What is a Health & Safety policy and what should it include?

Posted 4 years ago

Every workplace has risks, but having a structured approach to managing them is essential. A health and safety policy is a formal document that outlines an organisation’s commitment to maintaining a safe working environment. It sets out responsibilities, identifies potential hazards, and provides a framework for preventing workplace injuries and illnesses.

Managing health and safety at work shouldn’t cause headaches. In this blog, we’ll explore the key components of a health and safety policy, its legal requirements, and how to implement an effective strategy. We’ll also discuss the benefits of health and safety training in ensuring workplace safety.

By the end, you will have a better understanding of how to develop a robust health and safety policy that keeps your business compliant and your employees safe – which is what every business owner wants!

What is a health and safety policy?

A health and safety policy is a document that formalises an organisation’s commitment to workplace safety and outlines the arrangements in place to manage risks through the use of online tools such as an Intranet or Document & Policy Storage Tool.

Under UK law, organisations with five or more employees must have a written health and safety policy that is shared with all staff. Most businesses distribute their policy via digital platforms such as an intranet or document storage system. A well-structured policy ensures compliance with health and safety laws, improves workplace culture, and reduces the likelihood of accidents.

What is the purpose of a health and safety policy?

A health and safety policy is essential for maintaining a safe workplace and ensuring legal compliance. It provides clear guidelines for managing risks and protecting employees, customers, and visitors.

Key Objectives of a Health & Safety Policy:

Protecting employees, customers, and visitors
- Identifies potential hazards and outlines prevention measures.
- Reduces the risk of workplace injuries and illnesses.
- Promotes a safe working environment.
Ensuring legal compliance
- Helps businesses meet legal requirements under the Health and Safety at Work etc. Act 1974.
- Reduces the risk of fines, legal action, and reputational damage.
Reducing workplace accidents and illnesses
- Encourages safe working practices to minimise risks.
- Lowers absenteeism, compensation claims, and business disruptions.
Providing a structured approach to safety
- Defines clear responsibilities for employers and employees.
- Establishes procedures for risk assessments, emergency response, and incident reporting.

A well-structured policy not only keeps employees safe but also enhances efficiency and compliance, helping businesses create a safer, more productive working environment.

Why is it important to have a health & safety policy?

A health and safety policy is essential for mitigating risks, preventing workplace accidents, and ensuring legal compliance. It serves as a framework for maintaining a safe working environment and protecting employees, visitors, and the business itself.

Key reasons why a health & safety policy is crucial:

Prevents unnecessary risks and injuries
A well-defined policy helps identify potential hazards and outlines measures to eliminate or reduce risks, ensuring a safer environment for employees, customers, and visitors.
Protects your business from legal consequences
Neglecting health and safety can lead to serious consequences, including legal claims, financial penalties, and reputational damage. A clear policy demonstrates due diligence and helps businesses comply with regulations such as the Health and Safety at Work etc. Act 1974.
Ensures compliance with health & safety legislation
Having a structured policy ensures that employees work in accordance with health and safety laws, reducing the likelihood of breaches that could result in enforcement action or fines.

The importance of health & safety training

To ensure that employees can perform their tasks competently and safely, businesses must provide thorough health and safety training. Effective training should cover:

Key risks and hazards in the workplace.
Preventative measures to reduce accidents and injuries.
Safe working practices to minimise risks.

Regular refresher training is recommended at least every 12 months to keep employees up to date with safety protocols and reinforce best practices.

At iHasco we offer a wide range of health and safety courses tailored to different industries. These courses help ensure that employees have the necessary knowledge to work safely, comply with regulations, and contribute to a safer workplace.

What should a health & safety policy include?

Under the Health and Safety at Work etc. Act 1974 (HSWA), every workplace must have a structured health and safety policy. This policy should be divided into three key sections:

Statement of intent – Outlines the organisation’s commitment to health and safety and sets clear objectives.
Health & safety responsibilities – Defines roles and responsibilities within the workplace, such as Fire Wardens and Health & Safety Officers.
Arrangements for health & safety – Details the procedures and measures in place to achieve health and safety goals.

