Health & Safety Policy: What Every UK Business Needs to Include.

A health and safety policy is the foundation of a safe, productive workplace that protects your employees and business. The law says that every business must have a policy for managing health and safety. This comprehensive guide breaks down everything UK businesses need to know about creating a compliant health and safety policy that actually works.

What is a Health and Safety Policy?

A health and safety policy is a document outlining an organisation's commitment and approach to managing health and safety in the workplace. Think of it as your business blueprint for keeping everyone safe, from employees and contractors to visitors and customers.

A health and safety policy sets out your general approach to health and safety. It explains how you, as an employer, will manage health and safety in your business. It should clearly say who does what, when and how.

The policy demonstrates your commitment to preventing workplace accidents, reducing risks and creating a culture where safety comes first.

Who Needs a Health and Safety Policy?

If you have five or more employees, you must write your policy down. If you have fewer than five employees you do not have to write anything down, but it is useful to do so.

This applies to all UK businesses, regardless of industry. Whether you run a small consultancy, a manufacturing plant or a retail store, having a documented policy is essential for:

Legal compliance - Meeting your obligations under the Health and Safety at Work Act 1974.
Insurance requirements - Many insurers require evidence of health and safety management.
Tender applications - Many contracts require proof of safety policies.
Employee protection - Demonstrating your duty of care to your workforce.

The Three Essential Components

Usually there are three sections to a health and safety policy. Every compliant policy must include:

1. Statement of Intent

The statement of intent sets out the organisation's aims and objectives. This section outlines your commitment to health and safety. As the employer or most senior person in the company, you should sign it and review it regularly. It should include:

Your commitment to preventing accidents and ill health.
Your aim to comply with legal requirements.
How you'll involve employees in safety decisions.
Your pledge to provide adequate resources for safety.
A commitment to continuous improvement.

Example opening statement: "We are committed to ensuring, by all reasonable practicable means, the health, safety and welfare of our staff, contractors, visitors and others affected by our activities."

2. Roles and Responsibilities

The roles and responsibilities outline who has specific responsibility for managing health and safety and what they are responsible for. List the names, positions and roles of the people in your business who have specific responsibility for health and safety. This section must clearly define who does what in your organisation:

Senior Management responsibilities:

Overall accountability for health and safety.
Ensuring adequate resources are provided.
Setting the safety culture and leading by example.

Line Manager responsibilities:

Day-to-day implementation of safety procedures.
Training and supervising their teams.
Conducting risk assessments.
Reporting accidents and incidents.

Employee responsibilities:

Following safety procedures and using protective equipment.
Reporting hazards and accidents.
Cooperating with safety arrangements.
Taking care of their own safety and that of others.

3. Arrangements

The Arrangements section is likely to be the largest part of your health and safety policy. It details how risks are managed in the workplace Give details of the practical arrangements you have in place, showing how you will achieve your health and safety policy aims.

Key Arrangements Every Policy Must Cover

Risk Management

Your policy must explain how you identify, assess and control workplace risks. The HSE provides comprehensive guidance on risk management that your policy should reference. This includes:

Who conducts risk assessments.
How often they're reviewed.
The methodology you use.
How findings are communicated and acted upon.

Training and Competence

Detail how you ensure everyone has the knowledge and skills to work safely:

Induction training for new employees.
Job-specific safety training.
Refresher training schedules.
Records of training completed.

Accident Reporting and Investigation

Risk assessments, safety procedures, training of workers, consultations such as safety committees or on-site meetings, emergency and evacuation arrangements. Your procedures for:

Reporting accidents, incidents and near misses.
Investigation processes.
RIDDOR reporting requirements.
Learning from incidents to prevent recurrence.

Emergency Procedures

Clear instructions for:

Fire evacuation procedures.
First aid arrangements...

Monitoring and Review

How you check your safety management is working:

Regular safety inspections.
Performance monitoring.
Annual policy reviews.
Continuous improvement processes.

Industry-Specific Considerations

Different industries face unique risks that must be addressed in your policy.

Office-based businesses should cover:

Display screen equipment (DSE) assessments under the Health and Safety (Display Screen Equipment) Regulations 1992.
Manual handling of office equipment.
Stress management.
Workplace design and lighting.

Manufacturing and construction must include:

Machinery safety and maintenance.
Personal protective equipment (PPE).
Hazardous substances (COSHH).
Working at height procedures...

Retail and hospitality should address:

Customer safety.
Manual handling of stock.
Slip and trip prevention.
Violence and aggression policies.

Common Mistakes to Avoid

Many businesses fall into these traps when creating their health and safety policy:

Generic templates - Whilst templates can provide a starting point, your policy must reflect your specific business and risks. A restaurant's policy will look very different from an accountancy firm's.

Too complex or too simple - Strike the right balance. Your policy should be comprehensive enough to cover all significant risks but simple enough for everyone to understand and follow.

Failing to involve employees - A health and safety policy needs the buy-in in of all stakeholders, particularly the ones who have significant roles and responsibilities for safety on site. Get input from the people who actually do the work.

Set and forget approach - The health and safety policy must be reviewed and amended if necessary, each year. Your policy is a living document that needs regular updates.

Implementation: Making Your Policy Work

Creating the policy is just the beginning. Successful implementation requires:

Communication - You must share the policy and any changes to it, with your employees. Make sure everyone knows about it and understands their role.
Training - Provide adequate training so people know how to follow the procedures outlined in your policy.
Resources - Allocate sufficient time, money and personnel to implement your safety arrangements properly.
Leadership - You need someone in your business who: fully understands the importance of health and safety and has the authority to implement the policy.

Legal Requirements and Compliance

Your health and safety policy must help you comply with key UK legislation:

Health and Safety at Work Act 1974 - The primary legislation requiring policies.
Management of Health and Safety at Work Regulations 1999 - Risk assessment requirements.
Workplace (Health, Safety and Welfare) Regulations 1992 - Basic workplace standards.
Display Screen Equipment Regulations 1992 - For office workers.
Manual Handling Operations Regulations 1992 - Lifting and moving procedures.

How we can Help you?

You should consider professional assistance if:

Your business involves high-risk activities.
You're unsure about legal requirements.
You lack the time or expertise to do it properly.
You need help with implementation and training.

At DuoDynamic Safety Solutions, we can help you crafting your health and safety policy. We understand UK legislation and can help you develop a policy that protects your people and meets all legal requirements.

Key Facts

A well-crafted health and safety policy is an investment in your business's future. It protects your most valuable asset, your people, whilst safeguarding your business from legal and financial risks.

The key is creating a policy that's specific to your business, practical to implement and regularly reviewed and updated. Don't see it as a bureaucratic burden; view it as the foundation of a safe, productive workplace where everyone can thrive.

Benefits of a health and safety policy: