Key takeaways
- Workplace washroom provision is governed by the Workplace (Health, Safety and Welfare) Regulations 1992.
- Sanitary waste is classified as offensive waste and must be handled under duty of care with documentation.
- Numbers of toilets and basins scale with headcount, and suitable provision must be made for all staff.
- The paperwork matters as much as the cleaning. Keep waste transfer notes.
Washrooms are the part of a building most likely to generate a complaint and least likely to be properly documented. Most facilities managers know they need them cleaned. Fewer can produce the waste transfer notes if someone asks.
This is a plain summary of what UK workplaces are required to provide and record. It's general guidance, not legal advice — check your specific obligations with a competent adviser or the HSE.
Minimum facilities
Under the Workplace (Health, Safety and Welfare) Regulations 1992, employers must provide suitable and sufficient sanitary conveniences and washing facilities at readily accessible places. In practice the HSE's guidance scales provision with the number of people:
| People at work | Toilets | Washbasins |
|---|---|---|
| 1–5 | 1 | 1 |
| 6–25 | 2 | 2 |
| 26–50 | 3 | 3 |
| 51–75 | 4 | 4 |
| 76–100 | 5 | 5 |
Facilities must be kept clean and properly ventilated and lit, with hot and cold running water, soap and a means of drying hands. Rooms must be separate for men and women unless each is in a lockable room for one person at a time.
Sanitary waste and duty of care
Sanitary waste is classified as offensive waste. It isn't clinical waste in most office settings, but it cannot go into general waste, and it is subject to the same duty of care as any other commercial waste stream.
- Provide suitable receptaclesEvery washroom used by women should have a means of disposal in each cubicle. Increasingly, businesses provide units in male washrooms too.
- Use an authorised carrierWaste must be transferred to someone licensed to take it. Check the carrier's registration.
- Keep waste transfer notesYou must be able to evidence what was removed, when and by whom. Keep records for at least two years.
- Service units on a scheduleFrequency depends on usage. Monthly is common; busy or public sites need more.
"Who is your registered waste carrier and can I see the transfer notes?" If your cleaner empties sanitary units into general waste, you have a duty of care problem, not a cleaning problem.
Hygiene provision beyond the minimum
Meeting the legal minimum and running a washroom people are happy to use are different things. Sites that avoid complaints tend to have:
- Soap and towels that never run out
- Hand sanitiser at entry points
- Odour control that isn't just air freshener
- Urinal sanitisers and water management
- Descaling built into the cleaning schedule
- A visible check sheet showing when it was last serviced
- A midday check on high-traffic sites
- Accessible facilities properly maintained, not used as storage
What to keep on file
- Waste transfer notes for sanitary and offensive waste
- Your carrier's registration details
- Cleaning specification with washroom frequencies
- Service records for units and dispensers
- COSHH data sheets for chemicals used on site
- Risk assessments covering washroom cleaning
AMA supplies the units, dispensers and consumables, cleans to an agreed schedule and keeps the documentation, so the compliance side is covered rather than assumed.
Frequently asked questions
Do we need sanitary units in male washrooms?
Not legally required in most settings, but increasingly provided as good practice — a growing number of men need disposal facilities for medical reasons.
How long must we keep waste transfer notes?
At least two years for standard commercial waste. Many organisations keep them longer as a matter of policy.
Can sanitary waste go in the general bin?
No. It is offensive waste and must be segregated and removed by an authorised carrier.
How often should units be serviced?
Based on usage. Monthly suits many offices; high-footfall or public sites often need fortnightly or weekly.
More reading
Other guides from AMA
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