Let's be honest – if you're running a business in the UK, the last thing you want to worry about is whether your cleaning cupboard could land you with an unlimited fine. But if you're responsible for health and safety in your workplace, you know that those innocent-looking bottles of bleach and floor cleaner come with more regulations than a Premier League football match. The good news? Understanding COSHH doesn't have to feel like you're studying for a chemistry degree, and once you've got your head around it, keeping your workplace both sparkling clean and legally compliant becomes second nature.
What Exactly Is COSHH and Why Should You Care?
Right, let's talk about COSHH – or the Control of Substances Hazardous to Health Regulations 2002, if we're being formal. Now, I know what you're thinking: "Another set of regulations to worry about?" But here's the thing – COSHH has been around for over 25 years, and it's not going anywhere. In fact, with the Health and Safety Executive (HSE) announcing they'll be discontinuing their COSHH e-tool on 31 January 2025 and bringing in stricter enforcement across all sectors, now's the perfect time to make sure you're on top of things.
COSHH isn't just about ticking boxes for the sake of it. These regulations exist because, believe it or not, the UK cleaning industry employs a staggering 1.47 million people – that's about 5% of our entire workforce. And with over 3,000 serious accidents involving cleaners reported to the HSE each year (though the real number is likely much higher due to under-reporting), it's clear that working with cleaning supplies isn't as straightforward as we might think. In fact, slips and trips remain the single most common cause of major injury in UK workplaces, with around 11,000 major injuries occurring annually, and contamination from cleaning products being implicated in almost all of these accidents.
When we talk about COSHH cleaning supplies, we're not just referring to the obvious culprits like industrial-strength degreasers or toilet cleaners that could strip paint. COSHH covers everything from your everyday Prochem Extraction Plus carpet cleaner to the hand soap in your staff washrooms. If it's a substance that could potentially cause harm to health – whether that's through skin contact, inhalation, or even accidental ingestion – then COSHH regulations apply. And let's face it, in the cleaning world, that's pretty much everything except water (and even then, you need to be careful about water temperature above 43°C).
The beauty of COSHH is that it's not trying to stop you from using these products – after all, we at Click Cleaning have been supplying businesses with professional cleaning supplies for over 40 years, and we know how essential they are for maintaining hygiene standards. What COSHH does is ensure that everyone who comes into contact with these substances knows exactly what they're dealing with and how to handle them safely. It's about creating a culture where your office cleaner knows exactly why they shouldn't mix that Comet Extraction Cleaner with bleach, and your maintenance staff understand why proper ventilation is crucial when using certain products.
Understanding COSHH: Breaking Down the Jargon
Let me paint you a picture. I was chatting with an office manager in Leicester last month who told me she'd been using the same cleaning products for years without really understanding what all those little symbols on the bottles meant. "I just knew the skull and crossbones meant 'don't drink it,'" she laughed. But when I explained that the new GHS (Globally Harmonised System) pictograms actually tell you exactly what type of hazard you're dealing with – whether it's corrosive, toxic, or an environmental hazard – her eyes lit up. Suddenly, those mysterious diamonds weren't just decorations; they were vital safety information.
Understanding COSHH starts with recognising what counts as a hazardous substance. Now, this is where it gets interesting because COSHH doesn't just cover the obvious nasties. Yes, it includes all your chemical cleaning products, but it also covers things you might not immediately think of. That dust created when you're cleaning out the stockroom? Covered by COSHH. The fumes from your floor stripper? Definitely covered. Even biological hazards like bacteria and viruses fall under COSHH regulations – something that became particularly relevant during the pandemic when everyone suddenly became very interested in disinfectants and their proper use.
The key to COSHH for cleaners is understanding that it's not about avoiding these substances altogether – that would be impossible and impractical. Instead, it's about controlling exposure. Think of it like driving a car: we don't ban cars because they're potentially dangerous; we have rules, training, and safety features to minimise the risk. COSHH works the same way. It requires employers to assess the risks, implement controls, and ensure everyone knows how to work safely. And here's where it gets really practical – these controls don't have to be complicated or expensive. Sometimes it's as simple as ensuring your cleaners wear gloves when using 2SAN Hot Water Extraction Liquid, or making sure the windows are open when using products with strong fumes.
One of the most important aspects of understanding COSHH is recognising that different substances pose different risks, and these risks can vary depending on how you use them. Take a product like Prochem Crystal Green, for instance. Used correctly with proper dilution and ventilation, it's an excellent carpet cleaning powder. But if someone were to inhale the powder directly or get it on their skin repeatedly without protection, that's when problems can arise. This is why COSHH assessments are so crucial – they help you identify not just what hazards exist, but how likely they are to cause harm in your specific workplace.
COSHH Legislation: What the Law Actually Says
Now, I know legislation talk can make your eyes glaze over faster than a freshly waxed floor, but stick with me here because this is where things get serious. COSHH regulations have teeth – we're talking unlimited fines for non-compliance. That's right, unlimited. The HSE doesn't mess about when it comes to protecting workers from hazardous substances, and ignorance isn't a defence. But before you panic and start throwing out all your cleaning supplies, let me break down what the law actually requires, because it's more straightforward than you might think.
Under COSHH legislation, every employer has eight basic duties. First and foremost, you need to assess the risks. This means taking a good hard look at every cleaning product and process in your workplace and asking yourself: "Could this harm someone?" If the answer is yes (and with cleaning products, it usually is), then you need to work out how to prevent or control that harm. The law is quite pragmatic here – it uses the phrase "reasonably practicable," which essentially means you need to do everything sensible to protect people, but you're not expected to wrap everyone in bubble wrap.
The second key requirement is to prevent or control exposure. Prevention is always better than protection, so if you can switch to a less hazardous product that does the same job, that's your best bet. For instance, many of our customers have switched from traditional harsh chemicals to products from the BioHygiene range, which use natural bacteria and enzymes to break down dirt and grime. But when you can't eliminate the hazard entirely, you need to control it. This might mean providing proper ventilation, limiting the time people spend using certain products, or ensuring they have the right protective equipment. Speaking of which, if you do need to provide things like gloves or safety goggles, they need to be CE marked and actually fit the person using them – those one-size-fits-all gloves that don't actually fit anyone don't count.
