BASIC HEALTH

AND SAFETY
POLICY

In the following pages is an example of a basic health and safety

policy.
The text in the square brackets [ ] provide instructions on how to
complete any gaps in the policy. They should be removed from the
final policy.
Although the notes at the bottom of each page are not intended to
be included in any policy that you will issue to staff members, you
may find some details are useful to keep in the final version, to
explain the relevance of some paragraphs.

Health and safety policy statement

1. This policy will say how
[insert name of your organisation]
will manage its health and safety responsibilities.
2. We will manage health and safety by:
2.1

Controlling the health and safety risks at work.

2.2

Involving employees on health and safety issues that affect

them.

2.3 Making sure that where employees work, and any

equipment they use, is safe.
2.4

Making sure that dangerous substances are stored and

used safely.

2.5 Making sure employees, especially new employees, have

relevant information and training on health and safety.
2.6

Making sure employees can do their jobs, and are properly

trained.

2.7

Trying to stop accidents and work-related health problems.

2.8

Regularly checking that working conditions are safe and

healthy.

2.9

Regularly reviewing this policy and making changes if

necessary.

Signed (on behalf of the employer):

______________________________Date _________________
Chair of Management Committee/Board of Trustees
Review Date:___________________

Notes
By law (under the Health and Safety at Work etc. Act 1974) if you
have 5 or more employees, you must have a written health and
safety policy, make it available for the staff to look at and to review
it regularly.
You must also make sure that you have appropriate insurance cover
including Employers Liability Insurance (if you have any paid
employees) and Public Liability Insurance.

Responsibility for health and safety

3. Overall responsibility for health and safety belongs to
[Insert either Management Committee or Board of Trustees]
4. Daily responsibility for managing this policy is given to
[Chief Executive or Directors name]
5. [optional] The following people have responsibilities for health
and safety:
Name:

Responsibility:
e.g.1) Emergency Evacuation
in case of fire or other
emergency, your premises may
need to be evacuated. A fire risk
assessment should be undertaken
and someone should implement
emergency procedures, preferably
suitably trained. Who will
undertake this?
e.g.2) H&S induction all new
staff members should receive
training and information about
applying this policy. Who will
undertake this?
e.g.3) H&S risk assessment
risk assessments will need to be
recorded and whoever undertakes
them, should ideally be trained.
Who will carry out the risk
assessments?
e.g.4) Employee
representative Very small
organisations may consult
employees directly. Alternatively,
the employers might consult a
health and safety representative,
chosen by the employees or
selected by a trade union.
e.g.5) First Aider as a
minimum, organisations must
have a suitably stocked first-aid
box, information for staff about
the first-aid arrangements and an

appointed person to take charge

of these arrangements. Who is
your first-aider?
e.g.6) Accident recording,
investigating and reporting
If your organisation has more
than 10 employees, you must
keep an accident book by law.
Keeping records will help identify
patterns of accidents and injuries.
Who will record accidents?
[Insert the names of relevant people above]
6. Employees are responsible for:
6.1

Co-operating with people who are responsible for health

and safety.

6.2

Using safety equipment when it is necessary.

6.3

Taking care of their own health and safety.

6.4

Reporting health and safety concerns to the right person as

written in this policy.

Notes
Item 3 The name of the employer must be included here.
Item 4 If the employer is not involved in the day-to-day running
of the organisation, the role can be delegated to a senior manager.
Responsibility still ultimately lies with the employer.
Item 5 Health and safety functions can be delegated to different
people, but you must make sure they are properly trained to carry
out the role. Responsibilities should be set out clearly and known
across the organisation.
Item 6 employees should be aware of their responsibilities too.

Controlling the health and safety risks at work

7.

[Name of responsible person] will do regular health and

safety risk assessments.

8.

The results of the risk assessment will be given to

[Name
of responsible person] and will be included with this policy.

9.

[Name of responsible person] should agree any action

needed to manage the risks that have been found.

10.

