How to Train Cleaning Staff for Compliance with UK COSHH Regulations

Every professional cleaning team works with cleaning chemicals daily, which can pose risks if used incorrectly. That’s where COSHH training comes in.

Control of Substances Hazardous to Health Regulations, also known as COSHH, sets out how UK businesses must manage their use of cleaning products safely to protect the staff and the people who use their facilities.

Proper COSHH training equips cleaning teams with the confidence to work safely, enables employers to meet important legal and insurance obligations, and reduces the likelihood of accidents or failed audits in the workplace.

In this blog, we will explain how to train your cleaning staff for full COSHH compliance. Providing you with step-by-step, clear instructions that are aligned with the current UK regulations.

Understanding COSHH: The Legal Framework Every Cleaning Business Must Follow

COSHH outlines how UK businesses must protect everyone who uses their facilities from exposure to cleaning chemicals. Every employer, facilities manager, and external contractor is responsible for implementing safe cleaning systems and ensuring that their staff are trained to use all cleaning products correctly.

To stay compliant, cleaning teams must have access to three key documents:

Safety Data Sheets (SDS) for every cleaning chemical used
COSHH risk assessments for every single cleaning task
Training and supervision records for all staff

Together, these documents form the backbone of a fully compliant cleaning operation. You can read the full legal framework on the Health and Safety Executive (HSE) website.

Step 1: Identify Hazardous Substances Used by Cleaning Staff

The first step towards COSHH compliance is being aware of exactly which products could cause harm. In most cleaning environments, this would include disinfectants, descalers, degreasers, detergents, and sanitisers. Essentially, any substance that could irritate skin, eyes, or lungs if used incorrectly.

Each of these products should come with a Safety Data Sheet (SDS), a label showing GHS pictograms, and an appropriate hazard statement like “Causes serious eye irritation” or “Harmful if inhaled”. These warnings are what form the basis of your risk assessment.

Here’s how you can identify hazardous substances under COSHH:

Check product labels for hazard symbols and statements
Review the supplier’s Safety Data Sheet
Note down how and where each cleaning product is used
Record who could be exposed and how often

By taking time to identify the risks early, you will make all the later stages of COSHH training easier and more effective.

Step 2: Conduct a Cleaning-Specific COSHH Risk Assessment

Once you have identified the cleaning substances in use, the next step is to carry out a COSHH risk assessment tailored to each cleaning task. This process will look directly at how each chemical is used, how it could potentially cause harm, and who might be affected.

Typical exposure routes will include skin contact, inhalation of sprays or vapours, accidental ingestion, and eye splashes. A thorough assessment will take into consideration when and where each product is used, and most importantly, by whom.

In most workplaces, the site supervisor or facilities manager will conduct the assessment, reviewing cleaning tasks such as floor cleaning, washroom disinfection, and chemical dilution.

Each risk assessment should be reviewed at least once a year, or sooner if products, procedures, or staff roles have changed. You must keep a record of all current assessments to ensure continuous COSHH compliance.

Step 3: Implement Effective Control Measures and Safe Systems of Work

With the risks identified, the next stage is to put strong safety and control measures in place to protect your staff and anyone using the space. Under COSHH, the goal is to reduce exposure as much as possible by following the hierarchy of control. First, you must eliminate risk, then substitute for safer products, and finally, apply physical or procedural controls.

In cleaning environments, this will often mean introducing auto-dosing systems, using closed chemical containers, ensuring good ventilation, and providing your team with the appropriate personal protective equipment (PPE) for each cleaning task.

Here’s a quick COSHH control checklist:

Use auto-dosing or dilution systems
Store chemicals in their original containers
Label all trigger sprays clearly
Keep your storage and cleaning areas well ventilated

Establishing safe systems of work and clear cleaning schedules will help prevent unnecessary exposure and ensure your business is COSHH compliant.

Step 4: Deliver Structured COSHH Training for Cleaning Staff

Even the best safety procedures will only work when people understand them. That’s why having a structured COSHH training programme is essential for every cleaner, from initial induction through to regular refresher training sessions.

Training should be practical and easy to follow. We recommend focusing on the essentials: how to read chemical labels and Safety Data Sheets (SDS), how to choose and use PPE correctly, handle spills safely, and the importance of reporting any incidents immediately.

Make sure to keep signed training records for every staff member. This will show clear evidence of compliance during audits and expectations. The Health and Safety Executive (HSE) also recommends a hands-on competency-based approach, not just classroom awareness.

If you’re looking to get your team started, try out our Free COSHH Training for Cleaners course. It’s a simple and accessible introduction that will help support safe working and full compliance.

Step 5: Maintain Continuous Supervision, Records, and Audits

Once training is in place, ongoing supervision and recordkeeping are essential to keep your COSHH compliance consistent. Supervisors and facilities managers should regularly observe cleaning tasks, correct any unsafe use of chemicals, and hold refresher meetings to reinforce key safety messages.

Keep all product Safety Data Sheets (SDS) somewhere easily accessible. Ideally, they should be stored digitally or in a central folder close to cleaning stations. Having accurate training records and incident logs will help to show inspectors that your safety systems are active, not just written down.

Modern facilities teams are now using QR-code-based audits and digital systems to log checks, upload reference photos, and track chemical usage in real time. These small steps will all help to make compliance visible, measurable, and ready for HSE inspection.

Step 6: Review and Update COSHH Procedures Annually

COSHH compliance is ongoing, not a one-off exercise. Every cleaning business is responsible for reviewing its procedures at least once a year to make sure everything still reflects how staff work day to day.

Here’s what you need to check during your annual COSHH review:

Risk assessments: Do they still match your current cleaning methods?
Safety Data Sheets (SDS): Have any product formulations changed? Are you using any new chemicals?
Training records: Are refresher training sessions happening? Are new starters up to date?
Control measures: Are PPE, dosing systems, and labels still effective?

If anything has changed, like a new product, new supplier, or regulation, you need to update your documentation straight away.

Lead With Safety, Deliver With Confidence

Training your cleaning teams in COSHH compliance isn’t just about meeting regulations; it’s about leading with safety and professionalism in everything you do. When every product, process, and person aligns with safe working practices, you will protect your people, your clients, and your company’s reputation.

By embedding COSHH into your daily routines, you will help to create a culture of care, consistency, and accountability. Clear records, confident staff, and safer work environments will all contribute to stronger business performance and trust with clients.

Ready to strengthen your team’s knowledge and confidence?

Start today with our Free COSHH Training for Cleaners. A simple, practical way to build safety awareness and maintain full compliance across every site you manage.

Power Hygiene Expert Insights Team

40+ Years of Expertise in Cleaning & Hygiene Solutions

Power Hygiene has been a trusted name in commercial cleaning and hygiene supply for over 40 years, supporting organisations across the UK with reliable products, expert advice, and sustainable solutions.

Our Expert Insights Team brings together industry knowledge from across cleaning, procurement, and facilities management to share practical, real-world guidance that helps businesses maintain safer, cleaner, and more efficient environments.