Here's where it gets particularly relevant for 2025: the enforcement landscape is changing. The HSE has announced stricter enforcement across all sectors, with mandatory annual audits and employee training on hazardous substance risks. This isn't just a box-ticking exercise – they want to see real, demonstrable understanding and implementation of safety measures. I spoke to a hotel manager in Birmingham who'd just been through an HSE inspection, and she said the inspector spent over an hour just on their cleaning chemical storage and documentation. They weren't looking to catch people out, but they were thorough. The message is clear: get your COSHH house in order now, because the days of hoping nobody notices are well and truly over.
What's particularly important to understand about COSHH legislation is that it applies to everyone – not just large corporations with dedicated health and safety departments. Whether you're running a small café in York or managing a large office complex in Manchester, if you have employees using cleaning products, COSHH applies to you. Even if you're self-employed and working alone, you still have duties under COSHH to protect yourself and anyone who might be affected by your work. The good news is that compliance doesn't have to be complicated or expensive. Often, it's about documenting what you're already doing and making sure everyone's on the same page.
Setting Up Your COSHH Management System
Right, let's get practical. Setting up a COSHH management system might sound like something only big corporations need to worry about, but trust me, whether you're running a corner shop or a chain of restaurants, having a proper system in place will save you headaches (and potentially much more) down the line. The best part? Once it's set up, maintaining it becomes part of your routine, like checking the till at the end of the day.
The foundation of any good COSHH management system is your chemical inventory. This isn't as daunting as it sounds – essentially, you need to know what cleaning products you have, where they're stored, and who uses them. Start by doing a walk around your premises with a clipboard (or tablet, if you're more tech-savvy). Check every cupboard, every cleaner's trolley, even that forgotten shelf in the basement where you keep the spare supplies. List everything – from the Prochem Double Clean you use for deep carpet cleaning to the everyday surface cleaners. Don't forget about products that might not seem obviously hazardous, like air fresheners or even hand sanitisers.
Once you've got your inventory, the next step is gathering safety data sheets (SDS) for each product. Now, here's a tip from someone who's been in this business for decades: any reputable supplier should provide these automatically. At Click Cleaning, we make sure our customers have access to all the safety information they need for every product we supply. These data sheets are goldmines of information – they tell you exactly what's in the product, what hazards it poses, how to store it safely, and what to do if something goes wrong. Keep these sheets somewhere easily accessible, not filed away in some dusty folder that nobody can find in an emergency.
Storage is where many businesses fall down, quite literally in some cases. Proper COSHH storage isn't just about keeping things tidy – it's about preventing accidents and ensuring products remain effective. The new COSHH cabinet regulations for 2025 are quite specific: hazardous substances need to be stored in appropriate cabinets that are clearly labelled, lockable, and positioned away from high-traffic areas and potential ignition sources. But it's not just about buying a fancy cabinet and calling it a day. You need to think about compatibility – storing bleach next to ammonia-based products is asking for trouble. You also need to consider access – your cleaners need to be able to get to products easily, but you don't want members of the public or untrained staff helping themselves.
Training and communication form the backbone of your COSHH management system. It's no good having all the right procedures if nobody knows about them. Every person who might come into contact with cleaning chemicals needs to understand the basics of COSHH, recognise hazard symbols, and know what to do in an emergency. This doesn't mean turning everyone into chemistry experts – it's about practical, relevant training. For instance, your cleaning staff need to know that Prochem Fibre & Fabric Rinse should be diluted according to instructions and that proper ventilation is essential when using it. They need to understand why they shouldn't decant products into unmarked containers (we've all seen those mysterious spray bottles with no labels), and what to do if they accidentally splash something in their eyes.
Conducting COSHH Risk Assessments for Cleaning Activities
Let me share a story that perfectly illustrates why COSHH risk assessments matter. A school business manager I know in Leeds thought she had everything under control – proper products, trained staff, the works. Then one day, a new cleaner mixed two incompatible cleaning products in a confined space (the small stockroom toilet), creating toxic fumes that sent three people to hospital. The investigation revealed that while they had all the right products and safety sheets, nobody had actually assessed the specific risks of cleaning that particular space. A proper COSHH risk assessment would have identified the ventilation issues and specified single-product cleaning for that area.
Conducting a COSHH risk assessment for cleaning activities isn't about creating mountains of paperwork – it's about thinking through each cleaning task and identifying where things could go wrong. Start by listing all your cleaning activities, from daily tasks like emptying bins and wiping surfaces to periodic deep cleans involving stronger chemicals. For each activity, you need to identify what products are used, who uses them, where they're used, and how often. This might seem tedious, but it's amazing what you discover. One office manager found that her cleaning team was using Prochem Fab Clean neat instead of diluting it, not because they didn't know better, but because the dilution station was in an inconvenient location.
The next step is evaluating the risks. This is where you need to think about not just the hazards of the products themselves, but how they're actually used in your workplace. A product might be relatively low risk when used properly, but what about when it's used by someone in a hurry at the end of a long shift? What about in areas with poor ventilation? What about when it's used alongside other products? Consider different scenarios – what if someone has sensitive skin or asthma? What if there's a spill? What if someone doesn't speak English well and can't read the safety instructions? These aren't pessimistic what-ifs; they're realistic scenarios that help you identify where additional controls might be needed.
Once you've identified the risks, you need to determine your control measures, and this is where the "hierarchy of control" comes in. The best option is always elimination – can you remove the need for this hazardous product entirely? If not, can you substitute it with something less hazardous? Many of our customers have successfully replaced traditional harsh oven cleaners with safer alternatives that work just as well. If you can't eliminate or substitute, then you look at engineering controls (like improving ventilation), administrative controls (like limiting exposure time), and finally, as a last resort, personal protective equipment (PPE). Remember, gloves and goggles are important, but they're your last line of defence, not your first.
The final piece of the risk assessment puzzle is regular review and monitoring. A COSHH risk assessment isn't a one-and-done exercise – it needs to be a living document that evolves with your workplace. Maybe you've introduced new products, changed your cleaning schedule, or hired staff with different health considerations. Perhaps there's been an incident or near-miss that's highlighted a gap in your controls. The law requires you to review your assessments regularly, but more importantly, it's good business sense. One retail manager told me she reviews her COSHH assessments every quarter, tied in with her stock ordering. It takes her an hour, but it's caught several issues before they became problems, like when a supplier changed the formulation of a product without telling them.