[Name of responsible person] will carry out the agreed

action points.

11.

[Name of responsible person] will check that the actions

taken have reduced the risks.

12. Assessments will be carried out every

[e.g. 6 months, 12
months], or when there is a change to the way we work.

Notes
To check that your health and safety policy is working you need to
do regular risk assessments
You should keep a record of your findings and take action to reduce
or remove the risks you have identified.
An example template follows. There is also a template on the
Health and Safety Executive website at www.hse.gov.uk/risk/riskassessment-and-policy-template.doc

Risk Assessments

A risk assessment is, as the Health and Safety Executive (HSE)

describe: "a careful examination of what, in your work, could cause
harm to people.... the aim is to make sure that no one gets hurt or
becomes ill".
Step One Identify the hazards
First walk around the workplace identifying anything that could be
potentially hazardous - write everything down - make a list.
Include everything you can think of: not just things that are currently
obviously dangerous, but anything with a potential risk. Where
possible two people will undertake the risk assessment separately and
will compare lists afterwards, in case either has missed anything out.
Consider invisible hazards e.g. stress (often related to working
long hours, under pressure, to tight deadlines) or physical assault.
Invisible hazards often include fumes - for example, photocopiers and
laser printers emit ozone when in use.
Finally consider whether things that might not normally be hazardous
might be in relation to specific people e.g. pregnant women,
disabled workers.
Step Two identify who is at risk
Once you have identified and listed all the hazards, you need to (i)
identify what the specific risk is, and (ii) who is particularly at risk.
Some people will be more at risk from particular hazards than others
- for example a computer user will be more at risk of suffering RSI
(Repetitive Strain Injury - also known as WRULDs - Work Related
Upper Limb Disorders), a cleaner might have specific risks related to
the chemical cleaning agents being used, etc. And there will be those
particularly at risk in some circumstances for example because they
may be working alone, or they may have a disability. List those
potentially at risk.
Step Three Evaluate the risks and decide on precautions
Think about what you can do to remove the risk. Compare what you
currently do with what is accepted as good practice. (It may be
necessary to seek advice from experts). The main purpose of doing a
risk assessment is to be aware of the risks, so that you can take
action to eliminate or at least reduce the risks. E.g. if an electrical
wire is exposed, you could replace it, or cover it with insulating tape.
E.g. if your cleaner is using potentially dangerous chemical agents change the cleaning product - use something water-based. Write
down the actions currently taken and those actions you
propose to be taken, and write down who will take the action,
by when.
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Step Four Record your findings

If you employ five people or more, the law requires you to record
your findings. Ensure the written record of your findings is made
available to staff, and that they co-operate with the carrying out of
the recommendations made as a result of the assessment. This might
involve a change in working practices, a change in machinery or
equipment, and appropriate training being undertaken.
Step Five
Review your assessment. Few workplaces remain the same. You
must review your assessment when there are major changes in the
workplace, such as the introduction of new machinery, or new ways
of working - but you must carry out regular reviews anyway possibly annually. If your original assessment was properly recorded
the review should be a relatively simple job but be aware of changing
working practices.

Risk Assessment Form (to be completed)

What are the
hazards?
Spot hazards by
walking around
the workplace,
talking to
workers,
checking
machines and
their instructions

Who might be
harmed, and
how?
Remember:
some
workers
have specific
needs
People who
are not
present
when the
assessment
is taking
place
Members of
the public

What are you

already doing?

List actions to be
taken

List precautions
already in place

Note Who will take

the action, by what
date

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Involving employees
13. The employee health and safety representative is
of responsible person]

[Name

14. Employees will be involved in health and safety through

[e.g. representatives, staff meeting, health & safety working
group]
15. Any decisions made at Management Committee/Board meetings
concerning health and safety will always be recorded and made
available to staff.

Notes
Employers must consult employees about health and safety. This
can be done through union representatives or an elected health and
safety representative.
Consultation can happen by having a regular item on the staff
meeting agenda, or through a health and safety working group.

