How to Write an ISO 45001 Health and Safety Policy Statement

A health and safety policy statement is a written document that outlines an organisation’s commitment to maintaining a safe workplace and protecting its employees from workplace hazards and risks.

A good health and safety policy statement sets the tone for the organisation’s safety culture, demonstrating leadership from the top and providing a foundation for an effective health and safety management system.

Having a health and safety policy is important for two main reasons:

1. Regulation 2 (3) of the Health and Safety at Work Act 1974 places statutory responsibilities on employers with five or more employees to have a documented policy. Even if you are a sole trader and work with contractors or have less than five employees, it’s useful to have a documented policy in the event of an incident.
2. The ISO 45001:2018 Occupational Health and Safety Management Standard Clause 5.2 OH&S Policy requires top management to define and document the organisation’s occupational health and safety policy.

It is important to differentiate between fulfilling legal obligations under the Health and Safety at Work Act 1974 and complying with ISO 45001 requirements. This article will explain the differences and how to apply them to your own organisation.

To comply with the Health and Safety at Work Act 1974 and achieve ISO 45001 certification, your health and safety policy must fulfil specific requirements to document commitments.

These commitments are as follows:

• Health and Safety at Work Act 1974
• Preventing accidents and instances of work-related ill health.
• Managing health and safety risks in the workplace.
• Providing clear and concise instruction, information, and training to ensure employees are competent to do their work.
• Providing personal protective equipment to workers.
• Consulting with employees on matters affecting their health and safety.
• Providing and maintaining safe plant and equipment.
• Ensuring safe handling and use of substances.
• Maintaining safe and healthy working conditions.
• Implementing emergency procedures, including evacuation in case of fire or another significant incident, such as working at height rescue.

ISO 45001 Occupational Health and Safety Standard

• Providing safe and healthy working conditions for the prevention of work-related injury and ill health appropriate to the organisation’s purpose, size and context.
• Providing a framework for setting the OH&S objectives.
• Fulfilling legal requirements and other requirements.
• Eliminating hazards and reducing OH&S risks.
• Continual improvement of the OH&S management system.
• Consultation and participation of workers, and, where they exist, workers’ representatives.

You may notice similarities between commitments. Understanding both requirements can prevent duplication in your health and safety policy.

ISO 45001 requires that your health and safety policy is appropriate to your organisation, considering its nature and OH&S risk levels. It is unnecessary to state this requirement in the policy explicitly, but it should be kept in mind while drafting it. For instance, if your company is in the construction industry, the policy should reference hazards specific to the field rather than office hazards.

Your health and safety policy statement should be no longer than one page. It is unnecessary to provide a detailed plan of execution for every requirement outlined in the health and safety policy; simply stating that all requirements will be met suffices.

Signing and Dating the Health and Safety Policy Statement

The health and safety policy must be signed and dated by the most senior person in the organisation, usually the CEO or Managing Director.

The HSAWA 1974 and ISO 45001 make specific requirements for ensuring that the health and safety policy is brought to the attention of employees and other relevant interested parties such as sub-contractors and customers.

Employees are required to understand the company’s health and safety policy. The policy does not need to be memorised. However, they should be able to understand it and their role in achieving the organisation’s health and safety objectives.

It is also good practice to have a digital PDF copy easily accessible for sharing with other interested parties, such as insurers and accreditation or certification bodies, who may request it from time to time.

Many organisations proudly display their health and safety policy statements on their premises, websites, or company SharePoint systems.

The frequency of conducting a review depends on various factors, such as the industry, size of the business or changes within the organisation. The Health and Safety Executive (HSE) suggests a review should be done at least annually. However, conducting a review within that time frame may be necessary if there is any significant change in the business circumstances.

Common changes include:

• Changes to equipment or machinery.
• Changes to core products or services.
• Starting a new department within the business.
• Changes to location.
• Leadership changes.
• Changes after an incident has occurred.
• Reviewing your health and safety policy doesn’t have to be complicated.

To ensure that your policy is up-to-date and effective, follow these simple steps:

1. Before updating your policy, it’s important to review it thoroughly to ensure it accurately reflects your business’s current operations.
2. Speak with key staff members to ensure that the policy covers everything it needs to.
3. Make sure to keep a record of all discussions and any proposed changes to the policy.
4. Once you have decided what changes to make, update your policy with any new information, ensuring it is signed and dated.
5. Finally, make the updated policy available to internal and external interested parties.

If you are uncertain about how to write an ISO 45001-compliant health and safety policy statement, you can download our free template to help you get started.

Disclaimer: This health and safety policy template does not constitute legal advice.