Common Cleaning Chemicals and Their COSHH Classifications
Now, let's get down to the nitty-gritty of what's actually in your cleaning cupboard and why COSHH cares about it. Understanding the classification of common cleaning chemicals isn't just about compliance – it's about making informed decisions about what products to use and how to use them safely. After all, knowledge is power, and in this case, it might also save you from a nasty chemical burn or worse.
Let's start with the workhorses of the cleaning world – alkaline cleaners and degreasers. Products like Prochem Dry Blend fall into this category, and they're brilliant at cutting through grease and grime. The thing is, the same properties that make them effective cleaners also make them potentially harmful to skin and eyes. Under COSHH classifications, many of these products carry the corrosive symbol – that rather alarming picture of liquid eating through a hand and a surface. This doesn't mean you should panic and throw them out; it means you need to respect them. Always dilute according to instructions, wear appropriate gloves, and ensure good ventilation. One factory manager I spoke to had a simple rule: "If it can dissolve grease that's been baked on for years, imagine what it could do to your skin."
Acidic cleaners are another category that demands respect. These are your toilet bowl cleaners, descalers, and products designed to tackle mineral deposits and rust stains. They typically carry both corrosive and irritant classifications under COSHH. The key risk here is chemical burns, particularly to the eyes and respiratory system. But here's something many people don't realise – the real danger often comes from mixing these with other products. Mix an acidic cleaner with bleach, for example, and you could create chlorine gas. This is why proper training is so vital. Your cleaning staff need to understand not just how to use each product, but why they should never experiment with combinations. As one experienced cleaner put it to me, "I treat my cleaning trolley like a chemistry set – everything has its place, and nothing gets mixed unless the manufacturer says so."
Solvents and solvent-based cleaners present their own unique challenges under COSHH. These products, which might include some carpet cleaners, degreasers, and spot removers, often carry multiple hazard classifications. They might be flammable, harmful if inhaled, and capable of causing drowsiness or dizziness. Prochem Fibresafe Gold is an excellent example of how modern formulations try to balance effectiveness with safety – it's designed to be powerful yet safer than traditional solvent-based cleaners. The main COSHH considerations with solvents are ventilation and fire safety. I remember visiting a small hotel where they were using a solvent-based cleaner in a windowless room with the door closed. When I pointed out the risk, they were genuinely shocked – they'd simply never thought about it.
Disinfectants and sanitisers have become household names since 2020, but they've always been a crucial part of professional cleaning. Under COSHH, these products often carry warnings for skin and eye irritation, and some can cause respiratory issues if used in confined spaces without adequate ventilation. Products like Prochem Liquid Woolsafe are formulated to be effective while minimising these risks, but they still require careful handling. The biggest issue I see with disinfectants is overuse – there's a misconception that more is better. In reality, using disinfectants at stronger concentrations than recommended doesn't make them more effective; it just increases the health risks. One care home manager learned this the hard way when several staff members developed skin problems from using undiluted disinfectant "to be extra sure."
Even seemingly innocuous products have their place in COSHH classifications. Take enzyme-based cleaners, for instance. These biological cleaners work by using natural enzymes to break down organic matter, and they're generally considered safer than traditional chemicals. However, they can still cause allergic reactions in sensitive individuals, and the enzymes can be irritants if inhaled as dust or aerosols. Then there are everyday products like washing-up liquid and general-purpose cleaners. While these might seem harmless, prolonged exposure without protection can lead to dermatitis – in fact, professional cleaners have one of the highest rates of work-related skin conditions. This is why even when using mild products like Prochem Carpetclean XL, following COSHH guidelines about skin protection and proper dilution is crucial.
Industry-Specific COSHH Requirements
Different industries face unique challenges when it comes to COSHH compliance, and what works in an office environment might be completely inadequate for a healthcare setting. Let me walk you through some sector-specific considerations that could make all the difference to your COSHH strategy. Understanding these nuances isn't just about ticking boxes – it's about creating a cleaning regime that's both effective and safe for your particular workplace.
In healthcare settings, COSHH requirements are particularly stringent, and for good reason. Hospitals, care homes, and GP surgeries aren't just dealing with everyday dirt and germs – they're combating potentially dangerous pathogens while caring for vulnerable people. The recent NHS England National Standards of Healthcare Cleanliness 2025 emphasise that cleaning in healthcare requires special consideration of both the chemicals used and the risks to patients, staff, and visitors. Products like Prochem Pure Clean are popular in healthcare because they're effective without producing strong fumes that might affect patients with respiratory conditions. Healthcare cleaners also face the additional hazard of sharps injuries – needles and other sharp medical instruments can turn a routine cleaning task into a medical emergency. Under the Health and Safety (Sharp Instruments in Healthcare) Regulations 2013, cleaners must be trained not just in chemical safety but in safe disposal of sharps and what to do if they suffer a sharps injury.
Schools and educational facilities present their own set of challenges. You're dealing with high-traffic areas that need frequent cleaning, curious children who might get into cleaning supplies, and the need to minimise disruption to learning. One head teacher in Manchester told me about the delicate balance they have to strike: "We need products strong enough to tackle the aftermath of 500 children eating lunch, but safe enough that if little Tommy manages to get into the cleaning cupboard, we're not dealing with a major incident." This is where products like Prochem Heat Wave come in handy – effective for deep cleaning during holidays but requiring careful COSHH controls including restricted access and thorough ventilation. Schools also need to consider that many cleaning tasks happen during the school day, meaning extra vigilance about fumes and ensuring wet floors are properly signposted.
The hospitality industry – hotels, restaurants, pubs – faces perhaps the most diverse COSHH challenges. You've got kitchen degreasers that could strip paint, bathroom cleaners that need to tackle serious limescale, and the constant pressure to turn rooms around quickly. A hotel manager in Edinburgh shared her COSHH journey with me: "We realised our housekeeping staff were rushing so much that they were taking shortcuts – not diluting products properly, not wearing gloves because it slowed them down. We had to completely restructure our cleaning schedules to build in proper time for safe practices." The hospitality sector also has to consider that cleaning often happens while guests are present, making ventilation and odour control crucial. Products like Prochem Neutra-soft are ideal for this environment as they neutralise odours without adding strong fragrances that might affect guests with sensitivities.
