Health and Safety Policies

A health and safety policy is the foundation of any organisation’s commitment to protecting its people. It outlines how a business will manage risks, meet legal obligations, and promote a culture of safety and well-being. In the UK, having a clear, up-to-date policy is not only good practice; it is a legal requirement under the Health and Safety at Work etc. Act 1974.

A well-drafted policy sets the tone for your organisation’s values, demonstrating leadership commitment to safe working conditions and compliance. It ensures employees, managers, and contractors understand their responsibilities and the standards expected of them.

Kingfisher Professional Services helps organisations create, review, and maintain health and safety policies that are compliant, practical, and tailored to their operations. Our consultants provide templates, training, and expert advice to ensure every employer meets their duties under UK law.

Understanding Your Legal Obligations

What the law requires

Under the Health and Safety at Work etc. Act 1974, every employer must ensure, so far as reasonably practicable, the health, safety, and welfare of their employees and anyone affected by their work. This duty extends to managing risk, providing safe systems of work, maintaining equipment, and offering training and supervision.

If your business employs five or more people, you are legally required to have a written health and safety policy. This written document should outline your organisation’s approach to managing health and safety, assigning responsibilities, and detailing arrangements for risk control.

Failure to have a written policy, or to follow it in practice, can lead to enforcement action by the Health and Safety Executive (HSE), fines, or prosecution.

What a policy must cover

A compliant health and safety policy typically includes three key parts:

1. Statement of Intent – a high-level declaration of commitment to health and safety.
2. Roles and Responsibilities – outlining who is responsible for what within the organisation.
3. Arrangements – describing how health and safety will be managed day-to-day.

Your policy should be proportionate to the size and nature of your organisation. Small businesses may need a concise document, while larger or higher-risk operations will require greater detail and supporting procedures.

Crafting the Components of Your Policy

Part 1: Statement of Intent

The statement of intent is the cornerstone of your policy – a clear, written commitment from senior management to protect the health, safety, and welfare of all employees and others affected by work activities.

This section should be signed and dated by the Managing Director or most senior person in the business. It sets out your overarching aims, such as:

• Preventing injury and ill-health.
• Complying with all relevant health and safety legislation.
• Providing adequate resources for safety management.
• Engaging and consulting with employees on safety matters.

The statement should be reviewed annually or after significant organisational changes, ensuring it remains relevant and reflects your company’s current operations and objectives.

Part 2: Roles and Responsibilities

This section defines who is accountable for implementing the policy and maintaining a safe workplace. It should clearly outline roles from senior leadership down to individual employees.

Best practice includes:

• Naming the competent person responsible for managing health and safety (as required by law).
• Outlining specific duties for managers and supervisors, such as conducting risk assessments, delivering training, and monitoring compliance.
• Identifying responsibilities for employees, such as following safe systems of work, using PPE, and reporting hazards or incidents.
• Explaining escalation paths – who staff should contact to raise concerns.

Clear allocation of responsibility improves accountability and demonstrates to the HSE that your business has structured safety management in place.

Part 3: Arrangements / Detailed Controls

The arrangements section sets out the practical systems and procedures your organisation uses to control risks. It explains how your safety commitments will be achieved in day-to-day operations.

Typical areas to include are:

• Risk assessment processes – how hazards are identified and risks controlled.
• Training and competence – ensuring employees understand safe working practices.
• Emergency procedures – fire safety, first aid, evacuation, and incident management.
• Welfare provisions – such as facilities, hygiene, and wellbeing support.
• Incident reporting and investigation – methods for recording and addressing accidents and near misses.
• Consultation and communication – how you engage employees in safety discussions.
• Monitoring, review, and audit – regular checks to ensure controls remain effective.

Your arrangements should reflect the specific risks and structure of your business. Keep it clear, concise, and practical so that all staff can understand and apply it.

Practical Steps and Templates for Implementation

Developing or updating your health and safety policy is a structured process. The following steps can help you create a compliant, effective document:

1. Review existing policies – identify outdated information or missing elements.
2. Engage leadership – ensure senior management endorses the statement of intent.
3. Define responsibilities – map out who does what across departments.
4. Assess current arrangements – check training, risk assessments, and emergency planning.
5. Use a clear template – Kingfisher offers a business health and safety policy template to simplify the process.
6. Consult employees – involve workers or safety representatives to ensure practicality.
7. Launch and communicate – distribute copies, include it in induction, and make it accessible to all.
8. Monitor and review – assign review dates, track training, and conduct regular drills.

Best practice checklist for employers:

• Secure senior sign-off on your statement of intent.
• Link your policy to risk assessments and other procedures.
• Align health and safety objectives with business strategy.
• Review at least annually or after major changes.
• Keep the policy accessible and use plain English.

By following these steps, your policy will not only meet legal requirements but also promote a culture of shared responsibility and continuous improvement.

Common Pitfalls & How to Avoid Them

Even with good intentions, many organisations fall into common traps when managing their health and safety policy:

• Using a generic template without tailoring it to the business.
• Writing a policy that sits on a shelf and is never implemented.
• Listing responsibilities without assigning accountability.
• Failing to update the policy after operational or structural change.
• Lack of visible leadership commitment.

To avoid these pitfalls, treat your policy as a living document – one that evolves with your organisation. Engage leaders at every level, integrate the policy into everyday operations, and conduct reviews whenever your business changes. Neglecting these steps can lead to HSE enforcement, financial penalties, and reputational damage.

How Kingfisher Professional Services Can Support You

We help employers develop, implement, and maintain compliant health and safety policies that reflect their business operations and legal duties. Our services include:

• Tailored consultancy to draft or review policies in line with the Health and Safety at Work etc. Act 1974 and HSE guidance.
• Access to policy templates, checklists, and compliance frameworks.
• Bespoke training for leaders, managers, and staff on their health and safety roles.
• Ongoing support for monitoring, auditing, and policy updates when regulations or business conditions change.
• Practical advice on integrating health and safety management with your wider HR and operational systems.

By partnering with Kingfisher, organisations can avoid costly mistakes, demonstrate compliance, and ensure that health and safety remains embedded in their workplace culture. Our consultants provide 24/7 expert advice and scalable support – ideal for both SMEs and larger organisations without dedicated in-house H&S teams.

Conclusion

A well-written health and safety policy is more than a legal requirement; it is a cornerstone of a safe, compliant, and productive workplace. Under UK law, businesses with five or more employees must have a written policy that clearly sets out their statement of intent, roles and responsibilities, and arrangements for managing risks.

Treat your policy as a living document, reviewed regularly to reflect operational changes and workforce needs. Doing so demonstrates due diligence, supports continuous improvement, and helps protect your people and your business.

For expert support in writing, reviewing, or maintaining your health and safety policy, contact Kingfisher Professional Services. Our experienced consultants will help you stay compliant, confident, and proactive about workplace safety.