First aid documentation is often misunderstood. Some organisations over-document, while others keep little or no evidence at all. Neither approach supports good compliance.
In the UK, first aid documentation is not about paperwork for its own sake. It is about demonstrating that first aid provision has been considered, implemented and reviewed in line with risk.
This guide explains what first aid documentation typically includes, why it matters, and how it supports compliance, inspections and good governance.
UK law does not require a specific set of first aid documents.
However, employers are expected to be able to demonstrate that first aid arrangements are suitable and proportionate to risk. Documentation is often the simplest way to evidence this.
This principle is explained in UK First Aid Law Explained.
First aid documentation supports decision-making and accountability.
It helps organisations to:
Documentation is particularly important where risks are higher or arrangements are more complex.
First aid documentation usually falls into a small number of categories.
These may include:
Not all organisations need every document listed. The level of documentation should reflect risk.
A first aid policy explains how first aid is managed within an organisation.
It typically covers:
Written arrangements are particularly helpful in larger or multi-site organisations. A practical template is available in Workplace First Aid Policy Template (UK).
Risk assessments are the foundation of first aid documentation.
They demonstrate:
Inspectors often rely on risk assessments to understand first aid arrangements. The assessment process is explained in Workplace First Aid Risk Assessment (UK).
Inspection records show that first aid equipment is maintained.
These records may include:
Records do not need to be complex. Simple checklists are often sufficient, particularly in low-risk environments.
Accident records help organisations understand how first aid is used in practice.
They can:
Guidance on record keeping is covered in Accident Reporting & First Aid Records (UK).
| Workplace risk level | Typical documentation | Level of detail |
|---|---|---|
| Low risk office | Risk assessment, basic checks | Minimal |
| Public-facing workplace | Risk assessment, policy, checks | Moderate |
| Higher-risk environments | Assessments, policies, records | More detailed |
| Multi-site operations | Site-specific documentation | Structured |
During inspections, documentation helps inspectors understand how first aid is managed.
They may look for evidence that:
Preparation for inspections is explained in Preparing for a First Aid Inspection or HSE Visit (UK).
Documentation also supports governance.
For business owners and directors, it provides:
This link between documentation and accountability is explained in First Aid Responsibilities for Business Owners & Directors (UK).
Effective documentation should support action, not replace it.
The key principle is proportionality.
Organisations should:
This approach supports compliance while remaining practical and manageable.
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