Co-operate to protect agency workers' health and safety

In this guide:

  • Who is responsible for agency workers' health and safety?

    User businesses and agencies share responsibility for agency workers' health and safety, duties depend on who the employer is and what the contract states.

    When a business uses agency workers, the business and the agency have a shared duty to protect the health and safety of the agency workers.

    Some health and safety duties depend on whether you are the employer. This is determined by the circumstances of each individual case. You should be aware that agency workers could be considered your employees for health and safety purposes even if they are not for the purposes of tax and National Insurance.

    Agency workers might be employees of the agency, or employees of the business using them (in both cases, under a contract of employment), or (occasionally) self-employed/freelance. If you are the employer, you cannot transfer your health and safety responsibilities to another person or business.

    It's vital for both the user business and the agency to agree at the start of a contract the practical arrangements for:

    • day-to-day supervision
    • direction and control of the work that agency workers will be doing

    The Health and Safety Executive provide guidance on .

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  • Health and safety risk assessment for agency workers

    Employers and agencies must include agency workers in risk assessments and both have certain responsibilities for carrying these risk assessments out.

    By law, businesses must ensure that they assess health and safety risks.

    Businesses using agency workers

    If agency workers are on your site (either under your direct employ or through another company), your assessment needs to take them into account. You should consider the special problems they may face. For example, they will know less about your business than ordinary employees, and so could be at greater risk.

    Your health and safety risk assessment must take into account any special cases such as pregnant women, people who work alone or people who may not speak English as a first language. 

    You must also give the agency and agency workers information about risks and measures taken to control them before the start of the placement. See agency workers and health and safety information and training.

    Employment agencies

    If you provide agency workers to other businesses, you also have responsibilities. You should ensure the user business has carried out an assessment and given you the findings, which you should pass on to agency workers.

    You may also need to assess the risks facing workers before you place workers with that business. If the user business doesn't provide the information you need, you might decide to make a site visit to complete your own risk assessment.

    This is more likely if you are providing workers for higher-risk industries such as construction, or where the risks are complex. If you are not competent to do the assessment yourself, you must arrange for someone else to do it for you.

    You should also monitor user businesses' overall health and safety performance. For example, you could ask for copies of all accident and illness reports involving your agency workers, including the causes and what preventative measures they have implemented.

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  • Co-operate to protect agency workers' health and safety

    Shared responsibility for workers requires a co-ordinated approach to health and safety between the employment agency and the business using the workers.

    Responsibility for agency workers' health and safety is often shared regardless of where contractual duties lie. The business using the workers, the employment agency and the workers themselves can all have responsibilities. Co-operation is essential.

    Co-operate for agency workers' safety from the start

    From the start, every interested party must share information. For example, if the user business wants workers for a particular role, they should tell the agency health and safety risks, and any qualifications or skills needed to carry out the work safely.

    This will help the agency put forward people with the right training, qualifications and experience. The agency should tell the user business about workers' skills and qualifications, to help decide what additional training the workers may need.

    Sharing information with the workers themselves is also vital. See agency workers and health and safety information and training.

    Ongoing co-operation for agency workers' safety

    Continuing co-operation throughout placements will help ensure that responsibilities are clear. It also allows everyone involved to co-ordinate health and safety activities such as giving information, instruction, training and supervision. Nobody should just assume that someone else is taking care of it. For clarity, responsibilities should be spelt out in contractual arrangements. Remember that your legal responsibility as an employer cannot be passed on.

    It's a good idea to regularly review the effectiveness of your arrangements. For example, the end of a work placement is a natural time to do this. You should try to identify any problems, and discuss the reasons for them. This will help you take steps to improve health and safety for the future.

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  • Agency workers and health and safety information and training

    Communication and instruction is essential for agency workers' health and safety, it is vital workers have the right training to safely carry out their jobs.

    Each new work placement poses health and safety risks. It's essential the business using the workers, the agency and the workers themselves share information to ensure health and safety is properly protected.

    You should consider what health and safety information, instruction and training workers need (whether you are the user business or the agency). You should clarify who will provide it to meet the legal duties you both have under health and safety legislation.

    User businesses have a duty to give proper instructions and clear information, both to the workers and the agency.

    You should provide information about:

    • risks agency workers may face when working in your business
    • any special occupational skills or qualifications required
    • health surveillance requirements

    Agencies have the same duties if the workers are their employees. Additionally, the user business should tell the agency about any special features of the job that may affect agency workers' health and safety. The agency must pass this information on to the workers.

    You should check that workers have understood training once it's been given and are continuing to follow procedures correctly.

    Consulting with your workforce about safety

    Consultation with your workforce is key to improving health and safety. Workers are more likely to work in a safe and healthy way if they have been involved in decisions about how risks at work are controlled.

    Whether you are a business using agency workers or an agency, you are legally obliged to consult workers about health and safety if they are your employees.

    It is good practice to consult workers who may not be your employees where the placement is long term. This should not in itself be seen as implying contractual obligations. Agency workers have the right to equal treatment in terms of basic working and employment conditions after 12 weeks in a placement. See consult your employees on health and safety.

    Even when agency workers are not legally your employees, it is good practice to consult and involve them. They need to feel 'part of the team'.


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  • Provide agency workers with personal protective equipment

    Equipment and procedures for protecting agency workers' health and safety including types of protective equipment and who is responsible for providing it.

    Businesses using agency workers must ensure that the workers have the same level of health and safety protection as ordinary employees.

    Types of protective equipment

    If user businesses provide employees with personal protective equipment (PPE) such as protective clothing, agency workers should receive equivalent PPE if they are exposed to the same risks.

    Agency workers who use computers and similar equipment with screens will need suitable workstations and rest breaks. Unless a worker is genuinely self-employed, both the user business and the agency have responsibilities. The employer is responsible for paying for eye and eyesight tests. See free eye tests for employees who use computers.

    The more hazardous the work your business carries out, the more you need to do. There are specific requirements for certain work, including:

    • chemicals
    • the use of work equipment and machinery
    • manual handling
    • the use of electricity
    • the comfort of the working environment

    Who is responsible for proving PPE?

    Legal responsibility for providing this free of charge lies with whoever is the worker's employer - this might be the agency or the user business. If you're not the employer, you may agree to provide what is necessary (whether you're a user business or an agency), but you cannot charge the worker for it.

    In only a few cases, where workers are genuinely self-employed, will they be responsible for providing their own PPE. For more information, .

    Businesses using agency workers and agencies themselves need to work together to ensure that the right equipment and facilities are provided and procedures are followed. See co-operate to protect agency workers' health and safety.

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  • Monitor agency workers' health and safety

    Health checks can be an important part of meeting your health and safety responsibilities, businesses and agencies can use checks to protect agency workers.

    Depending on your assessment of the risks, you may need to carry out health checks on employees (whether you are the user business or the agency). For example, you might need to do this if employees work with chemicals that can damage health. While health checks are not a substitute for controlling risks, they can help you tell whether your controls are working.

    Businesses using agency workers

    If you are the user business and you decide health checks are necessary, you may want to include agency workers even if they are not your employees. You should co-ordinate with the agency about this, and make sure that all parties are clear about who will provide it if it's required.

    Don't forget that you need to give workers clear information about these health checks, too, whether they're your employees or those of the agency.

    In some cases, you may decide that all that's needed is to check sickness records and reports of diseases. In other cases, you may need direct checks such as inspections for skin rashes.

    Agencies supplying workers

    If the agency workers you supply are your employees, you are responsible for any health checks needed.

    Before placing workers with a user business, you need to check with the user business whether they will be doing work that requires health checks. If so, you'll need to get information from the user business about what's involved. You might be able to arrange for the user business to do the checks on your behalf - but you are still responsible for making sure they are done.

    You may also need to organise some health checks yourself. For example, you might arrange annual medical check-ups for workers who are exposed to potentially serious health hazards, such as asbestos or radiation.

    Agency workers can be injured or made ill at work. The user business and agency should clarify, before the placement, who is the 'responsible person' for any necessary RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations) reports for agency workers. They should also ensure that all relevant information is exchanged so that RIDDOR forms can be completed in full. The responsible person should submit completed RIDDOR forms to the appropriate enforcing authority.

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Support people affected by traumatic events

In this guide:

  • Business benefits of reducing stress

    Why you need to take action on stress, to comply with the law and increase your productivity, reduce sickness absence and prevent a high staff turnover.

    The costs of neglecting stress in your business can be high. Stress is sometimes overlooked as a health and safety issue by small businesses. The unexpected absence of just one member of staff can affect productivity, and efforts to secure cover can be costly and time-consuming.

    Reducing stress in your business can help prevent some of the following stress-related problems:

    • a fall in your productivity and that of your employees
    • poor decision-making
    • an increase in mistakes which may in turn lead to more customer complaints
    • increased sickness absence
    • high staff turnover
    • poor workplace relations

    Stress often has a cumulative effect. If one member of staff becomes ill through stress, it places added pressure on those covering for them.

    A stressed manager may find it difficult to create a positive working environment and monitor stress levels in others.

    It's also important to tackle any stress you face as an owner-manager or self-employed person. This is often caused by working excessively long hours or from a feeling of isolation.

    Your legal duty for stress

    Employers have a legal duty to ensure employees aren't made ill by their work. This includes taking steps to prevent physical and mental illness brought about by stress. These steps need not cost a lot of money and the benefits can be significant.

    You must assess the risks of stress caused, or made worse, by work as part of your overall health and safety risk assessment. See health and safety risk assessment.

    One of the best ways of assessing stress levels in your business is to carry out a workplace stress audit.

    Failure to take action could leave you open to a compensation claim from workers who fall ill due to work-related stress.

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  • Common causes of stress at work

    Key sources of stress at work include heavy workloads, no 91Ï㽶»ÆÉ«ÊÓƵ, over-promotion or unrewarding roles, poor management, blame culture and bullying.

    It's important to recognise the common causes of stress at work so that you can take steps to reduce stress levels where possible. . Workplace stress can be caused by a number of factors - from heavy workloads and over-promotion to bullying and blame culture.

    Some common causes of stress in the workplace include: 

    • High workloads - excessive amounts of work and unrealistic deadlines making people feel rushed, under pressure and overwhelmed.
    • Insufficient workloads - this makes people feel that their skills are being underused. It can make people feel less secure in their job roles.
    • Lack of control - having no control over work activities.
    • No 91Ï㽶»ÆÉ«ÊÓƵ - A lack of interpersonal 91Ï㽶»ÆÉ«ÊÓƵ or poor working relationships leading to someone feeling alone.
    • Lack of skills - People being asked to do a job for which they don't have experience or training.
    • Adapting to change - Difficulty settling into a new promotion, both in terms of meeting the new role's demands and adapting to possible changes in relationships with colleagues.
    • Job security worries - Concerns about job security, lack of career opportunities, or level of pay.
    • Bullying or harassment.
    • Blame culture - where people are afraid to get things wrong or to admit to making mistakes.
    • Weak or ineffective management - this leaves employees feeling they don't have a sense of direction. 
    • Over-management - this can leave employees feeling undervalued and affect their self-esteem.
    • Multiple reporting lines - unclear chains of command, with each manager asking for their work to be prioritised.
    • Lack of communication - Failure to keep employees informed about major changes to the business, causing them to feel uncertain about their future.
    • Poor physical working environment - eg excessive heat, cold or noise, poor lighting, uncomfortable seating, faulty equipment, etc.

    Conflict at work can also be a common area of stress, see managing conflict.

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  • Workplace stress audit

    Monitoring your business for potential sources of stress by carrying out a systematic stress audit using a checklist or questionnaire to consider key areas of stress.

    Colleagues and managers may notice a range of signs from someone suffering from stress. 

    It can also help you to assess the risks of stress that people in your business may face as part of your health and safety risk assessment. 

    Carry out a stress audit

    A stress audit involves talking informally to staff to find out if they have any concerns. This can be either individually or in groups. Let employees know why you are carrying out the exercise and what you're trying to achieve - ie that you hope to prevent future problems or cure any existing ones.