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Making sure that the workplace and equipment are

safe
16.

[Name of responsible person] will be responsible for

making sure that there is a maintenance procedure for the
workplace and any equipment being used.

17.

[Name of responsible person] will be responsible for

checking to see if any equipment being used for work, or parts
of the workplace, need maintenance.

18.

[Name of responsible person] will be responsible for

making sure that all the necessary maintenance is done.

19. Any problems with work equipment or the workplace should be

reported to
[Name of responsible person].
20. Before buying any equipment or changing where people work,
[Name of responsible person] will check that health and
safety standards are met.

Notes
You should identify any equipment that needs maintenance and
make sure maintenance is done.
When buying second hand equipment you should check that it is
safe, e.g. public address systems, vehicles.
If you are hiring a venue, make sure it is appropriate for what you
want to do and that the venue owners know what you will be using
it for.
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Using and storing dangerous substances

21.

[Name of responsible person] will check if any

substances being used at work need COSHH (Control of
Substances Hazardous to Health) assessment.

22.

[Name of responsible person] will do the COSHH

assessments.

23.

[Name of responsible person] will make sure that any

action points from the COSHH assessments are implemented.

24.

[Name of responsible person] will make sure all

employees are told about the COSHH assessments.

25.

[Name of responsible person] will check how to use new

substances safely before they are bought.

26. COSHH assessments will be reviewed every

[e.g. 6
months, 12months], or when there is a change to the way we
work.

Notes
Under the Control of Substances Hazardous to Health (COSHH)
Regulations 1994, if hazardous substances are used at the
workplace, the employer must assess the risks to health.
This refers to any substance that can be dangerous for peoples
health.
This could be things you are using, e.g. bleach, paints, as well as
things like fumes or dust or gas that are produced when you work.
Your assessment should consider the possible ill-effects that you
should then do something about, perhaps by warning people, using
hazard signs, training users, using protective equipment, improving
ventilation and using safer alternatives.
Examples of COSHH risk assessments can be found on the Health
and Safety Executive website at www.hse.gov.uk/coshh/riskassess/
including for an office.

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Health and safety information and support

27. The Health and Safety Law poster is displayed
to the kitchen, by the entrance].

[e.g. next

28. The current employers liability insurance certificate is displayed

[e.g. next to the kitchen, by the entrance].
29. Health and safety advice is available from
responsible person].

[Name of

30. People using any equipment for the first time will be supervised
by
[Name of responsible person].
31.

[Name of responsible person] is responsible for making

sure that employees working away from the workplace are
given relevant health and safety information.

Notes
You are required to display a poster, or hand out a leaflet, that tells
employees about health and safety (available from the Health and
Safety Executive website at
www.hse.gov.uk/pubns/books/lawposter.htm .
You are also required to display a copy of the current certificate
from your insurance company showing that you have employers
liability insurance, or make it available electronically and tell all
employees where it can be viewed.
Employees and workers should be able to get good health and
safety advice either from inside or outside the organisation.
If you are working with young workers or trainees then you need to
do a special risk assessment for them because they may not have
enough experience.
If any staff members are pregnant you must carry out a risk
assessment to identify any risk to their health or to that of their
child. If there is a risk you must remove it or make alternative
arrangements.
If your employees are sent by you to another workplace, you need
to make sure that it is a safe place to send them.
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Training and induction

32. General health and safety induction training will be provided for
all employees by
[Name of responsible person].
33. Health and safety training for the particular job will be provided
by
[Name of responsible person].
34. Jobs that need special health and safety training are
[e.g. manual handling, food preparation].
35. Training and induction records are kept by
responsible person].
36. Any training that is needed will be arranged by
responsible person].

[Name of
[Name of

Notes
All employees should be given a health and safety induction when
they start work covering such things as first aid and fire safety.
You should record all health and safety training to show you are
doing it.

