## Quick answer COSHH is not a folder that sits in a cupboard until somebody asks for it. It is the practical system used to identify harmful substances, understand how people may be exposed and put suitable controls in place. Cleaning products are included. Facilities managers do not need to become industrial chemists, but they should understand what products are being used on their site, why they are being used and how the risks are controlled. ## What does COSHH mean? COSHH stands for the Control of Substances Hazardous to Health. HSE guidance says employers must assess risks arising from hazardous substances, prevent or control exposure and provide employees with suitable information, instruction and training. Hazardous substances can include: - Cleaning chemicals - Disinfectants - Descalers - Degreasers - Solvents - Dust - Fumes - Vapours - Mists - Biological agents - Substances created by a work process Not every cleaning product presents the same level of risk. The controls should reflect the product, task, concentration, method and environment. ## A safety data sheet is not a COSHH assessment Safety data sheets contain important information about a chemical product. They may explain: - The product's hazards - Safe handling - Storage - First aid - Spill response - Disposal - Personal protective equipment - Firefighting measures However, HSE guidance is clear that a safety data sheet is not itself a risk assessment. The information in the sheet should be used to help assess the actual task and workplace. For example, the same product may present different risks when: - Used in a small enclosed washroom - Applied through a spray - Used in concentrated form - Diluted through a dosing system - Used near food areas - Used by an untrained person - Stored incorrectly - Mixed with another product The assessment must reflect how the product is actually used. ## What should a cleaning contractor provide? A commercial cleaning provider should be able to explain its arrangements for the following areas. ### Product selection The contractor should know why each product is being used and whether a less hazardous option could complete the task effectively. Using the strongest product available is not automatically better. ### Safety data sheets Current safety data sheets should be accessible for relevant products. The people using those products should also know where the information is stored and what the key instructions mean. ### Task-based assessments The contractor should assess the product in the context of the task. Cleaning a floor, descaling a washroom and degreasing an industrial surface are different activities. They should not be treated as one generic assessment. ### Training Staff working with hazardous substances should receive information, training and instruction covering the hazards, controls and action required during an accident or spillage. Training should be practical. It should help employees understand labels, dilution, storage, personal protective equipment and emergency arrangements. Training records should also be maintained. ### Storage Products should be: - Labelled - Stored securely - Kept in suitable containers - Separated where products are incompatible - Protected from unauthorised access - Stored away from food and personal items - Managed in line with product instructions Products should not be transferred into an unlabelled drinks bottle or another unsuitable container. ### Dilution Concentrated cleaning chemicals must be diluted correctly. Too little product may reduce cleaning effectiveness. Too much may increase residue, cost, surface damage and exposure. Controlled dosing systems can help make dilution more consistent. ### Personal protective equipment PPE may include gloves, eye protection, protective clothing or respiratory equipment. The assessment should determine what is needed. PPE should not be used as a substitute for better controls where exposure can be avoided or reduced in another way. ### Spill response The contractor and site team should know: - Who to contact - Whether the area needs to be isolated - What spill materials are available - Which PPE is required - How waste will be handled - When specialist support is needed - How the incident will be recorded Waiting until a spill occurs is too late to work this out. ## The site and contractor both need to communicate A contractor needs to understand the hazards already present on the client's site. The client also needs to understand what substances and processes the contractor will introduce. HSE guidance says contractors need to know about workplace risks and the site needs to understand what hazardous substances contractors are bringing in and how harm will be prevented. This information should be discussed before the work starts, particularly in: - Factories - Warehouses - Commercial kitchens - Schools - Healthcare environments - Production areas - Laboratories - Confined or poorly ventilated spaces - Sites with sensitive materials The conversation should cover both routine cleaning and occasional specialist work. ## Common COSHH warning signs Facilities managers should ask questions if they see: - Unlabelled bottles - Products left in public areas - Staff mixing chemicals - Missing safety data sheets - Generic assessments that do not describe the task - Damaged containers - Chemicals stored beside food - No evidence of training - Incompatible substances stored together - Staff unsure what to do during a spillage - Excessive spraying in small rooms - PPE being used incorrectly These signs do not automatically prove that the whole system is unsafe, but they should trigger a review. ## What should a COSHH assessment cover? A useful assessment should identify: - The substance or process - The hazardous properties - Who may be exposed - How exposure could happen - How often the task takes place - The amount and concentration used - Existing controls - Additional controls required - Storage arrangements - Spill and emergency arrangements - Waste and disposal - Training requirements - Review dates or triggers It should be understandable to the people who need to follow it. A document written in technical language but ignored in practice does not control the risk. ## When should the assessment be reviewed? Review the assessment when: - A new product is introduced - The product formulation changes - The task changes - Different equipment is used - The work moves to a different area - Staff report a problem - There is an accident or near miss - Existing controls appear ineffective - The site or operating process changes The review should check whether the controls still work in the real workplace. ## Questions to ask a commercial cleaning company Before appointing a contractor, ask: - Which products will you use on our site? - Can we review the safety data sheets? - Are your assessments based on the actual tasks? - How are your staff trained? - How do you control dilution? - Where will products be stored? - How are spillages handled? - Who reviews the assessments? - How will you communicate changes in products? - What information do you need from our site team? - How do you prevent unauthorised access? Clear answers demonstrate that chemical safety is part of the service, not an afterthought. ## Commercial cleaning with proper controls A professional cleaning contractor should be able to clean effectively without taking shortcuts with products, storage or training. Pristine Cleaning Services builds its work around the site, the task and the practical standard required. To discuss routine cleaning, industrial cleaning or a specialist clean, request a site survey and explain any chemical, production or access risks at the beginning of the conversation. ## COSHH cleaning FAQs ### Does every cleaning product need a COSHH assessment? The assessment should cover hazardous substances and relevant exposure risks. Some products may present little risk under normal use, while others require more detailed controls. The assessment should reflect the product and task rather than relying on a one-size-fits-all document. ### Is a safety data sheet enough for COSHH? No. A safety data sheet provides product information, but it does not assess how the product is used in your workplace. A separate task and site assessment is still needed. ### Who is responsible for COSHH when a contractor is used? The contractor has responsibilities for its employees and work. The client must also manage the risks within its workplace and exchange relevant information with the contractor. Responsibilities should be agreed rather than assumed.