Legionella Risk Register Template UK + L8 Automation (2026)
Free legionella risk register template for UK duty-holders (ACOP L8). How often to review, common mistakes, and software that auto-fills the register from certificates.
In This Article
- Proprietas automates the legionella risk register from certificates and tests — flags overdue actions, regenerates evidence on demand.
- Manual L8 registers break at multi-site scale; the register is only as good as the last update.
- No fixed legal “every X years” for all buildings — review on change and at sensible intervals (how often guide).
- Digital, attributable trails beat Word docs last saved after a scare.
Every UK duty-holder needs a live legionella risk register — not a Word file last touched after a scare. This page gives you a legionella risk register template structure you can copy, the mistakes that sink audits, and how modern software keeps ACOP L8 evidence current.
High-impression search themes this supports: l8 risk assessment, l8 legionella risk assessment, legionella risk assessment frequency, how often should a legionella risk assessment be carried out, do I need a legionella risk assessment.
Read first if you only need the interval answer: How often should a legionella risk assessment be carried out? · Legionella L8 risk assessment · ACOP L8 testing.
What changed in legionella compliance for 2026
- Tighter practical expectations around HTM 04-01 (healthcare) and ACOP L8 control schemes
- Preference for near real-time monitoring and named ownership of sentinel outlets
- Digital audit trails — who recorded what, when, from which document
Free legionella risk register template (copy this)
Use one row per asset/control point (or per building with linked sub-rows):
| Column | What to capture |
|---|---|
| Building / demise | Named premises the duty applies to |
| System description | Cold, hot, TMV, cooling, etc. |
| Risk rating | Residual risk after controls |
| Last assessment date | Written scheme / risk assessment date |
| Next review due | Computed or diary date |
| Control tasks | Flushing, temps, clean & descale |
| Last completed | Date + who |
| Open actions | Non-conformances still open |
| Evidence link | Certificate / log / photo reference |
| Responsible person | Named human, not “estates” |
Five common mistakes
- One register for the whole group with no building filter
- Certificate date without open actions
- No named Responsible Person per demise
- Temperature logs in a paper book that never reach the register
- Review dates that never recalculate after material change
How often should a legionella risk assessment be reviewed?
There is no single fixed legal interval for every building under ACOP L8. Common practice is review at least every two years and immediately after significant change (system change, low occupancy, outbreak nearby, ownership change). Full answer with nuance: how often legionella risk assessment.
Best legionella risk management software
1. Proprietas — best for multi-site automation
- Extracts legionella-related dates from PDFs
- Flags overdue control tasks
- Regenerates packs for audit
- Pricing · Try scan
2. Planon / MRI Evolution — if already enterprise CAFM
- Capable with configuration; document AI is rarely the product story.
Comparison
| Proprietas | Planon | MRI Evolution | |
|---|---|---|---|
| Register automation | Document-driven + calendar | Config / manual | Config / manual |
| L8 multi-site | Native | Enterprise | Enterprise |
| Page-cited PDF extract | Yes | Rare | Rare |
| Pricing | Published from £199/mo | Quote-only | Quote-only |
Frequently asked questions
Is a legionella risk assessment mandatory?
Where there is a risk of exposure under COSHH / ACOP L8 thinking, duty-holders must assess and control risk. See is it required / who can do it.
Is there a “legionella certificate”?
People say “certificate” for assessments and test reports. Treat the assessment + control scheme + records as the system of proof — not a single magic certificate.
Can software replace a competent assessor?
No. Software keeps the register live and attributable after the competent person has assessed risk.
Conclusion
- Best overall for automated legionella evidence on UK multi-site estates: Proprietas
- Best if deep in enterprise CAFM: improve process first, then evaluate modules
Use the table above on one building this week — then stop re-typing L8 dates by hand.