Can you write your own health and safety policy?

Your company’s safety policy statement is the first word to employees about your feelings about safety, both on and off the job. It states your commitment to safety and lets your employees know that you accept the responsibility that comes with that commitment. The U.S. Occupational Safety and Health Administration offers some pointers for writing your safety policy statement that emphasize these points and reminds employees that they play a part in workplace safely.

OSHA Template

  1. OSHA has a safety policy template that includes a section on writing the policy statement. The template suggests you state the purpose of your company’s health and safety policy. It also suggests you start by saying that the safety and health of all employees is the overarching consideration in all company operations. Consider statements that emphasize that safety is every employee’s first concern and a consideration in every task employees undertake.

Engage the Reader

  1. Remember that the policy statement isn’t the policy; it’s the introduction to the company safety policy. The policy is the company-wide document that requires compliance with OSHA regulations. The purpose of the statement is to engage the readers -- your employees -- not bore them. You want to engage them, so they follow the policy that mandates safe work behavior for their jobs.

Brevity

  1. Keep your policy statement brief. The policy statement is nothing more than the introduction to the policy document. You can mention compliance with OSHA regulations in the statement or the Occupational Safety and Health Act of 1970 or compliance with laws, as illustrated in the samples in the model policy statements section in OSHA’s “Small Business Handbook.”

Keep It General

  1. Resist the temptation to include safety specifics in the policy statement. There’s no need to brainstorm with supervisors about what each job entails. Don’t address the risks of the workplace, emergency procedures or specific safety issues. List the reasons for the policy and the policy’s objectives so those reading the policy cannot mistake the policy statement -- the introduction to the policy -- for specific, job-related instructions.

    What is the legal requirement for a health and safety policy? Having a good health and safety policy gives your business many benefits, including clear communication of your health and safety management. It is also a legal requirement. By law, businesses of all shapes and sizes need one.

    A health and safety policy isn't just something to show off to your clients or tick a box on a questionnaire. It's a legal requirement.

    Not sure what a health and safety policy is or what it should include? Find out in our blog post what is a health and safety policy?

    Health and safety policies are required by law. The specific requirements are detailed in two key pieces of legislation:

    • The Health and Safety at Work etc. Act 1974 (HSWA)
    • The Management of Health and Safety at Work Regulations (MHSWR)

    The Health and Safety at Work etc. Act 1974 (HSWA)

    Regulation 2 (3) of the Health and Safety at Work etc. Act 1974 requires employers to prepare and maintain a statement showing the policy on safety and the organisation and arrangements put in place to ensure the general policy is carried out.

    The employer must ensure that all employees are aware of the policy and any revisions made to it.

    It shall be the duty of every employer to prepare and as often as may be appropriate revise a written statement of his general policy with respect to the health and safety at work of his employees and the organisation and arrangements for the time being in force for carrying out that policy, and to bring the statement and any revision of it to the notice of all of his employees.

    This law surrounding health and safety policies has been around for some time. The HSWA has been in place for nearly 50 years!

    So far, we know that employers need to have a written statement under the Health and Safety at Work etc. Act (HSWA). But given that there are more than 100 health and safety regulations, you can bet that there is more guidance on health and safety policies elsewhere. And there is.

    The Management of Health and Safety at Work Regulations (MHSWR)

    The Management of Health and Safety at Work Regulations (MHSWR) contain more details under regulation 5 (health and safety arrangements).

    This section of the regulations puts a legal requirement on every employer to make and put in place appropriate health and safety arrangements.

    Can you write your own health and safety policy?

    The MHSWR regulations also require that, where an employer employs 5 or more employees, these arrangements are recorded. This written document is known as a health and safety policy.

    1. Every employer shall make and give effect to such arrangements as are appropriate, having regard to the nature of his activities and the size of his undertaking, for the effective planning, organisation, control, monitoring and review of the preventive and protective measures.
    2. Where the employer employs five or more employees, he shall record the arrangements referred to in paragraph (1).

    What does the law say a health and safety policy should contain?

    If you look at the requirements from the HSWA, you will notice it asks for a statement, organisation and arrangements. These are the three key sections of a health and safety policy.

    The statement acts as an introduction to the policy, detailing what it sets out to achieve.

