Free Health and Safety Policy Template

A Health and Safety Policy outlines a company’s safety protocols. It helps prevent workplace accidents and fosters a safe work environment for all employees.

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The primary responsibility for health and safety belongs to:

Board of d...

The primary responsibility for health and safety belongs to:

Board of directors

Committee

Person

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Last Update 28 March 2025

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Table of Contents:

What is a Health and Safety Policy?
Health and Safety Policy example
Types of Health and Safety Policy
Health and Safety Policy requirements
What should a Health and Safety Policy include?
How to write a Health and Safety Policy
Health and Safety Policy: related documents
FAQs about the Health and Safety Policy statement

What is a Health and Safety Policy?

A Health and Safety Policy is a legal document that serves as the basis for workplace safety.

It typically details the responsibilities, procedures, and standards necessary to protect employees, visitors, and other stakeholders from potential hazards.

By establishing clear guidelines, your company’s Health and Safety Policy helps prevent accidents, injuries, and illnesses, ensuring that all staff members are aware of their roles in maintaining a safe workplace.

Who needs a Health and Safety Policy?

Regardless of your company’s industry or setting, you will need a Policy.

In the UK, it is a legal requirement for any organisation with 5 or more employees to have a formal Health and Safety Policy written down in a document.

This is especially true if your company operates in high-risk industries, such as construction, manufacturing, or healthcare, you’re encouraged to have a comprehensive Health and Safety Policy.

However, low-risk environments like offices and retail stores are not exempt from the need for safety guidelines, as hazards can still exist in these settings.

Health and Safety Policy example

To better understand what a Health and Safety Policy should look like, it’s helpful to review an example. Below is a sample outline of a Health and Safety Policy that you can use as a reference:

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Types of Health and Safety Policy

Health and Safety Policies can vary depending on the size and nature of the business. Here are 2 common types:

Health and Safety Policy template for small businesses

Small businesses typically require a straightforward Health & Safety Policy that covers the basics.

The policy should outline the company’s commitment to safety, assign responsibilities, and detail the procedures for managing common hazards in the workplace.

This type of policy should be easy to understand and implement, focusing on the most relevant risks for the business.

Your Policy should include:

Risk assessment procedures: How often they are conducted and who is responsible.
Basic training: General safety training for all employees, including manual handling and emergency response.
Simple reporting procedures: How to report accidents or hazards.

Company Health and Safety Policy template

Larger companies or those in high-risk industries may require a more comprehensive Health and Safety Policy. This policy should cover a wider range of issues and include more detailed procedures and responsibilities.

You should typically include:

Detailed risk management: Specific risk assessments for different departments or processes.
Advanced training programs: Specialised training for employees in high-risk roles.
Complex reporting systems: Procedures for reporting, investigating, and recording incidents.

Health and Safety Policy requirements

To comply with UK regulations, your Health and Safety Policy has to meet certain criteria. The policy must be:

Documented: If your business has 5 or more employees, you must have a formal Health and Safety Policy document.
Comprehensive: Your document should cover all aspects of health and safety relevant to the business.
Communicated: The Policy must be communicated to all employees, and everyone should understand their responsibilities.
Reviewed regularly: The Policy should be reviewed and updated as necessary, especially when there are changes in the business, such as new processes, equipment, or locations.

What should a Health and Safety Policy include?

A comprehensive Health and Safety Policy should include the following key elements:

Policy statement: A declaration of the company’s commitment to health and safety.
Responsibilities: Clear assignment of responsibilities for health and safety at all levels of the organisation.
Arrangements: Specific procedures to manage health and safety risks, including risk assessments, training, emergency procedures, and incident reporting.
Monitoring and review: A process for regularly reviewing and updating the policy to guaranteeits effectiveness.

How to write a Health and Safety Policy

Drafting your Health and Safety Policy involves several key steps. Make sure to complete each step below when drafting your document:

H3: 1. Include the risks

Start by identifying the potential hazards in your workplace. This can involve conducting risk assessments, consulting with employees, and reviewing past incidents.

