Free Risk Assessment Template (UK, Word + Excel + PDF)

Download the template

📝 Word version (.docx)
📊 Excel version (.xlsx)
📑 PDF version

Which format should I choose?

• Word (.docx) if you want to add your company header, customise wording, or type your findings directly into the document.
• Excel (.xlsx) if you prefer the likelihood and severity matrix to calculate risk scores automatically, or if you want to filter and sort hazards across a long list.
• PDF if you want a print-ready copy to complete by hand on a clipboard during a site walk, or to issue as a controlled document.

All three versions capture the same fields and follow the same HSE 5-step method, so you can switch between formats as your team prefers.

What this template includes

The template captures every field HSE expects in a “suitable and sufficient” risk assessment record:

• Assessment header: organisation name, site/location, activity assessed, assessor name and competence statement, date, next review date.
• Hazard log: each significant hazard identified, with space to describe how it could cause harm.
• Who could be harmed: employees, contractors, visitors, public, lone workers, vulnerable groups.
• Existing control measures: what is already in place to control the risk.
• Initial risk rating: likelihood × severity matrix (5×5, configurable).
• Residual risk after controls: same matrix, after existing controls applied.
• Additional actions required: what else needs to happen, with owner and deadline.
• Action close-out tracking: date completed, evidence/notes.
• Review history: log of when the assessment was last reviewed and by whom.
• Sign-off: assessor and reviewing manager.

How to use the template

Follow the HSE’s 5-step method. The template is laid out to support each step in order, see our 5 steps to risk assessment guide for a walk-through of each step with worked examples.

1. Step 1 (Identify hazards). Use the hazard log to list everything that could cause harm. Walk the work, talk to the people who do it, review incident records.
2. Step 2 (Who and how). For each hazard, complete the “who could be harmed” column with specific groups, not just “staff”.
3. Step 3 (Evaluate and control). Use the likelihood/severity matrix to rate initial risk. Identify existing controls. Apply the hierarchy of control to decide on any additional measures.
4. Step 4 (Record and implement). Complete the actions, owners and deadlines columns. Then actually do the actions. Update the close-out column as each one completes.
5. Step 5 (Review). Set the next review date. Log each review in the review history section.

Frequently asked questions about risk assessment templates

Is a downloaded template a “suitable and sufficient” risk assessment?

A template on its own is not a risk assessment. It is a structured form that captures the output of a risk assessment process. To be “suitable and sufficient” under the Management of Health and Safety at Work Regulations 1999, the template must be filled in based on actual examination of the work being assessed, by a competent person, with the significant findings honestly captured. HSE inspectors and post-incident investigators will spot the difference between a template diligently completed and a template downloaded and never properly populated.

What format should a risk assessment be in?

UK law does not prescribe a specific format. Word, Excel, PDF, paper, online software, all are acceptable provided the significant findings are recorded in a way that can be reproduced when needed (for example for HSE inspection or insurance review). Most UK organisations use Word or Excel for individual assessments and a database or risk software for managing assessments across multiple sites.

Do I need a different template for COSHH, fire and DSE?

The general workplace risk assessment template covers most ordinary workplace hazards. But specific topics require their own template format because the legal duties differ:

• COSHH assessment for hazardous substances (under COSHH 2002), must include exposure routes, occupational exposure limits, and specific control measures.
• Fire risk assessment under the Regulatory Reform (Fire Safety) Order 2005, must include detection, alarm, escape, signage and emergency plan. See our fire risk assessment UK guide.
• DSE assessment (under DSE Regulations 1992), individual workstation assessment for each user.
• Manual handling assessment (under the Manual Handling Operations Regulations 1992), load, posture, environment and individual capability.

Specialist templates for each of these are available on request, get in touch if you’d like a tailored set.

Is this template free to use commercially?

Yes. You can use and adapt this template within your own organisation, free of charge, without attribution. We ask that you don’t redistribute the template as your own or strip the KeyOstas branding from the file footer if you publish it as-is.

Do I need training to fill in this template properly?

The template makes the recording part easier. The risk assessment process itself requires a competent person. The Management of Health and Safety at Work Regulations 1999 require the assessment to be carried out by someone with the knowledge, experience and training appropriate to the risk. For general workplace risks, our IOSH Managing Safely course (3 days) is the recognised UK standard for line managers and supervisors. For deeper safety practitioner competence, the NEBOSH National General Certificate is the practitioner-level UK benchmark.

Need help with risk assessments?

KeyOstas delivers UK-accredited risk assessment training (IOSH Managing Safely, NEBOSH NGC, NEBOSH Construction, NEBOSH Fire) and provides consultancy support to organisations who need help with specialist or complex assessments. As a NEBOSH Gold Learning Partner we deliver the qualifications most UK roles list as essential. If you’d like to talk to a practitioner about your situation, get in touch.