How to create a Health & Safety policy

Your Health and Safety policy is a key document that shows how you will protect your employees, guests, and anyone else on your premises from harm. It’s your plan for managing health and safety in your workplace. If you have five or more employees, the law requires you to have this policy in writing, but it’s excellent practice for any business, no matter the size.

What to Include in Your Policy

A good policy doesn’t need to be complicated. It should be broken down into three main sections:

1. The General Statement of Intent: This is a short summary of your commitment to managing health and safety. It should state your overall goals, such as preventing accidents and complying with the law. It must be signed and dated by the most senior person in the business (that’s probably you!).
2. Responsibilities: This section outlines who is responsible for what. It makes clear what you will do as the owner, what managers or supervisors must do, and what is expected of every employee. Be specific, for example: "The Head Chef is responsible for kitchen safety checks," or "All staff must report safety concerns immediately."
3. Arrangements for Health and Safety: This is the most detailed part of your policy. It explains the practical steps you will take to achieve your safety goals. It’s the 'how-to' guide for your business.

Your 'Arrangements' section should cover topics relevant to your business, such as:

• How you will carry out risk assessments.
• Fire safety and evacuation procedures.
• First aid provision and accident reporting.
• Staff training and supervision.
• Safe use of any equipment or chemicals.
• Procedures for maintaining the building and facilities.

How to Create Your Policy

Writing your policy is a straightforward process. Follow these steps to get it done:

1. Identify the Risks: Think about what could cause harm in your specific workplace. This could be anything from trailing cables and wet floors to handling hot oil in a kitchen or using cleaning chemicals.
2. Decide on the Controls: For each risk you’ve identified, decide what practical measures you will put in place to prevent harm. For example, for wet floors, your control might be to use 'wet floor' signs and non-slip mats.
3. Write it Down: Structure your findings into the three sections mentioned above (Intent, Responsibilities, Arrangements). Be clear and concise. Avoid jargon so that everyone can understand it.
4. Communicate and Review: Share the policy with your entire team. A policy sitting in a drawer is useless. Make sure everyone knows their responsibilities. Finally, remember to review your policy at least once a year, or any time your business changes significantly (like getting new equipment or changing your layout).

Top Tip: You don’t need to start with a blank page. The Health and Safety Executive (HSE) provides excellent free templates and examples on its website. Search for "HSE health and safety policy template" to find a great starting point tailored for small businesses.