📖 Introduction
Every successful health and safety management system begins with a policy.
A health and safety policy is like a company’s constitution for safety: it sets out the direction, defines responsibilities,
and communicates the organization’s commitment to keeping people safe.
Without a clear policy, efforts to control risks often become inconsistent and reactive.
In this lecture, we will explore what a safety policy is, why it matters, and how it should be structured.
🎯 Learning Outcomes
- Explain the purpose of a health and safety policy
- Describe the three key parts of a written policy
- Recognize the benefits of an effective policy
- Understand legal and moral importance of having one
🏗️ What Is a Health and Safety Policy?
A health and safety policy is a written document that states how an organization intends to manage health and safety.
- 📜 Shows management’s commitment to protecting employees and others
- 🎯 Sets the overall goals and objectives for safety performance
- 👥 Defines roles, responsibilities, and accountability
- 🔧 Provides a framework for planning and implementing controls
In simple words, the policy answers:
- What are we trying to achieve in terms of safety?
- Who is responsible for what?
- How will we do it?
⚖️ Why Is a Policy Important?
1️⃣ Legal Requirement
Most countries require organizations (especially with 5+ employees) to have a written health and safety policy.
Failure to do so may lead to legal penalties.
2️⃣ Moral Responsibility
Employers have a moral duty to protect life.
A clear policy demonstrates respect for workers’ health and wellbeing.
3️⃣ Financial Benefits
- Reduces accidents → fewer compensation claims
- Improves efficiency and productivity
- Saves costs linked to downtime, damage, or lost reputation
4️⃣ Cultural Impact
A policy helps establish a positive safety culture by showing that safety is a core organizational value.
📑 Structure of a Health and Safety Policy
A good policy typically has three main sections:
🖋️ Statement of Intent
- Signed by the most senior person (e.g., CEO, Director)
- Declares commitment to health and safety
- States overall goals (e.g., “zero harm,” compliance with law)
- Reviewed regularly
👥 Organisation Section
- Defines responsibilities at all levels (employers, managers, supervisors, workers)
- Explains who is accountable for what
- Ensures competence, training, and communication
🔧 Arrangements Section
- The practical steps to achieve policy aims
- Covers risk assessment, safe systems of work, emergency procedures, PPE, first aid, training, and monitoring
- Tailored to the organization’s actual activities and risks
🏢 Example: Statement of Intent (Simplified)
“XYZ Company is committed to ensuring, so far as is reasonably practicable, the health, safety and welfare of all employees and others who may be affected by our activities.
We will comply with all relevant legal requirements, provide safe equipment and training, and continuously review our safety practices.”
(Signed)
Managing Director
Date: _______
💡 Case Snapshot
In a logistics company, workers were unclear about who should report defective forklifts.
After introducing a clear organisation section in their policy, roles became defined:
operators report defects, supervisors record them, and maintenance staff act immediately.
Result: fewer breakdowns, fewer accidents, and higher worker confidence.
📝 Mini Quiz (Self-Check)
- What are the three main parts of a written health and safety policy?
- Why should the statement of intent be signed by the most senior manager?
- Give two benefits of having a written policy.
🔑 Summary
- A health and safety policy is the foundation of a management system.
- It has three main parts: Statement of Intent, Organisation, and Arrangements.
- It is legally required, morally right, financially beneficial, and essential for building a safety culture.
- A strong policy shows leadership commitment and provides clear direction for everyone.
🚀 What’s Next in IG1
Lecture 5: Organising for Health and Safety
We will move to the second element of the management system – how responsibilities are assigned, and how worker involvement and competence build a safe workplace.