Person Specific Risk Assessment Template for England and Wales

A Person Specific Risk Assessment is a crucial workplace safety document that evaluates individual-specific health and safety risks that cannot be adequately addressed through general risk assessments. This assessment ensures your organisation meets its legal obligations while protecting vulnerable employees and maintaining a safe working environment for everyone.

When do you need this document?

You must conduct a person specific risk assessment when an employee's individual circumstances create unique workplace risks. This includes situations where employees have disclosed medical conditions, disabilities, or are pregnant, as well as when workers are returning after long-term absence or injury. The assessment is also required when implementing reasonable adjustments under the Equality Act 2010, or when occupational health professionals recommend individual risk evaluation. Young workers under 18, new or expectant mothers, and employees with temporary or permanent health conditions all trigger the need for this specialised assessment.

Key legal considerations

Your Person Specific Risk Assessment must balance multiple legal requirements while maintaining the individual's dignity and privacy. The document must identify specific hazards relevant to the person's condition, evaluate both likelihood and severity of potential harm, and establish appropriate control measures. You must ensure all personal and health information remains confidential, processed only by authorised personnel under GDPR and Data Protection Act 2018 requirements. The assessment should demonstrate reasonable adjustments where applicable, document any consultation with occupational health services, and establish clear review timelines. Remember that control measures must be proportionate, practical, and not discriminatory, while still ensuring effective risk mitigation.

Legal requirements in England and Wales

Under the Health and Safety at Work etc. Act 1974, employers have an absolute duty to ensure employee health, safety and welfare, which extends to individual-specific assessments. The Management of Health and Safety at Work Regulations 1999 specifically require risk assessments that consider vulnerable workers and individual circumstances. Your assessment must comply with Equality Act 2010 provisions, demonstrating consideration of protected characteristics and implementing reasonable adjustments where required. GDPR and Data Protection Act 2018 mandate that any health information collected must be processed lawfully, with appropriate consent and security measures. The assessment must be conducted by competent persons, regularly reviewed, and updated when circumstances change. Documentation should be retained according to statutory requirements and made available to relevant authorities upon request.