Office and retail environments might seem straightforward by comparison, but they have their own COSHH considerations. The main challenge here is often that cleaning happens outside of normal hours, meaning cleaners might be working alone without immediate help if something goes wrong. There's also the issue of hot-desking and shared spaces – more people touching more surfaces means more frequent cleaning, which increases exposure to cleaning chemicals. One retail manager discovered that their cleaning staff were developing skin problems not from using harsh chemicals, but from the sheer frequency of exposure to even mild cleaning products. The solution was rotating tasks and investing in better quality gloves. Office environments also need to consider the growing number of employees with allergies and sensitivities. Using products like 2SAN Top Grade Powder with lower fragrance levels can help minimise reactions while still maintaining cleanliness standards.
Industrial and manufacturing settings face the most complex COSHH challenges. Not only are they dealing with industrial-strength cleaning products, but they might also be cleaning up hazardous substances as part of the manufacturing process. A factory safety manager explained to me: "Our cleaners aren't just dealing with the hazards from cleaning products – they're potentially exposed to metal particles, oil residues, and various chemicals from our production line. Our COSHH assessments have to consider the interaction between our cleaning products and these industrial contaminants." This might mean using specialised products and equipment, implementing strict decontamination procedures, and providing comprehensive PPE. The key in industrial settings is often segregation – keeping industrial cleaning separate from general cleaning, using colour-coded equipment, and ensuring staff are trained for their specific areas.
Creating Safe Working Procedures for Cleaners
Let's talk about turning all this COSHH knowledge into practical, day-to-day procedures that actually keep your cleaners safe. I've seen too many businesses with beautiful COSHH folders gathering dust while their cleaners carry on doing things the way they've always done them. Creating safe working procedures isn't about writing War and Peace – it's about developing clear, simple instructions that people will actually follow.
The foundation of any safe working procedure is the principle of "as simple as necessary, as detailed as needed." Take the task of cleaning toilets, for example. Your procedure needs to cover which products to use (perhaps 2SAN Premium Clean for general cleaning), how to dilute them, what PPE to wear, the correct order of cleaning to avoid cross-contamination, and what to do if products are accidentally mixed. But it also needs to be readable at a glance – maybe with pictograms or a simple checklist format. One cleaning supervisor in Bristol created laminated cards for each major cleaning task, with photos showing the correct PPE and simple step-by-step instructions. Her staff loved them because they could quickly check they were doing things right without having to dig through manuals.
Developing these procedures starts with observing how tasks are actually performed, not how you think they're performed. I once watched a cleaner in a busy office building who had developed her own "efficient" method of cleaning multiple floors. She was pre-mixing all her chemicals at the start of her shift and carrying them in unmarked bottles to save time going back to the store cupboard. Efficient? Yes. Safe? Absolutely not. This is why involving your cleaning staff in developing procedures is crucial – they know the practical challenges and can help create solutions that are both safe and workable. When they've had input, they're also more likely to follow the procedures.
The dilution station is where many COSHH incidents begin, so getting this right is crucial. Whether you're using 2SAN Low pH Fibrecare or any other concentrated product, your procedure needs to cover how to measure correctly, what to dilute into (never food or drink containers!), how to label diluted products, and how long they can be kept. Auto-dilution systems can be a great investment here – they take the guesswork out of mixing and reduce the risk of exposure to concentrated products. But even with these systems, you need procedures for what to do when they malfunction or when you need to mix products manually.
Emergency procedures are an often-overlooked aspect of safe working practices. Every cleaner needs to know what to do if they spill a product, splash it in their eyes, inhale fumes, or accidentally create a dangerous mixture. This isn't about scaring people – it's about empowering them to handle situations confidently. Your procedures should include immediate first aid steps (the classic "rinse with water for 15 minutes" for eye splashes), who to contact, where to find safety data sheets, and when to seek medical attention. One facilities manager created credit card-sized emergency cards that cleaners could keep in their pockets, with the most critical information for common scenarios. She told me it gave her peace of mind knowing that even if someone panicked, they had the key information right there.
Remember that safe working procedures need to be living documents that evolve with your workplace. Maybe you've introduced a new product like 2SAN Liquid Woolcare for specialist carpet cleaning, or perhaps you've had a near-miss that's highlighted a gap in your procedures. Regular reviews, ideally involving the people who actually do the cleaning, help keep procedures relevant and effective. One successful approach I've seen is having a monthly "safety moment" at the start of team meetings where cleaners can raise concerns or suggest improvements to procedures. It keeps safety at the forefront of everyone's minds and often leads to practical improvements that management might never have thought of.
Personal Protective Equipment (PPE) for Cleaning Staff
Here's a truth that might surprise you: providing PPE is actually the last resort in the hierarchy of COSHH controls, not the first. Yet walk into any cleaning supply cupboard and you'll likely find boxes of gloves and maybe some safety specs gathering dust. Getting PPE right isn't just about buying the cheapest gloves in bulk – it's about understanding what protection your staff actually need and making sure they'll use it. Let me share what I've learned from years of working with cleaning teams across the UK.
The most common PPE mistake I see is the "one size fits all" approach – literally. Those cheap latex gloves that claim to fit everyone? They don't. I met a cleaner in Newcastle who'd developed severe dermatitis, not because she wasn't wearing gloves, but because the ones provided were too big. Every time she wrung out a cloth, cleaning solution would run down inside the gloves. Now, multiply that exposure by eight hours a day, five days a week, and you can see the problem. Proper PPE selection means considering not just the hazard but the person using it. For chemical protection, nitrile gloves are usually better than latex (plus you avoid latex allergy issues), but you need different thicknesses for different jobs. Using Prochem Extraction Plus for carpet cleaning might only need standard nitrile gloves, while handling concentrated chemicals requires heavy-duty chemical-resistant gloves.
Eye protection is another area where I see corners being cut. "But I'm careful," cleaners tell me. "I never splash things in my eyes." The thing is, accidents happen when we're not being careful – when we're tired, rushed, or dealing with an unexpected situation. Safety glasses don't have to be those horrible, uncomfortable things from the 1980s. Modern safety specs can look almost like regular glasses and some even fit over prescription lenses. The key is matching the protection to the risk. General cleaning might only need basic splash protection, but if you're using products above head height (cleaning tiles in showers, for example) or dealing with anything that might react or spray, you need proper chemical goggles with indirect ventilation.
