By Delta Force Group — Integrated facilities management across the UK. Explore our Water Compliance services.
UK-specific guidance: This article summarises general responsibilities under UK health & safety expectations for legionella control; always check your site-specific risk assessment and current guidance. Last reviewed: 28 February 2026.
At‑a‑Glance: Roles and Accountability
- Duty Holder: Owns the legal responsibility for controlling legionella risks within the premises.
- Responsible Person: Appointed, competent individual who implements and oversees the written control scheme day‑to‑day.
- Evidence: Suitable and sufficient risk assessment, records of monitoring and maintenance, corrective actions, and competence.
1) Definitions
The duty holder is typically the employer or the person in control of a premises. They must ensure risks from legionella are identified and controlled. A competent responsible person is appointed to put the control scheme into practice, coordinate monitoring, and keep records.
2) Core Responsibilities
- Commission and maintain a suitable and sufficient legionella risk assessment.
- Establish a written control scheme covering temperature control, flushing, inspection and maintenance activities.
- Appoint competent people with clear roles and escalation paths.
- Plan and complete routine monitoring (temperatures, flushing infrequently used outlets, inspections).
- Arrange sampling/testing when indicated by risk or findings.
- Record findings, maintain evidence, and take timely corrective actions.
- Review arrangements when systems or risks change, and at planned intervals.
3) Document & Evidence Pack
Keep an organized compliance pack so audits are straightforward. As a practical baseline, include:
- Current risk assessment and schematic(s) of water systems.
- Written control scheme with task frequencies and responsible roles.
- Temperature monitoring logs and flushing records.
- Inspection reports (tanks, calorifiers, TMVs) and maintenance records.
- Sampling/testing results and resulting actions.
- Training/competence records and appointment letters.
- Change control notes and periodic reviews.
4) Setting Up the Control Scheme
- Map assets and outlets; identify infrequently used points.
- Define temperature targets and monitoring points.
- Schedule tasks (temperatures, flushing, inspections, servicing).
- Assign roles with escalation, incident categories and KPIs.
- Capture evidence using standardized forms or digital logs.
- Review results; trigger corrective actions where thresholds aren’t met.
5) Common Pitfalls to Avoid
- Unclear role boundaries between duty holder and responsible person.
- Gaps in temperature monitoring or flushing of little‑used outlets.
- Outdated schematics or missing evidence for corrective actions.
- No formal periodic review following building or occupancy changes.
Free Templates
Operationalise your control scheme with our downloads:
See also: Risk Assessment & Testing and Legionella Basics.
6) When to Review
Review roles, controls and documentation when your water systems or building use change, after significant findings, and at planned intervals to confirm ongoing suitability.
Need Support?
Delta Force Group’s Water Compliance team provides end‑to‑end support—from risk assessment to monitoring, record‑keeping and remedial works. Get in touch to discuss your site.
Frequently Asked Questions
What belongs in a written control scheme?
At minimum: asset list and schematics, temperature targets and monitoring points, flushing plan for little‑used outlets, inspection/servicing (tanks, calorifiers, TMVs), sampling/testing triggers, corrective action workflow, roles and escalation, evidence and review cadence.
Do infrequently used outlets need scheduled flushing?
Yes. Outlets not in regular use should be flushed on a planned frequency to prevent stagnation and temperature drift. Record date, duration, temperatures and any corrective actions.