Clear documentation is an important part of workplace first aid. While UK law does not prescribe a fixed set of documents, organisations are expected to demonstrate that their arrangements are adequate and appropriate.
This guide explains what documents are typically required for first aid compliance and how they support inspection and day-to-day management.
This information is general guidance and does not replace professional legal advice.
Documentation helps demonstrate that first aid provision has been planned, implemented and maintained properly. It also supports consistency across teams and locations.
See First Aid Compliance for HSE Inspections.
Most workplaces should maintain the following key documents:
| Document | Purpose |
|---|---|
| First aid needs assessment | Explains how provision is determined |
| First aid policy | Defines roles, responsibilities and procedures |
| Risk assessment | Identifies workplace hazards and risks |
| Training records | Shows competence of first aiders |
| Incident records | Documents injuries and treatment provided |
| Equipment check records | Confirms kits are maintained and complete |
This is one of the most important documents. It explains how first aid provision has been determined based on workplace risks.
See HSE First Aid Needs Assessment Explained.
A policy outlines how first aid is managed within the organisation, including responsibilities and procedures.
See First Aid Policy Template.
Where trained first aiders are required, records should confirm that training is current and appropriate.
See Who Can Provide First Aid.
Recording incidents helps track patterns and demonstrate how situations were managed.
See Accident Reporting & First Aid Records.
Regular checks ensure that first aid kits are complete and ready for use. Records provide evidence that maintenance is ongoing.
See HSE First Aid Inspection Guide.
Documented procedures help staff respond quickly and consistently in emergencies.
Some workplaces may require additional documentation, such as:
See Multi-Site First Aid Provision.
Documents should be:
Inspectors typically look for evidence that decisions are based on risk and that arrangements are maintained over time. Clear documentation helps demonstrate this.
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