Commercial Cleaning RAMS Template
Free, downloadable RAMS template for commercial cleaning companies. CDM 2015 compliant risk assessments and method statements for all project types.
Create Your Free AccountWhat Are RAMS?
RAMS stands for Risk Assessments and Method Statements. It is a comprehensive safety document that identifies potential hazards in cleaning operations, evaluates the associated risks, and outlines detailed safe working procedures and control measures. RAMS combines two critical elements: a risk assessment matrix that rates hazards by likelihood and severity, and method statements that detail step-by-step procedures for carrying out work safely.
In commercial cleaning, RAMS are essential for demonstrating competence, meeting client requirements, and ensuring your team understands the hazards and controls required. A well-structured RAMS document protects both your business and your employees by creating a clear framework for safe work practices.
Many commercial clients, particularly facilities managers and contractors, require that all cleaning service providers submit RAMS before work begins. This ensures uniform safety standards across all trades on a commercial site.
Legal Requirements Under UK Law
- Construction (Design and Management) Regulations 2015 (CDM 2015): Requires all contractors and cleaning providers to submit RAMS for construction or maintenance projects.
- Health and Safety at Work etc. Act 1974: Establishes the duty to assess risks and take reasonable steps to control them.
- Management of Health and Safety at Work Regulations 1999: Mandates documented risk assessments for all work activities.
- Control of Substances Hazardous to Health (COSHH) Regulations 2002: Requires specific assessment of chemical hazards in cleaning operations.
- Work at Height Regulations 2005: Mandates RAMS for any cleaning work performed above 2 metres.
When RAMS Are Required
Always Required
- •Construction sites and refurbishment projects
- •High-risk environments (hospitals, laboratories)
- •Work at height above 2 metres
- •Work involving heavy machinery or equipment
- •Hazardous chemical use (COSHH)
- •Commercial contract bidding and tenders
Often Required
- •Office and commercial building cleaning
- •Shopping centres and retail environments
- •Educational facilities (schools, universities)
- •Healthcare facilities (clinics, dental practices)
- •Industrial facilities and warehouses
- •Sites with client-imposed safety requirements
Structure of a Commercial Cleaning RAMS Document
Document Header
Company name, logo, document title, version number, date prepared, prepared by, site location, scope of work, and validity dates.
Executive Summary / Overview
Brief description of the cleaning operations, areas covered, duration, team size, and key hazards identified. Sets context for the assessment.
Scope of Work
Detailed description of cleaning tasks to be performed: surface types, areas, access requirements, equipment to be used, and any site-specific constraints.
Risk Assessment Matrix
Systematic identification of hazards, evaluation using likelihood × severity scoring, designation of who is at risk, proposed control measures, and residual risk rating.
Method Statements
Detailed step-by-step procedures for each cleaning task, including PPE requirements, emergency procedures, tool use, and safety protocols.
Emergency Procedures
Documented protocols for accidents, chemical spills, evacuations, and key contact information including site management and emergency services.
Staff Competency & Training
Details of staff qualifications, inductions, toolbox talks, and evidence that team members understand the RAMS.
Approval & Sign-Off
Signatures from your company, site management, and health & safety oversight confirming acceptance of the RAMS.
Common Hazards in Commercial Cleaning
Chemical Hazards (COSHH)
Typical Risk: Medium-High
- •Cleaning product toxicity
- •Chemical skin burns and irritation
- •Respiratory hazards (fume inhalation)
- •Eye and mucous membrane irritation
- •Allergic reactions and sensitization
- •Chemical spillage and storage risks
Physical Hazards
Typical Risk: Medium
- •Slips, trips, and falls
- •Falls from height (ladders, scaffolding)
- •Manual handling and back injuries
- •Struck by moving equipment
- •Caught between objects
- •Repetitive strain injuries
Biological Hazards
Typical Risk: Medium
- •Bloodborne pathogens
- •Bacteria and virus exposure
- •Sharps injuries (needles, broken glass)
- •Mould and fungal exposure
- •Pest contamination
- •Infection transmission
Environmental Hazards
Typical Risk: Low-Medium
- •Lone working risks
- •Working in confined spaces
- •Noise exposure
- •Inadequate lighting
- •Temperature extremes
- •Poor ventilation
Risk Rating Methodology
Use this standardized approach to rate hazards: Likelihood (probability of occurrence) multiplied by Severity (potential harm) equals Risk Score. This methodology is HSE and CDM 2015 compliant.