2. Define responsibilities

Clearly outline who is responsible for health and safety at each level of your organisation. This might include management, employees, and specific roles like a safety officer.

3. Develop procedures

Based on your risk assessments, create procedures for managing each identified risk. This could include training programs, emergency procedures, and reporting systems.

4. Communicate the Policy

Once the policy is written, share it with all employees. Make sure everyone understands their role in maintaining health and safety.

5. Review and update

Regularly reevaluate the policy to ensure it remains relevant and effective. Update it whenever there are significant changes in the workplace.

You can use our template as a helpful guide when drafting your own Health and Safety Policy.

FAQs about the Health and Safety Policy statement

Here, our experts have answered some of the most common questions employers have when drafting a Health and Safety Policy:

What is the Health and Safety Policy statement?

The Health and Safety Policy statement is a key part of the Health and Safety Policy. It is a declaration by the organisation’s leadership, stating their commitment to maintaining a safe and healthy work environment.

Who has the legal duty to prepare a written Health and Safety Policy for businesses?

In the UK, the legal duty to prepare a written Health and Safety Policy falls on the employer. This applies to any business with five or more employees.

The employer is responsible for guaranteeing that the policy is comprehensive, up-to-date, and effectively communicated to all employees.

How many employees do you need to have a Health and Safety Policy?

A written Health and Safety Policy is required by law for any business with 5 or more employees. However, even businesses with fewer employees must have a policy in place to make sure health and safety risks are effectively managed.

You are only a few steps away from your own Health and Safety Policy!

Download our professional examples

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Preview of your Health and Safety Policy

HEALTH AND SAFETY POLICY

Objective of the Policy

1. _________ (the Employer) prioritises health and safety issues and is dedicated to safeguarding the health and safety of its staff and anyone impacted by our operations, and visitors to our premises. This Policy is intended to help the Employer achieve this by defining responsibilities for health and safety matters.

2. This is a policy statement only and does not form part of your employment contract. This Policy is subject to change and periodic updates. The Employer will review this Policy regularly to ensure that it achieves its aims effectively.

Workplace Health and Safety Responsible

3. Everyone works together for a safe and healthy workplace. This Policy and its rules apply to all staff of the Employer, regardless of role or work arrangement. Specific responsibilities are outlined in the "Staff Responsibilities" section.

Employer Responsibilities

4. The Employer has the following responsibilities:

a. Implementing reasonable safeguards to protect the health and safety of the staff, stakeholders, visitors and people affected by the business activities.

b. Proactively identifying health and safety risks and developing solutions to manage or overcome them.

c. Ensuring a safe and healthy work environment with secure access and exit arrangements, even in emergencies.

d. Maintaining safe work areas, and systems, along with appropriate personal protective equipment (PPE).

e. Implementing safe procedures for the use, handling, storage and transport of articles and substances.

f. Providing to all staff an appropriate training and supervision to do their work safely, to avoid hazards and to contribute positively to their own health and safety at work. The Employer will give you the opportunity to ask questions and advise who best to contact in respect if you are unsure about how to safely carry out your work.

g. Providing appropriate training to health and safety representatives to carry out their functions effectively.

h. Providing proper health and safety induction and safety training to your role.

i. Promoting open dialogue on health and safety with employees.

j. If an epidemic or pandemic alert is issued, providing guidance to staff on business continuity and infection prevention in case of an epidemic or pandemic.

k. Monitoring health and safety performance, implementing necessary changes, and communicating updates to staff.

5. Overall responsibility for health and safety lies with the Board of Directors of the Employer. They have appointed _________ as the Health and Safety Officer with day-to-day responsibility for health and safety matters.

