What to include in a COSHH folder for cleaning teams in retail stores

Keeping a tidy and compliant COSHH (Control of Substances Hazardous to Health) folder is one of those practical tasks that repay you every day. In my time managing cleaning teams in retail environments, I’ve learned that a well-organised COSHH folder is not just a legal requirement — it’s a frontline safety tool that protects staff, customers, and the business reputation. Below I lay out exactly what I include in the COSHH folder for retail cleaning teams, why each element matters, and some practical tips to keep the folder useful and accessible.

Location and accessibility

First thing: the folder’s physical and digital location matters. I keep a clearly labelled physical COSHH folder in a central staff area (cleaners’ cupboard or managers’ office) and a mirrored digital copy on our cloud drive (e.g., Google Drive or SharePoint). Make sure the folder is within easy reach during shifts — cleaners shouldn’t have to go hunting when they need a safety sheet or spill procedure quick.

Essential documents to include

Here are the core contents I always keep at the front of the folder. These items give a quick view of hazards and responsibilities:

• Index / contents page — A one-page index so anyone can find documents fast. Include dates and version numbers.
• Site-specific COSHH risk assessment — This summarises highest-risk substances on site (e.g., drain cleaners, oven degreasers) and control measures in place.
• COSHH policy — A short, clear statement of your company’s approach to hazardous substances and staff responsibilities.
• Emergency contact & first aid information — Up-to-date phone numbers for site management, local emergency services, and your appointed first aider(s).
• Training records — Signed evidence that each team member has completed COSHH and product-specific training.

Manufacturer Safety Data Sheets (SDSs)

Every product used by the team must have its SDS in the folder. These documents are the backbone of your COSHH compliance because they communicate hazards and safe handling instructions directly from manufacturers.

• Keep original SDSs and ensure they’re the latest version. I check manufacturer websites for updates quarterly.
• Index SDSs by product name and location (e.g., “Sanitol Citrus Degreaser – Stockroom 1”).
• For ease, include a one-page quick reference extracted from the SDS that lists key first aid and PPE requirements.

Label and storage details

Labels and storage are deceptively simple but often overlooked. In the folder, include:

• Label templates — Examples of compliant COSHH labels for decanted products and diluted solutions.
• Storage instructions — Where to store flammable, corrosive, and oxidising products on site (e.g., locked metal cabinet for caustics), and segregation rules.
• Inventory list — A rolling list of products held at the store, updated weekly or monthly. This helps during audits and when ordering replacements.

Safe use and PPE guidance

Cleaning products vary — from mild detergents to strong caustics. Staff need quick, clear instructions that translate SDS technical language into practical steps:

• For each product, include a one-page “how to use safely” sheet: correct dilution, mixing prohibitions, application method, and contact time.
• List required PPE by product (e.g., nitrile gloves, goggles, apron). I name specific PPE standards when relevant (EN374 gloves, anti-splash goggles).
• Include a note on glove change frequency and inspection — staff should know to replace gloves if torn or contaminated.

Spill and incident procedures

Retail stores are busy — spills will happen. I keep clear, step-by-step response procedures in the folder:

• Spill response matrix (type of spill → immediate actions → equipment to use).
• Spill kits list and location (absorbents, PPE, waste bags) and a photo showing the kit location in the store.
• Incident reporting form template and a guide to what must be reported to management and RIDDOR thresholds where applicable.

Waste disposal and environmental controls

Disposal rules change depending on whether a product is hazardous waste or can go down the drain. Include:

• Waste segregation guidance and colour-coded bin rules.
• Information on local hazardous waste contractor and scheduled collection days.
• Specific manufacturer guidance where certain products must not be neutralised or mixed before disposal.

Maintenance and equipment checks

Certain equipment interacts with chemicals — think auto-scrubbers, pressure washers, and dosing systems. My folder contains:

• Routine maintenance checklist for equipment that dispenses chemicals (to prevent over-concentration or leaks).
• Calibration records for dosing equipment and directions for checking dilution rates with test strips.
• Links or QR codes to manufacturer manuals (e.g., Tennant or Kärcher) for quick reference.

Training and competency evidence

Having a folder proves training happened — but the content should also help refresh memory on the job:

• Signed training logs with dates and topics covered (COSHH basics, PPE use, spill response).
• Short refresher leaflets on high-risk products pinned to the front of the folder.
• Checklist for supervisors to assess competence (observations during handling and application).

Audit trail and review schedule

Make the folder a living document. I include:

• A review log showing every time the folder contents were checked and by whom.
• Version control: each document should show issue date and reviewer initials.
• An annual COSHH audit checklist and action log to track improvements.

Helpful extras that make life easier

I also add practical items that save time during busy shifts:

• Photographs of correctly labelled decanted bottles and PPE stations.
• Quick reference laminated cards (wallet size) for staff to carry — basic first aid for chemical exposure and emergency contacts.
• Supplier contact list (e.g., Diversey, Ecolab, Prochem) for SDS queries or to order spill kit components quickly.

Finally, a practical tip from experience: run a short COSHH briefing on-site every month and make a habit of checking the folder with staff at the beginning of every new hire’s first shift. The folder is only useful if people use it. Keep it current, simple, and visibly linked to day-to-day routines — that’s the difference between a compliance folder and a living safety resource.