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Hazardous substances risk assessment template (PDF & Excel) based on TRGS 400

Form and Excel sheet for work with hazardous substances in Germany – with classification, quantity and duration, hazards from inhalation, skin contact and fire or explosion, substitution check under TRGS 600, STOP measures and effectiveness check.

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Before employees work with hazardous substances, German employers must assess the hazards, put the necessary protective measures in place and document the result – regardless of the number of employees (Section 6 (8) and Section 7 (1) of the Hazardous Substances Ordinance, GefStoffV). The risk assessment (Gefährdungsbeurteilung) may only be carried out by competent persons (fachkundige Personen), and hazards from inhalation, skin contact and fire or explosion must be assessed separately (Section 6 (6) and (11) GefStoffV).

The template follows the procedure of the Technical Rule TRGS 400 in its own structure: header data with competent person and review date, classification, quantity, duration and exposure routes for each substance, the substitution check under TRGS 600, measures following the STOP principle and the effectiveness check. The Excel version adds drop-down lists and a second sheet for gathering information.

What the template contains

  • Landscape PDF form with header data, substance table, substitution check, STOP measures and signatures
  • Excel sheet with 26 columns per substance and activity and drop-down lists for duration, frequency, exposure routes, substitution, finding and health checks
  • Automatic calculation of the next review date from date and interval
  • Second sheet with 16 checkpoints for gathering information – from the safety data sheet to health checks
  • Checkpoints on general protective measures, effectiveness, operating instructions, instruction and emergency measures

How to use the template

  1. 1

    Gather information

    Record all activities involving hazardous substances in the work area – including cleaning, servicing and fault clearance – and have the current safety data sheets ready. The second sheet guides you through gathering information: section 2 gives the classification, section 8 exposure limits and PPE, section 9 the flash point.

  2. 2

    Assess hazards and check substitution

    For each substance, assess inhalation, skin contact and fire or explosion separately and check whether only a low hazard exists. Look for substitute substances and alternative processes and record the result – including why a possible substitution is not implemented.

  3. 3

    Set measures and keep the assessment up to date

    Set measures in the order S-T-O-P with owners and deadlines and check their effectiveness, for example with a workplace measurement under TRGS 402 or a function test of the extraction. Set a review date and update the assessment immediately when substances or processes change.

Hazardous substances management in AMS GoUpload safety data sheets, let AI extract classification, H statements, exposure limits and protective measures with source references and transfer them to the hazardous substances register after approval by a competent person.

Legal basis

  • Section 6 GefStoffV: information gathering, risk assessment, documentation before work starts, competence, hazardous substances register
  • Section 7 GefStoffV: priority of substitution, hierarchy of protective measures, check of technical protective measures at least every third year
  • Section 14 GefStoffV: written operating instructions, oral instruction before starting employment and at least once a year
  • TRGS 400: risk assessment for activities involving hazardous substances, supplemented by TRGS 401 (skin contact) and TRGS 402 (inhalation exposure)
  • TRGS 500: protective measures and STOP principle, TRGS 600: substitution

Frequently asked questions

Is the general risk assessment enough, or do I need a separate one for hazardous substances?

The hazardous substances assessment is part of the risk assessment under Section 5 of the Occupational Safety and Health Act (ArbSchG), but the Hazardous Substances Ordinance adds requirements: information from the safety data sheet, a substitution check, separate assessment of inhalation, skin contact and fire or explosion, and documentation before work starts (Section 6 GefStoffV). Whether you record this in one document or separately is up to you – the content must be there.

What applies to activities with a low hazard?

If substance properties, a small quantity, low exposure and the working conditions together result in only a low hazard and the general protective measures under Section 8 are sufficient, no further measures are required (Section 6 (13) GefStoffV). Detailed documentation is not needed (Section 6 (10)), but you record the finding and the reasons for it. TRGS 400 does not accept a low hazard for corrosive substances where skin contact is possible, for work in confined spaces or where an explosive atmosphere can form.

Can I adopt risk assessments from manufacturers or industry associations?

Yes, if their information matches your working conditions, processes, work equipment and quantities (Section 6 (7) GefStoffV). TRGS 400 names substance- or activity-specific TRGS, process- and substance-specific criteria (VSK) and industry solutions as aids. Check that they fit your workplace, add missing information and operating states such as maintenance, and give reasons for any deviations in the documentation.

You may use and adapt the template freely in your own company and for your own clients. It reflects the regulations named as they stand.

Never search a spreadsheet for a deadline again

In AMS Go, what this template covers lives in one system with reminders, history and records at the push of a button – mobile and with AI support.

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