Workplace health and safety

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Model documents and policies

Downloadable and customisable documents relating to workplace health and safety. For more information see the employment law pages on Workplace health and safety.

Contract clauses

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Contract clause on health and safety observance

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Last Modified: 01 Jun 2013
This contract clause covers the responsibility of employees to follow the company's policies, procedures and rules regarding health and safety.
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Contract clause on safety at work for manual workers

 (53 KB)
Last Modified: 01 Jun 2013
This contract clause covers the responsibilities of employees undertaking manual handling to minimise risk of injury, and explains that appropriate information and training will be given.

Forms

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Accident investigation form

 (56 KB)
Last Modified: 01 Jun 2013
This form is to record the investigation of an accident, incident or near miss, including details of the incident, assessment or risks involved, conclusions about causes and any corrective action needed.
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Asbestos risk assessment form

 (57 KB)
Last Modified: 01 Jun 2013
This form is to assess the risk to health and safety of asbestos, including description of control measures, who they are assigned to and when completed.
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COSHH risk assessment form

 (55 KB)
Last Modified: 01 Jun 2013
This document is a template risk assessment form for compliance with the Control of Substances Hazardous to Health (COSHH) Regulations.
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Employee form to request an eyesight test

 (54 KB)
Last Modified: 01 Jun 2013
This form is for employees to request an eyesight test, giving the reason for the request and whether it was approved.
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Fire risk assessment

 (57 KB)
Last Modified: 01 Jun 2013
This model document sets out the five key steps to follow when carrying out a fire risk assessment.
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Form to record manual handling risk assessment

 (57 KB)
Last Modified: 01 Jun 2013
This form is to record a manual handling risk assessment, detailing the likelihood and severity of risk involved in various tasks and to different employees.
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Form to record reportable injuries, diseases and dangerous occurrences

 (55 KB)
Last Modified: 01 Jun 2013
This form is to record reportable injuries, diseases and dangerous occurrences, including details of the incident, first aid administered, and how it was reported to the enforcing authority (if applicable).
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Hazard report form

 (54 KB)
Last Modified: 01 Jun 2013
This form is to report a hazard, including its nature and location, the outcome of its investigation and any corrective action necessary.
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Night worker health assessment form

 (57 KB)
Last Modified: 01 Jun 2013
This is an assessment form for workers to fill in to ensure that they are suited to working at night.
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Record of reportable injuries

 (54 KB)
Last Modified: 01 Jun 2013
The RIDDOR regulations require employers to report certain incidents to the Health and Safety Executive (HSE). This form should be used to record such reportable injuries, diseases and dangerous occurrences.
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Risk assessment form

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Last Modified: 01 Jun 2013
This form should be used when conducting a risk assessment and outlines the hazards identified, the persons at risk, the control measures being put in place and whether any training is necessary.
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Risk assessment form - young people

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Last Modified: 23 May 2013
This risk assessment form must be completed before employing a young person in your organisation. The risk assessment should be completed regardless of the length of employment.
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Safe system of work - assessing ladders

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Last Modified: 01 Jun 2013
This document contains questions to consider when assessing if ladders are a safe system of work and a list of tips on working with ladders to ensure a safe system of work.
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Workstation assessment form

 (55 KB)
Last Modified: 01 Jun 2013
This form should be completed by HR when conducting a workstation assessment. The assessment covers space and safety, lighting, noise and temperature.

Letters

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Letter suspending pregnant employee on health and safety grounds

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Last Modified: 06 Jan 2016
Use this model letter after a risk assessment has been carried out and the decision has been taken to suspend an employee on health and safety grounds for the remainder of her pregnancy.
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Letter to an employee who has had an accident at work

 (53 KB)
Last Modified: 22 Aug 2013
This letter explains an employer’s legal duty to investigate accidents at work and invites the employee to attend a meeting to discuss the matter. It contains an optional paragraph on the RIDDOR rules which apply if the injured employee is off sick, or unable to resume normal duties, for more than seven consecutive days.
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Letter to an employee who has refused to work or attend work for health and safety reasons

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Last Modified: 01 Jun 2013
This letter confirms a company’s commitment to safe systems of work, and invites an employee refusing to attend or perform work for health and safety reasons to a meeting to try to remedy the situation.
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Letter to employees reminding them of their responsibilities in relation to the control of infectious diseases

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Last Modified: 17 Nov 2013
This letter informs employees about the recommended period to remain away from the workplace for various common infectious diseases, and what they should do if they wish to return earlier.

