Quick Answer: Do I Need a Written Health and Safety Policy?
If you employ 5 or more people, you are legally required to have a written health and safety policy under Section 2(3) of the Health and Safety at Work etc. Act 1974. Even if you employ fewer than 5 people, having a policy is strongly recommended as evidence of your commitment to managing workplace risks.
A health and safety policy must contain three parts:
- Statement of intent -- your commitment to health and safety
- Organisation -- who is responsible for what
- Arrangements -- the practical systems and procedures in place
Why You Need a Health and Safety Policy
A written policy serves several purposes:
- Legal compliance -- meeting the duty under HASAWA 1974 Section 2(3)
- Clear communication -- ensuring everyone knows their responsibilities
- Risk management -- documenting the systems that protect employees
- Insurance requirements -- many employers' liability insurers require evidence of a written policy
- Tender and contract requirements -- many clients and principal contractors require sight of your policy before awarding work
- HSE inspections -- the HSE will ask to see your policy during any visit or investigation
Part 1: Statement of Intent
The statement of intent is signed by the most senior person in the organisation (managing director, CEO, or owner). It sets out the organisation's commitment to health and safety at the highest level.
What to Include
A statement of intent should cover:
- Commitment to ensuring the health, safety, and welfare of all employees
- Commitment to protecting contractors, visitors, and members of the public affected by activities
- Commitment to complying with all relevant health and safety legislation
- Commitment to providing adequate resources for health and safety
- Commitment to consulting employees on health and safety matters
- Recognition that health and safety is a management responsibility at all levels
- Commitment to reviewing the policy regularly
Example Statement
[Company Name] is committed to ensuring the health, safety, and welfare of all employees, contractors, visitors, and any other persons who may be affected by our activities. We recognise our duties under the Health and Safety at Work etc. Act 1974 and all associated regulations, and will provide adequate resources to meet these obligations.
We will, so far as is reasonably practicable:
- Provide and maintain a safe working environment - Ensure safe systems of work - Provide information, instruction, training, and supervision - Consult with employees on matters affecting their health and safety - Review and revise this policy regularly
This policy is reviewed annually or when significant changes occur.
Signed: [Name, Title] Date: [Date]
Part 2: Organisation (Responsibilities)
This section sets out who is responsible for what within the organisation. Every level of management should be covered.
Responsibilities to Define
| Role | Typical responsibilities |
|---|---|
| Managing Director / Owner | Overall responsibility for health and safety, ensuring adequate resources, signing the policy |
| Directors / Senior Managers | Implementing the policy in their areas, ensuring compliance, reporting to the board |
| Line Managers / Supervisors | Day-to-day management of health and safety, risk assessments, toolbox talks, incident investigation |
| Health and Safety Adviser | Competent person duties, advising management, monitoring compliance, training |
| First Aiders | Providing first aid, maintaining kits, recording incidents |
| Fire Wardens | Fire safety duties, evacuation coordination, drill management |
| All Employees | Following safe systems of work, reporting hazards, using PPE, attending training |
Competent Person
Under the Management of Health and Safety at Work Regulations 1999, every employer must appoint one or more competent persons to assist with health and safety. This can be:
- An employee with adequate training and knowledge
- An external health and safety consultant
- A combination of both
The competent person must have sufficient training, experience, and knowledge to identify hazards and advise on controls.
Part 3: Arrangements (Procedures)
This is the most substantial section. It describes the practical arrangements for managing health and safety. The topics to cover will vary by industry, but common areas include:
Risk Assessment
- How risk assessments are carried out, by whom, and how often they are reviewed
- Where risk assessment records are kept
- How employees are informed of the findings
Fire Safety
- Fire risk assessment arrangements
- Fire detection and alarm systems
- Escape routes and emergency exits
- Fire drills (frequency and arrangements)
- Fire warden appointments and training
- Fire extinguisher locations and maintenance
First Aid
- First-aid needs assessment
- Number and location of first aiders and appointed persons
- First-aid kit locations and restocking arrangements
- Procedures for recording first-aid incidents
Accident and Incident Reporting
- How to report accidents, incidents, and near misses internally
- RIDDOR reporting procedures and responsibilities
- Accident investigation process
- How lessons learned are implemented
Manual Handling
- Assessment process for manual handling tasks
- Training arrangements
- Provision of mechanical aids
- Procedures for reporting musculoskeletal problems
Display Screen Equipment (DSE)
- DSE assessment process (office and home workers)
- Provision of equipment (monitors, chairs, risers)
- Eye test and corrective lens arrangements
- Break and activity change guidance
Hazardous Substances (COSHH)
- Substance inventory and SDS management
- COSHH assessment process
- Control measures (ventilation, PPE, substitution)
- Health surveillance arrangements
- Emergency spill procedures
Working at Height
- Assessment of work at height activities
- Equipment selection and inspection
- Training requirements
- Rescue procedures
Lone Working
- Lone working risk assessment
- Communication and check-in procedures
- Prohibited lone working activities
- Emergency arrangements
Training
- Health and safety induction for new starters
- Role-specific training requirements
- Refresher training schedule
- Training records management
Consultation with Employees
- How employees are consulted on health and safety matters
- Safety representatives (if appointed)
- Safety committee (if established)
- Mechanism for employees to raise concerns
Monitoring and Review
- How compliance is monitored (inspections, audits)
- How often the policy is reviewed
- What triggers an out-of-cycle review
- Who is responsible for the review
Reviewing and Updating Your Policy
The policy must be reviewed:
- At least annually as a standard cycle
- After any significant incident (accident, near miss, enforcement action)
- When there are changes to legislation or HSE guidance
- When the business changes (new activities, new premises, growth/contraction)
- When there are changes to personnel (new managers, changes in competent person)
- Following employee feedback or consultation
Every revision should be dated and signed by the senior person, and the updated policy communicated to all employees.
