A health and safety policy sets out how you manage health and safety in your business: who does what, when and how. Under section 2(3) of the Health and Safety at Work etc. Act 1974, if you employ five or more people, you must write it down. It is also one of the first documents a customer, insurer or auditor asks for.
The three parts
- Statement of intent: your commitment to managing health and safety, signed and dated by the most senior person.
- Responsibilities: who is responsible for what, by name or job title, from the director with overall responsibility to supervisors and every employee.
- Arrangements: the practical detail of how you manage risks, from risk assessments to first aid.
What the arrangements usually cover
- Risk assessments and how they are shared.
- Consultation with employees.
- Training, induction and supervision.
- Accident and incident reporting, including RIDDOR.
- First aid and welfare.
- Fire safety and emergency procedures.
- Equipment, inspection and maintenance.
- Hazardous substances (COSHH), manual handling and DSE.
- Contractors and visitors.
- Monitoring, audit and review.
Making it real
Keep it short and specific. A policy that says "the manager will arrange training" is better than three pages copied from someone else. Share it with every employee at induction and whenever it changes, and display or make available the statement of intent.
For ISO 45001, the policy must also include commitments to provide safe and healthy working conditions, fulfil legal requirements, eliminate hazards and reduce risks, continually improve, and consult and involve workers.
Review
Review the policy regularly, usually at least annually, and when something significant changes: new premises, new activities, new people in key roles, or lessons from an incident. Re-sign the statement of intent when it changes.
Frequently asked questions
Do I need a health and safety policy with fewer than five employees?
You do not have to write it down, but you must still manage health and safety. A short written policy is good practice and often requested by customers.
Who should sign the policy?
The most senior person in the business, such as the managing director, to show commitment from the top.
Is a health and safety policy the same as a risk assessment?
No. The policy says how you manage health and safety in general; risk assessments look at specific hazards and controls.
This guide is general information for UK businesses, not legal advice. Check the current regulations and HSE guidance at hse.gov.uk, and take professional advice for your situation.