Templates & record sheets
Free, practical templates for the records a UK Legionella programme actually needs. View each one online, or download the editable spreadsheet.
Legionella temperature monitoring logA simple log for recording routine hot and cold water temperatures at sentinel and representative outlets, with space to note the action taken when a reading falls outside target.Flushing record sheet (low-use outlets)A flushing record for infrequently used outlets, capturing flush duration and post-flush temperatures so stagnant water is kept under control.Water system asset register / outlet scheduleAn inventory of your water system's assets and outlets: the foundation on which monitoring, flushing and your written scheme of control are built.Written scheme of control (outline)An outline for setting out the control measures from your risk assessment, who is responsible and how often each is carried out, in line with COSHH (regulations 7 and 9) and ACoP L8.Monitoring & inspection plannerA planner for scheduling recurring monitoring and inspection tasks, with frequencies, owners and next-due dates so nothing slips.Risk-assessment action trackerA tracker for managing the remedial actions arising from your legionella risk assessment, from finding through to verified completion.Legionella sampling recordA record for legionella water sampling, capturing sample details, laboratory results and the action taken in response.Compliance audit checklistA checklist for auditing your legionella management arrangements and records against ACOP L8 and HSG274.Legionella roles and appointments recordA record of who holds each legionella management role: duty holder, Responsible Person and deputies: with the date appointed, their responsibilities and the evidence of competence, as expected under ACoP L8.Legionella training and competency recordA training matrix logging who has received what legionella training, at which level, when, and when refresher training is due, the evidence of competence that ACoP L8 expects.Risk-assessment review logA log of each formal review of your legionella risk assessment: what triggered it, whether the system or use has changed, and the outcome, so you can show the assessment is kept current rather than left to a fixed expiry.Cold water storage tank inspection recordA record for the periodic inspection of cold water storage tanks: lid and screen integrity, water temperature and internal condition, which is typically a separate annual check from routine temperature monitoring.Calorifier inspection and drain-off recordA record for the periodic inspection of calorifiers and hot water cylinders, including flow and return temperatures and the drain-off check for sludge and scale accumulation in the base.TMV service and fail-safe recordA record for servicing thermostatic mixing valves: checking the fail-safe shutoff, cleaning/descaling strainers and disinfecting, balancing scald protection with legionella control.Showerhead cleaning and descaling recordA record for the periodic cleaning, descaling and disinfection of showerheads, hoses and other spray outlets, which generate aerosols and accumulate scale and biofilm.Disinfection / chlorination certificateA certificate and record of any system disinfection: chemical (chlorination) or thermal: capturing the method, concentration, contact time and post-disinfection verification.Incident, outbreak and RIDDOR recordA record for managing legionella-related incidents: suspected or confirmed cases, persistent positive results or system failures, and any reporting to the HSE/local authority and public health.Contractor and permit-to-work recordA record for managing water-hygiene contractors: confirming RAMS, permits to work, competence/LCA assurance and that completed records are returned for your logbook.Cooling tower / evap condenser logbookAn operating logbook for cooling towers and evaporative condensers (HSG274 Part 1), capturing routine checks such as dip slides, biocide dosing, conductivity, pH and visual condition.Cooling tower notification recordA record of notifications to the local authority for cooling towers and evaporative condensers: new devices, changes and decommissioning: under the Notification of Cooling Towers and Evaporative Condensers Regulations 1992.Spa pool / hot tub operation logA daily operating log for spa pools and hot tubs under HSG282, recording disinfectant residual, pH, temperature, bather load and dilution/dump so water quality is kept under continuous control.Water treatment dosing recordA record for continuous chemical dosing and secondary disinfection systems (such as chlorine dioxide or copper-silver ionisation), logging setpoints, measured residuals and chemical replenishment.Other risk systems maintenance log (HSG274 Pt3)A maintenance log for the 'other' risk systems covered by HSG274 Part 3: such as humidifiers, misting and spray systems, fountains and water features, vehicle washes, emergency showers and eyewash, and dental units.New system commissioning recordA record for commissioning new or refurbished water systems before handover: confirming flushing, disinfection, temperatures and any sampling so a system is not brought into use stagnant or contaminated.Shutdown and recommissioning recordA record for managing systems through closure or low-use periods and safely bringing them back into use: covering the action taken at shutdown and the flushing, disinfection and checks done before reopening.Water safety group / plan review recordA meeting and decision record for a water safety group and water safety plan (BS 8680, and HTM 04-01 in healthcare), capturing attendance, items reviewed and actions so the plan is governed as a live management system.
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