The Health and Safety policy is a well-structured and organized document that highlights the organization’s stance on Health and Safety (HSE). HSE policy is indispensable for every organization that has the foresight to achieve a good health and safety identity. HSE policy is for all organizations; construction companies, oil and gas companies, mining companies, textile, manufacturing, agricultural, educational institutions (Schools), ICT, power, etc.
HSE policy is a well-structured document. It is made up of three (3) parts: the general statement of intent, organization, and arrangement (rules/procedures).
Some people mistake the Health and Safety policy for just a statement of intent. That is why some people call it Health and Safety policy and procedures. This is a wrong understanding, as the Health and Safety policy covers all areas of the policy.
Who needs the Health and Safety Policy?
As earlier stated, the Health and Safety policy is for every organization that desires to achieve the best in business. Remember: Health and Safety may not make money for you, but it will save money for you. Adoption of a good Health and Safety structure, which begins with a good health and safety policy, is a starting point for every successful business.
Is HSE policy for employees alone?
A health and safety policy is a legal document that is for all members of the organization. Ranging from top/senior management to the lowest workers, since the achievement of the Health and Safety objectives is a collective responsibility.
Parts of the Health and Safety Policy
1. Statement of intent:
The HSE statement of intent or policy statement is a general statement that addresses the organization’s stance on Health and Safety. It aims to introduce anyone who comes in contact with the HSE policy to the position of the organization with regard to Health and Safety. The statement of intent should be written in simple and comprehensive language for proper understanding. It should be properly dated and signed by the most senior personality in the organization. Without an appropriate signature and date, the document is not considered valid.
2. Organizing
- This part of the Health and Safety policy tends to allot responsibilities to persons and groups within the organization; it also helps establish a line of communication within the organization. These individuals/groups include the directors, managers, supervisors, HSE specialists, and other specialists within the organization.
3. Arrangement
This is the last part of the HSE policy. This area accommodates measures that could be adopted to achieve the Health and Safety objectives. Some of these measures could include Induction for new staff/Contractors, Staff training, Accident/Incident investigation and reporting module, Risk assessment/JSA requirement/Permit to work procedures, Emergency management plan, Substance abuse policy, etc. All these rules and procedures tighten the Health and Safety system, which will help in achieving the Health and Safety objectives.
The HSE policy will just be a document on paper if it is not communicated. Hence, after writing a good health and safety policy, it must be communicated to all employees.
Step-By-Step Approach to Write a Good Safety Policy
1) Know the purpose and scope
Why: Sets expectations.
How: Write one sentence that says you will protect people and comply with the law. State where and to whom the policy applies (site(s), departments, contractors, visitors).
Example line: “This policy sets out [Org name]’s commitment to protecting employees, contractors, visitors, and the public at all sites where we operate.”
2) Get the facts (Gather input)
Why: A realistic policy reflects real hazards.
How: List activities, locations, equipment, and people at risk. Pull together risk assessments, incident history, legal requirements, and consult staff/trade reps. Note any specialist hazards (chemicals, driving, working at height, vulnerable people).
3) Draft a clear management statement (policy statement)
Why: Leadership commitment drives compliance.
How: One short paragraph signed by the most senior accountable person (CEO, Director, or Board). Use plain language — no jargon. Include prioritisation of prevention and continuous improvement.
Sample statement:
“[Org] is committed to providing a safe and healthy environment for employees, contractors, service users and visitors. We will improve health and safety performance by identifying and controlling risks, providing training, and reviewing performance. The Board/CEO accepts overall responsibility and will allocate resources to achieve this policy.”
4) Define roles and responsibilities (Make it explicit)
Why: People must know what to do.
How: Assign names/roles and short duties (one-line each). Include who is ultimately accountable, who manages day-to-day, the supervisors, and the employees. Add responsibilities for contractors and temporary workers.
Mini table (copy into policy):
| Role | Main responsibilities |
|---|---|
| Board / CEO | Overall accountability; sign & resource the policy |
| H&S Manager / Officer | Maintain policy, lead risk assessments, and audits |
| Line Managers / Supervisors | Implement controls, supervise, and record training |
| Employees | Follow procedures, report hazards/incidents |
| Contractors | Comply with site H&S rules; provide method statements |
5) Describe key arrangements (The “how”)
Why: Tells readers how the policy will be put into practice.
How: List practical systems and link to procedures (or include short procedures). Typical arrangements:
-
Risk assessment process — Who does them, how often, and where records are kept.
-
Safe systems of work (SSOWs) — Permit to work, task procedures for high-risk jobs.
-
Training & competence — Induction, role training, refresher intervals, record keeping.
-
Equipment & maintenance — Inspection schedules, servicing, CAL/LOTO if needed.
-
PPE — When required and who supplies it.
-
Emergency procedures — Fire, first aid, spill response, and evacuation.
-
Contractor management — Pre-qualification, site rules, supervision.
-
Reporting & investigation — How to report incidents, who investigates, and timescales.
-
Occupational health — Health surveillance where required.
-
Record keeping & documentation — Risk assessments, training logs, inspection reports.
For each arrangement, say who does it, how it is done, and where records are kept.
6) Explain the risk assessment and control approach
Why: Shows how you control hazards.
How: State you will identify hazards, evaluate risks, apply the hierarchy of control (eliminate, substitute, engineer, admin, PPE), and document actions with review dates.
7) Training and competence — Be specific
Why: Controls fail if staff aren’t competent.
How: List mandatory training (induction, fire, manual handling, role-specific), frequency (e.g., induction & annual refresh), who delivers it, and where records are held.
8) Communication and consultation
Why: Keeps people informed and engaged.
How: Describe toolbox talks, noticeboards, email updates, safety committees, or worker reps. State how changes will be communicated.
9) Monitoring, inspection, and audit
Why: To check the policy is working.
How: Set routine inspections (daily/weekly checks, monthly site inspections, annual audit), responsible persons, and how non-conformances are closed out.
10) Incident reporting and investigation
Why: Learn and prevent recurrence.
How: Give steps: immediate action, report (who to tell), preserve evidence, investigation lead, root causes, corrective actions, timescales, and lessons shared.
11) Review and continuous improvement
Why: Keep the policy current and effective.
How: State a review frequency (commonly annually) and triggers for an earlier review: major change, incident, new legislation, or new processes. Include version control and sign-off by leadership.
12) Approval and sign-off
Why: Confirms responsibility and commitment.
How: Policy must be signed and dated by the accountable senior person and show the next review date and version number.
Related Posts
Why the Coffee Shop Health and Safety Policy is Important
How Often Should Health And Safety Policy Be Reviewed?
What Is a Health and Safety Policy Statement? Steps to Prepare it & Sample
Employers’ Responsibilities For Health and Safety