Respiratory protection is where things get more complex. Most routine cleaning with properly diluted products in well-ventilated areas doesn't require respiratory protection. But there are exceptions – using products that create mists or aerosols, cleaning in confined spaces, or dealing with dust from products like Prochem Crystal Green. The trouble is, respiratory protective equipment (RPE) only works if it's fitted properly. I've seen cleaners wearing dust masks with gaps you could fit a finger through, giving them a false sense of security. If your risk assessment shows RPE is needed, you need to invest in proper face-fit testing. Yes, it's a hassle and yes, it costs money, but it's the only way to ensure the protection actually works.
Don't forget about skin protection beyond just hands. Cleaning often involves kneeling, leaning against surfaces, and getting generally mucky. Aprons or cleaning tabards protect both the cleaner's clothes and their skin from splashes and spills. For jobs involving strong chemicals or lots of water, waterproof aprons are essential. Knee pads might seem over the top, but tell that to someone who's spent years scrubbing floors and now has chronic knee problems. Even simple barrier creams can make a huge difference – applied before work, they create an invisible shield that makes it easier to wash contamination off and helps prevent dermatitis. One cleaning company I work with has made barrier cream application part of their morning routine, right alongside collecting equipment and checking supplies.
The real challenge with PPE isn't selecting it or buying it – it's getting people to wear it consistently. This is where training, comfort, and culture come together. If PPE is uncomfortable, doesn't fit properly, or makes jobs significantly harder, people will find excuses not to wear it. If managers don't wear PPE when they should, neither will staff. Creating a culture where PPE use is just "what we do" takes time and consistency. One successful approach I've seen is having PPE champions within the cleaning team – experienced staff who model good practice and can help others with fitting and selection. Regular toolbox talks about why specific PPE is needed for specific tasks also help. When people understand that those gloves aren't just company policy but are actually preventing their hands from looking like dried leather in ten years' time, compliance improves dramatically.
COSHH Training Requirements and Best Practices
Let me tell you about a conversation I had with a cleaning company owner in Liverpool. "We did COSHH training five years ago," he said proudly. "All sorted." When I asked what they'd done when they introduced new products, hired new staff, or when regulations were updated, his face fell. Training isn't a one-off event – it's an ongoing process that needs to evolve with your business, your staff, and the law. And with 2025 bringing mandatory annual training requirements, now's the perfect time to get your training programme shipshape.
Effective COSHH training starts with understanding your audience. Your cleaners don't need to become chemists, but they do need practical knowledge they can apply every day. This means moving beyond generic online courses that teach the theory but miss the practical application. The best training I've seen combines general COSHH awareness with site-specific information. For instance, teaching someone about hazard symbols is important, but showing them the actual products they'll use – like Prochem Double Clean – and explaining its specific hazards and controls makes the training real and relevant.
Language and literacy can be significant barriers in the cleaning industry. With many cleaning staff having English as a second language or limited literacy skills, traditional training methods might not cut it. One innovative manager in London created a visual training system using photos and videos of actual cleaning tasks in their building. Staff could watch someone correctly diluting chemicals, putting on PPE, and following emergency procedures. She supplemented this with practical demonstrations and hands-on practice. The result? Better understanding, better compliance, and fewer incidents. Remember, if someone can't read the safety data sheet, all the written procedures in the world won't keep them safe.
The new apprenticeship scheme launched in January 2024 for cleaning hygiene operatives is a game-changer for the industry. It provides structured learning that covers not just COSHH but all aspects of professional cleaning. However, don't wait for new staff to come through apprenticeships – you need to upskill your existing team. Break training into manageable chunks rather than overwhelming people with day-long sessions. A 15-minute toolbox talk on why you shouldn't mix Comet Extraction Cleaner with other products is more likely to stick than a two-hour lecture on chemical compatibility. Regular refreshers also help – maybe tied to product deliveries or when you're introducing something new to your cleaning arsenal.
Documentation and record-keeping might seem like bureaucratic box-ticking, but they're your protection if something goes wrong. You need to record who's been trained, when, what was covered, and ideally, some form of assessment to show they understood. This doesn't mean complex exams – a simple practical demonstration or a few questions can suffice. One office manager created a "COSHH passport" system where cleaners collected stamps for different training modules. It made training feel like an achievement rather than a chore, and it gave her a clear visual record of who needed what training.
Perhaps most importantly, training needs to create a culture where questions are encouraged and concerns are taken seriously. I've visited workplaces where cleaners were afraid to admit they didn't understand something because they thought it would make them look stupid or risk their jobs. This is dangerous. The best COSHH training programmes create an environment where "I'm not sure about this" is seen as responsible, not ignorant. Regular team meetings where cleaners can raise concerns, share near-misses, and suggest improvements help build this culture. When a cleaner feels confident enough to say, "I don't think we should use Prochem Heat Wave in that small storage room without better ventilation," you know your training is working.
Implementing COSHH Controls in Your Workplace
Right, so you've done your assessments, bought the right products, and trained your staff. Now comes the crucial bit – actually implementing COSHH controls in a way that sticks. This is where many businesses stumble. They have beautiful policies and procedures, but somehow, six months later, you find concentrated chemicals in water bottles and nobody wearing gloves. Let me share what actually works in the real world of cleaning.
Implementation starts with the physical environment. Your chemical storage area sets the tone for everything else. If it's a chaotic cupboard where bottles are piled higgledy-piggledy and you need a torch to read labels, you're already fighting a losing battle. Good COSHH implementation means creating a chemical storage area that makes doing the right thing easy. Clear labelling, logical organisation (keeping 2SAN Hot Water Extraction Liquid with other carpet cleaning products, for example), and proper lighting all help. One facilities manager colour-coded her storage shelves to match the cleaning task – blue shelf for bathroom cleaners, green for kitchen, yellow for floors. Simple, but it eliminated mix-ups and made stock control easier too.
The dilution and mixing area deserves special attention. This is where many COSHH incidents happen – incorrect dilution, accidental mixing of incompatible products, or exposure to concentrated chemicals. Your control measures here might include clear dilution charts (with pictures, not just ratios), proper measuring equipment, and designated mixing containers. Auto-dilution systems are brilliant for consistency and safety, but they need to be maintained and calibrated regularly. I visited one site where the auto-dilution system had been "running a bit weak" for months, so staff were adding "a bit extra" concentrated product to make up for it. Nobody knew what ratio they were actually using anymore – a COSHH nightmare waiting to happen.
