Health and Safety Policy for Small Business

Having a clear health and safety policy for small business is not just a legal requirement but also a practical way to protect your employees, reduce risk and demonstrate professionalism. Small business owne,rs sometimes assume health and safety rules only apply to large organisations but the reality is that all employers, regardless of size must comply with UK health and safety law.

Do Small Businesses Need a Health and Safety Policy?

Every UK employer has legal duties under the Health and Safety at Work Act 1974. If you employ five or more people, you must have a written health and safety policy. Even if you have fewer than five employees, it is still good practice to set out your approach in writing. This provides clarity for staff and shows regulators you take your duties seriously, helping prevent accidents and claims.

According to the Health and Safety Executive (HSE), a policy is essential because it sets out how you will manage health and safety in your workplace. For more information, see HSE guidance.

What Your Policy Should Cover

A health and safety policy for small business should be straightforward but comprehensive. It usually has three key parts:

Statement of intent: A short declaration from the owner or director confirming commitment to health and safety.
Responsibilities: Who is responsible from directors, to supervisors and staff and for what areas.
Arrangements: The practical details of how you will manage risks, provide training, maintain equipment and respond to incidents.

This structure ensures your policy is easy to follow and compliant with legal expectations.

Tailoring a Health and Safety Policy for Small Business

While the core principles apply to all organisations your health and safety policy should reflect the size and nature of your business. A small office will have very different risks compared to a café, shop or construction business. The key is to identify hazards relevant to your activities and show how you will control them.

Examples include:

Office-based business: Focus on display screen equipment, fire safety and stress management.
Retail or hospitality: Address slips, trips, food safety, manual handling and dealing with customers.
Trades and construction: Cover use of equipment, protective clothing, working at height and hazardous substances.

By tailoring your policy, you show regulators and staff that you understand your risks and are managing them appropriately.

Risk Assessments and Record Keeping

A central part of any health and safety policy for small business is the commitment to carrying out risk assessments. These identify hazards, assess the likelihood of harm and outline steps to reduce risks. If you have five or more employees, you must record risk assessments in writing. With less than five employees written records are not compulsory but are still recommended.

Risk assessments should be reviewed regularly, particularly if your business changes — for example, by introducing new equipment, moving premises, or hiring more staff.

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Training and Communication

Even in small businesses, training is vital. Your policy should commit to providing health and safety training appropriate to each role. For example, basic fire safety training for all staff, food hygiene training in hospitality or manual handling training for warehouse workers. Training records should be kept and refresher sessions offered where necessary.

Communication is equally important. Employees should know how to report hazards, who to speak to if they have concerns, and how to access health and safety documents. An open culture encourages staff to take responsibility for safety and report issues early.

Common Mistakes Small Businesses Make

Many small businesses fall into avoidable traps when it comes to health and safety policies. Common issues include:

Copying a generic policy template without tailoring it to their business
Failing to review and update policies regularly
Not recording training or risk assessments properly
Ignoring mental health and wellbeing as part of safety obligations
Failing to communicate the policy clearly to staff

These mistakes can undermine the value of your policy and create risks that could have been easily avoided.

Case Examples

Example 1: A small café had no written health and safety policy. When an employee slipped on a wet floor and was injured, the HSE investigated. The business faced enforcement action for failing to have a policy and adequate risk assessments.

Example 2: A family-run shop used a generic policy that made no mention of their actual risks, such as stock deliveries and handling money. When an issue arose, the policy was deemed inadequate. They later revised it with professional help to reflect their specific operations.

Example 3: A start-up construction business drafted a clear health and safety policy, covering responsibilities, training and risk assessments. By embedding safety from the start, they secured contracts more easily and avoided regulatory issues.

Benefits of a Good Health and Safety Policy

Although some small business owners see health and safety as a burden, a good policy has real benefits:

Reduces accidents and staff absence
Protects the business against fines and claims
Boosts staff morale and retention
Demonstrates professionalism to clients and customers
Helps win contracts where health and safety compliance is a requirement

Best Practice Tips

Keep your policy simple and easy to read
Review it at least annually, or when your business changes
Make sure responsibilities are clear and achievable
Train staff and record training dates and content
Encourage a culture of openness where staff feel safe raising concerns

These steps demonstrate leadership commitment and reassure both staff and regulators that you take safety seriously.

How EBS Law Can Help

Writing and implementing a health and safety policy for small business can feel daunting. At EBS Law, we help employers of all sizes draft policies that are practical, compliant and easy to follow. We also provide advice on risk assessments, staff training and defending claims where accidents or disputes arise. With professional guidance, you can ensure your small business is legally compliant and your staff are protected.

For further information, you may find these pages on our website useful:

Contact John Bloor today for expert support at EBS Law. We’re here to ensure your business stays protected every step of the way. Call 01625 874400 or email enquiries@ebslaw.co.uk.