    If you have safety representatives, involve them in your plans and decision-making. Always respect the confidentiality of staff.

    A useful exercise is to ask staff to list the three best and worst things about their job and whether any of these put them under excessive pressure.

    You can also use questionnaires to gather the same information. Although there's a range of commercially available questionnaires, you may be better off developing your own checklist to fit the particular needs and working conditions of your business.

    There are a number of key areas you should consider:

    • work scheduling and the type of work
    • working relationships with colleagues
    • the level of communication and reporting
    • the physical working environment
    • employees' expectations of their work

    Don't forget to monitor your own stress levels. See manage your own stress.

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  • Signs of workplace stress

    How to detect symptoms of stress in individuals and groups such as poor performance, tiredness and irritability and an increase in sick leave.

    Colleagues and managers may notice a range of signs from someone suffering from stress. 

    These signs include:

    • tiredness and irritability
    • reduced quality of work
    • indecisiveness and poor judgement
    • loss of sense of humour
    • physical illness such as headaches, nausea, aches and pains
    • seeming jumpy or ill-at-ease, or admitting to sleeping badly
    • increased sick leave
    • poor timekeeping
    • changes in working day patterns - perhaps by staying late or taking work home

    Signs of stress in groups 

    You should also look for signs of more widespread problems among groups of employees, for example:

    • arguments and disputes between staff
    • general absenteeism
    • an increase in grievances and complaints
    • greater staff turnover

    For information on identifying and managing some of the causes of stress managing conflict.

    You also need to watch out for signs that your own stress levels are rising. See manage your own stress.

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  • Reduce stress in your workplace

    How to reduce work-related stress levels in your business - from reducing employees' workloads to giving them more autonomy and ensuring holidays are taken.

    Once you have found possible stress problems in your business, you can then take steps to tackle the causes.

    Work-related stress

    You can try the following measures to deal with work-related stress: 

    • If overwork is causing people to feel stressed, consider how you might reduce their workload. Ensure targets are challenging but realistic. Help people to prioritise work, cutting out unnecessary tasks and providing time-management training if necessary. Encourage delegation of work where possible, and try to delegate work yourself.
    • Make sure staff take their holiday entitlement - and take your own.
    • Check individuals are well-matched to the jobs you give them. Make sure your recruitment and selection procedures help you to achieve this.
    • Make sure every employee has a well-defined role - and that they know what this is.
    • Review people's performance so that they know how they're doing and you can identify any training they may need.
    • Where possible give employees more autonomy, allowing them to plan their work schedule and decide how to tackle problems.
    • Adopt a management style that encourages employees to discuss problems with you. Provide them with opportunities to feed back to you or express ideas about their work.
    • Keep staff informed about your business' direction and make sure you tell them about significant changes to the business.
    • Ensure you have effective disciplinary and grievance procedures to tackle bullying and harassment.

    Non work-related stress

    Consider the following ways of tackling personal-life stress: 

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  • Common causes of personal stress

    Non-work factors can cause stress to your employees affecting their work, such as divorce, family illness, bereavement, moving house and debt problems.

    Sometimes people may suffer from stress that isn't caused by work-related issues but instead has an external cause from their personal life.

    Common external causes of stress include:

    • relationship difficulties or a divorce
    • serious illness in the family
    • caring for dependants such as children or elderly relatives
    • bereavement
    • moving house
    • debt problems

    Remember that personal life causes of stress can also affect you as an owner-manager or self-employed person. See manage your own stress.

    How to manage causes of personal stress

    Unlike workplace stress, you don't have a legal responsibility to tackle personal causes of stress among employees. However, but you should remember that issues can have a major impact on their performance and affect your whole company. So it's a good idea to adopt a sympathetic and understanding approach.

    Offering employees paid time off, or suggesting more flexible working arrangements, can be practical ways to help them deal with their problems. Your approach should be consistently applied. You can develop a written policy if appropriate. See time off for personal commitments and emergencies.

    You may want to suggest that an employee seeks professional help from their doctor. You could also point them in the direction of 91Ï㽶»ÆÉ«ÊÓƵ groups such as Relate or Alcohol Concern.

    However, there's a risk you could be seen to be interfering, so it's important to use your judgement to decide whether this is appropriate.

    Always respect employees' confidentiality if they tell you about personal problems they are facing.

    Stress - whatever its origins - can lead to mental ill health, including anxiety and depression. See 91Ï㽶»ÆÉ«ÊÓƵing employees with mental ill health.

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  • Stress management training and counselling

    How courses in time management and other skills, promoting healthy living and counselling services may help employees manage their stress more effectively.

    Training courses may help business owners, managers and employees deal with work pressures more effectively.

    Appropriate courses may include those covering areas such as:

    • time-management
    • leadership skills
    • assertiveness
    • communication skills
    • relaxation techniques

    You can search our  to check if there are any upcoming stress management courses.

    Managers may also benefit from training to identify signs of stress in others and to assess the impact of their managerial style on staff.

    Helping employees deal with stress

    It can also be a good idea to promote healthy living, which can help people keep fit and deal with workplace stress more effectively. You might do this by providing health information and education - or perhaps by organising keep-fit, yoga or relaxation classes.

    You may want to consider whether stress counselling would be appropriate for your business. Some organisations pay for confidential one-to-one counselling sessions for their employees, who can discuss both work and non-work related problems with a professional counsellor. But such schemes - known as Employee Assistance Programmes - can be expensive and are typically used by larger businesses.

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  • Manage your own stress

    Identifying and tackling stress in yourself, including the common physical and emotional symptoms and tactics for coping with stress such as relaxation techniques.

    Owner-managers and self-employed people need to learn to spot the signs of their own stress and take steps to tackle it.

    Signs that you might be experiencing stress yourself could include:

    • poor judgement and indecisiveness
    • difficulty in concentrating
    • a lack of assertiveness
    • irritability, aggressiveness, depression or loss of sense of humour
    • physical symptoms such as breathlessness, headaches, chest pains, nausea, sleeplessness, high blood pressure and constant tiredness

    Stress can be worse if you work alone. If you have no one to confide in, it can be easy for things to get out of hand.

    This can be a particular problem for owner-managers who don't have the 91Ï㽶»ÆÉ«ÊÓƵ of a management team. They may feel under pressure to work through periods of stress to ensure the continuity of the business. Although employees expect the managing director to know what to do in a given situation, you may in fact need help yourself.

    In addition, business owners often have significant capital invested in the business, putting added pressure on key decisions.

    One way of dealing with this is to network with people running businesses of a similar size to talk through each other's problems.

    You might even bring in a mentor to help you cope with the pressures of running your business.

    How to cope with stress

    If you are suffering from stress, you need to try to:

    • identify and tackle the underlying causes
    • practise relaxation techniques
    • improve your diet and cut back where appropriate on smoking, alcohol and caffeine consumption
    • do regular exercise
    • avoid regularly working long hours if at all possible
    • make sure you take holidays

    Find out about .

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  • Support people affected by traumatic events

    What you can do to 91Ï㽶»ÆÉ«ÊÓƵ and accommodate colleagues and employees after a traumatic event such as a natural disaster or serious accident.

    A 'traumatic event' could be:

    • a natural disaster, such as flooding or other severe weather causing injuries and deaths
    • a terrorist attack or serious accident
    • other situations in which a person feels extreme fear, horror or helplessness

    It can be helpful for those who work with people who have been affected by a traumatic event or experience to try and understand the effects that this can have on people.

    When dealing with someone who has been through a traumatic event, remember that people will react very differently. While some people may want to talk about their experiences, others may not. People are likely to experience a range of emotions and feelings.

    If you do need to 91Ï㽶»ÆÉ«ÊÓƵ people who have experienced trauma try to bear in mind the following:

    • Be yourself - even if you don't know what to say. Acknowledging what they have been through can help.
    • Ask how they are feeling, as it may not be obvious. Don't worry if they get upset - this is a natural reaction. Remember that they may not wish to talk about the incident. Ask them if there is anything you can do.
    • It may be difficult for them to feel motivated or to meet deadlines, and their ability to concentrate may be affected. Allow them to work at their own pace and allow time off, or ask if they would rather work at weekends, when it may be quieter.
    • With their permission, it may be helpful to inform colleagues about the situation. They may need information, advice and education about trauma and/or loss.
    • Ask about arranging extra help and 91Ï㽶»ÆÉ«ÊÓƵ for them. Let them know about any work 91Ï㽶»ÆÉ«ÊÓƵ services or groups. It may be helpful for them to take short breaks.
    • Understand that they may be dealing with a number of issues and emotions.
    • Help by treating them the same as everyone else.
    • Understand that their feelings are likely to change over time.
    • It can be helpful to discuss with them setting new plans and challenging projects.

    See managing employee bereavement.

    Post-traumatic stress disorder (PTSD)

    PTSD is a psychological and physical condition that can occur after experiencing or witnessing traumatic events. Northern Ireland has one of the world's highest rates of PTSD. 

    PTSD is not the only psychological condition that can result from a traumatic event. Many people will develop other conditions such as phobias, for example not wanting to get in a car after witnessing a major road traffic accident.

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  • Support employees with mental ill health

    How you can 91Ï㽶»ÆÉ«ÊÓƵ those with mental ill health, including depression and stress-related conditions including being flexible and seeking expert advice.

    There are many common types of mental ill health. The most common forms include anxiety, depression, phobic anxiety disorders and obsessive compulsive disorders.

    People with these types of diagnosed mental health issues may be regarded as having a disability under the Disability Discrimination Act. You must not treat a disabled person less favourably for a reason relating to their disability, without a good reason.

    See discrimination against disabled people.

    Mental health issues - which may be mild, moderate or severe - can affect anyone. These issues can be related to or triggered by a number of factors including: 

    • work-related stress
    • relationship breakdowns
    • bereavement
    • other work or personal difficulties

     For more information, see common causes of personal stress.

    Mental health issues are one of the most common factors in long-term sickness absence. However, many employees with these conditions may continue to work without displaying obvious symptoms. For example, an employee with a depressive illness may work quite normally, particularly once any medication, counselling or other therapies begin to work.

    As with many stress-related conditions, warning signs could include:

    • irritability, tiredness
    • erratic timekeeping
    • neglecting appearance or personal hygiene
    • being quieter than usual or being reluctant to participate in meetings, social exchanges or events

    How you can help employees with mental ill health

    As an employer, you can give special consideration to mental health issues by:

    • keeping an open mind
    • learning the facts about mental health disorders
    • being flexible
    • seeking expert advice and guidance

    Your line managers' listening skills can be particularly useful for helping to manage mental health issues. You may wish to provide managers with specialist training in dealing with employees suffering from severe anxiety or depression.

    If workers feel able to talk about their concerns, this should be encouraged.

    You could arrange an informal meeting, perhaps over lunch or coffee, to find out what sort of 91Ï㽶»ÆÉ«ÊÓƵ they may require.

    Treat mental health in the same way as you would when dealing with other potentially sensitive issues at work. Workers may benefit from being asked open-ended questions which allow them to talk about what is happening and why, and being assured that all discussions are in confidence. It is important to remember that they may find it difficult to talk. You could arrange an alternative time and date to discuss the issue, and pose specific questions for them to consider and address when you meet again.

    You can also help employees who are suffering from mental health problems by:

    • enabling them to work flexible hours, so they can have time off if they need it, or during an especially difficult time
    • making sure they can work in the most congenial space - this may mean enabling them to move their desk or work station to a place where they feel most comfortable and secure

    See managing and 91Ï㽶»ÆÉ«ÊÓƵing employees with mental ill health.  

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  • Seven key ways to manage stress at work

    Practical tips on how to effectively manage and reduce stress in your business to protect employee wellbeing and prevent productivity loss and sickness absence.

    Work-related stress can cause major problems in a business. It could reduce productivity, lead to sickness absence and increase staff turnover. You have a legal duty to ensure that your employees aren't made ill by their work, including stress-related illness.

