When this template fits
This RAMS is for UK contractors and cleaning teams carrying out commercial & office cleaning — typically because a principal contractor or client has asked for a risk assessment and method statement before work can start. It covers the recognised site & general hazards for this task, with the controls a reviewer expects to see.
What this RAMS includes
- ✓ 9 task-specific hazards scored on a 5×5 matrix (initial → residual)
- ✓ Specific control measures for each hazard, in hierarchy-of-control order
- ✓ A 10-step method statement (sequence of works)
- ✓ PPE, plant/equipment, permits and competence requirements
- ✓ Emergency arrangements and operative briefing / sign-off section
Scope of works
Routine commercial and office cleaning in occupied premises.
Sequence of works
- 1Receive site-specific induction; review COSHH assessments and SDS for all chemicals to be used; confirm emergency procedures, first aid arrangements and building evacuation routes before commencing work.
- 2Inspect all cleaning equipment (vacuums, floor machines, stepladders, trolleys) before use. Confirm PAT testing is current for electrical items. Remove any defective equipment from service and report to supervisor.
- 3Set up work area: erect wet floor warning signs, establish barriers where required and, where possible, section off areas to prevent occupant access during wet cleaning. Notify building users or supervisor of areas being cleaned.
- 4Prepare cleaning chemicals at correct dilution using dosing dispensers or dilution stations. Do not mix chemicals. Ensure adequate ventilation before using spray products or volatile chemicals in enclosed spaces.
- 5Don appropriate PPE for the tasks to be undertaken: slip-resistant footwear throughout; nitrile gloves and eye protection when handling chemicals; disposable gloves and apron for sanitary cleaning.
- 6Carry out dry cleaning tasks first (dusting, vacuuming, emptying bins) using extended-handle tools to avoid working at height where practicable. Use colour-coded equipment in designated areas.
- 7Undertake wet cleaning tasks (mopping, surface wiping) in sections maintaining a dry pedestrian route at all times. Keep bucket fill levels at two-thirds maximum; use wheeled trolleys. Switch off and unplug electrical equipment before wet cleaning in proximity.
- 8Where access to high surfaces is required and telescopic tools are insufficient, use a compliant BS EN 131 stepladder or kick-step on a stable, level surface. Never use improvised platforms.
- 9On completion, safely dispose of or store chemicals in correctly labelled, secure containers. Remove and dispose of single-use PPE. Wash hands thoroughly. Return equipment to store and report any defects, incidents or near misses to supervisor.
- 10Lone workers must check out with the nominated contact on completion of shift, confirming building secured and no incidents to report.
Hazards, risk rating & controls
Risk = likelihood × severity (1–25). Initial is before controls; residual is with controls applied.
Chemical exposure — cleaning agents
Who’s at risk: Operatives, Other trades on site, Members of the public
- › Replace high-hazard chemicals (e.g. strong acids, bleach-based products) with lower-hazard alternatives where cleaning efficacy permits.
- › Obtain and review Safety Data Sheets (SDS) for every cleaning product used. Complete a site-specific COSHH assessment before use, identifying exposure risks and required controls.
- › Use pre-measured dosing dispensers or dilution stations to prevent over-concentration. Never mix chemicals. Ensure correct dilution ratios are followed per SDS instructions.
- › Wear nitrile gloves and safety glasses or face shield appropriate to the chemical hazard identified in the COSHH assessment.
Inhalation of chemical vapours or aerosols
Who’s at risk: Operatives, Other trades on site, Members of the public
- › Open windows and doors or activate mechanical ventilation before and during cleaning with spray products or volatile chemicals in enclosed spaces.
- › Use trigger sprays on low-mist settings or apply product to cloth rather than directly spraying surfaces where practicable, reducing airborne droplet generation.
- › Where ventilation controls are insufficient and the COSHH assessment identifies inhalation risk, wear an FFP2/FFP3 disposable mask or half-face respirator with appropriate filter cartridge.
Slip on wet floor
Who’s at risk: Operatives, Other trades on site, Members of the public
- › Where operationally feasible, arrange wet floor cleaning tasks (mopping, machine scrubbing) outside core occupied hours to eliminate exposure of building users to wet surfaces.
- › Erect clearly visible wet floor signs and, where practicable, use physical barriers or cones to prevent persons entering wet areas until surfaces are dry.
- › Clean floor areas in sections, ensuring a dry pedestrian route remains available at all times. Allow each section to dry before moving to the next.
- › Cleaners must wear footwear with slip-resistant soles (SRC rated) appropriate to the floor surfaces being cleaned.
Trip hazard from cables and equipment
Who’s at risk: Operatives, Other trades on site, Members of the public
- › Where practicable, use cordless vacuum cleaners and battery-powered floor machines to eliminate trailing cable hazards entirely.
- › Route cables close to walls and away from walkways. Use cable tidies or hooks where available. Never leave cables unattended across corridors or doorways.
- › Inform building occupants (via notice, signage or supervisor instruction) of areas where cleaning is in progress to prevent unexpected pedestrian traffic through work areas.
Manual handling of cleaning equipment and supplies
Who’s at risk: Operatives, Other trades on site, Members of the public
- › Provide wheeled trolleys for transporting cleaning supplies and equipment. Use vacuum cleaners with wheels and ergonomic handles to reduce carrying loads.
