Who is responsible for preparing the health and safety file?

The principal designer is responsible for preparing, reviewing, updating and revising the health and safety file throughout the project. On projects with only one contractor and no principal designer appointment, the designer fulfils this role. The client has a separate duty under Regulation 4(5) to ensure the file is prepared, is appropriate and is kept available for future use. The principal contractor should support the principal designer by requiring contractors to submit as-built information and relevant records as work packages are completed.

When must the health and safety file be handed over?

The health and safety file must be handed to the client at or before the end of the project, typically at practical completion. The principal designer should aim to have a substantially complete file ready for handover at practical completion, with any minor outstanding items delivered during the defects liability period. The client must then keep the file for the life of the structure and make it available to anyone who needs it for future construction or maintenance work.

What happens to the health and safety file when a building is sold?

When a building or structure is sold, leased or transferred, the client must pass the health and safety file to the new owner, lessee or occupier so they can fulfil their own duties as client for any future construction work. If the file cannot be located or has not been maintained, the new owner should consider commissioning surveys and assessments to recreate the essential safety information, particularly asbestos surveys, structural assessments and services records.

Can the health and safety file be kept digitally?

Yes. CDM 2015 does not prescribe the format of the health and safety file. It can be a physical folder, a digital PDF collection, a record within a building information model (BIM) or an entry in an asset management system. The key requirement is that the file is accessible, legible and can be made available to anyone who needs it for future works. Digital files should be stored in a format that will remain readable over the life of the structure, with appropriate backup and access controls. MapTrack supports digital document management that can house the health and safety file alongside ongoing asset and inspection records.

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Free CDM 2015 health and safety file template (PDF-ready). Covers Regulation 12 duties, as-built records and residual risks. Download free.

Jarrod Milford

Commercial Director

Updated 3 May 2026

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What is a cdm health and safety file template?

A CDM health and safety file is a document, or collection of documents, that records information about the completed construction project that is likely to be needed during any subsequent construction work, including maintenance, renovation, refurbishment or demolition. Under CDM 2015 Regulation 12(5), the principal designer must prepare, review, update and revise the health and safety file during the pre-construction and construction phases. Regulation 4(5) places a duty on the client to ensure the file is prepared, is appropriate to the project, and is kept available for inspection by anyone who may need it for future works. The file is handed to the client at project completion and must be kept and made available for the life of the structure.

The health and safety file is not a project safety management document; it is a legacy record for future use. It contains as-built drawings, details of the structure and materials used, information about utilities and services, details of maintenance facilities and access equipment designed into the structure, and records of residual hazards that could not be eliminated by design. Without an adequate health and safety file, future designers, contractors and building managers lack the information needed to plan safe maintenance and construction work on the completed structure. This can lead to foreseeable incidents during routine maintenance or future refurbishment, and places the original client in breach of their CDM duties.

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Benefits of using this cdm health and safety file template

Regulatory compliance: fulfil the client duty under CDM 2015 Regulation 4(5) and the principal designer duty under Regulation 12(5) to ensure a health and safety file is prepared and maintained.
Future safety: provide future designers, contractors and maintenance teams with the information they need to plan safe methods of work on the completed structure.
Residual risk records: document hazards that could not be eliminated by design, such as fragile roofing materials, asbestos left in situ, structural limitations and concealed services, so future workers are forewarned.
As-built accuracy: record the structure and materials as actually constructed, rather than as originally designed, capturing any changes made during the construction phase.
Maintenance planning: include details of maintenance access provisions, fall protection anchorage points, cleaning cradle systems and other facilities designed into the structure for safe ongoing maintenance.
Asset transfer: when a building is sold, leased or transferred, the health and safety file accompanies the structure and ensures the new owner or occupier has the safety information needed for their duties.

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What to include in a cdm health and safety file template

This cdm health and safety file template covers 8 key areas:

Project summary: project name, site address, client, principal designer, principal contractor, date of completion, brief description of the construction work carried out.
As-built drawings: final drawings showing the structure as actually constructed, including structural, architectural, mechanical, electrical and drainage layouts, with revision dates.
Structure and materials: details of the structural form, key materials used (including any hazardous materials left in place), loading assumptions, fire resistance ratings and any design constraints.
Services and utilities: location and specification of all services, including gas, electricity, water, drainage, telecoms, fire alarm, sprinkler and mechanical ventilation systems, with isolation points marked.
Residual hazards: a register of hazards that could not be eliminated by design, such as fragile roof materials, asbestos-containing materials left in situ, confined spaces, concealed structural elements and restricted access areas.
Maintenance and access provisions: details of permanent access equipment, fall arrest anchorage points, cleaning cradle tracks, roof access hatches, ladder access points and any maintenance requirements for building-specific systems.
Specialist equipment records: installation, commissioning and test certificates for lifts, escalators, pressure systems, lightning protection, fire suppression systems and any other equipment requiring periodic inspection.
Environmental and planning constraints: records of planning conditions, listed building restrictions, environmental designations, contaminated land remediation certificates and any ongoing monitoring requirements.