| Likelihood Score | Description | Severity Score | Description |
|---|---|---|---|
| 1 = Unlikely | Unlikely to occur, not likely within normal operations | 1 = Minor | First aid injury, minor wound or bruise |
| 2 = Possible | May occur occasionally, has happened before | 2 = Moderate | Temporary disabling injury, medical treatment needed |
| 3 = Likely | Likely to occur regularly, several incidents expected | 3 = Serious | Reportable injury, permanent partial disability |
| 4 = Very Likely | Occurs frequently, expected to happen multiple times | 4 = Fatal | Death or permanent total disability |
Risk Score Calculation: Likelihood × Severity = Risk Score
Risk Levels: Score 1-4 = Low | Score 5-8 = Medium | Score 9-16 = High
| Risk Score | Risk Level | Action Required |
|---|---|---|
| 1-4 | Low | Standard controls, document control measures |
| 5-8 | Medium | Specific control measures, staff training required |
| 9-16 | High | Immediate action, specialist involvement may be needed, work may not proceed until controls implemented |
Control Measures for Common Cleaning Hazards
Follow the hierarchy of controls: eliminate the hazard, substitute with something safer, implement engineering controls, use administrative controls, and finally provide Personal Protective Equipment (PPE).
Chemical Spillage / COSHH
- ✓Store all chemicals in sealed, labelled containers
- ✓Provide Safety Data Sheets (SDS) for all products
- ✓Use spill kits and containment trays
- ✓Ensure staff wear appropriate PPE (gloves, eye protection)
- ✓Provide ventilation or use products with lower hazard ratings
- ✓Train staff on correct dilution and use
Slips, Trips, and Falls
- ✓Use wet floor signs and barriers during cleaning
- ✓Ensure floors are cleaned during off-peak hours where possible
- ✓Provide non-slip footwear for staff
- ✓Inspect floors for hazards before work
- ✓Clean up spillages immediately
- ✓Ensure adequate lighting in all areas
Work at Height
- ✓Use stable ladders on level ground
- ✓Never overreach; reposition ladder as needed
- ✓Ensure ladders are regularly inspected and maintained
- ✓Consider using mobile elevated work platforms instead
- ✓Ensure staff are trained in working at height
- ✓Never work alone at height
Manual Handling Injuries
- ✓Avoid unnecessary manual handling; use trolleys or equipment
- ✓Ensure proper lifting techniques are trained
- ✓Limit weight of items carried
- ✓Assess whether mechanical aids can be used
- ✓Ensure adequate breaks and rotation of tasks
- ✓Provide back support and appropriate footwear
Lone Working
- ✓Implement buddy system where possible
- ✓Establish regular check-in procedures
- ✓Provide mobile phone or communication devices
- ✓Ensure lone workers know emergency procedures
- ✓Provide training specific to lone working
- ✓Conduct risk assessment for lone working activities
Biological Hazards (Sharps, Blood)
- ✓Provide puncture-resistant gloves and hand protection
- ✓Use sharps containers for safe disposal
- ✓Train staff on bloodborne pathogen protocols
- ✓Provide first aid kits and guidance
- ✓Use single-use items where possible
- ✓Follow NHS or relevant healthcare facility protocols
Site-Specific RAMS vs Generic Templates
| Aspect | Generic RAMS | Site-Specific RAMS |
|---|---|---|
| Use Case | Standard cleaning operations, routine contracts | Specific sites, unique hazards, construction projects |
| Customization | Minimal; broad hazards and controls | Extensive; tailored to site conditions |
| Client Acceptance | Often insufficient for larger contracts | Required and expected for commercial work |
| Compliance | Meets HSE minimum requirements | Fully CDM 2015 compliant for projects |
| Development Time | Minutes; use existing template | Hours; requires site visit and analysis |
| Legal Weight | Good for small operations | Demonstrates thoroughness and due diligence |
Keeping RAMS Up to Date
RAMS documents require regular review and updates to remain compliant and effective.
