Welcome to our Health and Safety Blog Section.
In this section we give useful information around managing Health and Safety in your organisation and useful guidance.
​Here we go...........​
How to prepare for an HSE visit (UK & Scotland)
An unannounced visit from the Health & Safety Executive (HSE) can worry even the most organised business. The good news? If you understand what the inspector will look for and prepare your evidence, the process is straightforward.
What HSE Inspectors Typically Check
- Risk assessments
- Safe systems of work
- Training records and competence
- COSHH assessments
- Maintenance and equipment checks
- Fire safety management
- Accident reporting and investigation
- Worker engagement
- Management oversight
- Housekeeping and general site safety
​How to Prepare
1. Make sure your documentation is current.
2. Conduct an internal audit beforehand.
3. Ensure managers understand their responsibilities.
4. Fix obvious hazards.
5. Be honest during the visit.
​Common Reasons Businesses Receive Notices
- Inadequate guarding
- Poor control of hazardous substances
- Lack of risk assessments
- No evidence of training
- Poor management oversight​
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What are HSE Prohibition and Improvement Notices and FFI (Fee for Intervention)?
HSE Improvement Notice
Issued when there is a breach of health and safety law that isn't an immediate danger but could cause harm if not addressed.
The notice requires the business to make improvements within a set timeframe.
HSE Prohibition Notice
Issued when there is a serious and immediate risk to peoples safety.
The activity must stop immediately until the danger is removed and the organisation can demonstrate that it is safe to continue.
These notices protect workers and help ensure organisations comply with the law - preventing accidents before they happen.
FFI - HSE Fee for Intervention
If the HSE identifies what they call a Material Breach of health and safety law, they can charge the organisation for the time spent investigating and enforcing compliance.
This includes inspections, correspondences, and follow-up visits.
The Five Steps to Risk Assessment: A Practical Guide for UK & Scotland Workplaces
Carrying out a robust risk assessment is not just a legal requirement—it’s one of the most effective tools for preventing workplace accidents and ensuring a safe, healthy working environment. Whether you operate in England, Wales, or Scotland, the principles of risk assessment remain the same and are grounded in the Health and Safety at Work etc. Act 1974, Management of Health and Safety at Work Regulations 1999, and Scotland’s equivalent enforcement framework under the HSE and the Crown Office & Procurator Fiscal Service (COPFS).
At My HSE Manager Ltd, we help businesses simplify risk assessment and embed safety into everyday operations. Below is a clear, practical breakdown of the Five Steps to Risk Assessment, aligned with UK and Scottish regulatory expectations.
1. Identify the Hazards
The first step is understanding what could cause harm in the workplace. A hazard is anything with the potential to cause injury, ill health, or damage.
Key actions:
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Walk the workplace and observe tasks, equipment, substances, and behaviours.
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Review accident records, near misses, and safety reports.
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Consider non-routine tasks (maintenance, cleaning, contractor work).
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Think beyond obvious risks—include stress, noise, vibration, and environmental conditions.
In Scotland, the HSE operates in partnership with COPFS, meaning serious failures or unaddressed hazards may also result in prosecution through the Procurator Fiscal.
2. Decide Who Might Be Harmed and How
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Understanding who is exposed helps you decide how to control the risk.
Consider:
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Employees (full time, part time, agency staff).
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Contractors, visitors, and members of the public.
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Young persons, expectant mothers, and other vulnerable groups.
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Lone workers or night-shift employees.
Identifying how they might be harmed is equally important—cuts, falls, crush injuries, chemical exposure, musculoskeletal injuries, etc.
3. Evaluate the Risks and Decide on Precautions
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This step is about determining how likely the harm is to occur and how severe it could be. This is where risk matrices and scoring systems help prioritise controls.
Follow the hierarchy of control:
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Eliminate the hazard
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Substitute with something safer
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Engineer controls (guards, barriers, extraction)
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Administrative measures (training, supervision, procedures)
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PPE (always the last line of defence)
Under both UK and Scottish enforcement, regulators expect controls to be practicable or reasonably practicable, meaning the level of risk must be balanced against the time, effort, and cost of mitigation.
4. Record Your Findings and Implement Them
If you employ five or more people, you must record your risk assessment. Even smaller businesses benefit from documenting this step.
Your record should clearly show:
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The hazards
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Who may be harmed and how
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Existing controls
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Additional controls needed
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Allocation of responsibilities and target dates
Implementation is the key—controls must be actioned, communicated, and monitored. With Scotland’s strong focus on accountability through COPFS, failure to implement controls can lead to enforcement action, improvement notices, prohibition notices, or prosecution.
5. Review and Update the Risk Assessment
Risk assessments are living documents. They should be reviewed when:
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There is a significant change in process, equipment, personnel, or location.
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An accident or near miss occurs.
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New legislation, technology, or industry guidance becomes available.
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A scheduled periodic review is due (at least annually is best practice).
In Scotland, regulatory bodies may also request evidence of review following major incidents or inspections.
Regular reviews ensure your controls remain effective and reflect the current working environment.
Why Risk Assessment Matters
A good risk assessment:
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Reduces accidents and injuries
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Improves productivity and staff morale
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Demonstrates compliance with UK & Scottish law
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Protects senior management from HSWA Section 37 liability
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Helps avoid costly civil claims, enforcement notices, and reputational damage
For businesses in sectors such as manufacturing, construction, warehousing, logistics, and fabrication—risk assessment is not just compliance; it is a strategic necessity.
Support from My HSE Manager Ltd
If you need help conducting risk assessments across your operations—whether a single site or multi-site business in the UK or Scotland—My HSE Manager Ltd can support you with:
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On-site risk assessments
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Training for managers and supervisors
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Risk assessment templates and digital forms
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Independent audits and gap analysis
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Competent person services
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Full risk management systems aligned with ISO 45001
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