Policies

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Disaster contingency policy

 (57 KB)
Last Modified: 01 Jun 2013
This policy covers the safety of employees, preparation for a disaster, contacting employees in the event of a disaster, work activities, communication and additional advice.
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Display screen equipment policy

 (56 KB)
Last Modified: 01 Jun 2013
This policy covers the law, definition, risk assessments, addressing the outcomes of the risk assessment, rest breaks, using a mouse, sitting at display screen equipment, using the keyboard, eye tests, training, display screen equipment and pregnancy, and display screen equipment and epilepsy.
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Emergency protocol business continuity policy

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Last Modified: 01 Jun 2013
Use this policy to set out the organisation's emergency plans. This policy covers the fire procedure, bomb threat procedures, evacuation procedures, and a business continuity management plan.
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Health and safety policy

 (57 KB)
Last Modified: 01 Jun 2013
This policy sets out the responsibilities of both the employer and the employee in relation to health and safety. It includes information on personal protective equipment, chemicals, risk assessments, manual handling and accidents.
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Health and safety policy statement

 (54 KB)
Last Modified: 01 Jun 2013
This policy statement sets out the organisation's duty to ensure a safe and healthy working environment for its employees. It also outlines management and employees' responsibilities.
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Lone working policy

 (56 KB)
Last Modified: 01 Jun 2013
The purpose of this policy is to set out specific requirements that apply to the health and safety of an employee who is working alone, including information on risk assessments, communication and accidents.
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Pandemic contingency plan policy

 (56 KB)
Last Modified: 01 Jun 2013
Use this policy is to set out the contingency plan that should be followed in the event of an outbreak of bird flu or a similar pandemic. This policy covers preparation for an outbreak, dealing with infected employees, dealing with work activities, working, communication and additional advice.
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Policy and procedure for the control of asbestos

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Last Modified: 01 Jun 2013
This policy and procedure outlines the employer's responsibility to prevent exposure of employees and others to asbestos, and the procedures it will follow to fulfil this responsibility.
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Policy and procedure for the control of substances hazardous to health

 (55 KB)
Last Modified: 01 Jun 2013
This policy and procedure outlines the responsibility of the employer to prevent or control exposure of employees and others to hazardous substances, and the procedures it will follow to fulfil this responsibility.
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Policy and procedure on accident investigation

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Last Modified: 16 May 2014
This policy and procedure outlines the employer's responsibilities with regard to reporting of accidents, incidents and near misses, and the procedures it will follow to fulfil this responsibility.
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Policy and procedure on display screen equipment

 (55 KB)
Last Modified: 01 Jun 2013
This policy and procedure covers the employer's responsibility to ensure health and safety of employees using display screen equipment, and the procedures it will follow to fulfil this responsibility.
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Policy and procedure on first aid

 (54 KB)
Last Modified: 16 May 2014
This policy and procedure outlines the employer's responsibilities with regard to first-aid arrangements, facilities and training, and the procedures the employer will follow to fulfil these responsibilities.
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Policy and procedure on manual handling

 (56 KB)
Last Modified: 16 May 2014
This policy and procedure covers health and safety with regard to manual handling, listing the employer's responsibilities and what procedures should be followed to ensure the health and safety of employees.
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Policy and procedure on overseas travel

 (55 KB)
Last Modified: 01 Jun 2013
This policy and procedure outlines the responsibility of the employer to carry out a risk assessment for any employee working abroad, procedures to be followed to ensure the health and safety of the employee, and the responsibilities of the employee in this regard.
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Policy and procedure on risk assessment and hazard indentification

 (55 KB)
Last Modified: 01 Jun 2013
This policy and procedure outlines the employer's responsibility to conduct risk assessments to ensure the health and safety of employees, and lists the procedures it will follow to fulfil this responsibility.
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Policy on controlling the risks of infectious diseases in the workplace

 (56 KB)
Last Modified: 01 Jun 2013
This policy and procedure outlines the employer's responsibility to protect employees from risk of infectious disease in the workplace, and procedures it will follow to fulfil this responsibility.
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Policy on eye health

 (54 KB)
Last Modified: 01 Jun 2013
This policy and procedure explains how eyesight tests will be provided for employees using display screen equipment (DSE) as a substantial part of their work, and that corrective glasses will be paid for if needed solely for DSE use.
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Policy on reducing health and safety risks of workplace equipment

 (56 KB)
Last Modified: 01 Jun 2013
This policy and procedure outlines the responsibility of the employer to ensure that all work equipment is fit for purpose, safe and properly maintained, and lists the procedures it will follow to fulfil this responsibility.