Ventilation is a control measure that's often overlooked because it's invisible. You can't see good ventilation like you can see gloves or safety signs. But inadequate ventilation can turn a relatively safe cleaning task into a hazardous one. This is particularly important in smaller spaces – that understairs cupboard, the windowless bathroom, the stock room. Your COSHH controls might include propping doors open, using fans, scheduling certain tasks for times when windows can be opened, or even restricting which products can be used in poorly ventilated areas. One school implemented a simple but effective system: red dots on doors of rooms with poor ventilation, and a rule that only products from the "mild" shelf could be used in red-dot rooms.
Monitoring and supervision sound like management-speak, but they're actually about catching problems before they become incidents. This doesn't mean standing over your cleaners' shoulders – nobody wants that. It's about building in natural checkpoints where you can see if controls are being followed. Maybe it's a weekly walk-around, checking dilution bottles are properly labelled, PPE is being worn, and products are stored correctly. One successful approach is peer monitoring – having cleaners work in pairs occasionally, not to spy on each other but to share good practice and spot potential issues. A cleaner might not notice they've got into bad habits, but a colleague will.
The human factor is perhaps the biggest challenge in implementing controls. People take shortcuts, especially when they're under pressure. The key is making the safe way also the easy way. If wearing gloves means walking back to the store cupboard because that's where they're kept, people won't wear them. If diluting properly means finding the measuring jug that's always disappearing, people will guess. Smart implementation means thinking through these practical barriers and removing them. Keep gloves on cleaning trolleys, have multiple measuring jugs, make sure everyone has their own properly fitting PPE. Yes, it costs more upfront, but it's cheaper than dealing with dermatitis claims or HSE fines.
Documentation and Record Keeping
Now, I know what you're thinking – "Great, more paperwork." But stay with me, because good COSHH documentation isn't about creating filing cabinets full of papers nobody reads. It's about having the right information in the right place when you need it. And trust me, when an HSE inspector walks through your door or when there's an incident, you'll be grateful for every properly completed form and up-to-date record.
Let's start with what you actually need to document. At its core, COSHH documentation includes your risk assessments, safety data sheets, training records, and any incident reports. But it's not just about having these documents – it's about keeping them current, accessible, and useful. I met a hotel manager who proudly showed me her COSHH file. It was pristine, comprehensive, and completely useless because it was locked in her office while the cleaners who needed the information were three floors away. Documentation that isn't accessible isn't documentation – it's decoration.
Safety data sheets (SDS) are the foundation of your COSHH documentation, but they're only useful if people can actually find and understand them. Every product you use – from Prochem Fibre & Fabric Rinse to your general surface cleaners – should have an up-to-date SDS. The key word here is "up-to-date" – manufacturers occasionally change formulations, and an old SDS could have incorrect information. At Click Cleaning, we ensure our customers always have access to the latest safety data, but it's your responsibility to keep your records current. Create a simple system for checking and updating SDS annually, perhaps tied to your insurance renewal or financial year-end.
Your COSHH risk assessments need to be living documents that reflect what actually happens in your workplace. Too many businesses have generic risk assessments that could apply to any building anywhere. Your assessment for cleaning the third-floor meeting room should reflect the actual conditions – maybe it has poor ventilation, or perhaps it's where you store the flipcharts, meaning cleaners are reaching overhead more than usual. Date your assessments, note who completed them, and most importantly, record when they're reviewed. Even if nothing's changed, a dated review shows you're actively managing risks, not just filing and forgetting.
Training records often trip people up because they think they need elaborate systems. You don't. You need to record who was trained, when, what topics were covered, and some evidence they understood. This could be as simple as a sign-off sheet for toolbox talks or a basic quiz after formal training. One cleaning supervisor created a matrix on her office wall – staff names down one side, training topics across the top, dates in the boxes. At a glance, she could see who needed refresher training or who hadn't yet been trained on the new Prochem Liquid Woolsafe they'd just introduced. Visual, simple, effective.
Don't forget about documenting your controls and procedures. If someone's off sick and you have agency staff covering, can they quickly understand your COSHH controls? Written procedures don't have to be essays – bullet points, photos, and simple flowcharts often work better. Laminated cards showing the correct dilution for common products, step-by-step guides for emergency procedures, even photos of correctly set up cleaning trolleys all count as useful documentation. The test is simple: could someone unfamiliar with your workplace follow your documented procedures and work safely? If not, your documentation needs work.
Dealing with Accidents and Emergencies
Let's talk about something nobody wants to think about but everyone needs to prepare for – when things go wrong. Because here's the reality: even with the best COSHH controls in place, accidents can happen. The difference between a minor incident and a major catastrophe often comes down to how well-prepared you are to respond. I've seen situations where quick, correct action prevented serious injury, and I've seen others where panic and poor preparation made things much worse.
Chemical splashes and spills are probably the most common COSHH-related emergencies in cleaning. Picture this: a cleaner accidentally knocks over a bottle of concentrated Prochem Fab Clean, and it splashes onto their leg. What happens next? In a well-prepared workplace, they know immediately to flush the area with plenty of water, their colleague knows where to find the safety data sheet for specific first aid instructions, and there's a proper spill kit nearby to contain and clean up the spill safely. In an unprepared workplace, there's panic, confusion, maybe someone tries to wipe it off with a dry cloth (making it worse), and by the time proper first aid is given, chemical burns have developed.
Your emergency response procedures need to be simple enough to follow under stress. When someone's just had chemicals splashed in their eyes, they're not going to read a three-page procedure. This is where the classic "RICE" approach works well – not the injury one, but Respond, Inform, Contain, Evaluate. Respond with immediate first aid (usually flushing with water), Inform the appropriate people (first aider, supervisor, emergency services if needed), Contain any spillage or ongoing hazard, and Evaluate what happened to prevent recurrence. One office building created emergency stations at key points – eye wash bottles, spill kits, laminated emergency cards, and a direct phone to security who were trained in emergency response. Simple, visible, effective.
The most serious COSHH emergencies often involve mixing incompatible chemicals. I investigated an incident where a well-meaning cleaner mixed bleach with an acidic toilet cleaner to "make it work better." The resulting chlorine gas sent three people to hospital and required evacuating an entire floor. This is why your emergency procedures must include evacuation plans and air quality considerations. If someone reports feeling dizzy, experiencing breathing difficulties, or if there's any unusual smell, don't try to be a hero – evacuate the area and call for professional help. Make sure all staff know that it's better to overreact to a strange smell than to underreact to toxic fumes.