- › Fill mop buckets to no more than two-thirds capacity to reduce weight. Use mop wringers to avoid manual squeezing. Fill buckets at the nearest available point rather than carrying large distances.
- › Ensure all cleaning staff have received manual handling training covering safe lifting techniques, load assessment and recognition of when to seek assistance or use mechanical aids.
Electric shock from cleaning near electrical equipment
Who’s at risk: Operatives, Other trades on site, Members of the public
- › Power down and unplug electrical equipment before cleaning in close proximity. Agree procedure with building manager or occupant for areas containing sensitive or live electrical installations.
- › Use lightly dampened cloths rather than wet mops or spray near electrical sockets, equipment and cables. Never spray liquids directly onto or near electrical fittings.
- › Ensure all portable electrical cleaning equipment (vacuums, floor polishers) is subject to Portable Appliance Testing (PAT) at appropriate intervals and records maintained.
Fall from low-level access equipment
Who’s at risk: Operatives, Other trades on site, Members of the public
- › Use extended-handle tools (telescopic dusters, microfibre pads on poles) to clean high surfaces without the need to work at height.
- › Where tools cannot reach, use a BS EN 131-compliant stepladder or purpose-made kick-step. Never use chairs, bins or improvised platforms. Ensure equipment is in good condition and on a stable, level surface.
- › Visually inspect stepladders and kick-steps before each use for damage, loose fittings or contamination. Remove defective equipment from service immediately.
Contact with biological hazards (body fluids, sanitary waste)
Who’s at risk: Operatives, Other trades on site, Members of the public
- › Include biological hazards in the COSHH assessment for cleaning tasks involving toilets, changing rooms, first aid areas or any area where body fluids may be present.
- › Use colour-coded cleaning cloths, mops and buckets exclusively for toilet and sanitary areas (British Institute of Cleaning Science colour-coding recommended) to prevent cross-contamination.
- › Wear single-use nitrile gloves and a disposable apron when cleaning sanitary areas or handling body fluid spillages. Remove and dispose of PPE safely after use and wash hands thoroughly.
Public interface and lone working
Who’s at risk: Operatives, Other trades on site, Members of the public
- › Implement a lone working check-in/check-out system for cleaners working outside normal hours. Supervisor or nominated contact must be aware of cleaner's location and expected finish time.
- › Ensure lone-working cleaners have a charged mobile phone or two-way radio and know the emergency contacts for the building and their employer.
- › All cleaning staff must receive a site-specific induction covering emergency procedures, building layout, and identification requirements. Wear visible ID at all times in occupied premises.
PPE
- ✓ Safety footwear (EN ISO 20345)
- ✓ Hi-vis clothing
- ✓ Safety gloves (task-appropriate)
- ✓ Hard hat (EN 397) where overhead risk or site rules require
- ✓ RPE per the COSHH assessment
- ✓ Chemical-resistant gloves
- ✓ Insulated gloves where live work is unavoidable
- ✓ Safety harness and lanyard where fall arrest is the selected control
Competence
- ✓ Site induction completed; CSCS or equivalent where the site requires it
Schemes (CSCS, PASMA, IPAF…) evidence competence; they are not statutory requirements in themselves.
Plant & equipment
- › Welfare units and signage
- › Barriers, cones and pedestrian segregation
- › First-aid kits and eye-wash
- › Spill kits
- › Communication (radios / lone-worker device)
Permits & legislation
What principal contractors usually check
- ✓ Welfare provision matching CDM 2015 Schedule 2
- ✓ Traffic management and pedestrian routes
- ✓ Lone-working check-in arrangements where relevant
- ✓ The document is site-specific — real address, access arrangements and dates, not a generic template
- ✓ Hazards match the actual task and the controls are specific (not “take care” and “use PPE”)
- ✓ Named supervisor and competent person, with operative sign-off space
- ✓ Emergency and rescue arrangements that work for this site
The report builder runs these as pre-submission checks before you download — or run an existing document through the free RAMS pre-submission checker.
Frequently asked questions
Who should write a commercial & office cleaning RAMS?
Someone competent to plan the work — usually the contractor doing the job or their supervisor. A template like this gives you the recognised hazards and controls for commercial & office cleaning, but the person signing it off must review it as the competent person and confirm it matches the actual site and method.
How long is the RAMS valid for?
Until something changes — there's no fixed expiry in law. Review it if the method, site conditions, equipment or people change, after any incident or near miss, and at sensible intervals on longer jobs. Date the review and re-brief the team.
What regulations apply to commercial & office cleaning?
COSHH 2002, reg 7 — prevention or control of exposure, Control of Substances Hazardous to Health Regulations 2002 (COSHH), Management of Health and Safety at Work Regulations 1999, reg 3 — risk assessment are the main ones, alongside Manual Handling Operations Regulations 1992, Electricity at Work Regulations 1989, Work at Height Regulations 2005, Health and Safety at Work etc. Act 1974, section 3. The Health and Safety at Work etc. Act 1974 and CDM 2015 apply to all construction work.
Does a RAMS need to be site-specific?
Yes — this is the most common reason documents get sent back. Principal contractors reject generic copy-paste RAMS. Your document should name the site, access arrangements, dates, supervisor and any site-specific hazards. The RamsDocs builder fills these in for you and flags what's missing before you download.
Is this template free?
Yes — everything on RamsDocs is free during early access, including building a site-specific version of this RAMS and downloading the PDF. No card required.