Man conducting a premises inspection with a clipboard

Workplace Premises Inspection and Maintenance Programmes

Premises Inspection in Brief

Walk the workplace on a planned schedule and look at what staff actually do day to day. Recorded inspections show that hazards are being noticed and acted on, and they give the management review meaningful data to work with.

Premises Inspection

If you are responsible for managing business premises, you are also responsible for the health and safety of everyone working at or visiting those premises. Regular planned inspections are one of the most effective ways to identify hazards before they cause harm, confirm that safety equipment is in place and functional, and demonstrate that the premises are being actively managed.

The basis for any inspection regime should be a risk assessment for the premises. The risk assessment determines what the significant hazards are, which informs what needs to be checked and how often. For lower-risk premises such as a standard office, a monthly formal inspection may be sufficient. For higher-risk environments - manufacturing, construction sites, premises with public access - more frequent checks covering specific areas may be needed.

Designing an Inspection Checklist

A structured checklist is the practical tool that makes inspections consistent and documentable. Rather than relying on memory or a general walkround, a checklist sets out exactly what needs to be checked and provides a record of the outcome.

The content of the checklist should reflect the specific hazards and features of the premises. Common areas to cover include:

Fire safety - fire extinguishers in place and in date, fire exits unobstructed, fire alarm tested, emergency evacuation procedure current and displayed.

Electrical equipment - visual check that equipment is in reasonable condition, PAT testing in date where required, fixed wiring inspection current.

Plant and equipment - all machinery and equipment being maintained and checked as required, faulty items quarantined.

First aid - first aid kit stocked and in the correct location, first aid provision adequate for the premises.

Signage - health and safety law poster displayed, relevant safety signs in place and legible.

Housekeeping - walkways clear, storage areas tidy, no trip hazards, materials stored correctly.

Legionella - water system checks carried out as required, any concerns reported.

Security and access - access controls functioning, visitor sign-in process in place.

Waste - waste being managed and disposed of correctly.

The checklist should include a section for recording any issues found and the action taken or required. Issues that cannot be resolved immediately should be assigned to a responsible person with a target date.

The value of a premises inspection is not just in finding problems - it is in demonstrating that you are actively managing the premises. An inspection record that shows a minor issue was found and fixed the same day is good evidence of a well-run site. A site with no inspection records at all, even if nothing has gone wrong, gives no evidence that anyone is paying attention. Regular documented inspections are one of the clearest ways to show that health and safety is being taken seriously rather than just talked about.

We do a monthly inspection using the premises monthly checklist and a quick weekly walk to check the obvious things - exits clear, extinguishers in place, nothing obviously wrong. The monthly one takes about half an hour and covers everything systematically. Anything that comes up gets logged and assigned. We also do an annual full review using the compliance checklist which covers the bigger picture - insurance, certifications, fixed wiring, that sort of thing. It sounds like a lot but once the checklists are in place it just becomes part of the routine.

Practical Compliance Guidance

The most practical starting point is to select a checklist format that fits the premises and complete it regularly. This can be set-up so that its completed on a month-to-month basis, and covering one year. The premises checklist can then be populated with prompts to check items such as emergency exits, fire extinguishers, general security, lighting, walkways etc. Depending on the type of premises, you may also want to implement weekly or daily checklists.

Section 3.2 of IMS1 Manual covers the management of premises and buildings and should document the inspection arrangements in place. The alphaZ document suite includes several inspection forms at different levels of detail - from a quick monthly checklist through to a full compliance audit.

Choose the form or combination of forms that best fits the size and risk level of your premises. For smaller or lower-risk sites the monthly checklist alone may be sufficient. Larger or higher-risk sites may use daily, weekly and monthly forms alongside an annual compliance review.

alphaZ document	How to use it
ISO 9001/14001/45001 Management System Toolkit	The complete toolkit for implementing an ISO-compliant integrated management system. Includes the IMS1 manual, all policies, procedures, registers and audit checklists.
F-Q26 Premises Monthly Checklist	A structured monthly inspection checklist covering fire safety, signage, first aid, electrical equipment, general premises and emergency arrangements. A good starting point for most premises.
F-Q107 Premises Safety Compliance Checklist	A more detailed compliance checklist for a thorough annual or periodic review of premises safety arrangements. Covers a wider range of requirements than the monthly checklist.
F-HS8 Site Safety Inspection Sheet	Use for a structured site inspection covering health and safety requirements. Suitable for construction sites or higher-risk premises requiring more detailed inspection records.
F-HS9 Site Safety Daily Checks Form	A short daily checks form for higher-risk sites where a brief documented check at the start of each working day is appropriate.
F-IMS32 Equipment Premises Register	Use to log premises items alongside equipment - recording inspection and maintenance dates for fixtures and fittings that require ongoing management.

Note - all the above files can be downloaded with an alphaZ subscription.

Frequently Asked Questions

How often should premises be inspected?

There is no single legal requirement that specifies a frequency for general premises inspections. The appropriate frequency depends on the risk level of the premises and activities carried out there. For a standard low-risk office environment, a monthly formal inspection is generally considered good practice. For higher-risk premises - manufacturing, construction, premises with significant public access - more frequent inspections covering specific areas are appropriate. A risk assessment for the premises is the right starting point for determining what is needed.

Who should carry out premises inspections?

Routine inspections can be carried out by any competent person who understands what they are looking for - typically the facilities manager, H&S lead or office manager. The person carrying out the inspection does not need specialist qualifications for a general premises inspection, though they should be familiar with the site, know what the hazards are and be able to recognise when something needs further attention. Some specific inspections - fixed wiring, fire alarm servicing, pressure vessel examinations - must be carried out by appropriately qualified specialists.

Do we need to keep records of inspections?

Yes - keeping records is important both for managing the premises and for demonstrating compliance. A completed inspection form shows that checks were carried out, what was found and what action was taken. Records are particularly valuable in the event of an incident, an insurance claim or an enforcement visit. They also provide a useful historical picture of recurring issues that may indicate a systemic problem needing a more permanent fix.

UK Legislation

The following UK legislation is directly relevant to the management and inspection of premises. Organisations outside the UK should identify the equivalent legislation applicable in their jurisdiction.

Further Resources