Legionella Risk Assessment Template Checklist

A Legionella risk assessment template helps landlords, property managers, inspectors and duty holders identify risks within water systems and document the actions needed to reduce the likelihood of Legionella growth. Whether managing a single rental property or a portfolio of premises, completing a Legionella risk assessment is an important part of meeting your legal duties and maintaining a safe environment for occupants.

Using a structured risk assessment template ensures inspections are carried out consistently and that findings, maintenance activities and control measures are properly recorded. Many organisations now use Legionella risk assessment software to simplify inspections, manage corrective actions and maintain compliance records across multiple sites.

This guide explains what a Legionella risk assessment template should include, when a Legionella risk assessment is required, and provides a free Legionella risk assessment template that landlords and property managers can adapt for their own properties.

What is a Legionella risk assessment template?

A Legionella risk assessment template is a structured document used to identify, assess and manage Legionella risk within water systems. It provides a standardised assessment process that helps organisations evaluate hazards, document findings and demonstrate compliance with health and safety requirements.

Legionella bacteria can develop in a wide range of systems including hot water systems, cold water systems, cooling towers, cold water storage tanks and domestic hot water installations. If contaminated water is dispersed through small droplets and inhaled, it can cause Legionnaires’ disease, a potentially serious pneumonia like illness caused by Legionella.

A risk assessment template helps identify areas where Legionella bacteria may grow, such as stagnant water, poorly maintained water storage facilities and sections of redundant pipework. By recording findings consistently, organisations can implement appropriate control measures and reduce exposure risks.

The Health and Safety Executive recommends that all duty holders assess risks associated with their water systems and maintain suitable records of inspections, monitoring and maintenance.

Is a Legionella risk assessment mandatory?

One of the most common questions asked by landlords is whether a Legionella risk assessment mandatory requirement exists.

Under UK health and safety legislation, landlords and duty holders have legal duties to identify and control Legionella risk where water systems are present. The UK Health and Safety Executive provides guidance through Approved Code of Practice (ACOP) L8 and HSG274, which set out how these risks should be assessed and managed.

Landlords have a legal duty to assess and control the risk of Legionella in rental properties and take reasonable steps to ensure occupants are protected. A Legionella risk assessment can be used towards this.

The responsible person or Legionella responsible person must ensure that risks are identified, evaluated and managed appropriately. Failure to comply can result in enforcement action, significant fines and, in serious cases, imprisonment.

While many organisations appoint specialist consultants, landlords are not legally required to hire professionals if they feel competent to carry out the assessment themselves.

A Written Scheme of Control may be required under health and safety regulations where necessary to manage identified Legionella risks.

What should a Legionella risk assessment template include?

A comprehensive Legionella risk assessment template should contain sufficient information to identify risks present within the property and document how those risks will be managed.

A typical assessment template should include, where relevant:

• Property details

• Assessment date

• Assessor details

• Responsible person details

• Description of water systems

• Water storage arrangements

• Cold water systems (including tanks)

• Hot water systems

• Water outlets (showers, electric showers, taps, etc.)

• Cooling towers

• Dead legs

• Redundant pipework

• Temperature controls and monitoring

• Usage patterns

• Inspection findings

• Identified risks

• Existing control measures

• Recommended actions

• Review dates

Documentation should also include a schematic diagram of the water system layout, maintenance records and details of any Legionella testing that has been carried out.

The assessment should identify high-risk individuals, including elderly residents and those with weakened immune systems, who may be more vulnerable to Legionella exposure.

Common Legionella risks to identify

A Legionella risk assessment should identify any condition that could allow Legionella to multiply within a system.

Common risks include:

• Stagnant water

• Dead legs

• Redundant pipework

• Organic material accumulation

• Poorly maintained cold water storage tanks

• Infrequently used water outlets

• Inadequate water storage

• Poor temperature controls

• Contaminated cooling towers

• Low occupancy properties

Legionella can grow in water temperatures between 20°C and 45°C, and can grow rapidly in lukewarm water between 25°C and 42°C. Legionella can survive at low temperatures but is generally killed at temperatures above 60°C.

Cold water should be stored at or below 20°C, while hot water should be maintained at 60°C or above. Maintaining the correct water temperature remains one of the most effective control measures available.

Stagnant water found in dead legs can create the ideal breeding grounds for Legionella due to reduced flow and loss of temperature control. Similarly, cold water storage tanks that are not regularly cleaned or fitted with a tight fitting lid can increase the risk of contamination and Legionella growth.

Recommended control measures

After completing a Legionella risk assessment, appropriate control measures should be implemented to maintain an acceptable level of protection.

Common control measures include:

• Regular inspections

• Weekly flushing of unused outlets

• Monitoring water temperature

• Maintaining hot water systems

• Regularly cleaning of storage tanks

• Removing redundant pipework

• Cleaning shower heads

• Monitoring usage patterns

• Maintaining water storage equipment

• Recording all maintenance activities

Routine monitoring should include weekly flushing of rarely used water outlets and regular temperature checks. These simple control measures help control Legionella risk and reduce the likelihood of bacterial growth.

Assessors should understand the hazards associated with water systems and be capable of identifying and evaluating risks effectively.

How often should a Legionella risk assessment be reviewed?

The Health and Safety Executive recommends that Legionella risk assessments are reviewed every two years.

However, a Legionella risk assessment should also be reviewed when:

• A new tenant moves into the property

• Water systems are modified

• Building usage changes

• Significant repairs are completed

• Monitoring identifies concerns

• New risks are discovered

Regular reviews help ensure the assessment remains accurate and reflects current conditions within the premises.

Managing Legionella compliance digitally

For organisations managing multiple properties, digital compliance tools can significantly improve efficiency.

Many landlords and property managers now use the best Legionella software to manage inspections, track corrective actions, maintain audit trails and store compliance records.

Digital systems help organisations manage Legionella control activities more effectively while providing clear evidence of inspections, monitoring and maintenance.

Conclusion

A Legionella risk assessment template provides a practical framework for identifying hazards, assessing exposure risks and implementing suitable control measures. By documenting findings, monitoring water temperature and maintaining accurate records, landlords and duty holders can reduce Legionella risk and demonstrate compliance with UK health and safety requirements.

Regular inspections, appropriate control measures and ongoing monitoring remain essential for keeping properties safe and preventing the conditions that allow Legionella to grow.

Frequently asked questions

Are landlords legally required to complete a Legionella risk assessment?

Landlords must assess Legionella risk in rental properties and take reasonable steps to control identified hazards.

How often should a Legionella risk assessment be reviewed?

The Health and Safety Executive recommends reviewing assessments every two years and whenever significant changes occur within the system.

Can landlords complete the assessment themselves?

Landlords are not legally required to hire specialists provided they feel competent to identify, assess and manage Legionella risk.

What should a Legionella risk assessment contain?

A Legionella risk assessment should include water system descriptions, water temperature records, inspection findings, identified hazards, control measures and a schematic diagram of the water system layout where applicable.

What happens if you fail to comply?

Failure to comply with legal duties can lead to enforcement action, heavy fines and, in severe cases, imprisonment.

Why is documentation important?

Regulatory compliance requires ongoing documentation of inspections, maintenance activities, monitoring records and remedial actions. Accurate documentation helps demonstrate that risks are being managed appropriately.