When this template fits
Any UK employer with office-based staff must conduct a suitable and sufficient risk assessment under the Management of Health and Safety at Work Regulations 1999. This template helps office managers and responsible persons identify and control hazards common to sedentary, desk-based workplaces.
What this RAMS includes
- ✓ 9 task-specific hazards scored on a 5×5 matrix (initial → residual)
- ✓ Specific control measures for each hazard, in hierarchy-of-control order
- ✓ A 10-step method statement (sequence of works)
- ✓ PPE, plant/equipment, permits and competence requirements
- ✓ Emergency arrangements and operative briefing / sign-off section
Scope of works
General office risk assessment — slips/trips, DSE, electrical, fire and welfare.
Sequence of works
- 1Review the office layout, headcount, activities and any recent incidents or near misses before commencing the risk assessment.
- 2Walk through all areas of the office including workstations, kitchens, store rooms, plant rooms and escape routes, identifying hazards against the categories: slips/trips, DSE, manual handling, electrical and fire.
- 3Assess each hazard for likelihood and severity, recording existing controls and determining the current risk level using a suitable risk matrix.
- 4Identify additional control measures required, applying the hierarchy of control: elimination first, then engineering controls, administrative measures, and PPE as a last resort.
- 5Check electrical equipment inventory against PAT test records; inspect visible cabling, sockets and extension lead arrangements; arrange remedial work by a competent electrician where required.
- 6Verify fire risk assessment is current, fire detection and suppression equipment is in date, escape routes are clear, and evacuation procedures and marshals are in place.
- 7Confirm all DSE users have a current workstation assessment; arrange assessments for new starters or anyone reporting discomfort.
- 8Record all findings and agreed actions in a written risk assessment document, assign responsibility and target dates for each action.
- 9Communicate significant findings and new controls to all relevant staff; deliver any required toolbox talks or training.
- 10Set a review date (at least annually, or sooner following any significant change, incident or near miss) and monitor completion of identified actions.
Hazards, risk rating & controls
Risk = likelihood × severity (1–25). Initial is before controls; residual is with controls applied.
Slip or trip on floor surfaces
Who’s at risk: Operatives, Other trades on site
- › Route cables through cable management trunking or under-floor ducts to remove trip hazards at source.
- › Implement a daily walkway inspection checklist to ensure aisles are clear, spillages cleaned immediately, and wet floor signs deployed when floors are wet.
- › Ensure floor surfaces are non-slip rated, maintained in good repair, and all walkways are adequately lit.
Display screen equipment (DSE) ill-health
Who’s at risk: Operatives, Other trades on site
- › Conduct individual DSE assessments for all habitual users. Adjust chair height, monitor distance, keyboard position and lighting to ergonomic standards.
- › Provide height-adjustable chairs, monitor arms and wrist rests to allow correct posture for all users.
- › Advise users to take short breaks away from screens at least every hour and vary tasks to reduce static posture.
Manual handling injury
Who’s at risk: Operatives, Other trades on site
- › Use electronic document storage to reduce the volume of physical files and archive boxes that require moving.
- › Use sack trucks or trolleys to move heavy boxes, printers or furniture rather than carrying by hand.
- › Provide instruction on safe lifting technique, team lifting for heavy items, and avoidance of twisting movements.
Electric shock from office equipment
Who’s at risk: Operatives, Other trades on site
- › Ensure all portable electrical equipment is regularly inspected and PAT tested at appropriate intervals by a competent person.
- › Train staff to visually check leads, plugs and equipment for damage before use. Remove and report any defective items immediately.
- › Implement a policy prohibiting use of damaged equipment or privately-owned appliances that have not been inspected and approved.
Overloaded electrical circuits
Who’s at risk: Operatives, Other trades on site
- › Remove 'block' adaptors and replace with individually fused surge-protected extension leads of appropriate rating.
- › Engage a competent electrician to install additional fixed sockets where demand exceeds safe supply to eliminate reliance on extension leads.