    The organisation or responsibilities section gives information on the structure within the business, who is responsible for what.

    And the arrangements outline then what, when and how of your health and safety. What needs to be done, when and how work will be completed safely.

    Find out more about the health and safety policy contents in what is a health and safety policy?

    What type of business needs a health and safety policy?

    Every type of business needs a health and safety policy, not just larger or more complex businesses. A policy is required by law for businesses of all shapes and sizes.

    It shall be the duty of every employer to prepare and as often as may be appropriate revise a written statement of his general policy with respect to the health and safety [...]

    The act says that this is a duty of every employer. So, no matter your business size, if you have one or more employees, you need to have a written statement of your general health and safety policy.

    The law doesn't say you need to have a full written health and safety policy (more on that shortly). But it does say that every employer needs a written health and safety policy statement.

    When does a business only need a policy statement?

    Not every business needs to have a fully developed health and safety policy.

    1. Where the employer employs five or more employees, he shall record the arrangements referred to in paragraph (1).

    If you have less than 5 employees, you don't need to record all of the arrangements in writing.

    For less than 5 employees, you just need a health and safety policy statement.

    But having a good health and safety policy delivers many benefits, including clear communication of your health and safety management.

    And even if a full health and safety policy isn't a legal requirement for your business (where you employ less than 5 employees) it might still be a contractual requirement (your clients wants you to have one). It might also be a requirement to gain a particular level of accreditation or approval. This is often the case in higher-risk industries, like construction.

    Who is responsible for writing the health and safety policy?

    Ok, so now we know the health and safety policy is required by law. It's mentioned a few times in health and safety regulations. But who is responsible for writing the policy? Well, let's look again at the MHSWR.

    1. Where the employer employs five or more employees, he shall record the arrangements referred to in paragraph (1).

    The employer is responsible. He (or she) shall record the arrangements. It's is one of the employer's duties.

    That doesn't mean the employer needs to write every word of the policy. They may employ a competent person to assist them. In larger businesses, they may even have a health and safety manager put the policy together.

    Whatever the arrangements, the employer should certainly influence the contents. After all, they need to make sure those arrangements are made and put in place. And they have the ultimate responsibility (and need to sign it).

    Who needs to sign the health and safety policy?

    The health and safety policy statement should be signed and dated. This shows that the employer has complied with their legal duty to prepare a health and safety policy statement. And, it also shows that they are meeting the legal requirement to keep it updated as necessary.

    Can you write your own health and safety policy?

    There may be an update because there have been changes to work procedures or equipment, to change aims or goals, to introduce new control measures or arrangements, because technology has changed, or because the law has changed.

    State your general policy on health and safety at work, including your commitment to managing health and safety and your aims. As the employer or most senior person in the company, you should sign it and review it regularly.

    The health and safety policy should be signed by the employer. In a smaller business, it will be fairly obvious who this is. In larger businesses, the employer should be the most senior person in the organisation. Usually, this is the managing director.


    Your health and safety policy needs to comply with legal requirements, but it should also be remembered that the development of a good health and safety policy will also benefit your organisation through improved safety management and accident prevention.

    If you need help writing your policy, you can start with one of our health and safety policy templates.

    How do you write a safety policy?

    Some steps you can take:.
    Create a workplace safety and health committee..
    Have some employees conduct daily safety inspections..
    Inform employees about safety inspections, injury and illness data, and other safety issues..
    Solicit feedback from your employees, who typically know more about safety problems than their managers..

    Who is responsible for writing the health and safety policy?

    The health and safety policy should be signed by the employer. In a smaller business, it will be fairly obvious who this is. In larger businesses, the employer should be the most senior person in the organisation. Usually, this is the managing director.

    What is an example of a health and safety policy?

    - We will give staff and subcontractors health and safety induction and provide appropriate training (including working at height, asbestos awareness and electrical safety). - We will provide personal protective equipment. - We will make sure suitable arrangements are in place for employees who work remotely.

    How do you create health and safety?

    Health and safety made simple.
    Appoint a competent person. Choose who will help you manage health and safety in your business..
    Prepare a health and safety policy. ... .
    Risk assessment. ... .
    Consult your workers. ... .
    Provide information and training. ... .
    Have the right workplace facilities. ... .
    First aid in work. ... .
    Display the law poster..