    Dealing with stress helps to ensure the wellbeing of your employees and yourself. Follow these tips to effectively manage stress.

    1. Carry out a workplace stress audit to find out if stress is a problem for your business. This can involve a questionnaire or talking informally to employees.

    2. Look out for the signs of workplace stress. This can include irritability, increased sick leave and reduced quality of work.

    3. Help staff prioritise their workloads, and set realistic targets. Make sure that no employee feels they have too much or too little responsibility.

    4. Make sure that staff take their holiday entitlement. See know how much holiday to give your staff.

    5. Where possible give employees more control - allow them to plan their work schedule and decide how to tackle problems.

    6. Be sympathetic when employees are suffering from personal-life stress such as an illness in the family or a bereavement. Offering flexible working arrangements can help. See time off for personal commitments and emergencies.

    7. As an owner-manager or self-employed person, it is important to manage your own stress. You can try practising relaxation techniques, living a healthy lifestyle and avoid regularly working long hours.

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Off-site storage safety

In this guide:

  • Assess the risks of goods storage

    Identifying possible hazards caused by storing goods and materials and analysing the likelihood of them occurring in order to reduce potential risks.

    You need to assess the risks posed by storing goods and materials and take steps to reduce them.

    You should consider the hazards and risks caused by storing goods and materials as part of your overall health, safety and environmental risk assessment.

    You also need to look at how storing materials affects the fire risks faced by your business. See fire safety and risk assessment.

    Businesses with greater risk

    All businesses need to consider the hazards caused by storing goods and materials. But there are some which face greater risks, such as:

    • factories
    • warehouses
    • shops
    • construction businesses
    • agricultural businesses
    • food businesses
    • any business which has to store hazardous materials such as gas cylinders and oil

    Storage risk assessment 

    Your risk assessment must:

    • identify hazards caused by your storage of goods
    • analyse the likelihood of their occurring
    • determine who and what might be at risk

    You then need to take any precautions needed to ensure all risks are minimised.

    You'll also need to record your findings and remember to review your assessment regularly.

    See health and safety risk assessment.

    Types of possible hazard you'll need to consider include:

    • goods falling from shelving or racking
    • someone falling when climbing on shelving
    • stock or materials blocking fire exit routes
    • accumulations of used packaging
    • poor storage causing increased manual-handling risks, eg putting bulky items above head height
    • spillages of goods causing environmental damage or increasing the risk of slips and trips occurring
    • exposure to badly stored hazardous substances
    • contamination or danger caused by storing inappropriate materials together
    • the use of mechanical-handling equipment, eg loads falling from forklift trucks
    • vandalism, theft and arson causing pollution
    • flammable substances

    This list shows just some examples, there may be more that apply to your business.

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    /content/assess-risks-goods-storage

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  • Safe use of shelves, racks and pallets

    Installing and using shelving and racking units safely by following appropriate guidelines, including maximum loads, installation instructions and spacing.

    Most businesses use shelves to store goods and materials. Ware houses and factories often use racking units and pallets for storage.

    Shelving and racking safety

    Shelving and racking must be suitable for its purpose. You must install and maintain these properly.

    Ensure that:

    • floors are sound and level
    • you follow the manufacturer's installation instructions
    • where you need to fix shelving or racking to a wall, the wall can 91Ï㽶»ÆÉ«ÊÓƵ the load
    • where appropriate, you provide special safety ladders to avoid people climbing on shelving
    • you space units correctly to allow easy access for staff 
    • workers can use mechanical-handling equipment such as forklift trucks if necesssary
    • you align shelves and racks properly and goods don't overhang shelves
    • you display correct maximum loads for racking 
    • workers use personal protective equipment where necessary
    • workers stack items correctly - put the heaviest at the bottom where possible
    • materials that employees need are readily accessible - for example, not above head height

    Check shelving and racking units regularly for any obvious signs of physical or chemical damage.

    Pallets safety

    If you use pallets with racking units, you should avoid:

    • using a pallet which can't cope with its load
    • poorly designed or constructed pallets
    • using damaged pallets
    • using the wrong type of pallet for the racking system used or the material or substance stored
    • poor handling of pallets

    You must use any mechanical-handling equipment, such as forklift trucks, safely. Anyone operating a forklift needs to be fully trained. People in areas where forklifts operate must be aware of the warning alarms, signs and notices and what they mean.

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  • Safe storage of dangerous or hazardous materials

    Key steps to reducing the risks of storing dangerous materials, and rules on the storage of oil and risks of fire and explosion.

    Under the Control of Substances Hazardous to Health Regulations (COSHH) you must store and handle chemicals and dangerous substances in a way that:

    • minimises the risks
    • limits people's exposure to them.

    You need to assess the risks of storing and handling dangerous substances. This includes the possibility of environmental damage caused by leaks and spills.

    You should then take any actions needed to control risks, including:

    • storing chemicals according to the manufacturer's instructions on the safety data sheet
    • keeping the smallest quantity of hazardous substances necessary
    • storing incompatible substances separately
    • taking steps to prevent release or leakage of dangerous substances
    • keeping a spill kit near to storage areas, and training staff in what to do in the event of a spill
    • cleaning up any leaks or spills that occur
    • using the right safeguards when handling substances - for example, wearing protective clothing or ensuring adequate ventilation
    • training employees who store and handle dangerous substances
    • properly labelling containers used for short-term storage 

    Read more on .

    Fire and explosion risks

    If you store chemicals or dangerous substances that could create a fire or explosion, you must also comply with the .

    Ensure that flammable substances are correctly stored in the right containers. Make sure they are not stored near to a source of ignition such as a heater.

    It's also best practice to:

    • place stores of liquid above ground where they're unlikely to be damaged, eg away from traffic routes
    • avoid overfilling containers
    • supervise deliveries
    • maintain gauges, valves and pipework
    • track oil use - sudden high use is a sign of a leak
    • have procedures for dealing with emergency leakages
    • use a secondary containment system such as a drip tray or bund (a storage area designed to prevent liquids escaping)

    Oil storage risks

    Specific laws for businesses with oil storage container apply to England and Scotland. However, businesses in Northern Ireland and Wales are strongly advised to comply with these laws to lessen the risk of causing water pollution. See how to store oil safely and legally.

    Help
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    Storing chemicals
    Managing hazardous substances
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    /content/safe-storage-dangerous-or-hazardous-materials

    Links

  • Safe storage methods for waste, timber, glass and textiles

    Storage advice for specific materials - waste, timber, glass and textiles – in order to reduce the risks of potential health and safety hazards.

    As well as dangerous or hazardous substances, there's a range of other types of material you should store carefully.

    Waste

    All businesses have a duty of care to store and correctly manage the waste they create. You must store waste in suitable containers, making sure it doesn't harm the environment or human health. See duty of care for business waste.

    When you dispose of your waste, or send it to be recovered, you must ensure an authorised organisation handles it. Some waste is classified as hazardous because of its dangerous or toxic nature and is subject to further regulation. See dealing with hazardous waste.

    Timber

    Sawn timber and board materials need to be stacked and stored safely. This includes ensuring that stacks of timber:

    • are on firm, level ground
    • don't exceed set height ratios
    • are inspected regularly
    • have no loose materials on top

    Take prevailing winds into account when building stacks outdoors. You must regularly monitor storage areas. .

    Glass

    Storage measures you should take include:

    • stacking glass at the correct angle
    • providing the right personal protective equipment if needed
    • securing storage racks and ensuring these aren't overloaded

    Textiles

    Storage also requires careful consideration in the textiles industry. For example, you should:

    • store frequently used materials at a convenient height
    • plan storage areas carefully to allow for maximum possible access to materials
    • dispose of obsolete stock
    • consider mechanical methods of handling and moving bales and rolls

    Agricultural materials

    Storage of some agricultural materials must conform to the . These specify standards and durability of new or substantially altered storage facilities. 

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  • Off-site storage safety

    Key issues and risks when storing goods and materials away from your premises and steps to take in order to reduce health and safety risks.

    When considering the risks of goods and materials storage, remember to factor in any materials you store away from your main premises. For example:

    • construction businesses typically need to store materials on building sites
    • retail businesses may need a storage lock-up or warehouse away from the shop
    • office-based businesses may need to archive documents which they don't have room for on site

    Many of the same risks and control measures apply to materials stored off site. However, there are likely to be increased security concerns. This is particularly true if you store goods in an isolated location or if you rarely visit the storage facility. Also consider whether there are increased fire risks.

    You are also responsible for any incident of pollution that occurs from your site, even if vandalism is the the cause.

    Ways to reduce off-site storage risks

    Ensure that the storage environment is appropriate for the materials. For example, a damp atmosphere could damage documents and foodstuffs.

    Even if you don't need to access the materials regularly, it's worth checking from time to time that the goods and premises are in good condition.

    A common method of off-site storage in the construction industry is to use a lockable steel cabin. However, these can still be vulnerable to theft. Some businesses also use 24-hour surveillance and security agencies to guard building sites at night and weekends.

    Retailers may want to store surplus stock in a lock up or warehouse away from their premises. You may want to consider using a specialist warehousing company offering:

    • CCTV
    • security guards
    • temperature alarms
    • fire and leak detection

    There are also specialist businesses which provide document-storage facilities. They may store your papers in airtight containers for added protection. Some offer fire and theft detection systems.

    Help
    HSENI Helpline
    Also on this site
    Safe transport of goods and materials
    Fire safety and fire risk assessment
    Content category
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    Source URL

    /content/site-storage-safety

    Links

  • Storing food safely

    Ensuring you comply with food-hygiene regulations and minimising the health and safety risks caused by lifting and carrying food.

    Food and catering businesses must ensure food is correctly stored to comply with food-hygiene requirements - and protect their customers, staff and reputation.

    They must:

    • observe temperature controls in all storage areas, including display cabinets
    • store dried food off the floor
    • observe use-by dates
    • ensure all areas are clean
    • avoid overloading refrigerated units - if they become too full, air doesn't circulate properly, causing food to deteriorate
    • follow any storage instructions on food packaging

    You must supervise or properly train staff handling food. Your local authority's environmental health department can advise you on training courses. Find your local council in Northern Ireland.

    Take care not to cross-contaminate food. For example, don't store raw and cooked food next to each other. Wash equipment you have used to handle raw food before using it on cooked food. 

    You can reduce the risk of storing food by buying from reputable businesses which supply food that has been stored, processed and treated safely before it gets to you.

    If you have any concerns about the food when it is delivered, you should refuse delivery.

    You should also assess any possible food storage manual-handling risks, such as employees stacking crates of bottles or lifting heavy bags of potatoes. See safe manual handling at work.

    You must store all food and drink in a way which minimises the risk of pollution. 

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    Food hygiene: ten top tips
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  • Checklist: storing goods and materials safely

    Ways of reducing storage risks - from clearing exit routes and checking shelving to clearing up spillages quickly and providing any appropriate equipment.

    Statutory requirements cover the storage of certain substances, including oil, pesticides and solvents. There are a number of steps you can take to reduce the risks of storing goods. Make sure you:

    • mark all exit routes
    • keep exit routes clear to reduce fire risks
    • organise storage areas and set up procedures to allow people and vehicles - such as forklift trucks - to manoeuvre, load, unload and move goods safely
    • store flammable substances far from any source of ignition such as a heater
    • store dangerous substances, such as chemicals, appropriately - see safe storage of dangerous or hazardous materials
    • install collision barriers in vulnerable areas
    • clear up all spills immediately to reduce the risks of slips, trips and pollution
    • ensure you have adequate equipment to clean up spills of the types and quantities of materials you store
    • store liquids in areas away from drains to avoid leaks or spills reaching watercourses
    • check regularly that shelving and racking units are safe, and ensure they're the most appropriate method of storing the materials in question - see safe use of shelves, racks and pallets
    • provide any personal protective equipment (PPE) staff need to store or move materials
    • train staff in the use of PPE
    • keep the minimum amount of materials necessary in processing and production areas
    • take unused materials back to storage areas rather than leaving them lying around
    • segregate any materials which could contaminate each other or be dangerous if stored close together, eg avoid storing paint or bleach next to food in a shop stock room
    • consider how you'll ensure the security of high-value goods
    • use appropriate signage
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    Links

Checklist: storing goods and materials safely

In this guide:

  • Assess the risks of goods storage

    Identifying possible hazards caused by storing goods and materials and analysing the likelihood of them occurring in order to reduce potential risks.

