step‑by‑step guide to training agency cleaners on UK COSHH records using a one‑page digital checklist

I train agency cleaners every month on COSHH (Control of Substances Hazardous to Health) and over the years I’ve learned that long manuals and lecture-style sessions rarely stick. What works is a simple, practical approach rooted in the tasks cleaners actually do, backed by a one-page digital checklist they can use in the van or on site. Below I walk through a step‑by‑step method I use at Bluebaycleaning Co to get agency staff competent with COSHH records and safe-use procedures — quickly and reliably.

Why a one-page digital checklist?

From my operational perspective, agency cleaners need something concise and usable: a checklist that fits in a phone or tablet, prompts the right checks before work starts, and creates a traceable record. A digital checklist has practical advantages:

• Timestamps and signatures automatically attached for accountability.
• Photographic evidence for storage, labelling or spill scenes.
• Mandatory fields to prevent skipped steps (eg, review of SDS).
• Easy distribution and updates — change the checklist centrally and everyone gets the new version.

Core COSHH knowledge every cleaner must have

Before we deploy any checklist, I make sure agency cleaners understand the essentials. My brief training covers:

• What COSHH is and why it matters — focus on health risks in the workplace.
• What a Safety Data Sheet (SDS) contains and which sections to prioritise (hazards, first aid, PPE, storage, spillage).
• Common control measures: dilution, ventilation, PPE, and substitution.
• Safe storage and labelling — how to spot unlabeled decanting containers.
• Spill response and waste disposal — immediate actions and reporting.

Training session structure I use

My training is short, interactive, and task-focused. A typical session runs 45–60 minutes and looks like this:

• 10 minutes — short explanation of COSHH and a live look at two SDS documents (I use a general-purpose detergent and a stronger descaler such as a citric/acetic acid product).
• 15 minutes — practical demonstration: mixing, PPE selection (nitrile gloves, eye protection), correct decanting and labelling.
• 10 minutes — spill drill: contained spill using absorbent pads, correct waste bagging and reporting steps.
• 10–15 minutes — digital checklist walk-through and supervised completion on their phone/tablet.

Designing the one‑page digital COSHH checklist

The checklist must be short but comprehensive. I build it in Google Forms, Microsoft Forms, or SafetyCulture (iAuditor) depending on client preference. Key fields I include:

• Site name, date, cleaner name and agency.
• Product being used (drop-down populated from the site COSHH register).
• Have you reviewed the SDS? (Yes/No) — required.
• PPE in use (checkboxes: gloves, eye protection, apron, respiratory protection).
• Mixing instructions followed? (Yes/No + photo upload optional).
• Storage checked and labelled correctly? (Yes/No + photo).
• Spill kit present and accessible? (Yes/No).
• Any incidents or near-misses? (free text + photo upload).
• Competency confirmation (digital signature or checkbox “I understand and will follow COSHH controls”).

Example one‑page checklist (table format)

Step‑by‑step deployment

Here’s the sequence I follow when implementing this with agency staff on site.

• Prepare the COSHH register — ensure the site COSHH register is up to date and matches the products staff will use. I keep a short list of approved products and their SDS links in the checklist dropdown.
• Create the digital checklist — build in your chosen platform and test it. Make fields required where missing checks would be critical (SDS reviewed, PPE).
• Group training — deliver the 45–60 minute session and demonstrate the checklist live on a device.
• Supervised completion — first two shifts use the checklist under supervision; review their entries and photos.
• Competency sign-off — once a cleaner completes three correct checklists and demonstrates correct practice, mark them as competent in your records.
• Ongoing sampling — randomly sample completed checklists weekly for the first month, then monthly thereafter.
• Refresher triggers — a failed checklist, an incident, or a product change triggers a short refresher session.

Practical tips from the field

From running these programmes I’ve learned some small but important points:

• Use product photos in the checklist dropdown so cleaners can easily pick the right item.
• Keep SDS links accessible offline — I save PDFs on the device or in the cleaning team’s shared folder so they can open them without signal.
• Standardise PPE: if everyone uses the same nitrile glove and visor brand, compliance rises. I favour UiGloves or Kimberly‑Clark nitrile as they’re widely available.
• Take real photos during training — show an unlabeled spray bottle vs correctly decanted and labelled bottle; visual examples stick.
• Make the checklist quick: five minutes max. If it takes longer, staff will skip steps.

Record-keeping and audits

Digital checklists make audits straightforward. I export CSVs monthly and link them to the COSHH register and training records. If a regulator asks for evidence, you can provide dated checklists, photos, and the sign-off proving the cleaner reviewed the SDS and used the correct controls.

If you’d like, I can share a Google Forms template or a SafetyCulture checklist I use — it speeds setup and is easy to adapt to your product list and site specifics.