assessment FAQs

Do I have to write down an office risk assessment?

If you employ five or more people, yes: you must record the significant findings and any group of employees identified as especially at risk (Management of Health and Safety at Work Regulations 1999, regulation 3(6)). HSE says the record covers the hazards, who might be harmed and how, and what you are doing to control the risks. Every employer must make a suitable and sufficient assessment, whatever their size.

Sources: Management of Health and Safety at Work Regulations 1999, regulation 3, risk assessment and HSE, Managing risks and risk assessment at work: steps needed to manage risk.

What is the minimum temperature for an office?

The law says the temperature in indoor workplaces must be reasonable during working hours, with enough thermometers for people to check it (Workplace Regulations 1992, regulation 7). HSE says the minimum should normally be at least 16°C, or 13°C where much of the work involves rigorous physical effort, and that there is no law for a maximum. The checklist records a thermometer reading and prompts you if it is below 16°C.

Sources: Workplace (Health, Safety and Welfare) Regulations 1992, regulation 7, temperature in indoor workplaces and HSE, Temperature in the workplace: is it too hot or cold to work?.

Is this the same as an office health and safety checklist?

It includes one. Page 2 is a 16-point office safety inspection checklist you can walk on its own, for example each month. The rest of the form is the risk assessment: hazards by area, controls, risk level, further action and the significant findings. Anything marked action needed on the checklist should also go in as a hazard with an owner.

Do display screen users need a separate assessment?

Yes. Employers must analyse the workstations of display screen users to assess the risks (Display Screen Equipment Regulations 1992, regulation 2). This form records display screen work as an office hazard and links to your DSE assessments; use the DSE assessment form for each user's workstation.

Source: Health and Safety (Display Screen Equipment) Regulations 1992, regulation 2, analysis of workstations.

How is the risk rated?

On your own low, medium or high scale, judging how likely harm is and how bad it could be with the controls you have. The form does not use a standard matrix and the words are not a legal rating. HSE's steps ask you to decide how likely it is that someone could be harmed and how serious it could be, then what further action is needed, who does it and by when.

Source: HSE, Managing risks and risk assessment at work: steps needed to manage risk.

Which office hazards does the law name?

The Workplace Regulations 1992 cover many office basics: floors and traffic routes kept free of obstructions and anything that may cause a slip, trip or fall, so far as reasonably practicable (regulation 12), temperature, ventilation, lighting, toilets, washing facilities, drinking water and rest facilities. The checklist covers each of these. SiteSurvey keeps the photos with the record and produces a PDF report you can share as a link; it does not certify the office as safe.

Source: Workplace (Health, Safety and Welfare) Regulations 1992, regulation 12, condition of floors and traffic routes.

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