If you run a cleaning business, there are several documents and records that you must keep on top of, including cleaning insurance and documentary evidence. But, do you keep records and file them correctly? We have compiled a list of reasons why it’s important to keep records for your cleaning business, below.
What Records Should You Keep?
If someone makes a claim against your cleaning business, it’s imperative that you have accurate, up to date, detailed and documentary evidence to help your insurance lawyer to build a defence case against the claim. Having the correct documents on hand also helps to reduce costs when providing a defence to a claim.
Keep Records Of Your Business Transactions
There are several reasons why you should keep records of your business transactions, including:
- HMRC require you to keep specific records for inspection for up to 6 six years. They may check your records now and again as part of their compliance procedures. There is a guide on the Gov.uk website that explains the records you need to keep and for how long, as well as what to do if you lose the records or if they get destroyed.
- If HMRC do decide to investigate your cleaning business, if you have the suitable records at hand, it will help your accountant. You should keep a note in your records of when you and your staff have been unable to work, whether this is due to bad weather, injury or even illness.
- If your clients pay you and your staff in cash, you will need to have a good record of the payments and handling systems.
- You also need records of your customers and their details, such as outstanding and paid payments.
- It’s imperative that you record your ladder safety inspections and have contracts drawn up for your commercial customers. This is to ensure that there is no misunderstanding about the services you provide.
Safety And Accident Records
Despite taking every precaution to reduce any workplace risks, it’s important that you keep a record of any reportable injuries or dangerous occurrences. Whether this involves you, members of the public or your staff, it must be recorded. A record should also be kept of other safety-related matters, such as if routine maintenance is carried out on equipment or tools and any safety training provided for the staff.
Accident And Incident Investigation
If your cleaning business undergoes an accident and incident investigation, your records should include:
- Details of all injuries and injured persons
- Details of all witnesses to the accident or incident
- Causes of the accident/incident
- Details of the accident/ incident
- Photographic evidence
- Corrective actions to prevent the accident/incident from reoccurring
- All training records and provision of health and safety training
For more serious incidents or accidents, you need to report it under RIDDOR (Reporting of injuries, diseases and dangerous occurrences regulations 2013), which can be reported by phone or online.
As you can see, keeping records for your cleaning business is highly important and should be done professionally and kept in a secure and organised location.
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