Free Health and Safety Policy Template
Businesses need to ensure that injuries and illnesses caused by hazards at work do not place unnecessary burdens on employees. A health and safety policy is an employer’s formal plan to address the well-being of employees. It discusses how to handle emergencies, prevent injuries or infections, and who is responsible at each level, among other issues. Each company’s strategies depend on the common hazards in their industry. The document also explains what’s expected of employees.
For some employers, it is legally required to draft and display the health and safety policy. UK law, for example, requires that anyone employing five or more workers have a working health and safety policy. Whether it is a legal requirement in your jurisdiction or not, having a policy allows you to express your commitment to maintaining good health and safety at your company. It also keeps you safe from legal battles if the law changes unexpectedly.
We prepared this article to help you draft your policy in minutes. You will need specific information to ensure the document suits your company. The following section discusses whether you need a health and safety policy.
Does My Company Need a Health and Safety Policy?
Governments have enacted rules employers must follow to ensure workers’ safety and health. For instance, Americans are familiar with the Occupational Safety and Health (OSH) Act, which outlines employer responsibilities and employee rights. However, each company needs a policy addressing hazards and risks specific to its location and job type.
You may need a health and safety policy if one or more of the following facts apply to you.
- It is a legal requirement
- You run a business with employees at your premises
- You have remote workers
- Your employees work in a hazardous environment
- Your attorney thinks it is necessary
- You care about your workers’ health and safety
If you decide to draft a policy, gather the necessary information. You should think ahead even if you plan to use a template because every health and safety policy is unique.
What You Need to Write Your Policy
Ensure you have the following details before you begin writing.
- Legal Requirements: Laws vary by location and the work your company does and can change without warning. Therefore, you may need to consult an attorney to know which regulations apply to your business model.
- Common Hazards and Risks in Your Industry: You want to draft a policy that addresses your workers’ needs. For example, if other employers in your industry regularly experience fires, you will likely experience the same. Therefore, you must consult widely to come up with an efficient policy. Your employees’ opinions on handling these hazards matter.
- Employer and Employee Responsibilities: Every party is responsible for safeguarding health and safety at the workplace. You will need to assign these roles to the policy. You may need to research to determine what’s expected of you. For example, most laws require employers to provide personal protective equipment if necessary, and employers are expected to wear the gear when working.
Next, we will discuss the specific contents of your health and safety policy.
Health and Safety Policy Outline
Although the specifics of every health and safety policy are different, they all follow a standard outline. You may add more sections and clauses to fit your company’s needs.
Date
It is critical to date your document so employees can know whether it’s current.
A Signed Statement of Intent
The highest authority in the organization should issue and sign a statement declaring the company’s commitment to ensuring employees’ health and safety. This statement assures the workers that you will prioritize their needs over profits or yourself.
Objectives
This section outlines why you have a policy. You could mention several reasons, such as achieving zero deaths and injuries in hazardous work environments or providing a safe workplace for everyone.
Responsibilities
An effective health and safety policy assigns responsibilities to workers and employers. For example, employers must provide a safe work environment. Expectations vary based on industry, so this section should be customized to your needs.
Safety Procedures
Proper procedures for reporting and escaping hazards can save lives. Your document should outline how you assess these procedures to ensure their practicality. If your company handles dangerous or toxic material, you should explain how you dispose of it.
Training
Include all the health and safety training sessions you provide in your policy and why. Simple reminders, such as fire exit plans, take a short time to teach but can be critical when there’s a fire hazard.
Regular Inspections
Scheduling regular inspections and premises assessments can disclose hidden or potential hazards.
A Promise to Comply With the Law
Aside from promising to prioritize workers’ safety, you must comply with all applicable laws. It helps to mention these laws so your employees know what to expect.
Revisions
Every health and safety policy needs regular revisions to keep up with changing laws and your organization’s shifting scope. You may revise it yearly or whenever necessary to ensure it’s up to date. When ready, you must publish the policy and ensure your workers can access it as often as needed. You may want to place it on the company’s website. However, in some areas, the law may require you to print and display the policy at a conspicuous location. Authorized visitors, such as contractors and delivery staff, may also need to see the policy.
Article written by
Senior Writer | Experienced Paralegal | 79 Articles
Dena Standley is an experienced paralegal based in Houston, Texas and has over a decade of experience working as a paralegal with trial lawyers and law firms. She is passionate about making legal processes more accessible and helping people understand and navigate complex legal matters with confidence.
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