Safety

Hazardous Substance Register

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SUBSTANCE IDENTITY: Record the full product name exactly as it appears on the label, the common/trade name if different, the supplier name, and the CLP hazard classification (e.g. Acute Tox. 4, Skin Corr. 1A). Pull this from Section 1 and Section 2 of the Safety Data Sheet (SDS). Without an accurate name, your COSHH assessment is legally indefensible. (COSHH Regs 2002, Reg. 6; UK REACH, Annex II SDS format)
SDS HELD AND DATE: Record Yes/No for whether an SDS is held on site, the SDS issue/revision date, and the location of the physical or digital copy. Suppliers must provide an updated SDS whenever hazard information changes; check at each annual review and on receipt of any new delivery note or reformulation notice. (UK REACH Regulation (EC) 1907/2006 as retained in UK law; HSE Safety Data Sheets guidance)
COSHH ASSESSMENT REFERENCE: Record the unique reference number of the COSHH assessment for this substance, the date it was completed, and the name and job title of the competent person who carried it out. Employers with five or more employees must record the assessment in writing (Reg. 6(4)). The assessor must have sufficient knowledge, training and experience to understand the risks: no formal qualification is prescribed, but competence is the employer's responsibility. (COSHH Regs 2002, Reg. 6(1) and 6(4); Reg. 12; ACoP L5, 6th ed.)
STORAGE LOCATION AND QUANTITY: Record the specific room, cabinet or area where the substance is stored, the maximum quantity normally held on site (in litres or kg), and the container type. Flag if flammable liquids require a dedicated flame-resistant cabinet under HSG51. Cross-reference DSEAR 2002 if the substance is also a dangerous substance for fire or explosion purposes. (COSHH Regs 2002, Reg. 7; Dangerous Substances and Explosive Atmospheres Regulations 2002 (DSEAR), Reg. 6; HSE HSG51)
INCOMPATIBILITY FLAG: Record any substances that must be kept separate (e.g. acids away from alkalis, oxidisers away from flammables). Base this on SDS Section 7 (handling and storage) and Section 10 (reactivity). Mark the register entry with a cross-reference to the incompatible product entry so staff can identify segregation requirements at a glance. (COSHH Regs 2002, Reg. 7; UK REACH SDS Annex II, Sections 7 and 10)
EXPOSURE ROUTE AND CONTROL MEASURES IN USE: Record how workers could be exposed (inhalation, skin contact, ingestion, injection) and the specific controls in place (LEV, RPE type and standard, gloves to EN standard, ventilation rate). This links the register to the COSHH assessment and confirms that the hierarchy of control under Reg. 7 has been applied. Review and update whenever a control measure changes. (COSHH Regs 2002, Reg. 7; ACoP L5, 6th ed., paragraphs supporting Reg. 7)

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Safety

Hazardous Substance Register

This register is the master inventory of every hazardous substance on site, required under Regulation 6 of the Control of Substances Hazardous to Health Regulations 2002 (SI 2002/2677). Without it, an HSE inspector can issue an Improvement Notice on the spot, and a prosecution following a worker injury or illness can result in an unlimited fine under the Health and Safety at Work etc. Act 1974, s.33.

11 checksPDF + printReviewed August 2026

Built on published UK guidance Show sources

Control of Substances Hazardous to Health Regulations 2002 (SI 2002/2677), Regulations 6, 7, 10, 11, 12 and 13; Health and Safety at Work etc. Act 1974, s.2 and s.33; HSE Approved Code of Practice and Guidance L5 (6th edition, 2013), paragraphs supporting Regulations 6, 7, 10 and 11; EH40/2005 Workplace Exposure Limits (4th edition, 2020); UK REACH Regulation (retained EU law, Annex II SDS format); Dangerous Substances and Explosive Atmospheres Regulations 2002 (SI 2002/2776), Regulation 6; Hazardous Waste Regulations 2005 (SI 2005/894); Environmental Protection Act 1990, s.34

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What’s on it

11 things to check.

Everything that matters, nothing that does not. Here is the full list, exactly as it appears on the template.

