Maintaining a clean workplace is essential for health and productivity.
However, many overlook the fact that cleaning often involves handling hazardous substances.
The Control of Substances Hazardous to Health (COSHH) regulations govern the use of such substances in various settings, including offices, retail spaces, and hospitality venues.
Ensuring COSHH compliance is vital to protect employees, visitors, and the environment from potential harm.
But who holds the responsibility for COSHH in workplace cleaning?
In this article, we’ll look at the roles and obligations of employers, employees, and professional cleaning companies in managing COSHH compliance effectively.
What Is COSHH & Why Does It Matter for Health and Safety?
COSHH (Control of Substances Hazardous to Health Regulations), is designed to safeguard individuals from health risks associated with hazardous substances used or produced at work.
These substances can range from everyday cleaning agents like disinfectants and bleach to industrial chemicals.
Even common products can pose significant health risks, such as skin irritation, respiratory issues, or long-term conditions like occupational asthma, if not handled correctly.
Therefore, COSHH compliance is not optional; it is a legal requirement for all businesses to ensure the safety and well-being of their workforce.
This involves conducting thorough COSHH risk assessments, implementing control measures, providing adequate training, and ensuring proper use and storage of hazardous substances.
COSHH Responsibilities in Workplace Cleaning – Who Is Accountable?
When it comes to office cleaning, COSHH isn’t optional — it’s a legal requirement.
But who’s actually responsible for ensuring these rules are followed?
Employer Responsibilities for COSHH Compliance in Cleaning
If cleaning is handled internally — whether by dedicated cleaning staff or by employees expected to clean as part of their role — employers are responsible for COSHH compliance.
Key obligations include:
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Conducting COSHH Risk Assessments: Identifying hazardous substances present in the workplace, evaluating the risks they pose, and determining appropriate control measures.
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Providing Training and Information: Ensuring that employees are informed about the risks associated with hazardous substances and trained in safe handling, usage, and emergency procedures.
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Supplying Personal Protective Equipment (PPE): Providing appropriate PPE, such as gloves, masks, and eye protection, and ensuring employees use them correctly.
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Monitoring and Health Surveillance: Regularly monitoring exposure levels and conducting health surveillance to detect early signs of work-related illnesses.
Whether you’re cleaning carpets or cleaning windows, failure to fulfill these responsibilities can lead to severe health consequences for employees and legal repercussions for the business.
The Role of Professional Cleaning Companies in COSHH Health and Safety
When businesses opt to outsource cleaning services, many COSHH responsibilities transfer to the professional cleaning company.
These companies are expected to:
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Conduct Their Own COSHH Assessments: Evaluating the risks associated with the cleaning agents and methods they use within the client's premises.
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Train Their Staff: Ensuring that cleaning personnel are adequately trained in COSHH regulations, safe handling of chemicals, and emergency response procedures.
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Implement Safe Practices: Utilising appropriate cleaning methods, maintaining equipment, and ensuring the safe storage and disposal of hazardous substances.
By hiring reputable professional cleaners, businesses can alleviate the burden of COSHH compliance, trusting that these experts will manage hazardous substances safely and in accordance with legal requirements.
The Challenges of Managing COSHH Risk Assessments in Cleaning
Managing COSHH compliance isn’t a one-off task — it’s an ongoing responsibility that requires constant attention. For businesses that handle their cleaning in-house, the process can be complex and time-consuming, particularly without dedicated health and safety personnel in place.
One of the biggest challenges is keeping COSHH risk assessments up to date. As new cleaning products are introduced or procedures change, assessments must be reviewed regularly to ensure they still reflect the risks accurately. Even small updates — like a switch in brand or formulation — can affect the type of control measures required.
Continuous staff training is another essential part of the process. Employees need to stay informed about the substances they’re using, any new hazards that may arise, and the correct protocols to follow. This means offering not just initial training, but regular refreshers that cover regulatory updates and reinforce safe working practices.
Compliance monitoring adds yet another layer. Businesses need to carry out inspections and audits to confirm that control measures — like proper storage, PPE use, and safe handling — are being followed on a day-to-day basis. Without these checks, it’s easy for standards to slip over time.