Common Mistakes in Health and Safety Policies
- Buying a generic policy off the shelf -- the policy must reflect your actual workplace, not a template from a different industry
- Not assigning specific responsibilities -- vague statements like "management is responsible" are insufficient
- Never reviewing it -- a policy that has not been updated in years is evidence of poor management, not compliance
- Not communicating it -- employees must know the policy exists and what it says
- Making it too long -- a 200-page policy that no one reads is less effective than a concise document that is understood and followed
- Not involving employees -- the policy should reflect input from the workforce, not just management
- Not linking to risk assessments -- the policy should reference your risk assessment process and be consistent with its findings
Health and Safety Law Poster
In addition to the policy, the Health and Safety Information for Employees Regulations 1989 require employers to either:
- Display the HSE-approved health and safety law poster (ISBN 978 0 7176 6466 6) in a conspicuous location, OR
- Provide each employee with the HSE-approved leaflet (available free from the HSE website)
The poster/leaflet must include the details of your competent person and employee safety representatives.
Getting Help
HSE Resources
- HSE health and safety policy template: available free at hse.gov.uk
- HSE helpline: 0345 345 0055 (for general enquiries, not emergencies)
- HSE sector-specific guidance: detailed guidance for construction, agriculture, manufacturing, healthcare, and more
Trade and Professional Bodies
Many trade bodies and professional organisations provide sector-specific health and safety policy templates and guidance, including:
- Federation of Small Businesses (FSB)
- British Chambers of Commerce
- CITB (Construction Industry Training Board)
- IOSH (Institution of Occupational Safety and Health)
How Grove HR Supports Health and Safety Policy Management
- Document management -- store and version-control your health and safety policy
- Onboarding workflows -- require new starters to read and acknowledge the policy
- Training tracking -- log health and safety induction, role-specific training, and refresher courses
- Compliance calendar -- set annual policy review reminders
- Employee consultation -- record health and safety consultation outcomes and actions
- Audit trail -- maintain a complete history of policy versions, reviews, and sign-offs
Tags:
Rachel Richardson
Head of Growth & Marketing, Grove HR
Rachel leads growth and marketing at Grove HR, with over a decade of experience in UK HR technology. She writes practical guides to help small businesses navigate employment law and build better workplaces.
Frequently Asked Questions
Do I need a health and safety policy if I have fewer than 5 employees?
You are not legally required to have a written policy if you employ fewer than 5 people. However, you still have all the same health and safety duties, and having a written policy demonstrates good practice. Many insurers and clients will also expect to see one.
What are the 3 parts of a health and safety policy?
A health and safety policy must contain three parts: (1) a statement of intent signed by the most senior person, (2) the organisation section setting out who is responsible for what, and (3) the arrangements section describing the practical procedures for managing health and safety.
How often should a health and safety policy be reviewed?
At least annually. It should also be reviewed after significant incidents, changes in legislation, changes to the business (new premises, activities, or staff), and following employee feedback. Each revision should be dated and signed by the senior person.
Can I use a generic health and safety policy template?
A template is a useful starting point, but you must adapt it to reflect your actual workplace, activities, hazards, and organisational structure. A generic policy that does not match your business will not satisfy the HSE and could be evidence of inadequate management.
Who should sign the health and safety policy?
The statement of intent should be signed by the most senior person in the organisation -- the managing director, CEO, owner, or equivalent. This demonstrates top-level commitment and accountability for health and safety.
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