By following this structured approach, businesses can create an effective policy that ensures compliance, reduces risks, and promotes a safe working environment.

What are the three main sections of a health & safety policy?

Now we’ve established the three main sections of a health and safety policy, let’s look into more detail exactly what each section entails.

Statement of intent

This section establishes the workplace’s commitment to managing health and safety. It should clearly outline aims and objectives, ensuring that health and safety is a priority.

A health and safety aim is a broad commitment (not measurable), whereas a health and safety objective is a specific, measurable goal.

Examples of health & safety commitments:

Consult employees on health and safety objectives.
Regularly review and update the health and safety policy.
Ensure compliance with all relevant health and safety legislation.
Provide employees with the necessary training and resources to work safely.

This section can be brief and presented in bullet points for clarity.

Responsibilities

The second section of a health and safety policy should outline who is responsible for what within the organisation.

It should include the names, job titles, and specific duties of individuals with health and safety responsibilities, such as:

Directors and Managers – Oversee health and safety compliance and implementation.
Supervisors – Ensure safe working practices and enforce procedures.
Fire Wardens – Lead fire safety procedures and evacuations.
First Aiders – Provide immediate medical assistance in case of an emergency. Also includes Mental Health first aiders.

For clarity, businesses may include an organisational chart that visually represents the hierarchy of responsibilities.

Arrangements

The final section details the practical arrangements in place to maintain health and safety and achieve the organisation’s objectives.

What to include in a health & safety policy:

The contents of this section will vary depending on the industry and workplace environment. However, common inclusions are:

Health & safety reporting – How incidents and hazards should be reported.
Codes of practice – Guidelines for maintaining a safe work environment.
Fire evacuation procedures – Step-by-step emergency response plans.
First aid procedures – Details on available first aid resources and designated first aiders.
Personal protective equipment (PPE) usage – When and how PPE should be used.
Safe use of machinery & equipment – Rules for handling workplace tools and machinery.
Monitoring & inspections – How safety performance is assessed (e.g., risk assessments, audits).
Drugs & alcohol policy – Rules regarding substance use in the workplace.
Health & safety training – Frequency, format, and expectations for staff training.

This section should be tailored to reflect the specific risks and needs of the industry. For example, a construction site policy will differ significantly from an office-based policy.

Why is a clear health & safety policy essential?

A well-structured health and safety policy ensures that employees, managers, and business owners:

Understand their responsibilities.
Work in compliance with health and safety laws.
Reduce the risk of workplace accidents, illnesses, and legal consequences.

By implementing a comprehensive health and safety policy, businesses create a safer, more productive, and legally compliant workplace.

UK laws and regulations around health & safety policies

In the UK, health and safety policies are a legal requirement for businesses, ensuring that workplaces are safe for employees, customers, and visitors. Several key laws outline what businesses must do to comply with health and safety regulations.

Health and Safety at Work etc. Act 1974

This is the primary piece of legislation governing workplace health and safety in the UK. It places a duty on employers to ensure the health, safety, and welfare of their employees and anyone affected by their work. Businesses must take reasonable steps to prevent risks, provide training, and maintain safe working conditions.

Management of Health and Safety at Work Regulations 1999

These regulations build on the 1974 Act and specifically require employers to:

Conduct risk assessments to identify workplace hazards.
Implement preventative and protective measures to reduce risks.
Provide appropriate health and safety training for employees.

Employer responsibilities

Under UK law, employers must:

Assess workplace risks and put control measures in place.
Provide employees with clear health and safety information and training.
Ensure the work environment, equipment, and practices meet legal safety standards.
Appoint a competent person to oversee health and safety management.

Penalties for non-compliance

Failure to comply with health and safety laws can result in serious consequences, including:

Fines – Businesses can face unlimited fines for breaching regulations.
Legal action – Employers can be prosecuted if negligence leads to injury or harm.
Reputational damage – Poor health and safety management can affect customer and employee trust.

Having a well-documented health and safety policy is not just about compliance—it helps protect employees, improve workplace culture, and reduce the risk of costly legal issues.

