How to track method statements and RAMS for subcontractors

What is a method statement and when is one required?

A Method Statement describes how a specific piece of work will be carried out safely, step by step. It sits alongside a Risk Assessment -which identifies the hazards and control measures -and together the two documents are known as RAMS.

Under CDM 2015, RAMS are required for any construction work involving significant risk. In practice, most contractors require them from subcontractors before any work begins, not just the obviously high-risk jobs. Common triggers:

• Working at height (scaffolding, roofwork, access equipment)
• Excavation and groundworks
• Electrical installation and testing
• Hot works (welding, cutting, grinding)
• Confined space working
• Lifting operations (crane lifts, telehandler work)
• Demolition and structural alteration

As the principal contractor, you are responsible under CDM 2015 for ensuring RAMS are in place before work starts -which means reviewing them, confirming they are site-specific, and keeping a record that the review happened.

Do method statements have an expiry date?

Formally, no. The HSE does not set a defined validity period for RAMS documents.

That said, a method statement can become inadequate in several circumstances:

• The scope of work changes -a RAMS written for one task does not cover a different one
• Site conditions change and new hazards appear that were not in the original assessment
• There's a significant gap between when the document was written and when work restarts
• A near-miss or incident should prompt a review
• New legislation or HSE guidance affects the control measures described

A practical rule used by many UK contractors: request fresh RAMS for every new mobilisation, even if the subcontractor has worked for you before and the task looks similar. The cost of asking for an updated document is low. The cost of relying on a stale one when there is an incident is not.

Site-specific vs generic RAMS -the most common compliance failure

A generic RAMS is a template document that a subcontractor sends to every job without modification. It references no specific location, lists only generic construction hazards, and often contains placeholder text like “[site name]” that was never filled in.

Under CDM 2015, a risk assessment must be “suitable and sufficient” -which means it must reflect the actual conditions of the specific site and task. A generic RAMS does not meet that standard. If something goes wrong and you accepted it anyway, you are exposed.

When reviewing a RAMS, check that:

• Your site address or project name appears in the document
• The hazards listed are specific to your site, not just a generic construction list
• The control measures are proportionate to the actual risks involved
• It is signed and dated by a competent person from the subcontractor
• It covers the actual scope of work, not just a broad activity category

How to store and retrieve RAMS when you need them

During a site inspection or an HSE visit, you may be asked to produce the RAMS for any activity currently in progress. If those documents are buried in an email thread from six weeks ago, or on someone's laptop in the site office, that is a problem.

The approach that works best: store RAMS against the subcontractor record, not against the project or the task. Every document -CSCS cards, insurance certificates, RAMS -is attached to the subcontractor who produced it. When you need to show compliance for a particular subcontractor, everything is in one place.

ExpiryFlow lets you upload RAMS alongside a subcontractor's other documents. Since RAMS do not have a formal expiry date, you can set a review date instead -and get a reminder when it is time to request a fresh document for a new mobilisation.

Keeping RAMS alongside the rest of your compliance records

RAMS management gets simpler when it sits next to everything else. A separate folder system for RAMS, a separate spreadsheet for insurance, and calendar reminders for CSCS cards is three systems to maintain. A single system that holds all of it means you can see a subcontractor's full compliance picture in one view -what is valid, what needs reviewing, and what is outstanding.

Keep RAMS and all compliance documents in one place

ExpiryFlow stores RAMS, insurance certificates, CSCS cards, and every other document against each subcontractor. Set review dates and get reminded automatically.

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