Health and safety statement

Section 2(3) of the Health and Safety at Work etc. Act 1974 requires an employer with five or more employees to put its general policy on health and safety in writing, and to bring it to the attention of staff. This is that document: a single page stating what the business intends to do, who is responsible, and what the arrangements are.

It is not the full health and safety policy. The full policy is a separate and much longer template setting out how each risk is assessed and controlled and what the procedures are. This statement says what you intend. The policy says how you do it. An inspector will expect both.

Fill it in properly

Complete every name and location. A statement left full of blanks is worse than no statement at all, because it demonstrates that nobody took responsibility for it. The table asks who holds overall responsibility, who carries out and reviews risk assessments, who the appointed person or first aider is, and who acts as fire warden. Those are real people with real names.

Then sign it and put it up

Print it, have the most senior person in the business sign and date it, and display it where everyone who works for you can read it. The signature is what makes it a statement of the employer's intent rather than a document somebody drafted.

Review it at least once a year, and again whenever something significant changes: new premises or equipment, a new process or substance, a serious accident, or a change in the people named on it.

Two duties this statement does not cover

Reporting to the Health and Safety Executive under RIDDOR. Certain injuries, occupational diseases and dangerous occurrences must be reported, within deadlines that vary by category, and that duty sits outside this document.

Employers' liability insurance. Cover of at least five million pounds is required, and the certificate must be displayed or made available to staff. Most policies now provide considerably more than the minimum, but the display obligation is frequently overlooked.

Where the business works in a higher risk sector, or you are not certain what your arrangements should cover, take advice before displaying it.