    You need to assess the risks posed by storing goods and materials and take steps to reduce them.

    You should consider the hazards and risks caused by storing goods and materials as part of your overall health, safety and environmental risk assessment.

    You also need to look at how storing materials affects the fire risks faced by your business. See fire safety and risk assessment.

    Businesses with greater risk

    All businesses need to consider the hazards caused by storing goods and materials. But there are some which face greater risks, such as:

    • factories
    • warehouses
    • shops
    • construction businesses
    • agricultural businesses
    • food businesses
    • any business which has to store hazardous materials such as gas cylinders and oil

    Storage risk assessment 

    Your risk assessment must:

    • identify hazards caused by your storage of goods
    • analyse the likelihood of their occurring
    • determine who and what might be at risk

    You then need to take any precautions needed to ensure all risks are minimised.

    You'll also need to record your findings and remember to review your assessment regularly.

    See health and safety risk assessment.

    Types of possible hazard you'll need to consider include:

    • goods falling from shelving or racking
    • someone falling when climbing on shelving
    • stock or materials blocking fire exit routes
    • accumulations of used packaging
    • poor storage causing increased manual-handling risks, eg putting bulky items above head height
    • spillages of goods causing environmental damage or increasing the risk of slips and trips occurring
    • exposure to badly stored hazardous substances
    • contamination or danger caused by storing inappropriate materials together
    • the use of mechanical-handling equipment, eg loads falling from forklift trucks
    • vandalism, theft and arson causing pollution
    • flammable substances

    This list shows just some examples, there may be more that apply to your business.

    Help
    HSENI Helpline
    Actions
    Also on this site
    Avoid slips and trips in the workplace
    Content category
    Health and safety

    Source URL

    /content/assess-risks-goods-storage

    Links

  • Safe use of shelves, racks and pallets

    Installing and using shelving and racking units safely by following appropriate guidelines, including maximum loads, installation instructions and spacing.

    Most businesses use shelves to store goods and materials. Ware houses and factories often use racking units and pallets for storage.

    Shelving and racking safety

    Shelving and racking must be suitable for its purpose. You must install and maintain these properly.

    Ensure that:

    • floors are sound and level
    • you follow the manufacturer's installation instructions
    • where you need to fix shelving or racking to a wall, the wall can 91Ï㽶»ÆÉ«ÊÓƵ the load
    • where appropriate, you provide special safety ladders to avoid people climbing on shelving
    • you space units correctly to allow easy access for staff 
    • workers can use mechanical-handling equipment such as forklift trucks if necesssary
    • you align shelves and racks properly and goods don't overhang shelves
    • you display correct maximum loads for racking 
    • workers use personal protective equipment where necessary
    • workers stack items correctly - put the heaviest at the bottom where possible
    • materials that employees need are readily accessible - for example, not above head height

    Check shelving and racking units regularly for any obvious signs of physical or chemical damage.

    Pallets safety

    If you use pallets with racking units, you should avoid:

    • using a pallet which can't cope with its load
    • poorly designed or constructed pallets
    • using damaged pallets
    • using the wrong type of pallet for the racking system used or the material or substance stored
    • poor handling of pallets

    You must use any mechanical-handling equipment, such as forklift trucks, safely. Anyone operating a forklift needs to be fully trained. People in areas where forklifts operate must be aware of the warning alarms, signs and notices and what they mean.

    Help
    HSE Books Enquiry Line
    Actions
    Also on this site
    Safe transport of goods and materials
    Safe manual handling at work
    Personal protective equipment (PPE)
    Content category
    Health and safety

    Source URL

    /content/safe-use-shelves-racks-and-pallets

    Links

  • Safe storage of dangerous or hazardous materials

    Key steps to reducing the risks of storing dangerous materials, and rules on the storage of oil and risks of fire and explosion.

    Under the Control of Substances Hazardous to Health Regulations (COSHH) you must store and handle chemicals and dangerous substances in a way that:

    • minimises the risks
    • limits people's exposure to them.

    You need to assess the risks of storing and handling dangerous substances. This includes the possibility of environmental damage caused by leaks and spills.

    You should then take any actions needed to control risks, including:

    • storing chemicals according to the manufacturer's instructions on the safety data sheet
    • keeping the smallest quantity of hazardous substances necessary
    • storing incompatible substances separately
    • taking steps to prevent release or leakage of dangerous substances
    • keeping a spill kit near to storage areas, and training staff in what to do in the event of a spill
    • cleaning up any leaks or spills that occur
    • using the right safeguards when handling substances - for example, wearing protective clothing or ensuring adequate ventilation
    • training employees who store and handle dangerous substances
    • properly labelling containers used for short-term storage 

    Read more on .

    Fire and explosion risks

    If you store chemicals or dangerous substances that could create a fire or explosion, you must also comply with the .

    Ensure that flammable substances are correctly stored in the right containers. Make sure they are not stored near to a source of ignition such as a heater.

    It's also best practice to:

    • place stores of liquid above ground where they're unlikely to be damaged, eg away from traffic routes
    • avoid overfilling containers
    • supervise deliveries
    • maintain gauges, valves and pipework
    • track oil use - sudden high use is a sign of a leak
    • have procedures for dealing with emergency leakages
    • use a secondary containment system such as a drip tray or bund (a storage area designed to prevent liquids escaping)

    Oil storage risks

    Specific laws for businesses with oil storage container apply to England and Scotland. However, businesses in Northern Ireland and Wales are strongly advised to comply with these laws to lessen the risk of causing water pollution. See how to store oil safely and legally.

    Help
    HSENI Helpline
    Actions
    Also on this site
    Storing chemicals
    Managing hazardous substances
    Content category
    Health and safety

    Source URL

    /content/safe-storage-dangerous-or-hazardous-materials

    Links

  • Safe storage methods for waste, timber, glass and textiles

    Storage advice for specific materials - waste, timber, glass and textiles – in order to reduce the risks of potential health and safety hazards.

    As well as dangerous or hazardous substances, there's a range of other types of material you should store carefully.

    Waste

    All businesses have a duty of care to store and correctly manage the waste they create. You must store waste in suitable containers, making sure it doesn't harm the environment or human health. See duty of care for business waste.

    When you dispose of your waste, or send it to be recovered, you must ensure an authorised organisation handles it. Some waste is classified as hazardous because of its dangerous or toxic nature and is subject to further regulation. See dealing with hazardous waste.

    Timber

    Sawn timber and board materials need to be stacked and stored safely. This includes ensuring that stacks of timber:

    • are on firm, level ground
    • don't exceed set height ratios
    • are inspected regularly
    • have no loose materials on top

    Take prevailing winds into account when building stacks outdoors. You must regularly monitor storage areas. .

    Glass

    Storage measures you should take include:

    • stacking glass at the correct angle
    • providing the right personal protective equipment if needed
    • securing storage racks and ensuring these aren't overloaded

    Textiles

    Storage also requires careful consideration in the textiles industry. For example, you should:

    • store frequently used materials at a convenient height
    • plan storage areas carefully to allow for maximum possible access to materials
    • dispose of obsolete stock
    • consider mechanical methods of handling and moving bales and rolls

    Agricultural materials

    Storage of some agricultural materials must conform to the . These specify standards and durability of new or substantially altered storage facilities. 

    Help
    NIEA Helpline
    Actions
    Also on this site
    Fire safety and fire risk assessment
    Content category
    Health and safety

    Source URL

    /content/safe-storage-methods-waste-timber-glass-and-textiles

    Links

  • Off-site storage safety

    Key issues and risks when storing goods and materials away from your premises and steps to take in order to reduce health and safety risks.

    When considering the risks of goods and materials storage, remember to factor in any materials you store away from your main premises. For example:

    • construction businesses typically need to store materials on building sites
    • retail businesses may need a storage lock-up or warehouse away from the shop
    • office-based businesses may need to archive documents which they don't have room for on site

    Many of the same risks and control measures apply to materials stored off site. However, there are likely to be increased security concerns. This is particularly true if you store goods in an isolated location or if you rarely visit the storage facility. Also consider whether there are increased fire risks.

    You are also responsible for any incident of pollution that occurs from your site, even if vandalism is the the cause.

    Ways to reduce off-site storage risks

    Ensure that the storage environment is appropriate for the materials. For example, a damp atmosphere could damage documents and foodstuffs.

    Even if you don't need to access the materials regularly, it's worth checking from time to time that the goods and premises are in good condition.

    A common method of off-site storage in the construction industry is to use a lockable steel cabin. However, these can still be vulnerable to theft. Some businesses also use 24-hour surveillance and security agencies to guard building sites at night and weekends.

    Retailers may want to store surplus stock in a lock up or warehouse away from their premises. You may want to consider using a specialist warehousing company offering:

    • CCTV
    • security guards
    • temperature alarms
    • fire and leak detection

    There are also specialist businesses which provide document-storage facilities. They may store your papers in airtight containers for added protection. Some offer fire and theft detection systems.

    Help
    HSENI Helpline
    Also on this site
    Safe transport of goods and materials
    Fire safety and fire risk assessment
    Content category
    Health and safety

    Source URL

    /content/site-storage-safety

    Links

  • Storing food safely

    Ensuring you comply with food-hygiene regulations and minimising the health and safety risks caused by lifting and carrying food.

    Food and catering businesses must ensure food is correctly stored to comply with food-hygiene requirements - and protect their customers, staff and reputation.

    They must:

    • observe temperature controls in all storage areas, including display cabinets
    • store dried food off the floor
    • observe use-by dates
    • ensure all areas are clean
    • avoid overloading refrigerated units - if they become too full, air doesn't circulate properly, causing food to deteriorate
    • follow any storage instructions on food packaging

    You must supervise or properly train staff handling food. Your local authority's environmental health department can advise you on training courses. Find your local council in Northern Ireland.

    Take care not to cross-contaminate food. For example, don't store raw and cooked food next to each other. Wash equipment you have used to handle raw food before using it on cooked food. 

    You can reduce the risk of storing food by buying from reputable businesses which supply food that has been stored, processed and treated safely before it gets to you.

    If you have any concerns about the food when it is delivered, you should refuse delivery.

    You should also assess any possible food storage manual-handling risks, such as employees stacking crates of bottles or lifting heavy bags of potatoes. See safe manual handling at work.

    You must store all food and drink in a way which minimises the risk of pollution. 

    Help
    HSENI Helpline
    Actions
    Also on this site
    Hygiene for food businesses
    Food hygiene: ten top tips
    What to expect from a food safety inspection
    Content category
    Health and safety

    Source URL

    /content/storing-food-safely

    Links

  • Checklist: storing goods and materials safely

    Ways of reducing storage risks - from clearing exit routes and checking shelving to clearing up spillages quickly and providing any appropriate equipment.