How to use this cdm health and safety file template

Establish the health and safety file structure and format at the start of the project, in agreement with the client and principal designer.: Agree the file format (paper, digital PDF, building information model or asset management system) with the client during the pre-construction phase. Define the file contents based on the project scope and the information that will be needed for future maintenance and construction. Use a contents list aligned with the CDM 2015 requirements and the HSE guidance in L153.
Collect and compile information progressively throughout the construction phase, including as-built drawings, material specifications, test certificates and commissioning records.: Do not leave file preparation until the end of the project. As each work package is completed, collect the relevant as-built drawings, product data sheets, test certificates and commissioning records from the contractor responsible. The principal designer should coordinate this collection, but the principal contractor should support by requiring contractors to submit information as a condition of their engagement.
Document all residual hazards that could not be eliminated by design, including their location, nature and the precautions required for future work.: Review design risk assessments and method statements to identify residual hazards. For each one, record the hazard type, exact location, the reason it could not be eliminated, and the precautions that future workers will need to take. Common examples include fragile roofing, asbestos left in situ, structural voids, concealed pre-stressed or post-tensioned elements, and restricted headroom areas.
Review and update the file before handover to ensure it is complete, accurate and proportionate to the project.: Before practical completion, the principal designer should review the file against the agreed contents list and confirm that all required information has been received. Check that as-built drawings reflect the final constructed condition, not the original design. Remove superseded information and ensure the file is clearly organised and easy to navigate for someone who was not involved in the original construction.
Hand the completed health and safety file to the client and confirm they understand their duty to keep it available for future use.: The principal designer must hand the health and safety file to the client at or before the end of the project. Record the handover date and obtain the client acknowledgement of receipt. Advise the client that they must keep the file for the life of the structure, make it available to anyone who needs it for future construction work, and update it if further construction work is carried out.

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How often should you complete this plan?

The health and safety file is developed progressively throughout the project and is handed to the client at project completion. It is not a periodic document with a fixed review cycle. However, the principal designer should review the file at key project milestones, such as the completion of major work packages, to ensure information is being collected on schedule. After handover, the client must update the file whenever further construction, maintenance or refurbishment work is carried out on the structure that changes the information in the file. If the building is sold or transferred, the file must be passed to the new owner. The client should review the file periodically, typically every three to five years, to confirm it remains accessible, legible and up to date.

Frequently asked questions

What is a CDM health and safety file?: A CDM health and safety file is a record of information about a completed construction project that is likely to be needed for future construction work on the same structure, including maintenance, renovation and demolition. It is required under CDM 2015 Regulation 12(5) and must be prepared by the principal designer, or the sole designer on projects with only one contractor. The file typically contains as-built drawings, structural and material details, services locations, residual hazard records, maintenance access provisions and specialist equipment certificates.
Who is responsible for preparing the health and safety file?: The principal designer is responsible for preparing, reviewing, updating and revising the health and safety file throughout the project. On projects with only one contractor and no principal designer appointment, the designer fulfils this role. The client has a separate duty under Regulation 4(5) to ensure the file is prepared, is appropriate and is kept available for future use. The principal contractor should support the principal designer by requiring contractors to submit as-built information and relevant records as work packages are completed.
When must the health and safety file be handed over?: The health and safety file must be handed to the client at or before the end of the project, typically at practical completion. The principal designer should aim to have a substantially complete file ready for handover at practical completion, with any minor outstanding items delivered during the defects liability period. The client must then keep the file for the life of the structure and make it available to anyone who needs it for future construction or maintenance work.
What happens to the health and safety file when a building is sold?: When a building or structure is sold, leased or transferred, the client must pass the health and safety file to the new owner, lessee or occupier so they can fulfil their own duties as client for any future construction work. If the file cannot be located or has not been maintained, the new owner should consider commissioning surveys and assessments to recreate the essential safety information, particularly asbestos surveys, structural assessments and services records.
Can the health and safety file be kept digitally?: Yes. CDM 2015 does not prescribe the format of the health and safety file. It can be a physical folder, a digital PDF collection, a record within a building information model (BIM) or an entry in an asset management system. The key requirement is that the file is accessible, legible and can be made available to anyone who needs it for future works. Digital files should be stored in a format that will remain readable over the life of the structure, with appropriate backup and access controls. MapTrack supports digital document management that can house the health and safety file alongside ongoing asset and inspection records.

Applicable regulatory standards

This template aligns with the following regulations and standards:

CDM 2015 Regulation 12(5) (Health and safety file)
CDM 2015 Regulation 4(5) (Client duty to ensure file is prepared)
Health and Safety at Work etc. Act 1974
Management of Health and Safety at Work Regulations 1999

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