- Annual Review: Formally review all RAMS at least once per year, even if no changes have occurred.
- Incident Triggers: Update RAMS immediately after any accident, near-miss, or safety issue.
- Operational Changes: Revise when new equipment is introduced, products change, or work scope expands.
- Staff Changes: Update team composition, training records, and competency assessments.
- Regulatory Changes: Adapt to new guidance from HSE, local authorities, or industry standards.
- Feedback Implementation: Incorporate lessons learned from staff, client feedback, and inspection outcomes.
How GraySwift Streamlines RAMS Creation
GraySwift's RAMS Builder automates the creation of professional, compliant risk assessments and method statements. Instead of spending hours in Word, our platform:
- Generates compliant documents based on proven templates that meet CDM 2015 and HSE standards.
- Guides you through the process with step-by-step workflows to identify hazards and controls.
- Maintains version control so you can track changes and keep historical records.
- Stores documents securely in the cloud, accessible to your team and clients.
- Integrates with proposals so RAMS can be sent to clients alongside quotes.
Manual RAMS vs GraySwift Automation
| Task | Writing in Word | GraySwift RAMS Builder |
|---|---|---|
| Time to Create | 4-8 hours per document | 30-45 minutes |
| Consistency | Variable, prone to omissions | Standardized, comprehensive |
| Compliance | Manual review needed | Built-in CDM 2015 compliance |
| Updates & Changes | Manual edits, version control issues | Auto-version tracking, revision history |
| Client Delivery | Email attachments, no tracking | Secure client portal, view/download tracking |
| Team Collaboration | Shared folders, conflicting versions | Real-time collaboration, single source of truth |
| Knowledge Base | No guidance, trial and error | Built-in templates, best practices, examples |
Frequently Asked Questions About Commercial Cleaning RAMS
What is the difference between a RAMS and a risk assessment?
A risk assessment identifies and evaluates hazards. RAMS combines risk assessment with method statements—the detailed procedures for safe work. RAMS is the complete document required by CDM 2015.
Are RAMS required for every cleaning job?
For construction projects and commercial contracts, yes. For routine office cleaning, a risk assessment may suffice. Check with your client—most commercial sites require RAMS.
How site-specific does a RAMS need to be?
RAMS must address the specific hazards of your site. Generic templates are a starting point, but they must be customized with actual site conditions, client requirements, and your operational details.
Who is responsible for approving RAMS?
Your company is responsible for developing and implementing RAMS. The site project manager or client must review and approve before work begins. Signatures from both parties demonstrate acceptance.
How long are RAMS valid?
RAMS typically remain valid for the duration of the project or contract. However, they must be reviewed if conditions change. For standing contracts, review annually at minimum.
Can I use the same RAMS for multiple sites?
Generic sections can be reused, but each site requires site-specific additions addressing unique hazards. Never submit an unmodified generic RAMS to a client.
What happens if I don't have RAMS on a CDM project?
You are in breach of CDM 2015 regulations. Work must stop, fines can be issued by HSE, and your business liability is significantly exposed. This can result in criminal prosecution.
How do I prove my RAMS is compliant?
Use a framework based on HSE guidance, include all required sections, have documented hazard identification and control measures, and obtain client approval. GraySwift automates this process.
Generate Professional RAMS in Minutes
Stop spending hours on Word documents. Create CDM 2015 compliant RAMS automatically with GraySwift.
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