    Statutory requirements cover the storage of certain substances, including oil, pesticides and solvents. There are a number of steps you can take to reduce the risks of storing goods. Make sure you:

    • mark all exit routes
    • keep exit routes clear to reduce fire risks
    • organise storage areas and set up procedures to allow people and vehicles - such as forklift trucks - to manoeuvre, load, unload and move goods safely
    • store flammable substances far from any source of ignition such as a heater
    • store dangerous substances, such as chemicals, appropriately - see safe storage of dangerous or hazardous materials
    • install collision barriers in vulnerable areas
    • clear up all spills immediately to reduce the risks of slips, trips and pollution
    • ensure you have adequate equipment to clean up spills of the types and quantities of materials you store
    • store liquids in areas away from drains to avoid leaks or spills reaching watercourses
    • check regularly that shelving and racking units are safe, and ensure they're the most appropriate method of storing the materials in question - see safe use of shelves, racks and pallets
    • provide any personal protective equipment (PPE) staff need to store or move materials
    • train staff in the use of PPE
    • keep the minimum amount of materials necessary in processing and production areas
    • take unused materials back to storage areas rather than leaving them lying around
    • segregate any materials which could contaminate each other or be dangerous if stored close together, eg avoid storing paint or bleach next to food in a shop stock room
    • consider how you'll ensure the security of high-value goods
    • use appropriate signage
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Workplace testing for drugs and alcohol

In this guide:

  • Benefits of workplace policies on smoking, drugs and alcohol

    Clear policies let everyone know what the rules are and help prevent problems from occurring in the first place.

    Having a clear smoking policy and a drugs and alcohol policy can help managers and employees deal with any issues that may arise. It will also help you meet your legal responsibilities to ensure the health, safety and welfare of all employees.

    Smoking policy

    In the case of smoking at work, a written policy shows how you are meeting your legal requirements. The main benefit of having a smoking policy is that it makes it clear to both employees and customers what is acceptable behaviour.

    Download guidance including a sample workplace smoking policy (DOC, 32KB).

    See .

    Drugs and alcohol policy

    A drugs and alcohol policy should clearly set out the rules and procedures for dealing with issues relating to drugs and alcohol. In some businesses, this will need to include details of staff training in the correct procedures for handling incidents and dealing with colleagues. The policy must be consistent with other areas of staff guidelines.

    .

    Stricter policies may be necessary for workplaces where the risks are greater. This could include businesses where workers have responsibility for their own safety and the safety of others.

    Download a sample drugs and alcohol policy template (DOC, 16K).

    .

    Benefits

    Other benefits of having smoking drugs and alcohol policies include:

    • Employees have clear guidance on what they can and can't do.
    • Employees know what 91Ï㽶»ÆÉ«ÊÓƵ is available, as well as which disciplinary procedures apply.
    • Managers have clear guidance about the procedures they should follow.
    • Policies raise awareness. They can encourage individuals to correct any problems they have.
    • By reducing problems you can reduce illness and staff turnover and increase productivity.
    • You reduce the risk of your employees driving or operating dangerous equipment while under the influence of alcohol or drugs.
    • Policies help you meet your legal responsibilities for health, safety and employee welfare.
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  • Checklist: workplace smoking, drugs and alcohol policies

    What you workplace policies for smoking drugs and alcohol should look like, and sample guidance you can download.

    All policies need to take account of specific workplace circumstances and the views obtained during the consultation process with employees.

    It is probably best to have a standalone smoking policy for your business.

    Download guidance including a sample workplace smoking policy (DOC, 32KB).

    See also .

    You'll need to decide whether to have separate drugs and alcohol use policies or a combined one. There are legal differences between drugs and alcohol, but they affect the workplace in a similar way. For this reason they are both dealt with using similar procedures.

    See an .

    If you are writing a combined policy it is important that it clearly states that it applies to both alcohol and drug use. This is to make sure that it isn't ignored by workers who don't see it as relevant to them.

    The list below may act as a guide to what a policy on smoking, drugs or alcohol should include:

    • Aims - explains why the policy is needed.
    • Scope - who does it apply to and what it covers.
    • Responsibility - who has overall responsibility for the policy - management and employees' responsibilities.
    • Definition and principles - defines what a problem is and what the general principles of the policy are.
    • The rules - how the business expects employees to behave to ensure that smoking/drugs/alcohol doesn't affect their work.
    • Safeguards - outlines what safeguards apply for employees.
    • Procedures - details what procedures are in place for dealing with problems.
    • Education and training - detail how staff will be made aware of the policy and how it will operate.
    • Safety critical jobs - there should be a definition of safety critical jobs.
    • Disciplinary procedures - the policy should make it clear when disciplinary procedures are likely to be used.
    • Information - provides information about the effects of smoking/drugs/alcohol on health and safety.
    • Alcohol and drug testing - if it is intended to introduce drug and alcohol testing, the rationale, safeguards and procedures need to be explicitly stated.
    • Help - the arrangements for employees who need help and 91Ï㽶»ÆÉ«ÊÓƵ should be described. 

    Download a sample drugs and alcohol policy template (DOC, 16K).

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  • Workplace smoking policy

    What should be covered by a smoking policy including who has responsibility, where smoking is allowed and information on quitting.

    Smoking is banned in all enclosed public places and workplaces in the UK. You need to ensure you have no-smoking signs in premises and company vehicles. You also need to make sure that employees and customers keep to the rules. It is therefore advisable to have a smoking policy for your business.

    Download guidance including a sample workplace smoking policy (DOC, 32KB).

    Having a smoking policy has clear benefits, including:

    • a healthier workforce
    • reduced disputes between smokers and non-smokers
    • cleaner premises
    • a better image
    • helps you meet your health and safety responsibilities

    As an employer you have a general duty to protect the health, safety and welfare of your employees. This includes any risks arising from exposure to second-hand smoke. You should prioritise the health needs of non-smoking staff. These duties will continue to apply in exempted premises. 

    What your smoking policy should cover

    Your smoking policy should cover the following:

    • acknowledge the right of your employees to work in a smoke-free environment
    • list the members of management and staff who have the responsibility for implementing the policy
    • identify the outside areas where people can smoke, but ensure those areas are not enclosed
    • provide information on how to get help to quit smoking
    • set out how you will communicate your policy to all members of your staff (including new employees before they start work) and to members of the public using your premises and vehicles
    • set out the means of communicating to your staff and customers where they can smoke if they want to

    You may also wish to set out your position on the use of e-cigarettes in your workplace. See .

    You will need to decide how to deal with non-compliance with your smoking policy and how the policy fits within your existing health and safety and discipline policies.

    Change your policy to fit your business' needs. For example, if you employ plumbers and decorators you might want to stop them from smoking anywhere on customers' premises. This helps maintain your image and reputation as a responsible, professional business.

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  • Dealing with drugs use in the workplace

    A list of symptoms of possible drug use and advice on providing 91Ï㽶»ÆÉ«ÊÓƵ and counselling to an employee using drugs.

    Drug use can be a serious problem for your employee and for your business. You have clear responsibilities for the health, safety and welfare of your employees. It may include the use of prescription drugs and the use of new psychoactive substances (also misleadingly known as legal highs but which are illegal to produce, supply or import for human consumption under the Psychoactive Substances Act 2016).

    You might have legal liability if you allow employees under the influence of drugs to continue working where this places themselves or others at risk.

    As well as improving safety, tackling drug use - or preventing it in the first place - also brings other business benefits. They include higher productivity levels and fewer days being lost to illness.

    Access a .

    Signs of possible drug use

    Drug use is a very sensitive area and, short of catching someone taking drugs, it can be difficult to know when there's a problem. Some of the signs of possible drug use include:

    • erratic behaviour
    • mood swings
    • poor time-keeping
    • increased sickness absence
    • change in attitude towards work and colleagues
    • reduced productivity

    It's important to bear in mind that these factors might have a range of causes. They don't always mean that someone is using drugs.

    Confidential conversation

    If an employee's behaviour is troubling then a confidential conversation may be the best way of finding out if there are any underlying problems, whether drug-related or not.

    There are times when disciplinary action may be needed in response to drug use, eg when the safety of your workplace is compromised.

    Where possible, be 91Ï㽶»ÆÉ«ÊÓƵive towards employees with drug problems. Often, the best course of action is a referral to the .

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  • Dealing with alcohol issues in the workplace

    Look for warning signs of alcohol use and provide 91Ï㽶»ÆÉ«ÊÓƵ where possible.

    Drinking alcohol in the workplace can lead to safety hazards. Even small amounts can affect an employee's judgement and reactions. This can lead to an increase in the risk of an accident. You are responsible for the health, safety and welfare of your employees. You might have legal liability if you allow employees under the influence of alcohol to continue working where this places themselves or others at risk.

    .

    Set the rules on drinking alcohol

    A strict no-alcohol rule may be needed in some businesses, for health and safety reasons. For example, in businesses where people operate machinery or drive vehicles. Other problems can include:

    • employees calling in sick
    • reduced productivity
    • unprofessional behaviour, which can lead to lost business

    However, businesses don't have to ban alcohol from all work-related events. All employees should be encouraged to use discretion if consuming alcohol during business-related events. This could include meetings, conferences or office parties. Employees may also be asked to not drink alcohol during events where customers are present and/or the business is being represented.

    Soft drink option

    At the very least, when a business is having an event, there should be soft drinks available as an alternative to drinking alcohol. Businesses may also wish to encourage alcohol 'light' events where only a limited amount of alcohol is available. It's a good idea to avoid having free or 'open' bars.

    Alcohol guidelines

    Businesses should draw up clear guidelines setting out the disciplinary consequences of alcohol-related problems at work. For example, an employee drinking and driving while on company business might be dismissed.

    Download a sample drugs and alcohol policy template (DOC, 16K).

    Signs of alcohol use

    You should learn to watch for signs that might indicate an employee is having problems. These can include:

    • frequent hangovers
    • above average time off sick
    • reduced productivity
    • workplace accidents
    • disciplinary problems
    • customer complaints

    Confidential conversation

    If an employee's behaviour is troubling then a confidential conversation may be the best way of finding out if there are any underlying problems, whether alcohol-related or not.

    There are times when disciplinary action may be needed in response to alcohol use, eg when the safety of your workplace is compromised.

    Where possible be 91Ï㽶»ÆÉ«ÊÓƵive towards employees with alcohol problems. Often the best course of action is a referral to the appropriate counselling and 91Ï㽶»ÆÉ«ÊÓƵ services.

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  • Stress and drugs and alcohol use

    Substance use problems lead to workplace stress which can affect the performance of your business.

    Having procedures in place to help employees deal with stress is an important part of responding to problems with drug and alcohol use.

    Cause or contributing factor

    Stress can be a cause or contributing factor to drug or alcohol use. For example, a person under a lot of stress at work might begin to drink more alcohol to help ease the pressure.

    Stress can have a very negative impact on your business' performance and morale. The benefits of managing stress effectively include:

    • reducing time off for employees with stress-related illnesses
    • minimising stress-related drug and alcohol muse problems
    • improving morale and productivity
    • fulfilling your legal responsibility for employee welfare

    Prevention is better than cure

    However, it is important to note that prevention is better than cure. Good management can reduce work-related stress. For example, setting realistic targets and providing employees with training and opportunities for promotion can help to boost employee morale.

    But even with good management, you can't remove stress altogether. It's important that you learn to spot the symptoms and encourage employees to raise issues that are bothering them. Remember that stress doesn't just affect employees - watch for your own levels of stress.

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  • Counselling and 91Ï㽶»ÆÉ«ÊÓƵ for drugs and alcohol use

    Services to deal with alcohol or drug use problems and to promote occupational health in your business.

    Problems like drug and alcohol use aren't easy to deal with. Simply setting down rules and then disciplining employees who break them is rarely the best approach. Instead, you should look for ways to 91Ï㽶»ÆÉ«ÊÓƵ employees who have a problem.

    You may be able to provide a sympathetic ear yourself but, as these are complicated matters, specialist advice may be needed. You should encourage employees to make use of 91Ï㽶»ÆÉ«ÊÓƵ services. For example, an employee's GP may be able to provide help and advice or refer them to a specialist.

    Occupational health and welfare

    Some businesses also provide occupational health services for their employees. As well as responding to any problems that arise, this can help to promote employee welfare and prevent problems from arising in the first place.

    You'll need to investigate whether the costs would be matched by reductions in illness and absence.

    Find your local Trust on this .

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  • Workplace testing for drugs and alcohol

    What you need to consider if you plan to test for drugs or alcohol in the workplace.

    Drugs and alcohol testing is a sensitive issue. If this is to form part of your policy, it is essential that employees and the workforce are consulted.

