The Role of the Responsible Person for Legionella Control
Every organisation with a water system must appoint a responsible person for managing Legionella risk. This guide explains the duties of the responsible person, the records they should maintain, and why the role is essential for compliance with ACOP L8 and HSG274 guidance.
If you have been appointed to this role, you may also benefit from our Legionella Responsible Person Training, which explains your responsibilities and provides practical guidance on monitoring, record keeping and ongoing compliance.
What Is a Responsible Person?
The responsible person is someone with sufficient authority, knowledge and training to manage and monitor Legionella control measures within a property or organisation.
Depending on the premises, the responsible person could be:
• A landlord or managing agent
• A site manager or maintenance lead
• A facilities manager
• A care home manager
• A school business manager
• A nursery manager
• An external Legionella consultant
Childminders, nursery owners and managers of small businesses may also be responsible persons where they have responsibility for the water system and control measures.
The responsible person is responsible for ensuring that a suitable and sufficient Legionella risk assessment is carried out and that any recommendations are implemented.
If you are unfamiliar with the assessment process, you may find our guide useful:
How to Carry Out a Legionella Risk Assessment:
https://legionellaassessors.co.uk/how-to-carry-out-a-legionella-risk-assessment/
You should also understand your legal responsibilities:
Legionella Risk Assessment Law:
https://legionellaassessors.co.uk/legionella-risk-assessment-law/
Key Responsibilities of the Responsible Person
The responsible person plays a vital role in preventing conditions that allow Legionella bacteria to multiply.
Typical responsibilities include:
• Ensuring a suitable Legionella risk assessment has been completed
• Reviewing assessment findings and recommendations
• Implementing appropriate control measures
• Arranging temperature monitoring where required
• Ensuring little-used outlets are flushed
• Maintaining records of monitoring and maintenance
• Arranging cleaning and disinfection where necessary
• Reviewing the risk assessment when significant changes occur
• Ensuring staff receive suitable training and instruction
The responsible person does not necessarily carry out all tasks personally but must ensure they are completed and recorded.
Legionella Records and Documentation
One of the most common questions we receive from clients is:
“What records should we keep?”
Many organisations first become aware of this requirement following inspections from regulators, including the Care Quality Commission (CQC), local authorities, insurers or environmental health officers.
The responsible person should ensure suitable records are maintained and available for inspection.
Depending on the premises and water system, these may include:
• Legionella risk assessment reports
• Temperature monitoring records
• Little-used outlet flushing records
• Shower cleaning and descaling records
• Water sampling results
• Corrective action records
• Training records
• Contractor maintenance reports
• Written Scheme of Control
• Schematic drawings of the water system
• Records of remedial works
Keeping accurate records demonstrates that the organisation is actively managing Legionella risks and complying with ACOP L8 and HSG274 guidance.
In care homes, supported living settings and other regulated environments, inspectors may ask to see evidence that Legionella control measures are being implemented and recorded.
This may include temperature monitoring records, flushing records, training records and evidence that recommendations from Legionella risk assessments have been acted upon.
Many organisations first review their Legionella documentation when preparing for inspections by bodies such as the Care Quality Commission (CQC).
Why Are Legionella Records Important?
Legionella control is not simply about having a risk assessment.
Organisations must also demonstrate that control measures are being implemented on an ongoing basis.
For example:
A risk assessment may recommend:
• Weekly flushing of little-used outlets
• Monthly temperature monitoring
• Periodic shower cleaning and descaling
• Staff awareness training
If these activities are not recorded, it may be difficult to demonstrate that they have been carried out.
Good record keeping helps organisations:
• Demonstrate compliance
• Track trends and recurring issues
• Identify failures before they become significant problems
• Provide evidence during inspections
• Ensure continuity when staff change
• Show that recommendations have been acted upon
In many cases, maintaining suitable records is just as important as carrying out the monitoring itself.
What Happens If Records Are Missing?
Missing records do not automatically mean a water system is unsafe.
However, they can make it difficult to demonstrate effective management of Legionella risks.
Potential consequences include:
• Difficulty proving monitoring has taken place
• Inability to demonstrate compliance with recommendations
• Increased scrutiny during inspections
• Missed maintenance activities
• Poor communication between staff and contractors
• Difficulty identifying recurring issues
For this reason, responsible persons should ensure records are maintained, reviewed and stored appropriately.
Training Requirements for Responsible Persons
While there is no legal requirement to hold a specific qualification, responsible persons must be able to demonstrate competence.
This includes understanding:
• Legionella risks and control measures
• ACOP L8 requirements
• HSG274 guidance
• Temperature monitoring procedures
• Flushing procedures
• Record keeping requirements
• Written Schemes of Control
• Actions to take when problems are identified
Many organisations choose to provide Responsible Person Training to ensure individuals understand their duties and can confidently manage compliance requirements.
Legionella Responsible Person Training:
https://legionellaassessors.co.uk/legionella-responsible-person-training/
Responsible Person Training and Ongoing Support
Our Legionella Responsible Person Training course is designed for landlords, care homes, schools, nurseries, businesses and duty holders who need practical guidance on managing Legionella risks.
The course covers:
• Understanding risk assessments
• Monitoring requirements
• Temperature checks
• Flushing programmes
• Record keeping systems
• Written Schemes of Control
• Responding to assessor recommendations
• Ongoing compliance management
The aim is to provide practical knowledge that can be applied immediately within your premises.
When Should an External Specialist Be Appointed?
Some organisations choose to appoint an external consultant where the responsible person does not have sufficient technical competence, time or resources.
External specialists can:
• Carry out Legionella risk assessments
• Review monitoring records
• Provide training
• Assist with Written Schemes of Control
• Advise on remedial works
• Support ongoing compliance programmes
This approach can be particularly beneficial for care homes, schools, nurseries and larger commercial premises.
Need Help With Legionella Responsibilities?
Whether you require a Legionella risk assessment, Responsible Person Training, monitoring guidance or help developing a record keeping system, we can help.
Contact us to discuss your requirements and receive practical advice tailored to your premises.
Useful Resources
Legionella Responsible Person Training:
https://legionellaassessors.co.uk/legionella-responsible-person-training/
How to Carry Out a Legionella Risk Assessment:
https://legionellaassessors.co.uk/how-to-carry-out-a-legionella-risk-assessment/
Legionella Risk Assessment Law:
https://legionellaassessors.co.uk/legionella-risk-assessment-law/
Legionella Training Courses:
https://legionellaassessors.co.uk/legionella-training-courses/