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Accidents and work related health problems

37. The first aid box is kept
kitchen].

[e.g. at reception, by the

38. The appointed person/first aider is

person].

[Name of responsible

39. All accidents and work-related health problems should be

recorded in the accident book by
[Name of responsible
person].
40.

[Name of responsible person] is responsible for

reporting accidents and diseases to the Health and Safety
Executive.

Notes
Under the Health and Safety (First Aid) Regulations 1981, all
employers have a duty to provide first aid facilities and equipment
that is adequate and appropriate for their organisation.
You should have a first aid box, clearly visible, accessible and fully
maintained. All workplaces should have at least one appointed
person to organise a first aid response such as phoning for an
ambulance. No-one should carry out first aid unless they are
trained to do so.
Although there is no statutory requirement to have trained first
aiders, the Health and Safety Executive provides guidance on the
recommended number, based on the number of employees and the
nature of work. For example, if the risks are low (e.g. in an office
environment), one first aider may deal with up to 50 employees.
Recording all accidents, even small ones, and near misses can show
up if there is a health and safety problem in a particular area.
The accident book should be kept for at least 3 years after the last
entry.

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Checking work conditions are safe and healthy

41. To make sure that we are working safely and that this health
and safety policy is being followed we will:
[e.g. carry
out inspections, investigate accidents and near misses, collect
reports, meet with representatives].
42.

[Name of responsible person] is responsible for

investigating accidents at work.

43.

[Name of responsible person] is responsible for

investigating work-related causes of absence [e.g. wrist/arm
pain, stress].

44.

[Name of responsible person] is responsible for acting

on the results of the investigation to stop the same problem
happening again.

Notes
Investigating accidents is a good way to make sure they do not
happen again.
Investigating absence, especially if several people are away with the
same problem, could help to find a cause of illness in your
organisation.

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Fire and evacuation

45.

[Name of responsible person] is responsible for making

sure that the fire risk assessment is done and any action points
are carried out.

46. Escape routes are checked by

[Name of responsible
person/professional service address details] every
[e.g.
6months, 12 months].
47. [If applicable] Fire extinguishers are maintained and checked
by
[Name of responsible person/professional service
address details] every
[e.g. 6 months].
48. Alarms are tested by
[Name of responsible
person/professional service address details] every
month].
49. Emergency evacuation will be tested every
months, 6 months].

[e.g.
[e.g. 3

50. The evacuation procedure is:

If the alarm sounds

Evacuate the building immediately by the nearest exit

Ensure any visitors leave the building
Do not put yourself at risk
Assemble
[e.g. in front of the building]
Do not re-enter the building for any reason until the Fire
Officer or fire brigade confirm that it is safe to do so.

If you discover a fire

Raise the alarm by operating the break glass switch at the

nearest fire alarm call point. These are located in
.
Evacuate the building immediately as above.

Notes
A fire risk assessment is the same as any other risk assessment.
Escape routes, fire extinguishers and alarms should be checked by
qualified people such as your local fire brigade.
Make sure you check escape routes and practice emergency
evacuation regularly.

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Some other areas of risk to consider

Display screen equipment

Noise

Stress

Slips, trips and falls

Working alone

Confined spaces

Electricity and electrical

equipment

Violence to staff

Staff with disabilities, eg in

relation to fire and
evacuation procedures

Food hygiene

Manual handling

Further information

Health and Safety Executive - www.hse.gov.uk

Basic health and safety from the Health and Safety Executive www.hse.gov.uk/simple-health-safety/index.htm

ACAS leaflet on Health, Work and Wellbeing - www.acas.org.uk

LVSC (PEACe), April 2014

LVSCs Personnel, Employment Advice and Conciliation Service
The material in this document does not give a full statement of the
law, nor does it reflect changes after April 2014. It is intended for
guidance only and is not a substitute for professional advice. No
responsibility for loss occasioned as a result of any person acting or
refraining from acting on the basis of this material can be accepted
by the author or by LVSC or by Russell-Cooke LLP.

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