    Workforce consultation

    A workforce consultation is needed because of the practical, legal, and ethical issues involved. It can also provide valuable insight into how the policy can be implemented successfully.

    Limitations of drugs and alcohol testing

    The limitations of drug and alcohol testing are that it can't:

    • measure to what extent an employee's performance is impaired by a substance
    • the exact time when the drug was used
    • in some cases, tell which substance was used

    Case law under the Human Rights Act is emerging in this area. You should therefore get legal advice and the views of the before starting any testing.

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  • Discipline, grievance and dismissal procedures

    If offering 91Ï㽶»ÆÉ«ÊÓƵ doesn't help, responding to substance use with firm action may be necessary.

    If an employee has a problem with drugs or alcohol use your first step should be to provide 91Ï㽶»ÆÉ«ÊÓƵ or to help them find suitable 91Ï㽶»ÆÉ«ÊÓƵ services.

    But being 91Ï㽶»ÆÉ«ÊÓƵive isn't always enough. You have a clear responsibility to protect your employees' health and safety. If an employee's behaviour could place themselves or others at risk, you have a duty to intervene. You need to set rules and make sure they're upheld.

    Disciplinary action

    Sometimes the need for disciplinary action is clear. For example, the law doesn't allow you to let employees take illegal drugs at work. In the same way, drinking and driving at work is a clear case of misconduct that will have consequences.

    In other cases, it can be more difficult to decide where to draw the line between offering 91Ï㽶»ÆÉ«ÊÓƵ and taking disciplinary action. If you provide repeated help and 91Ï㽶»ÆÉ«ÊÓƵ but an employee's substance misuse continues to cause problems at work, your business is likely to suffer if you don't take action.

    Providing clear guidelines

    You must, by law, tell each employee about:

    • your disciplinary rules, which should include rules relating to smoking, drugs and alcohol at work
    • your disciplinary/dismissal and grievance procedure
    • the name of the person they should appeal to if they are unhappy about a disciplinary or dismissal decision, or to seek redress for a grievance

    This information can be included in the employee's written statement or the written statement may refer the employee to a document where they can read it, eg in a staff handbook. All your employees must be clear about both the rules and the consequences of breaking them.

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Maintain personal protective equipment

In this guide:

  • Does your business need personal protective equipment?

    Working out whether your business is affected by the Personal Protective Equipment at Work Regulations, including risk assessment and who should pay for it.

    Every business by law must maintain a safe working environment. The key to complying with this is to carry out a health and safety risk assessment. This involves spotting workplace hazards and taking steps to reduce the risk of harm they may cause.

    Certain businesses will need to use personal protective equipment (PPE) to minimise workplace risks. Workers must use PPE and clothing if their health and safety can't otherwise be properly protected.

    Employers must provide any necessary PPE to employees free of charge. If you are self-employed, you must obtain PPE for yourself.  

    Do I need PPE?

    PPE should be seen as a last resort. Decide whether processes can be carried out differently to minimise risk instead.

    Carry out a health and safety risk assessment to see what PPE your business needs. 

    Before purchasing equipment consider carefully what you need and whether separate items are compatible. For example, do protective goggles make it difficult for a respirator to fit properly?

    You must also ensure that all PPE meets set standards - see buy the right personal protective equipment.

    Businesses in certain sectors are obliged to provide protective equipment under regulations that override PPE legislation. See personal protective equipment exemptions.

    Public Health guidance is available on the .

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  • Buy the right personal protective equipment

    Choosing protective kit that's suitable for the risks, workplace conditions and the wearer including the types of protective equipment you should provide.

    Before purchasing any personal protective equipment (PPE), you need to carry out a health and safety risk assessment.

    Under PPE laws you may need to provide:

    • protective clothing, eg aprons, gloves, footwear, helmets, high-visibility waistcoats and clothing which gives protection against the weather
    • protective equipment, eg eye protectors, respirators and safety harnesses

    PPE equipment or clothing must be:

    • appropriate to the risks and workplace conditions
    • suitable for the ergonomics and state of health of the employee
    • capable of fitting the wearer correctly, eg helmets with adjustable chin straps
    • CE marked to meet the standards set out in the regulations

    The British Standards Institution (BSI) is one organisation that can give a CE mark to show that a product meets the requirements of all relevant European Union directives. It can also give a Kitemark - its own quality mark - to equipment such as respiratory masks. 

    What should I check?

    Check that all equipment is compatible and suitable for all the jobs it's needed for. A supplier should be able to advise you on the suitability of equipment.

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  • Types of PPE: helmets and headgear

    Types of protective headgear for safety in the workplace, activities for which it may be required such as building work, and what to look for when purchasing.

    Workers in a wide range of situations and activities may need personal protective equipment (PPE) for the head

    Activities that need protective headgear

    The following types of work might need protective headgear to ensure safety:

    • construction and building work
    • work near hoists, etc
    • tree-felling
    • work where there is potential for objects falling from height
    • blasting work, eg in quarries, open cast mining, etc
    • low-level fixed objects, eg pipework, machines or scaffolding where there is a risk of collision

    Types of protective headgear

    Employers must provide any necessary PPE it to employees free of charge. If you are self-employed, you must get any PPE you need for yourself. 

    There is a range of headgear you can consider, including:

    • crash or climbing helmets intended to protect in case of a fall
    • safety helmets to protect against falling objects
    • bump caps to protect against striking fixed obstacles, scalping or entanglement
    • caps or hairnets to protect against scalping or entanglement
    • ear defenders

    Workers who need protective headgear may also need protection for other areas of the body.

    Ear protection

    Some workers may need ear defenders but you should only use them as a temporary measure while you are developing proper control measures. You should not use them as an alternative to controlling noise by technical or organisational means. You must provide hearing protection to all workers exposed to noise levels where:

    • The lower exposure action value is a daily or weekly average noise exposure level of 80 decibels. At this level you should provide information and training and make hearing protection available
    • The upper exposure action value is set at a daily or weekly average noise exposure of 85 decibels. Above this you must take steps to reduce noise exposure, such as engineering controls or other technical measures. You must ensure workers use hearing protection must if you cannot control the noise by these measures, or while you are planning or carrying out these measures.

    No worker should be exposed to noise over 87 decibels (taking hearing protection into account).

    High-level peak sound pressures present a risk to hearing from immediate and permanent hearing loss. You must take action if an employee is likely to be exposed to peak sound pressure levels of 137 decibels or above, and place an absolute limit of 140 decibels (which can take account of hearing protection).

    Workers who need protective headgear may also require protection for other areas of the body.

    What should I look for?

    Aim to buy a range of sizes and enough spares to cover any damaged or lost equipment.

    It's also worth buying headgear with adjustable chin straps. This gives some flexibility if you haven't given each worker their own equipment.

    Ensure that any headgear you buy works with any other PPE that your workers need, such as respirators, goggles or ear defenders.

    Some types of headgear, such as helmets worn by motorbike riders, are not suitable.

    Ongoing considerations

    It's important to carry out regular inspections to check that equipment is still up to the job.

    For example, this may involve:

    • checking for surface cracks
    • making sure adjustable straps aren't frayed or broken
    • cleaning sweatbands.

    See maintain personal protective equipment.

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  • Types of PPE: eyewear

    Providing the correct level of eye protection for your workforce and yourself including equipment such as goggles, what to consider and who will need it.

    Certain workers will need personal protective equipment (PPE) for their eyes to minimise the risks from their work. 

    Those who will need extra protection for the eyes include people who work with:

    • Dangerous substances such as chemicals - see managing hazardous substances.
    • Machinery and tools - including activities such as welding, grinding or cutting.
    • Pressurised gases.
    • Hazardous sources of very bright light - 'artificial optical radiation' (AOR). The majority of light sources used at work are safe and you don't need to take further action. You need to manage risks to the eyes posed by hazardous sources (for example lasers and welding).

    If you employ people in these or similar roles, you must provide any necessary protective equipment free of charge. If you're self-employed and carry out work of this nature, you must use the required protective equipment yourself.

    Types of eye protection

    There's a range of eye protection you can consider in these and similar situations, including:

    • safety spectacles
    • safety goggles
    • face shields

    What should I consider?

    Check that the equipment is suitable for the job. For example, are the glasses resistant to impact, chemicals, metal splashes or intense light? Will you workers wear the glasses in hot conditions and mist up? Will goggles fit under a helmet if necessary? You should also consider whether for users who wear spectacles will need prescription lenses.

    Make sure you buy enough spares to cover any equipment which is damaged or lost. You should issue eye protection to each worker or clean them before re-issue. Provide cases or dust covers to protect the lenses from scratches and dust.

    Some eye protection, such as swimming and ski goggles, is not covered by the .

    Ongoing considerations

    Carry out regular inspections to check the equipment is still up to the job. This may involve cleaning the lenses and checking for scratches. See maintain personal protective equipment.

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  • Types of PPE: footwear

    Choosing the right protective footwear for yourself and your employees such as safety boots, the tasks they are needed for and what to consider.

    Personal protective equipment (PPE) for the feet can help reduce the risk of certain workplace hazards. 

    Roles that need protective footwear

    Workers in a range of roles may need protective footwear, including:

    • construction and building work
    • operation of mechanical equipment
    • work involving manual handling
    • work involving exposure to chemicals
    • work involving a risk of heavy items being dropped on the worker's feet
    • work in wet conditions especially if footwear needs to be washed and disinfected for hygiene reasons
    • work in a flammable atmosphere

    For information about some of these roles, see safe manual handling at work.

    Types of protective footwear 

    Protective footwear you should consider includes:

    • safety boots or shoes, eg with steel toe-caps
    • safety wellington boots - for outside workers such as tree fellers or cattle herders

    Check protective footwear is suitable for the job. Consider whether yu need:

    • footwear with slip-proof or chemical-resistant soles
    • entirely waterproof or insulated shoes or boots o protect against electrical hazards
    • steel toed footwear that has a midsole to protect against injury

    Considerations

    Where protective footwear is necessary, employers must provide it to employees free of charge. If you are self-employed, you must use PPE if you need it.

    You will need to buy footwear to fit an individual so it makes sense to make employees partly responsible for maintenance.

    This shouldn't replace a regular equipment check in the workplace but employees should be aware of the signs of wear and tear. See maintain personal protective equipment.

    Maintenance of footwear should include:

    • regular cleaning
    • checking for worn-out soles
    • splits in the uppers
    • replacing broken or frayed shoelaces
    • making sure any protective covering is intact
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  • Types of PPE: hand and arm protection

    Choosing protection for the arms and hands, such as gloves, cuffs and elbow protectors to protect from hazards like cuts, chemicals, infection and vibration.

    Workers in many roles may come into contact with substances or conditions that pose a risk of harm to their hands or arms. If you can't reduce these risks in some other way, you must use personal protective equipment (PPE) to do so.

    Risks to arms and hands

    The types of hazard that may cause harm to the arms and hands include:

    Types of hand and arm protection

    The types of equipment that you might use to protect hands and arms include:

    • gloves
    • gauntlets
    • mitts
    • cuffs
    • armlets
    • elbow protectors

    If your employees need PPE, you must give it to them free of charge. Self-employed people must get it for themselves.

    What should I look for?

    You need to ensure the equipment is up to the job and does not add to the risk. Consider what the wearer will need the equipment for and whether it is compatible with other equipment. Does it need to be fireproof or strong enough to prevent piercing by sharp objects, for example?

    Ongoing considerations

    Maintenance should include regular cleaning and checks for wear and tear. See maintain personal protective equipment.

    .

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  • Types of PPE: clothing

    Choosing protective equipment for the body and legs to protect you and your employees from risks like extreme temperature, electric shock and chemicals.

    Personal protective equipment (PPE) to protect the body and legs includes a range of safety clothing.

