Do I Need a RAMS Document?

Do I Need to Complete a RAMS Document?

Whether you are a sole trader taking on your first commercial contract, a small contractor asked by a principal contractor to "send over your RAMS", or a business owner unsure of your legal obligations, the question of whether you need a RAMS document is one of the most common in UK health and safety.

The short answer is: almost certainly yes. But the full answer depends on the type of work you do, who you are working for, and what the law actually requires. This guide explains exactly when you need a RAMS document, what happens if you do not have one, and how to get started.

What is a RAMS Document?

A RAMS document is a combined Risk Assessment and Method Statement. If you are not familiar with the term, our guide What is a RAMS Document? covers everything you need to know. In short, it is a document that:

• Identifies the hazards associated with your work
• Assesses the level of risk each hazard presents
• Sets out the control measures that will reduce each risk
• Describes step by step how the work will be carried out safely

Together these two parts — the risk assessment and the method statement — form a complete safe system of work for a specific task or project.

Is a Risk Assessment a Legal Requirement?

The Health and Safety at Work etc. Act 1974 places an overarching duty on every employer to ensure, so far as is reasonably practicable, the health, safety and welfare of their employees and anyone else who may be affected by their work. A risk assessment is the primary tool for fulfilling that duty in practice.

If you employ five or more people you are also legally required to record the findings of your risk assessment in writing. If you employ fewer than five people you are not required to write it down — but in practice, for any work where a client or principal contractor is involved, you will almost always need to provide written evidence of your risk assessment. A RAMS document is that written evidence.

Is a Method Statement a Legal Requirement?

A method statement is not specifically required by any single piece of legislation in the way that a risk assessment is. However, it is required in practice for most commercial work for two reasons:

1. It is required contractually. The vast majority of principal contractors, clients and site managers will not allow work to begin on their site without a method statement. It is a standard pre-qualification requirement across construction, facilities management, events, logistics and many other industries. Not having one means you cannot win the work.

2. It is required to demonstrate a safe system of work. The Management of Health and Safety at Work Regulations 1999 require employers to implement the preventive and protective measures identified in the risk assessment. A method statement is the documented evidence that you have done this — that you have thought through how the work will be carried out safely, not just identified the risks.

In practice, a risk assessment without a method statement is an incomplete document for most site-based work. That is why the two are almost always produced together as a single RAMS document.

Do I Need a RAMS Document if I am Self-Employed?

Yes — if your work could affect the health and safety of others. The Health and Safety at Work Act 1974 and the Management of Health and Safety at Work Regulations 1999 both apply to self-employed people whose work could put others at risk.

If you are a sole trader working alone on a job that only affects you, the legal position is more nuanced — the Health and Safety at Work Act was amended in 2015 to exempt self-employed people whose work poses no potential risk to others. However, in practice:

• Almost all commercial work involves some risk to others — other trades, clients, members of the public
• Most clients and principal contractors require a RAMS document regardless of your employment status
• Working without a RAMS document and then having an incident leaves you personally liable

The safe and commercially sensible position for any self-employed contractor is to produce a RAMS document for all site-based and hazardous work.

When Do You Definitely Need a RAMS Document?

While the legal requirement applies broadly, there are specific situations where a RAMS document is absolutely essential:

Working on a Construction Site

Under the Construction (Design and Management) Regulations 2015 (CDM 2015), all construction work must be properly planned, managed and monitored. Every contractor on a construction site is required to have a suitable method of working and to cooperate with the principal contractor's Construction Phase Plan. A RAMS document is the standard way of demonstrating this. Without one you will not gain site access.

Working at Height

The Work at Height Regulations 2005 require every employer to ensure that work at height is properly planned, supervised and carried out safely. A RAMS document for any task involving work at height is expected as standard and will be required by any principal contractor or client.

Using Lifting Equipment

Under the Lifting Operations and Lifting Equipment Regulations 1998 (LOLER), every lifting operation must be properly planned by a competent person, appropriately supervised and carried out safely. A RAMS document covering the lifting operation is a key part of demonstrating LOLER compliance.

Working with Hazardous Substances

The Control of Substances Hazardous to Health Regulations 2002 (COSHH) require a specific assessment before anyone works with hazardous substances. A COSHH assessment is typically included within or alongside the RAMS document for work involving chemicals, dust, fumes or biological agents.

Working in Confined Spaces

The Confined Spaces Regulations 1997 require a safe system of work for any entry into a confined space. A RAMS document is the foundation of that safe system and is mandatory for confined space entry.

Working on Gas or Electrical Systems

Gas work must be carried out by a Gas Safe Registered engineer under the Gas Safety (Installation and Use) Regulations 1998. Electrical work must be carried out by a competent person under the Electricity at Work Regulations 1989. In both cases a RAMS document covering the specific task is expected as standard.

What Happens if You Do Not Have a RAMS Document?

The consequences of not having a RAMS document when one is required can be serious:

You will not get the work. Most principal contractors and clients require a RAMS document as part of their pre-qualification process. Without one you cannot win commercial contracts or gain site access.

You could face HSE enforcement action. The Health and Safety Executive has the power to issue improvement notices, prohibition notices and prosecute businesses that fail to carry out suitable and sufficient risk assessments. Fines for health and safety offences can run to tens of thousands of pounds.

You could be personally liable in the event of an incident. If someone is injured during work that you have not properly risk-assessed and documented, you face personal liability for the consequences. This includes civil claims, criminal prosecution and potentially unlimited fines or imprisonment in serious cases.

Your insurance could be invalidated. Most public liability and employers liability insurance policies require you to comply with health and safety legislation. Operating without required risk assessments could void your policy at the point you need it most.

How Detailed Does My RAMS Document Need to Be?

The HSE uses the phrase "suitable and sufficient" to describe the standard a risk assessment must meet. This means the document must:

• Identify all significant hazards associated with the work
• Assess the likelihood and severity of harm for each hazard
• Set out proportionate control measures that genuinely reduce the risk
• Reflect how the work will actually be carried out — not a theoretical ideal

A simple low-risk task requires a simple document. A complex high-risk project requires a more detailed one. The key is that the document is specific to your work — a generic template copied and submitted unchanged is not a suitable and sufficient risk assessment.

How Do I Get Started With My First RAMS Document?

If you have never produced a RAMS document before the process can feel daunting. In practice, a well-structured RAMS document covers these key areas:

• Project and task information — what, where, when and who
• Scope of work — exactly what the job involves
• Methodology — step by step how the work will be carried out
• Risk assessment — hazards, who might be harmed and control measures
• PPE requirements — what protective equipment is needed
• Training requirements — what qualifications and certifications are required
• Emergency arrangements — assembly point, nearest A&E, first aid provision

Our guide What is a RAMS Document? covers each of these sections in detail and explains what a complete, professional RAMS document looks like.