6. Any concerns about health and safety matters should be reported to the Health and Safety Officer.

Staff Responsibilities

General Staff Responsibilities

7. Staff should:

a. Take care of their health and safety and others affected by their acts or omissions.

b. Comply with health and safety duties, instructions and rules, including instructions on the safe use of equipment by cooperating with the Health and Safety Officer and the Employer.

c. Be mindful of health and safety risks and take personal responsibility for the health and safety implications of their own acts and omissions.

d. Keep the workplace clean.

e. Report all health and safety concerns to the Health and Safety Officer promptly, including any potential risks, hazards or malfunctioning of equipment, however minor or trivial they may seem.

f. Co-operate with the Employer in investigating accidents and incidents to prevent future harm.

Equipment-Related Staff Responsibilities

8. Staff should:

a. Use equipment according to provided instructions, including training, manuals, and management guidance.

b. Report any equipment faults, damage, or safety concerns to the Health and Safety Officer.

c. Ensure that health and safety equipment is protected from interference.

d. Not attempt to repair the equipment unless you are properly trained and authorised.

Staff Responsibilities Relating to Accidents and First Aid

9. Staff should:

a. Promptly report any work-related injuries, no matter how minor, to the Health and Safety Officer and cooperate with any investigation.

b. In case of an accident, call _________ and ask for the duty first aider, giving name, location and brief details of the problem.

c. The Health and Safety Officer investigates injuries and illnesses, maintains accident records, and submits reports under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR), where required.

Staff Responsibilities Relating to National Health Alerts

10. In the event of an epidemic or pandemic, all staff must comply and co-operate with all instructions, the employer's guidelines for business operations, infection prevention and steps to be taken by staff to minimise the risk of infection. Questions should be directed to the Health and Safety Officer.

Staff Responsibilities Relating to Emergency Evacuation and Fire

11. Staff should:

a. Ensure they are familiarised with fire extinguisher locations, emergency exits, and alternate escape routes.

b. Comply with fire warden instructions in case of fire, suspected fire, or fire alarm.

c. Participate and co-operate in fire drills, treating them as a serious practice of emergency procedures. Fire drills will be conducted a minimum of once yearly.

d. Ensure that fire exits, notices, and signs are clear and not obstructed at all times.

e. Notify the Health and Safety Officer immediately of any conditions affecting your ability to evacuate. If you have mobility issues or other conditions that could hinder evacuation, a personal escape plan will be created.

12. On discovering a fire, staff should:

a. Immediately activate the nearest fire alarm. If possible, call reception and report the fire's location.

b. Attempt to tackle the fire ONLY if they are trained and confident in doing so. Designated staff will receive fire extinguisher training.

13. On hearing the fire alarm, staff should:

a. Stay calm and evacuate the building immediately, walking quickly without running, and following any instructions of the fire wardens.

b. Do not stop to collect your personal belongings at the time of evacuation.

c. Stay out of any lifts.

d. Remain out of the building until a fire warden confirms it is safe.

14. The Health and Safety Officer is responsible for conducting fire risk assessments, implementing necessary changes, and maintaining fire safety equipment and emergency procedures.

Risk Assessments and Manual Handling Safety

15. Risk assessment is a process of identifying potential workplace hazards and evaluating the risks to employees. The Employer is responsible for assessing risks and implementing measures to minimise harm. The Employer will carry out general workplace risk assessments when required or as reasonably requested by staff. Managers oversee this process and ensure that corrective actions are taken. The Health and Safety Officer is the primary point of contact for risk assessments and control measures.

16. If risks cannot be effectively controlled, Personal Protective Equipment (PPE) will be provided.

17. The Employer will minimise or eliminate manual handling tasks like lifting and carrying heavy items to prevent injuries. If manual handling is unavoidable, training and guidance will be provided by the Health and Safety Officer.

Non-Compliance With Health and Safety Rules

18. Any breach of health and safety rules or failure to comply with this Policy will be taken very seriously and is likely to result in disciplinary action against the offender, in accordance with the Employer's Disciplinary Policy, up to and including immediate dismissal.