Dear

Health and safety policy

Working out what must be done to comply with health and safety legislation can be daunting. However, even the smallest business has a legal obligation to protect its employees and to keep them informed about health and safety and the start of a new year is a good time to think seriously about your health and safety policy, if you have not already done so.

As part of our ongoing policy to provide our clients with useful information we have outlined on the attached fact sheet some of the matters to take into account when you consider the health and safety of the employees in your business. Use it as a starting point to research what you must do to make sure you comply with the law.

Yours sincerely,

Health and Safety Matters

All businesses, no matter how small, must make sure that the workplace is safe for employees and without risks to health. This means looking carefully at your workplace and workplace activities, and working out what your health and safety policy will be to ensure your employees' well-being.

Work through the checkpoints below to help formulate your health and safety policy. If you have 5 or more employees you must set this out in writing.

• as the employer you retain overall responsibility for health and safety but you can delegate specific responsibilities to competent individuals. Who will they be?
• an assessment of the health and safety risks arising out of your workplace activities must be undertaken and the appropriate safety measures put in place. Who will do this and who will implement any action required? How often will assessments be undertaken? If you have 5 or more employees you will need to record the significant findings of your risk assessment
• you must consult your employees about your health and safety policy. You should decide how consultations will take place
• all the plant and equipment that your business uses which requires maintenance must be identified and you must make sure that the maintenance is done. A maintenance logbook is a good idea, so long as it is completed! You must also make sure that new equipment meets safety standards before you buy it
• if your business uses substances hazardous to health you must carry out a COSHH assessment. COSHH: A brief guide to the Regulations provides help
• you must display the Health and Safety Law poster or provide leaflets to your employees. Have you obtained this/these? (Contact HSE Books). Be aware that young workers/trainees may need extra supervision because of their inexperience
• new employees must be given health and safety induction training and, if appropriate, special training because of the nature of their jobs. Training should be recorded and the records reviewed to make sure that refresher courses are given as necessary
• you must provide a first aid box and decide who will be the appointed person to take charge of first aid requirements. Accidents and cases of work-related ill health must be recorded - who will you appoint to do this? Where will you keep the first aid box and record book?
• your health and safety policy is not something to consider once and then never think about again. You will need to monitor health and safety in the workplace on a regular basis. What inspections will you put in place to do this and how frequently will they be carried out? Who will investigate accidents and the causes of work-related ill-health? Who will act on the results?
• you should decide on a routine in the event of fire or any other emergency when the business premises needs to be evacuated. Escape routes, fire extinguishers and alarms should be checked regularly and all employees made aware of their locations. (Fire Safety - an employer's guide is available from HSE Books.)

The above is a very brief overview of some of the matters to consider when drawing up a health and safety policy for your business. There are very many helpful publications available from HSE Books, PO Box 1999, Sudbury, Suffolk, CO10 2WA including:

• Five steps to risk assessment
• Guidance on preparing a health and safety policy document for small firms
• Health and Safety in Small Firms, An introduction to health and safety
• Workplace health, safety and welfare
• Basic advice on first aid at work

Full details of HSE publications can be obtained from www.hsebooks.co.uk. Very many are free.

In addition there is a HSE Infoline on 0541 545500.