Principal contractors and facilities managers reject RAMS every day — often for the same predictable reasons. Understanding what reviewers look for, and what causes instant rejection, is the difference between winning a contract and losing it before you even start.
Who Reviews Your RAMS and What They Look For
On commercial sites, your RAMS will typically be reviewed by a principal contractor's health and safety manager, a facilities manager, or a compliance officer. These individuals review dozens of RAMS documents and can spot a generic, inadequate document within seconds. They are looking for evidence that you have actually thought about the specific risks of the job — not just copied a template.
The Most Common Reasons RAMS Are Rejected
Generic Templates With No Site-Specific Information
The single most common reason for rejection. A RAMS that could apply to any job, at any location, for any client demonstrates that no real thought has gone into the specific risks of this particular job. Reviewers expect to see the site address, the specific surfaces being cleaned, the access arrangements for that property, and the hazards specific to that location.
No Date, Review Date, or Signature
An undated RAMS is immediately suspect. Reviewers need to know that the document was produced for this job, not recycled from a previous one. A missing review date suggests the document has never been updated. A missing signature means no one has taken responsibility for the content. All three are required for a compliant document under the Management of Health and Safety at Work Regulations 1999.
Missing COSHH Data
If your RAMS lists chemicals to be used but contains no COSHH assessment — or a COSHH assessment that simply says "refer to SDS" without any actual assessment content — it will be rejected. Reviewers need to see that you have assessed the risk from each chemical and specified appropriate control measures and PPE.
Vague or Absent Method Statement
A method statement that says "operatives will clean the building using appropriate methods and equipment" tells the reviewer nothing. The method statement must describe the specific sequence of work, the equipment to be used, the chemicals and dilution rates, the access arrangements, and the responsibilities of each person on site.
PPE Listed But Not Matched to Hazards
Listing PPE without linking it to specific hazards is a common failing. Reviewers expect to see that the PPE specified is appropriate for the hazards identified — not just a generic list of "gloves, goggles, and hi-vis." The PPE specification should reference the relevant EN standards for each item.
No Competency Evidence
For high-risk work — particularly working at height, chemical application, and MEWP operation — reviewers will expect evidence that operatives are competent. A RAMS that specifies working at height but contains no reference to training qualifications or certificates will often be rejected, or at minimum queried.
Risk Scores Not Reduced After Controls
A risk matrix that shows high residual risk scores after control measures have been applied suggests that the controls are inadequate. Reviewers expect to see that your control measures actually reduce the risk to an acceptable level — and that this is reflected in the residual risk score.
What a First-Time Approval Looks Like
RAMS that get approved first time share common characteristics:
How RAMS Creator Helps You Get It Right First Time
RAMS Creator was built specifically to address these common failings. The app's guided 9-step process ensures that every section of your RAMS is completed — including COSHH data, PPE specifications, method statements, and competency evidence. Every document is dated, structured, and exported as a professional branded PDF.
For contractors working across multiple cleaning sectors, the ability to produce a thorough, site-specific RAMS quickly and consistently is a genuine competitive advantage. Clients notice the difference between a professional RAMS and a generic template — and it directly affects whether you win the contract.
“A well-produced RAMS is not just a compliance document — it is a sales tool. It demonstrates to every client that you are a professional, safety-conscious contractor who takes their responsibilities seriously.”