Recording and learning from incidents is crucial but often done poorly. Yes, you need to complete RIDDOR reports for serious incidents, but more importantly, you need to understand what went wrong. Was it a training issue? Equipment failure? Pressure to work too quickly? I helped investigate an incident where a cleaner suffered chemical burns despite wearing gloves. It turned out the gloves had degraded because they were being stored next to Prochem Heat Wave – the heat from the product had weakened the material. Nobody would have discovered this without proper investigation. Every incident, even near-misses, is a learning opportunity.
Post-incident support is something many employers overlook. If someone's been involved in a COSHH incident, they might be shaken, embarrassed, or worried about their job. How you handle the aftermath sets the tone for future safety culture. Support the person involved, investigate without blame, and share lessons learned with the whole team. One company I work with has a "no blame" reporting system where staff can report near-misses and concerns anonymously. They get more reports than companies with punitive systems, but they also have fewer actual incidents because they catch problems early.
Cost Implications and ROI of COSHH Compliance
Here's where we need to have an honest chat about money. I know COSHH compliance can seem like a costly burden – training time, PPE, maybe new storage systems, certainly lots of management time. But let me share some numbers that might change your perspective. Remember those 3,000+ serious accidents involving cleaners reported annually? The average cost of a workplace injury claim is now over £14,000, and that's before you factor in replacement staff, investigation time, and potential HSE fines. One chemical injury claim could wipe out a small cleaning company's entire annual profit.
Let's break down the real costs of non-compliance. Start with the obvious – HSE fines. These are now unlimited for COSHH breaches, and they're not messing about. A Leicester cleaning company was fined £120,000 last year after an employee developed severe dermatitis from prolonged chemical exposure without proper protection. But fines are just the tip of the iceberg. There's sick pay for injured employees, temporary staff costs while they recover, increased insurance premiums, and the hidden cost of experienced staff leaving because they don't feel safe. One facilities manager calculated that a single incident where a cleaner was off for six weeks with chemical burns cost her organisation nearly £8,000 in direct costs alone.
Now, let's look at the investment side. Proper COSHH compliance isn't actually that expensive when done right. A comprehensive set of PPE for one cleaner – good quality nitrile gloves, safety glasses, appropriate footwear – might cost £50-100 per year. Compare that to the £875 average cost of treating work-related dermatitis. Switching to safer products might seem costly, but many modern formulations like 2SAN Low pH Fibrecare are concentrated, so while the unit price might be higher, the cost per use is often comparable or even lower than traditional products. Plus, safer products often mean less PPE requirement, faster cleaning times (no waiting for fumes to clear), and fewer incidents.
The productivity gains from good COSHH practices are often overlooked. When staff feel safe and valued, they work better. Simple as that. I tracked productivity metrics at a large office complex that invested properly in COSHH compliance – proper training, good equipment, safer products. Not only did sick days drop by 40%, but cleaning times improved by 15% because staff weren't constantly stopping to deal with irritated skin or taking breaks from strong fumes. They also had lower staff turnover, saving thousands in recruitment and training costs. When you factor in that experienced cleaners are faster and more efficient than constantly training new starters, the ROI becomes even clearer.
There's also the reputational aspect to consider. In today's world, corporate responsibility isn't just nice to have – it's essential. Clients are increasingly asking about health and safety practices, including COSHH compliance, in tender documents. I know of several cleaning companies that have won contracts specifically because they could demonstrate superior safety practices. Conversely, a serious COSHH incident can destroy a reputation overnight. Imagine explaining to your biggest client why their building was evacuated because your cleaners mixed the wrong chemicals. Some damage can't be undone with any amount of money.
The smartest approach is to view COSHH compliance as an investment in your business's sustainability. Yes, there are upfront costs, but they're manageable when planned properly. Start with the highest risks – maybe investing in auto-dilution systems for your most hazardous chemicals or upgrading PPE for staff using the strongest products. Use the savings from reduced incidents to fund the next improvements. Many of our customers at Click Cleaning have found that switching to modern, safer products actually saves money in the long run when you factor in all the hidden costs of hazardous chemicals – PPE, training time, incident management, and higher insurance premiums.
Future of COSHH in the Cleaning Industry
The cleaning industry is evolving rapidly, and COSHH requirements are evolving with it. Let me share what's on the horizon and how forward-thinking businesses are preparing for the future. Understanding these trends isn't just about compliance – it's about positioning your business to thrive in an increasingly safety-conscious and environmentally aware market.
The immediate future is shaped by the 2025 regulatory changes. As I mentioned earlier, the HSE's discontinuation of the COSHH e-tool in January 2025 signals a shift in how they expect businesses to manage COSHH compliance. They're moving away from providing simple tools and towards expecting businesses to take more sophisticated approaches to chemical safety. This means no more tick-box exercises – inspectors will want to see evidence of real understanding and implementation. Smart businesses are getting ahead of this by investing in comprehensive COSHH management systems now, not waiting until an inspector forces their hand.
Technology is revolutionising how we approach COSHH in cleaning. Digital solutions are replacing paper-based systems, making it easier to keep documentation current and accessible. I'm seeing cleaning companies use QR codes on chemical bottles that link directly to safety data sheets and training videos. Imagine a cleaner unsure about using Prochem Carpetclean XL – they scan the code and immediately access dilution instructions, safety precautions, even a video showing correct use. Some companies are going further with apps that track chemical exposure, remind staff about PPE requirements, and automatically generate COSHH assessments based on actual usage patterns.
The biggest trend, however, is the move towards inherently safer products. The cleaning chemical industry has made huge strides in developing effective products with reduced hazard profiles. Enzyme-based cleaners, probiotic solutions, and advanced surfactant technologies mean you can now achieve professional cleaning results without the traditional hazards. We're stocking more of these innovative products at Click Cleaning because our customers are demanding them. Products like those in the BioHygiene range use beneficial bacteria to continue cleaning long after application, reducing the need for harsh chemicals while delivering superior results. This isn't just about compliance – it's about fundamentally rethinking how we clean.