Fire and emergency evacuation
Who’s at risk: Operatives, Other trades on site
- › A competent person must conduct and document a suitable and sufficient fire risk assessment, review it regularly and act on findings.
- › Install and maintain adequate smoke detectors, fire alarm systems and appropriate fire extinguishers (CO2 for electrical areas). Test alarms weekly.
- › Establish and communicate a written evacuation plan including assembly points, fire marshals, procedures for visitors and persons with mobility needs. Conduct fire drills at least annually.
- › Ensure all fire exits, escape routes and assembly points are unobstructed, clearly signed and illuminated at all times.
Struck by falling stored items
Who’s at risk: Operatives, Other trades on site
- › Where possible, remove high-level storage and keep heavy items on lower shelves.
- › Fix shelving to walls, do not exceed rated load limits, and include shelving in routine inspection programme.
Inadequate welfare facilities
Who’s at risk: Operatives, Other trades on site
- › Verify that toilet and washing facilities, drinking water supply, heating and rest areas meet minimum requirements for the number of occupants.
- › Implement a planned maintenance and cleaning schedule to keep all welfare facilities in good working order.
Stress and lone working
Who’s at risk: Operatives, Other trades on site
- › Establish a lone working policy requiring workers to check in and out. Provide a means of raising an alarm (e.g. mobile phone, lone worker device).
- › Apply the HSE Management Standards approach to assess and manage causes of work-related stress; ensure line managers are trained to identify early signs.
Competence
- ✓ Operators trained and competent in the equipment and task, and briefed on this risk assessment before use
Schemes (CSCS, PASMA, IPAF…) evidence competence; they are not statutory requirements in themselves.
Plant & equipment
- › Adjustable office chairs and height-adjustable desks
- › PAT-tested electrical equipment records
- › First-aid kit and AED (if applicable)
- › Fire extinguishers with current annual service tag
- › Adequate general and task lighting
Permits & legislation
What principal contractors usually check
- ✓ Adequate lighting levels at workstations and in walkways, with no significant glare or flicker from overhead fittings
- ✓ Emergency evacuation routes clearly signed, unobstructed, and communicated to all staff including visitors
- ✓ First-aid provision appropriate to headcount and layout, with a current first-aider or appointed person named
- ✓ The document is site-specific — real address, access arrangements and dates, not a generic template
- ✓ Hazards match the actual task and the controls are specific (not “take care” and “use PPE”)
- ✓ Named supervisor and competent person, with operative sign-off space
- ✓ Emergency and rescue arrangements that work for this site
The report builder runs these as pre-submission checks before you download — or run an existing document through the free RAMS pre-submission checker.
Frequently asked questions
Who should write a office risk assessment RAMS?
Someone competent to plan the work — usually the contractor doing the job or their supervisor. A template like this gives you the recognised hazards and controls for office risk assessment, but the person signing it off must review it as the competent person and confirm it matches the actual site and method.
How long is the RAMS valid for?
Until something changes — there's no fixed expiry in law. Review it if the method, site conditions, equipment or people change, after any incident or near miss, and at sensible intervals on longer jobs. Date the review and re-brief the team.
What regulations apply to office risk assessment?
Management of Health and Safety at Work Regulations 1999, reg 3 — risk assessment, Manual Handling Operations Regulations 1992, Electricity at Work Regulations 1989 are the main ones, alongside Regulatory Reform (Fire Safety) Order 2005. The Health and Safety at Work etc. Act 1974 and CDM 2015 apply to all construction work.
Does a RAMS need to be site-specific?
Yes — this is the most common reason documents get sent back. Principal contractors reject generic copy-paste RAMS. Your document should name the site, access arrangements, dates, supervisor and any site-specific hazards. The RamsDocs builder fills these in for you and flags what's missing before you download.
Is this template free?
Yes — everything on RamsDocs is free during early access, including building a site-specific version of this RAMS and downloading the PDF. No card required.