1SUBSTANCE IDENTITY: Record the full product name exactly as it appears on the label, the common/trade name if different, the supplier name, and the CLP hazard classification (e.g. Acute Tox. 4, Skin Corr. 1A). Pull this from Section 1 and Section 2 of the Safety Data Sheet (SDS). Without an accurate name, your COSHH assessment is legally indefensible. (COSHH Regs 2002, Reg. 6; UK REACH, Annex II SDS format)
2SDS HELD AND DATE: Record Yes/No for whether an SDS is held on site, the SDS issue/revision date, and the location of the physical or digital copy. Suppliers must provide an updated SDS whenever hazard information changes; check at each annual review and on receipt of any new delivery note or reformulation notice. (UK REACH Regulation (EC) 1907/2006 as retained in UK law; HSE Safety Data Sheets guidance)
3COSHH ASSESSMENT REFERENCE: Record the unique reference number of the COSHH assessment for this substance, the date it was completed, and the name and job title of the competent person who carried it out. Employers with five or more employees must record the assessment in writing (Reg. 6(4)). The assessor must have sufficient knowledge, training and experience to understand the risks: no formal qualification is prescribed, but competence is the employer's responsibility. (COSHH Regs 2002, Reg. 6(1) and 6(4); Reg. 12; ACoP L5, 6th ed.)
4STORAGE LOCATION AND QUANTITY: Record the specific room, cabinet or area where the substance is stored, the maximum quantity normally held on site (in litres or kg), and the container type. Flag if flammable liquids require a dedicated flame-resistant cabinet under HSG51. Cross-reference DSEAR 2002 if the substance is also a dangerous substance for fire or explosion purposes. (COSHH Regs 2002, Reg. 7; Dangerous Substances and Explosive Atmospheres Regulations 2002 (DSEAR), Reg. 6; HSE HSG51)
5INCOMPATIBILITY FLAG: Record any substances that must be kept separate (e.g. acids away from alkalis, oxidisers away from flammables). Base this on SDS Section 7 (handling and storage) and Section 10 (reactivity). Mark the register entry with a cross-reference to the incompatible product entry so staff can identify segregation requirements at a glance. (COSHH Regs 2002, Reg. 7; UK REACH SDS Annex II, Sections 7 and 10)
6EXPOSURE ROUTE AND CONTROL MEASURES IN USE: Record how workers could be exposed (inhalation, skin contact, ingestion, injection) and the specific controls in place (LEV, RPE type and standard, gloves to EN standard, ventilation rate). This links the register to the COSHH assessment and confirms that the hierarchy of control under Reg. 7 has been applied. Review and update whenever a control measure changes. (COSHH Regs 2002, Reg. 7; ACoP L5, 6th ed., paragraphs supporting Reg. 7)
7WEL FLAG (WHERE APPLICABLE): Where a substance has a Workplace Exposure Limit listed in EH40, record the WEL (8-hour TWA and/or 15-minute STEL), the monitoring method used, and the date of last air monitoring. Carcinogens and mutagens (CLP H340, H350, H350i or COSHH Schedule 1) must be reduced to as low as is reasonably practicable (ALARP), not merely kept below the WEL. Monitoring records must be kept for at least 5 years, or 40 years if the substance can cause ill health with a long latency period. (COSHH Regs 2002, Reg. 7(7)(c), Reg. 10; EH40/2005, 4th ed. 2020)
8HEALTH SURVEILLANCE FLAG: Record Yes/No for whether health surveillance is required for workers using this substance, the type of surveillance, who carries it out, and the frequency. Where required (e.g. for asthmagens, certain dermal sensitisers, lead compounds), individual health records must be kept for at least 40 years from the date of the last entry. (COSHH Regs 2002, Reg. 11; ACoP L5, 6th ed., paragraphs supporting Reg. 11)
9DATE INTRODUCED TO SITE AND DATE LAST REVIEWED: Record when the substance was first brought on site and the date the register entry was last reviewed and by whom. Regulation 6 requires review when the assessment may no longer be valid: after any change in substance, process, volume or working method, after an incident, and as a routine check. Annual review is the accepted industry standard and is what an HSE inspector will look for. (COSHH Regs 2002, Reg. 6(3); ACoP L5, 6th ed.)
10WASTE AND DISPOSAL METHOD: Record how waste product (contaminated containers, PPE, spillage waste, surplus chemical) is disposed of, the waste code under the UK List of Wastes (LoW), and the licensed waste contractor used where applicable. Incorrect disposal is a separate criminal offence under the Environmental Protection Act 1990 and the Hazardous Waste Regulations 2005. Note this in the entry so the disposal route is never improvised. (Environmental Protection Act 1990, s.34; Hazardous Waste Regulations 2005 (England and Wales), SI 2005/894)
11EMERGENCY INFORMATION REFERENCE: Record the location of the emergency procedure for a spill, leak, fire, or accidental exposure involving this substance (SDS Section 6 for spills, Section 4 for first aid). Note the relevant emergency contact number (e.g. CHEMTREC, the supplier's emergency line, or NHS 111/999) and confirm that the procedure is included in site induction and displayed in the storage area. Regulation 13 requires arrangements to deal with accidents, incidents and emergencies. (COSHH Regs 2002, Reg. 13; SDS Section 4 and Section 6)

Good to know

Under Regulation 6(4) of the COSHH Regulations 2002, employers with five or more employees must record the significant findings of the COSHH assessment in writing. There is no statutory minimum review interval written into the Regulations themselves, but the Approved Code of Practice (ACoP L5, 6th edition) makes clear that a review must happen whenever the assessment may no longer be valid, and annual review is the standard an HSE inspector applies in practice.

Source: Control of Substances Hazardous to Health Regulations 2002 (SI 2002/2677), Regulations 6, 7, 10, 11, 12 and 13; Health and Safety at Work etc. Act 1974, s.2 and s.33; HSE Approved Code of Practice and Guidance L5 (6th edition, 2013), paragraphs supporting Regulations 6, 7, 10 and 11; EH40/2005 Workplace Exposure Limits (4th edition, 2020); UK REACH Regulation (retained EU law, Annex II SDS format); Dangerous Substances and Explosive Atmospheres Regulations 2002 (SI 2002/2776), Regulation 6; Hazardous Waste Regulations 2005 (SI 2005/894); Environmental Protection Act 1990, s.34

Good to know

Questions, answered

What is the Hazardous Substance Register?

Why does it matter?

How do I get it, and is it up to date?

The PDF downloads the moment you check out, prints sharp in black and white, and opens on any phone. It is reviewed for August 2026 and you get any future update free when the official guidance changes.

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