    Risks to the body and legs

    Certain work activities and situations may put workers at risk of harm to their body and legs. These include:

    • work in extreme temperatures - eg in a cold store
    • work in adverse weather
    • work where there's a risk from contact with chemical or metal splash
    • construction and other outdoor work
    • food processing
    • welding
    • work where there is a risk of electrocution
    • work in laboratories
    • work on roads, railways or quarries

    Types of protective clothing

    The type of equipment you need depends on the type of hazard that your business deals with. Equipment which protects the body and legs includes:

    • overalls
    • boiler suits
    • specialist protective clothing, such as chain-mail suits, high-visibility clothing and insulating/conductive clothing
    • leggings
    • gaiters

    If your employees need PPE, you must give it to them free of charge. Self-employed people must get it for themselves.

    Consider the health and safety risks for people working outdoors. Take measures to .  

    What should I look for?

    You need to check the equipment is suitable for the job. Does the material need to be waterproof or chemical-proof for example?

    You should also ensure any protective clothing and equipment meets PPE laws.

    Ongoing considerations

    You should carry out regular maintenance to ensure any protective equipment and clothing is still suitable for the job. Check for rips and tears in the material and regularly wash items such as overalls.

    See maintain personal protective equipment.

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  • Maintain personal protective equipment

    Complying with personal protective equipment regulations and maintaining protective equipment, including the eight main areas to consider in order to comply.

    There are eight key areas that you should check to ensure you follow personal protective equipment (PPE) rules:

    • Assessment of need - carry out a risk assessment. See does your business need personal protective equipment?
    • Compatibility - where more than one piece of PPE is worn or used the items must be compatible.
    • Maintenance - all equipment must be regularly maintained and replaced. You should follow the manufacturer's maintenance schedule, such as recommended replacement periods.
    • Storage - all equipment should be well looked after and stored properly. For example, pegs for weatherproof clothing or a dry, clean cupboard for overalls. Keep smaller items like goggles in a protective case or box.
    • Use - themake the user aware of why they need to use PPE what its limitations are. Make regular checks to ensure workers are wearing PPE. You should also learn and show employees how to spot signs of wear and tear in equipment.
    • Training - employers, employees and the self-employed have duties to use PPE properly and make sure it does not increase the risk of an accident.
    • Records - keep records of all PPE equipment on your premises and a schedule for when checks and replacements should be made.
    • Reporting loss or damage - employees must notify their employer if equipment is lost or damaged. Ensure they are aware of this.

    If you do not comply with the PPE regulations, you could face:

    • a fine of up to £20,000 and prison sentence of up to six months (magistrate's court)
    • an unlimited fine and/or two years in prison (crown court)
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  • Personal protective equipment exemptions

    Check if personal protective equipment exemptions apply or if there is an exemption such as equipment for playing competitive sports or non-protective clothing.

    The Personal Protective Equipment at Work Regulations do not apply to:

    • ordinary work clothes and uniforms which do not protect the health and safety of the wearer
    • equipment used for playing competitive sports
    • portable devices for detecting and signalling risks and nuisances

    The PPE regulations don't apply where other laws already oblige employers to provide personal protective equipment. These are the:

    If you're unsure of your obligations, call the HSENI Helpline on Tel 0800 032 0121.

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Reduce the risks of objects falling from height

In this guide:

  • Assess the risks of working at height

    Identifying common causes of falls in your business and their likelihood such as falls from ladders, scaffolding, roofs, gangways, catwalks and vehicles.

    You must consider the risks of working at height as part of your overall health and safety risk assessment.

    Look at the risk of all falls in your business. You need to take precautions where anyone might fall a distance that could cause personal injury.

    Injuries are often caused by falls from:

    • ladders
    • incomplete scaffolding
    • roofs and roof edges - particularly fragile roofs
    • gangways and catwalks
    • vehicles
    • fragile roofllights

    The poor selection, use and maintenance of equipment can lead to falls. For example, using a ladder because it's easier than erecting a tower scaffold can be dangerous. Workers should only use ladders for low risk, short duration work, eg work which takes minutes not hours to complete.

    As well as the risks posed by the work at height itself, consider those caused by falling objects and by accessing the work location. For example, climbing on and off a roof or using ladders can pose significant risks.

    Employer responsibilities

    Employers, the self-employed managers and supervisors have a legal duty to ensure:

    • all work at height is properly planned
    • those working at height are competent or supervised
    • the risks of working on or near fragile surfaces are properly controlled
    • equipment for working at height is properly inspected and maintained

    Reduce the risks

    You must avoid work at height where possible. Workers must use equipment to prevent or minimise the consequences of falls where working at height is the only option. Equipment may include preventative measures like scaffolds and mobile elevated work platforms (MEWPs), such as cherry pickers. You should only consider using personal protection equipment, eg work restraints, to minimise the consequences of a fall when collective preventive measures are not possible.

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  • Planning to work safely at height

    How to identify ways of reducing the risks of falls, such as using safe working platforms, planning work properly and providing appropriate training.

    You need to take steps to reduce the risks of falls that could cause personal injury to anyone on your premises or site. This includes employees, visitors and contractors.

    When planning work at height you must make sure:

    • all work is properly planned and appropriately supervised
    • all work takes account of weather conditions that could endanger health and safety
    • those involved in work at height are trained and competent
    • the place for working at height is safe
    • equipment for work at height is appropriately inspected
    • the risks from fragile surfaces and falling objects are properly controlled
    • you have plans in place to cover emergencies
    • you have rescue plans in place 

    Safe working platforms

    Where possible you need to ensure the work is carried out from a safe working platform. This may be an existing structure, such as a flat roof. If the existing structure isn't suitable you'll have to provide a safe working platform, such as a mobile elevated work platform. All work should be be carried out from inside the basket.

    All work on a roof is high risk and high safety standards are essential however long the work will take. You must identify the risks before the work starts. Make sure you provide the necessary equipment, appropriate precautions and systems of work and that workers use them.

    Remember that workers should only use ladders should light work for short periods (15-30 minutes, depending on the task). Use them as a means of access, rather than as a work platform.

    Safety equipment

    Where you cannot eliminate the risk of a fall, you must use or other measures that will minimise the consequences of a fall. This may include nets or airbags.

    Alternatively, you might raise the floor level using a temporary platform. 

    If lifting or manual handling forms part of the work, such as moving heavy equipment or materials up to a height, you could consider using lifts and hoists to reduce the risk of accidents.

    Anyone working with this type of equipment must have the appropriate training. They must have the skills, knowledge and experience to set up and use it.

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  • Roof, platform and walkway safety for working at height

    The steps you should take - and the equipment you can use - to make working on roofs and platforms safe including scaffolding, duckboards and guard rails.

    Accidents can happen to people maintaining, cleaning, demolishing and inspecting building roofs. Remember, working on a roof can be dangerous. A fall from a roof will generally cause serious injury.

    It's vital to ensure existing structures such as roofs and working platforms are safe.

    Platforms and existing structures must be stable. They must 91Ï㽶»ÆÉ«ÊÓƵ the weight of workers who need to use them and any equipment or materials they may need.

    Make platforms safe

    You must food platforms on firm ground or on a stable structure to prevent them from moving. For example, you should tie scaffolding to an existing structure following the manufacturers' or designers' instructions.

    Consider using covers over fragile roof lights and other fragile surfaces. You must erect guard rails, boards or other barriers, such as toe boards, to stop anyone falling off the edge of platforms or roofs, or through holes in the floor.

    Choosing equipment

    There are many types of platform, including:

    • tower and general scaffolding
    • mobile and suspended equipment
    • mobile elevating work platforms

    The type of equipment you use will depend on the:

    • working conditions and duration of work
    • number of users
    • risks of erecting the structure

    Your health and safety risk assessment should help you choose the most suitable type of equipment to use.

    You need to ensure that all work equipment, including tools, is well maintained and checked regularly. Remove all equipment from the platform at the end of the working day, and switch off any power supplies.

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  • Reduce the risks of objects falling from height

    Methods to prevent injuries and damage caused by falling equipment, tools, materials or debris including platforms, toe boards, netting and covered walkways.

    When people are working at height you must consider the risk of objects falling onto somebody or something below.

    Any hand-held equipment such as drills or saws can be dropped or knocked over the edge of a platform or walkway. Materials such as nails, pieces of wood and debris can also represent a significant hazard.

    Key steps to prevent objects falling

    Follow these key steps to reduce the risks:

    • For work over public areas, a double-boarded platform with a polythene sheet in between the boards prevents small items such as nails and bolts from falling.
    • Platforms should be made so that materials or objects can't fall and cause injury to anyone or anything below. Close-boarded platforms are usually safe enough.
    • On scaffolding and tower scaffolds consider using brick guards, netting or other suitable protection to prevent materials falling.
    • Toe boards also prevent anyone kicking items off the edge of platforms.
    • Providing a covered walkway is another way to protect people below.
    • If you're using a cradle, harness or mobile elevated working platform, use mesh or netting underneath the equipment to prevent anything falling.
    • Covered chutes are an effective and quick method of removing debris from work areas. This is much safer than throwing items over the side of a platform into a skip below.
    • Tools such as drills and trowels can be attached to safety lines. If they're accidentally dropped, the line prevents them falling below the work area.
    • Remember that bad weather can cause difficulties for outdoor work, with wind blowing materials and equipment off platforms. If the weather is particularly severe, you may have to stop work to prevent putting people at risk.
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  • Working safely in confined space

    Confined spaces, from storage tanks, silos and drains to vats, can pose risks to workers industries such as agriculture, installation and telecommunications.

    Confined spaces can pose certain health and safety risks for workers.

    What is a confined space?

    A confined space has two defining features:

    • it is a place that is substantially (though not always entirely) enclosed
    • serious injury can occur from hazardous substances or conditions within the space or nearby, eg a lack of oxygen

    Confined spaces can include:

    • areas with limited openings such as storage tanks, silos, reaction vessels, enclosed drains, sewers
    • open-topped chambers such as vats, combustion chambers in furnaces, ductwork
    • closed, unventilated or poorly ventilated rooms

    Industries that work in confined spaces

    There are many types of industry which typically require employees to work in confined spaces. For example:

    • agricultural workers may have to work in silos
    • surveyors working on building sites or in domestic settings may have to crawl underneath floorboards or in cellars
    • telecommunications engineers may have to work in enclosed drains
    • workers cleaning out and maintaining storage vessels and vats
    • workers maintaining or installing equipment, service cables and pipes

    Confined space safety law

    You must ensure that any work carried out in a confined space, where there is a risk of serious injury, complies with the .

    See assess the risks of confined spaces and manage the risks posed by confined spaces.

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  • Assess the risks of working in confined spaces

    Identifying typical hazards in enclosed spaces and analysing the chances of their occurring including lack of oxygen, poisonous gases, fumes and fire.

    Under the Confined Spaces Regulations, you must:

    • carry out a risk assessment to identify potential hazards to safety caused by work in confined spaces
    • assess the level of risk the hazards pose
    • decide whether you need to take steps to manage these risks, including putting emergency arrangements in place

    Typical hazards in confined spaces include:

    • lack of oxygen
    • poisonous gases
    • fumes or vapours
    • liquids or solids, eg grain, filling the space
    • fire and explosions
    • dust
    • high temperature

    .

    Anyone working in confined spaces is also at risk from physical dangers such as knocking their head or limbs against protruding structures such as metal struts or wooden 91Ï㽶»ÆÉ«ÊÓƵ beams.

    While some risks may be a feature of the confined space itself, the particular work activities can cause others.

    For example, fumes from welding equipment could deplete oxygen levels and increase the risk of fire or explosion.

    You must train anyone working in a confined space for the task in hand. You should check that working in a confined space won't trigger or make worse any medical conditions such as a bad back, claustrophobia or breathing problems such as asthma.

    Smoking is now banned in any  enclosed public places, workplaces or company vehicles used by more than one person. You must display a no-smoking sign at the entrance to your premises and in vehicles.

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  • Manage the risks posed by working in confined spaces

    Safe systems, specialist tools, equipment, air testing, ventilation and emergency procedures to reduce the risks of working in confined space.

