Premises Audit Preparation Guide

Employee Qualification Documents

Ensure the following documents are available for employees where applicable.

Required Evidence

• NVQ Certificates or copies of NVQ cards (not required for every employee but where relevant)
• CSCS Cards
• Asbestos Awareness Certificates
• Working at Height Certificates
• Any additional training certifications relevant to the employee’s role

Best Practice

• Keep copies in an employee training file or digital folder
• Ensure certificates are in date and clearly readable
• Organise documents by employee name

Company Accreditation and Training Records

Required Evidence

• Company Accreditations o Examples may include SafeContractor, CHAS, Constructionline, etc.
• Training Matrix / Training Records 

A document showing:

• Employee name
• Role
• Training completed
• Expiry dates
• Certificates held

Best Practice

• Ensure the training matrix is up to date
• Expired training should be highlighted and scheduled for renewal
• Keep both digital and printed copies where possible

Health & Safety Documentation Samples

Auditors may request examples of safety documentation used by the company.

Provide Samples of:

• Toolbox Talks o Records showing regular safety briefings o Include date, topic, and employee signatures
• RAMS (Risk Assessments and Method Statements) For roofing tasks such as:
  • Working at height o Roof access o Use of ladders or scaffolding
  • COSHH Assessments 
    • For any hazardous substances used o Examples may include:
      • Adhesives o Sealants Cleaning chemicals

Best Practice

• Ensure documents are current and signed
• Keep a selection of recent examples

Photographic Evidence Required

Auditors may request photographs to confirm certain safety requirements are in place.

Provide Photos Showing:

• Health and Safety Poster displayed in the workplace
• Accident Book available and accessible

Best Practice

• Ensure the poster is clearly visible to employees
• Accident book should be up to date and stored in an accessible location

Suggested Folder Structure for Audit Readiness

To stay organised, keep documents arranged as follows:

Premises Audit Folder

1. Employee Training
   • NVQ Certificates
   • CSCS Cards
   • Training Certificates
2. Training Records
   • Training Matrix
3. Company Accreditations
4. Complaints Procedure  
5. Health & Safety Documents
   • Toolbox Talks
   • RAMS
   • COSHH Assessments
6. Photographic Evidence
   • H&S Poster
   • Accident Book

Final Pre-Audit Checklist

Before the audit, confirm:

• Employee certificates are available
• CSCS cards are valid
• Training matrix is up to date
• Toolbox talk records are present
• RAMS and COSHH documents are available
• Company accreditations are current
• Photos of H&S poster and accident book are ready ✔ Who is responsible for Health and Safety?
• Do you have access to current building regulations?