How to write and implement a health & safety policy

Creating and implementing a health and safety policy ensures that businesses meet legal requirements while protecting employees and visitors from harm. A well-structured policy should be clear, practical, and regularly updated. Below is a step-by-step guide to writing and implementing an effective health and safety policy.

Conduct a risk assessment

Before drafting the policy, businesses must identify potential hazards in the workplace. This involves:

Evaluating risks that could cause harm to employees, customers, or visitors.
Assessing the likelihood and severity of these risks.
Determining necessary control measures to minimise risks.

Draft the statement of intent

The Statement of Intent is the opening section of a health and safety policy. It should:

Outline the company’s commitment to maintaining a safe workplace.
Highlight key safety objectives and responsibilities.
Be signed by senior management to show accountability.

Assign responsibilities

Clearly define who is responsible for health and safety within the organisation, including:

Employers and senior management – Oversee safety procedures and ensure compliance.
Supervisors and managers – Implement policies and train staff.
Employees – Follow guidelines and report hazards.

Develop health and safety arrangements

This section details how the organisation will manage health and safety. It should cover:

Procedures for reporting hazards and incidents.
Emergency procedures, including fire safety and first aid.
Safe working practices for specific tasks.

Communicate the policy to employees

A policy is only effective if employees understand and follow it. To ensure this:

Make the policy easily accessible, whether in a handbook or on the company intranet.
Provide training sessions to explain key safety procedures.
Encourage open communication so employees can ask questions or raise concerns.

Regularly review and update the policy

Health and safety risks change over time, so businesses must:

Review the policy at least annually or after a workplace incident.
Update it when new laws, equipment, or processes are introduced.
Gather feedback from employees to improve safety measures.

Best practices for effective implementation

Lead by example—senior management should actively promote health and safety.

Integrate safety training into employee onboarding and refresher courses.

Encourage a safety-first culture where employees feel responsible for workplace wellbeing.

By following these steps, businesses can create a robust health and safety policy that not only ensures legal compliance but also creates a safer and more productive work environment.

Common challenges in implementing a health & safety policy (and how to overcome them)

Implementing a health and safety policy can come with challenges, from resistance among employees to keeping up with changing regulations. Below are some of the most common obstacles businesses face, along with practical solutions to overcome them.

Resistance from employees or management

The Challenge: Some employees or managers may see health and safety policies as unnecessary or restrictive, leading to a lack of engagement.

To overcome these issues you can:

Promote a safety-first culture by explaining how the policy benefits everyone.
Involve employees in the policy-making process to gain their buy-in.
Lead by example—when management prioritises health and safety, employees are more likely to follow suit.

Lack of understanding of legal requirements

The Challenge: Many businesses struggle to navigate complex health and safety laws, risking non-compliance.

Resolving these issues can be done by the following:

Consult health and safety experts or legal professionals for guidance.
Invest in health and safety training to ensure all employees and managers understand their responsibilities.

Keeping policies up to date with changing laws

The Challenge: Health and safety regulations evolve, and failing to update policies can lead to non-compliance and increased risks.

Here’s how you can address these issues:

Schedule annual policy reviews to assess compliance with the latest laws.
Subscribe to industry updates from organisations.
Appoint a dedicated health and safety officer to monitor regulatory changes and implement necessary updates.

Ensuring effective policy implementation

The Challenge: Even with a well-written policy, businesses may struggle to ensure employees follow safety guidelines.

How to overcome these issues:

Provide regular training sessions to reinforce key safety measures.
Use digital tools to track compliance and ensure employees complete the necessary training.
Encourage open communication so employees feel comfortable reporting safety concerns.
By addressing these challenges with proactive solutions, businesses can implement an effective health and safety policy that protects employees, ensures legal compliance, and fosters a safer workplace.

Online Health & Safety Training

Need to keep up to date with your health and safety training? We offer a huge variety of Online Health & Safety Training courses that have been created to help organisations work towards legislative compliance.

The average course duration is just 30 minutes and each training course provides the user with a printable certificate upon completion of the end-of-training test.

Interested in trying the courses in our library? You can receive 24 hours access to our full course library by claiming your free, no-obligation trial using the form below…