    First you must consider whether the work in the confined space is really necessary. Consider whether you could carry out the work  without entering the space. Better work planning or a different approach can reduce the need for confined-space working. If, for example, you need to inspect the inside of a silo you could tackle the work from outside the space using specialist equipment with cameras and sensors.

    If you can't do this, you must plan a safe way to carry out the work. 

    Confined space safe system of work

    Your system might include:

    • appointing a supervisor
    • checking individuals are suitable for the work
    • checking the size of the entrance
    • providing ventilation
    • testing the air
    • providing special tools and lighting
    • providing breathing apparatus
    • people working in teams, with an observer present at all times

    Permit-to-work system

    You may need to organise a which will involve:

    • identifying the person who can authorise jobs and who is responsible for stating required precautions such as emergency procedures and air testing
    • ensuring contractors don't operate outside the system
    • training and instruction on the issue of permits
    • monitoring the system to check it works

    Emergency procedure

    You must also put an emergency procedure in place before the work starts in case there is an incident. Effective arrangements for raising the alarm and carrying out rescue operations are essential. The contingency plan will depend on the nature of the confined space, the risks identified and the likely nature of the emergency rescue. This will cover:

    • communications from inside the confined space to people outside so that rescue procedures can start
    • providing suitable rescue and resuscitation equipment
    • having properly trained people ready, who are fit and capable of using any equipment provided for rescue
    • first-aid procedures
    • how to contact the emergency services and what information about the particular dangers in the confined space will be given to them on their arrival
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Planning to work safely at height

In this guide:

  • Assess the risks of working at height

    Identifying common causes of falls in your business and their likelihood such as falls from ladders, scaffolding, roofs, gangways, catwalks and vehicles.

    You must consider the risks of working at height as part of your overall health and safety risk assessment.

    Look at the risk of all falls in your business. You need to take precautions where anyone might fall a distance that could cause personal injury.

    Injuries are often caused by falls from:

    • ladders
    • incomplete scaffolding
    • roofs and roof edges - particularly fragile roofs
    • gangways and catwalks
    • vehicles
    • fragile roofllights

    The poor selection, use and maintenance of equipment can lead to falls. For example, using a ladder because it's easier than erecting a tower scaffold can be dangerous. Workers should only use ladders for low risk, short duration work, eg work which takes minutes not hours to complete.

    As well as the risks posed by the work at height itself, consider those caused by falling objects and by accessing the work location. For example, climbing on and off a roof or using ladders can pose significant risks.

    Employer responsibilities

    Employers, the self-employed managers and supervisors have a legal duty to ensure:

    • all work at height is properly planned
    • those working at height are competent or supervised
    • the risks of working on or near fragile surfaces are properly controlled
    • equipment for working at height is properly inspected and maintained

    Reduce the risks

    You must avoid work at height where possible. Workers must use equipment to prevent or minimise the consequences of falls where working at height is the only option. Equipment may include preventative measures like scaffolds and mobile elevated work platforms (MEWPs), such as cherry pickers. You should only consider using personal protection equipment, eg work restraints, to minimise the consequences of a fall when collective preventive measures are not possible.

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  • Planning to work safely at height

    How to identify ways of reducing the risks of falls, such as using safe working platforms, planning work properly and providing appropriate training.

    You need to take steps to reduce the risks of falls that could cause personal injury to anyone on your premises or site. This includes employees, visitors and contractors.

    When planning work at height you must make sure:

    • all work is properly planned and appropriately supervised
    • all work takes account of weather conditions that could endanger health and safety
    • those involved in work at height are trained and competent
    • the place for working at height is safe
    • equipment for work at height is appropriately inspected
    • the risks from fragile surfaces and falling objects are properly controlled
    • you have plans in place to cover emergencies
    • you have rescue plans in place 

    Safe working platforms

    Where possible you need to ensure the work is carried out from a safe working platform. This may be an existing structure, such as a flat roof. If the existing structure isn't suitable you'll have to provide a safe working platform, such as a mobile elevated work platform. All work should be be carried out from inside the basket.

    All work on a roof is high risk and high safety standards are essential however long the work will take. You must identify the risks before the work starts. Make sure you provide the necessary equipment, appropriate precautions and systems of work and that workers use them.

    Remember that workers should only use ladders should light work for short periods (15-30 minutes, depending on the task). Use them as a means of access, rather than as a work platform.

    Safety equipment

    Where you cannot eliminate the risk of a fall, you must use or other measures that will minimise the consequences of a fall. This may include nets or airbags.

    Alternatively, you might raise the floor level using a temporary platform. 

    If lifting or manual handling forms part of the work, such as moving heavy equipment or materials up to a height, you could consider using lifts and hoists to reduce the risk of accidents.

    Anyone working with this type of equipment must have the appropriate training. They must have the skills, knowledge and experience to set up and use it.

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  • Roof, platform and walkway safety for working at height

    The steps you should take - and the equipment you can use - to make working on roofs and platforms safe including scaffolding, duckboards and guard rails.

    Accidents can happen to people maintaining, cleaning, demolishing and inspecting building roofs. Remember, working on a roof can be dangerous. A fall from a roof will generally cause serious injury.

    It's vital to ensure existing structures such as roofs and working platforms are safe.

    Platforms and existing structures must be stable. They must 91Ï㽶»ÆÉ«ÊÓƵ the weight of workers who need to use them and any equipment or materials they may need.

    Make platforms safe

    You must food platforms on firm ground or on a stable structure to prevent them from moving. For example, you should tie scaffolding to an existing structure following the manufacturers' or designers' instructions.

    Consider using covers over fragile roof lights and other fragile surfaces. You must erect guard rails, boards or other barriers, such as toe boards, to stop anyone falling off the edge of platforms or roofs, or through holes in the floor.

    Choosing equipment

    There are many types of platform, including:

    • tower and general scaffolding
    • mobile and suspended equipment
    • mobile elevating work platforms

    The type of equipment you use will depend on the:

    • working conditions and duration of work
    • number of users
    • risks of erecting the structure

    Your health and safety risk assessment should help you choose the most suitable type of equipment to use.

    You need to ensure that all work equipment, including tools, is well maintained and checked regularly. Remove all equipment from the platform at the end of the working day, and switch off any power supplies.

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  • Reduce the risks of objects falling from height

    Methods to prevent injuries and damage caused by falling equipment, tools, materials or debris including platforms, toe boards, netting and covered walkways.

    When people are working at height you must consider the risk of objects falling onto somebody or something below.

    Any hand-held equipment such as drills or saws can be dropped or knocked over the edge of a platform or walkway. Materials such as nails, pieces of wood and debris can also represent a significant hazard.

    Key steps to prevent objects falling

    Follow these key steps to reduce the risks:

    • For work over public areas, a double-boarded platform with a polythene sheet in between the boards prevents small items such as nails and bolts from falling.
    • Platforms should be made so that materials or objects can't fall and cause injury to anyone or anything below. Close-boarded platforms are usually safe enough.
    • On scaffolding and tower scaffolds consider using brick guards, netting or other suitable protection to prevent materials falling.
    • Toe boards also prevent anyone kicking items off the edge of platforms.
    • Providing a covered walkway is another way to protect people below.
    • If you're using a cradle, harness or mobile elevated working platform, use mesh or netting underneath the equipment to prevent anything falling.
    • Covered chutes are an effective and quick method of removing debris from work areas. This is much safer than throwing items over the side of a platform into a skip below.
    • Tools such as drills and trowels can be attached to safety lines. If they're accidentally dropped, the line prevents them falling below the work area.
    • Remember that bad weather can cause difficulties for outdoor work, with wind blowing materials and equipment off platforms. If the weather is particularly severe, you may have to stop work to prevent putting people at risk.
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  • Working safely in confined space

    Confined spaces, from storage tanks, silos and drains to vats, can pose risks to workers industries such as agriculture, installation and telecommunications.

    Confined spaces can pose certain health and safety risks for workers.

    What is a confined space?

    A confined space has two defining features:

    • it is a place that is substantially (though not always entirely) enclosed
    • serious injury can occur from hazardous substances or conditions within the space or nearby, eg a lack of oxygen

    Confined spaces can include:

    • areas with limited openings such as storage tanks, silos, reaction vessels, enclosed drains, sewers
    • open-topped chambers such as vats, combustion chambers in furnaces, ductwork
    • closed, unventilated or poorly ventilated rooms

    Industries that work in confined spaces

    There are many types of industry which typically require employees to work in confined spaces. For example:

    • agricultural workers may have to work in silos
    • surveyors working on building sites or in domestic settings may have to crawl underneath floorboards or in cellars
    • telecommunications engineers may have to work in enclosed drains
    • workers cleaning out and maintaining storage vessels and vats
    • workers maintaining or installing equipment, service cables and pipes

    Confined space safety law

    You must ensure that any work carried out in a confined space, where there is a risk of serious injury, complies with the .

    See assess the risks of confined spaces and manage the risks posed by confined spaces.

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  • Assess the risks of working in confined spaces

    Identifying typical hazards in enclosed spaces and analysing the chances of their occurring including lack of oxygen, poisonous gases, fumes and fire.

    Under the Confined Spaces Regulations, you must:

    • carry out a risk assessment to identify potential hazards to safety caused by work in confined spaces
    • assess the level of risk the hazards pose
    • decide whether you need to take steps to manage these risks, including putting emergency arrangements in place

    Typical hazards in confined spaces include:

    • lack of oxygen
    • poisonous gases
    • fumes or vapours
    • liquids or solids, eg grain, filling the space
    • fire and explosions
    • dust
    • high temperature

    .

    Anyone working in confined spaces is also at risk from physical dangers such as knocking their head or limbs against protruding structures such as metal struts or wooden 91Ï㽶»ÆÉ«ÊÓƵ beams.

    While some risks may be a feature of the confined space itself, the particular work activities can cause others.

    For example, fumes from welding equipment could deplete oxygen levels and increase the risk of fire or explosion.

    You must train anyone working in a confined space for the task in hand. You should check that working in a confined space won't trigger or make worse any medical conditions such as a bad back, claustrophobia or breathing problems such as asthma.

    Smoking is now banned in any  enclosed public places, workplaces or company vehicles used by more than one person. You must display a no-smoking sign at the entrance to your premises and in vehicles.

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  • Manage the risks posed by working in confined spaces

    Safe systems, specialist tools, equipment, air testing, ventilation and emergency procedures to reduce the risks of working in confined space.

    First you must consider whether the work in the confined space is really necessary. Consider whether you could carry out the work  without entering the space. Better work planning or a different approach can reduce the need for confined-space working. If, for example, you need to inspect the inside of a silo you could tackle the work from outside the space using specialist equipment with cameras and sensors.

    If you can't do this, you must plan a safe way to carry out the work. 

    Confined space safe system of work

    Your system might include:

    • appointing a supervisor
    • checking individuals are suitable for the work
    • checking the size of the entrance
    • providing ventilation
    • testing the air
    • providing special tools and lighting
    • providing breathing apparatus
    • people working in teams, with an observer present at all times

    Permit-to-work system

    You may need to organise a which will involve:

    • identifying the person who can authorise jobs and who is responsible for stating required precautions such as emergency procedures and air testing
    • ensuring contractors don't operate outside the system
    • training and instruction on the issue of permits
    • monitoring the system to check it works

    Emergency procedure

    You must also put an emergency procedure in place before the work starts in case there is an incident. Effective arrangements for raising the alarm and carrying out rescue operations are essential. The contingency plan will depend on the nature of the confined space, the risks identified and the likely nature of the emergency rescue. This will cover:

    • communications from inside the confined space to people outside so that rescue procedures can start
    • providing suitable rescue and resuscitation equipment
    • having properly trained people ready, who are fit and capable of using any equipment provided for rescue
    • first-aid procedures
    • how to contact the emergency services and what information about the particular dangers in the confined space will be given to them on their arrival
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    Health and Safety Executive Northern Ireland
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Safer ways of working

Introduction

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