Sustainability and COSHH are becoming increasingly intertwined. Environmental regulations are pushing the industry towards products that are safer not just for users but for the planet. This creates interesting synergies – products that are biodegradable and made from renewable resources often have better COSHH profiles too. Concentrated products reduce transport emissions and packaging waste while also reducing exposure risks during handling. One hotel chain I work with has reduced their chemical usage by 60% by switching to super-concentrates and refillable systems, simultaneously improving their COSHH compliance and environmental credentials.
Looking further ahead, I see COSHH becoming integrated into broader workplace wellbeing initiatives. Progressive employers are recognising that protecting cleaners from chemical hazards is part of overall employee health. This means going beyond minimum compliance to create genuinely healthy working environments. It might include regular health surveillance for cleaning staff, investment in the latest safety technologies, and creating career development paths that include advanced safety training. The new cleaning apprenticeship scheme is part of this trend – professionalising an industry that's been undervalued for too long.
Making COSHH Work for Your Business
After all we've covered, you might be feeling a bit overwhelmed. Don't worry – implementing effective COSHH management doesn't happen overnight, and it doesn't have to be perfect from day one. What matters is starting somewhere and building momentum. Let me leave you with some practical advice on making COSHH work in the real world of budgets, deadlines, and daily pressures.
Start with a COSHH audit of where you are now. Be honest about the gaps – maybe your training is patchy, your documentation is out of date, or you're still using products that belong in a museum. That's okay. Knowing where you are is the first step to getting where you need to be. Prioritise based on risk, not convenience. If you can only afford to change one thing this month, make it the thing most likely to hurt someone. Maybe that's replacing those awful-fitting gloves, switching out your most hazardous product for something safer like Prochem Pure Clean, or finally fixing the ventilation in that windowless cleaning cupboard.
Build COSHH into your business rhythms rather than treating it as a separate activity. When you're ordering cleaning supplies, review the COSHH implications. When you're inducting new staff, make COSHH training part of the standard process. When you're doing your monthly team meetings, include a five-minute COSHH moment. One successful approach I've seen is linking COSHH reviews to other regular activities – checking risk assessments when you do your insurance renewal, updating safety data sheets when you do your annual product review, refreshing training when you do performance reviews. This way, COSHH becomes part of business as usual rather than an additional burden.
Create a culture where COSHH compliance is seen as professional pride, not bureaucratic burden. Your cleaners are professionals providing an essential service that keeps our workplaces safe and healthy. They deserve the same safety considerations as any other profession. When you invest in proper equipment, training, and safer products, you're not just complying with regulations – you're showing respect for your team. I've seen cleaning teams transform when they realise their employer genuinely cares about their safety. Productivity improves, sick leave drops, and recruitment becomes easier because word spreads that you're a good employer.
Use your suppliers as partners in COSHH compliance. At Click Cleaning, we're not just here to sell you products – we want to help you use them safely. We can advise on product selection, provide comprehensive safety data, and help you understand the COSHH implications of different choices. Whether you're a small business buying a few products or a large organisation needing pallet loads, we're here to support your COSHH journey. Take advantage of resources like manufacturer training, product demonstrations, and technical support. The cleaning industry is full of people who want to help you succeed safely.
Remember that perfect COSHH compliance is a journey, not a destination. Regulations evolve, new products emerge, and your business needs change. What matters is continuous improvement and genuine commitment to safety. Every step you take – from buying better gloves to implementing comprehensive training – makes your workplace a little bit safer. And in an industry where 1.47 million people go to work every day to keep Britain clean, that really matters.
Conclusion: Your COSHH Action Plan
So here we are at the end of our COSHH journey, though really, it's just the beginning of yours. We've covered a lot of ground – from understanding what COSHH means to implementing practical controls that actually work. The cleaning industry is changing, regulations are tightening, and expectations are rising. But you know what? That's actually good news. It means our industry is being recognised for the skilled, essential work it is, and the people doing that work are getting the protection they deserve.
Let's recap the key points. COSHH isn't optional – it's a legal requirement with unlimited fines for non-compliance. But more than that, it's about protecting the health of everyone who works with or around cleaning chemicals. With 138 workplace fatalities in 2023/24 and thousands more suffering from preventable illnesses, we can't afford to be complacent. The good news is that compliance doesn't have to be complicated or expensive. It's about understanding your risks, implementing sensible controls, training your people, and creating a culture where safety is valued.
Your immediate action plan should focus on the basics. First, audit your current situation – what chemicals do you use, how are they stored, who uses them, and what training have they had? Second, get your documentation in order – update those safety data sheets, review your risk assessments, and make sure your training records are current. Third, look at your highest risks and address them – maybe that's replacing your most hazardous products with safer alternatives from our extensive range, or perhaps it's finally sorting out proper PPE that actually fits your staff.
For the medium term, focus on embedding COSHH into your business culture. This means regular training refreshers, systematic reviews of your assessments and procedures, and creating feedback loops so problems get identified and fixed quickly. Consider investing in technology that makes compliance easier – whether that's auto-dilution systems, digital documentation, or modern products like Prochem Neutra-soft that are designed with safety in mind. Build relationships with your suppliers (like us at Click Cleaning) who can support your COSHH journey with advice, training, and safer product options.
Looking long-term, position your business to thrive in an increasingly safety-conscious world. This might mean pursuing additional certifications, investing in advanced training for key staff, or even using your superior safety practices as a competitive advantage. The businesses that will succeed in the coming years are those that see COSHH not as a burden but as an opportunity to professionalise, to differentiate, and to create genuinely better workplaces. With the cleaning industry contributing £59.8 billion to the UK economy, there's never been a better time to be part of a professional, safety-focused cleaning operation.
Remember, you're not alone in this. The team at Click Cleaning has been supporting businesses like yours for over 40 years. We understand the challenges you face because we've been working alongside the UK cleaning industry since 1976. Whether you need advice on product selection, help understanding safety data, or just want to explore safer alternatives to your current products, we're here to help. With free delivery on orders over £75 and 30-day credit accounts available, we make it easy to get the safe, effective cleaning products you need.
Take that first step today. Review one risk assessment. Train one team member. Replace one hazardous product with a safer alternative. Small steps lead to big changes, and every journey starts somewhere. Your cleaners deserve to go home healthy at the end of every shift. Your business deserves the peace of mind that comes with proper compliance. And you deserve the satisfaction of knowing you're doing things right. Because at the end of the day, COSHH isn't about regulations and paperwork – it's about people. And that's something worth getting right.