And then there’s human error. Even with the right systems in place, simple mistakes — like mixing incompatible chemicals or wearing the wrong protective gear — can result in serious health risks. Preventing these errors requires both training and oversight.
Together, these demands can be difficult to manage, particularly for smaller businesses or those without in-house compliance expertise.
That’s why many choose to outsource cleaning to professional providers who take on the responsibility for COSHH risk assessments, staff training, and ongoing compliance — ensuring safety without the stress.
How Outsourcing Cleaning Helps with COSHH Compliance
Reducing COSHH Responsibilities for Businesses
Outsourcing cleaning services to professional companies can significantly reduce the COSHH-related responsibilities for businesses.
Professional cleaners take on the tasks of conducting risk assessments, implementing control measures, training staff, and ensuring compliance with COSHH regulations.
This partnership allows businesses to focus on their core operations while maintaining confidence that cleaning activities are performed safely and in compliance with legal standards.
Green Cleaning & Eco-Friendly Cleaning to Reduce COSHH Risks
Adopting green cleaning practices is another effective strategy to minimise COSHH-related hazards.
Eco-friendly cleaning involves using products and methods that are less harmful to health and the environment. Benefits include:
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Reduced Exposure to Hazardous Chemicals: Utilising non-toxic, biodegradable cleaning agents decreases the risk of health issues associated with traditional chemical cleaners.
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Improved Indoor Air Quality: Eco-friendly products often emit fewer volatile organic compounds (VOCs), leading to better air quality within the workplace.
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Environmental Sustainability: Green cleaning practices support environmental conservation efforts by reducing pollution and promoting the use of sustainable resources.
While some eco-friendly products may still require COSHH assessments,their overall risk profile is typically much lower than that of traditional cleaning chemicals.
Many green products are non-toxic, plant-based, and biodegradable, making them safer for both cleaning staff and building occupants.
However, it's important to note that eco-friendly cleaning doesn’t mean risk-free.
Some natural products still contain substances that can irritate the skin or lungs. So even with green cleaning, businesses must follow COSHH compliance steps: assess risks, provide PPE if needed, and train staff in safe usage.
Green Facilities takes a proactive approach here.
We select products that meet eco-label certifications and support sustainability goals without compromising on cleanliness or hygiene. Our team is trained to understand both the health and environmental impact of every product we use.
This dual benefit — safety and sustainability — is why more businesses are shifting to green cleaning as part of their COSHH strategy.
Green Facilities: Making COSHH Compliance in Cleaning Simple
At this point, it’s clear: COSHH compliance is not just a box to tick. It’s an essential part of running a safe and responsible workplace.
If your business manages cleaning in-house, that means a long list of duties:
- Training staff on how to use and store cleaning products
- Completing and updating COSHH risk assessments
- Supplying PPE and checking that it’s used properly
- Keeping up with regulation changes
- Preventing accidents or health issues from chemical exposure
That’s a lot to take on — especially if you don’t have in-house health and safety expertise.
Outsourcing your cleaning services can make this much simpler.
With a trusted provider like Green Facilities, you hand off these responsibilities to professionals who understand COSHH inside and out.
Our services are designed to:
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Fully manage COSHH compliance on your behalf
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Reduce health and legal risks for your business
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Provide clear records of training, chemical use, and safety procedures
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Offer green cleaning options that support your environmental goals
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Deliver reliable, discreet, and high-quality cleaning that fits your schedule
Whether you operate in offices, retail, hospitality, or other commercial environments, we tailor our service to suit your needs — and to keep your staff, visitors, and reputation safe.
Want to know more before committing? Check out these 9 factors to consider before signing an office cleaning contract.
Final Thoughts On COSHH Compliance
Every business has a legal and moral duty to protect people from harm. Cleaning may seem like a routine task, but the products used can pose real risks if not managed properly.
If you’re handling cleaning in-house, make sure you understand your obligations under COSHH.
That includes carrying out risk assessments, training staff, and keeping up with health and safety laws.
If you’d rather not take that on, outsourcing is a smart move.
With Green Facilities, COSHH is taken care of.
We handle compliance, deliver safe and eco-friendly cleaning, and help your business stay protected — legally, environmentally, and professionally.
Get in touch today to talk about how we can help make your workplace safer, cleaner, and fully COSHH-compliant.
