Health & Safety Policy

A written H&S policy sets direction. It explains how risks are identified, controlled and reviewed, and how staff are trained. If five or more employees are on the books, a written policy is required; with fewer, it remains good practice. ^[1][2]

What the policy contains

Most policies have three parts. The statement sets aims and commitment. The organisation section lists roles and responsibilities. The arrangements section explains specific controls, such as fire safety ^[8], COSHH ^[4], DSE ^[3], manual handling ^[5], equipment checks ^[2], and emergency plans. ^[1]

Attaching practical documents helps. Risk assessment summaries, checklists, training plans and review dates can be added. Keeping the policy short enough that people will read it, then linking to detailed procedures where needed, is usually effective. ^[2][1]

• Policy must-haves: named responsible persons ^[1]; review frequency ^[1]; risk assessment method ^[2]; incident reporting route ^[6]; first-aid and fire arrangements ^[7][8]; equipment maintenance plan ^[2]; and consultation approach with staff ^[9].

Making the policy live

Policies only help if used. ^[9]

Walking the premises with the policy in hand and testing a few controls keeps it grounded. For example, can staff explain how to isolate a faulty device, and do people know where COSHH sheets are? ^[2][4]

Changes are easier when communicated clearly. During refits or system upgrades, updating the arrangements and briefing staff before go-live supports safe transitions. A one-page "what changed" summary with a date and owner makes learning trackable. ^[1][9]

Accountability through simple artefacts

A revision log with dates, what changed, and who approved provides a clear trail. Storing signed induction sheets and training records with the policy enables quick retrieval. During audits, pulling the log, the last round of checks, and two incident learnings shows the policy at work. ^[2][1]

References (numbered in text) Why we include references

1. Prepare a health and safety policy — Health and Safety Executive Find (opens in a new tab)
2. Risk assessment — Health and Safety Executive Find (opens in a new tab)
3. Working with display screen equipment (DSE), INDG36 — Health and Safety Executive, 2013 Find (opens in a new tab)
4. Working with substances hazardous to health: A brief guide to COSHH — Health and Safety Executive, 2012 Find (opens in a new tab)
5. Manual handling at work — Health and Safety Executive Find (opens in a new tab)
6. RIDDOR – Reporting of Injuries, Diseases and Dangerous Occurrences Regulations — Health and Safety Executive Find (opens in a new tab)
7. First aid at work: Guidance on regulations, L74 — Health and Safety Executive, 2013 (as amended 2018 and 2024) Find (opens in a new tab)
8. The Regulatory Reform (Fire Safety) Order 2005, SI 2005/1541 Find (opens in a new tab)
9. Consulting employees on health and safety: A brief guide to the law, INDG232 — Health and Safety Executive, 2013 Find (opens in a new tab)